We keep documents in Word, the client database, and analytical reports in Excel, letters are stored in the mail, tasks are on stickers. And if you suddenly need to pull up an old contract, find a letter, clarify data on a client, the search for data can take hours. When you work in 3, 5, or 10 different programs at once, even a small task becomes a quest. If this story is about you, you need a corporate portal, and an application software development company can help you.
What is a corporate portal
A corporate portal for employees is an internal corporate management program that provides the ability to communicate, share documents, publish employee achievements and company news. The distinctive feature of the corporate portal is closed access: only employees of your company can access it.
Regardless of the specifics of your business, the corporate portal contains information about the company's services and products, price lists, introductory and training materials for new employees, and organizational structure with a general list of employees, timekeeping, and payroll.
Why we need a corporate portal
At first, you might think that the corporate portal copies the CRM-system, and it may be unclear why you need it if there is a system. But unlike CRM, it can:
send documentation to a dozen partners at once for evaluation;
Count the salaries of employees with different motivation systems;
train and test employees on products, services, etc;
store and share files and documents;
generate ideas from employees and communicate them to management;
record employees' working hours account for vacations, business trips, absences, and tardiness;
provide information about all employees of the company;
keep personnel records (employment records, passports, diplomas, certificates, etc.)
forecast receipts and record finances;
generate documentation in word and excel according to specified templates;
congratulate birthday boys and girls and remind them of their future birthdays.
All of this goes beyond most CRM-systems.
How a corporate portal works
A single Dashboard with the KPIs of all employees
The KPI dashboard is much more efficient than tables because it clearly shows the actual indicators of the company that you need for a specific query. You no longer need to look through multiple columns of data if only a few key indicators are important.
It's more convenient to control your employees. The service allows you to track the number of calls each manager makes, the duration of conversations, the number of commercial offers and invoices sent, and the number of bills paid. Thanks to the portal, the manager always knows which employees are really working, and which are just pretending. The manager also sees the weaknesses of each salesperson, which allows him to help in a timely manner. This is especially important when hiring a new employee, because it allows the mentor to quickly get him up to speed, and the manager - almost immediately understands what gaps in the newcomer's knowledge need to be filled for the quickest adaptation and efficient work.
All employees have access to KPIs for the company, which creates healthy competition between them because no one wants to be at the bottom of the sales ranking. The manager will be able to motivate the department properly.
Calculation of wages for employees and for the entire company
Payroll is every manager's favorite section. Ask your accountant or department manager how often they are asked about their salary by a KPI employee? And how long does it take to calculate each employee before their paycheck? You will be told that such questions are asked almost every day and that calculating each employee takes a long time.
The system automatically calculates employees' salaries, including all bonuses. The service takes into account all contracts, acts of work performed, the number of services rendered, goods shipped, and other indicators. This allows the owner of the company to see the amount of salary fund, and the subordinate - the number of their earnings.
Working time recording
Do you know who in the company is often late for work? Such trespassers discourage the team, which affects discipline and the quality of work.
The corporate portal keeps track of violators so that they can be punished in a timely manner. The system is built in such a way that the program knows
what time the workday starts and ends;
What penalties are imposed on latecomers;
How many violations can be "forgiven".
The service stores information about the number of working days of each employee, the time of his vacation, sick leave, formalized time off, etc. This allows you to quickly calculate his salary and identify violators of labor discipline.
A single repository for the exchange of documentation
It can be difficult to find the document you need, especially if the company does not have a unified network, network folders, or server. Looking for it in the mail or somewhere on the desktop is very long, and not the fact that it will be up-to-date on the current date.
A single document repository allows all company employees to post and download documents:
Commercial Proposal Forms;
Company presentation;
Articles of Incorporation;
Samples of documents or goods;
Copies of customer reviews;
Photos of employees from the corporate party.
A system for evaluating applications, bypassing clutter in the mail
Not every corporate service can boast of this.
Experts can include both company specialists and third-party consultants. The program is designed in such a way that not a single point of the application will be missed: the system itself will prompt which data are required to send the application for evaluation.
The problem of endless letters and agreements will be solved - now everything is in one place.
Training, testing, and adaptation of new employees
One of the most important steps in hiring new employees is their training and adaptation. If you have your own training system, you can post training materials, videos, texts, presentations, call records, and images directly on the portal.
Divide the courses into sections for easy navigation. For each course, you can assign the complexity of the material and the time it takes to learn it. Prepare tests using the handy multiple-choice test builder.
All test results are stored in the system, allowing you to sort out mistakes and improve your knowledge and skills.
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