Thorough sharing information within the company can be expected to improve work efficiency and facilitate communication.
Recently, there are many useful tools for sharing information, such as groupware and chat tools.
On the other hand, there are many people who are not sure about the differences and are wondering which tool to choose.
This section explains the importance of information sharing within the company, the function of the tool, and the benefits of introducing it.
It also introduces how to select the tools to introduce in-house, so if you plan to introduce it, please refer to it.
Importance of information sharing within the company and characteristics of tools
In-house information sharing is indispensable when working as a member of a company.
First, let’s take a closer look at the meaning and importance of sharing information internally, and what kind of information sharing tool it is.
Meaning and necessity of information sharing
In the first place, information sharing refers to sharing information held by individuals within the company as a whole and scrutinizing the contents.
We cannot say that we can share information simply by disclosing our knowledge.
It is important to select necessary information in-house to improve the efficiency of work and motivate employees.
In addition, sharing knowledge and know-how within the company can prevent people from becoming members of the company and can be expected to improve skills and knowledge throughout the company.
In this way, the process of information sharing plays a role in improving employee skills and teamwork, as well as improving internal productivity.
When sharing information in-house, be sure to pay attention to the parts such as whether the information is necessary or where it can be used.
Characteristics of information-sharing tools
It is recommended to use tools for sharing information within the company.
Nowadays, various tools have emerged according to the content and purpose to be shared, and it is possible to help solve various problems.
There are the following types of information sharing tools.
|sk management||A tool that allows you to share the work and progress of each employee. The division of duties will be smooth, and you can expect to improve the efficiency of the group.|
|Attendance management||A tool that can manage the start and end hours of each employee. It is convenient for sharing shift information.|
|Virtual office||A tool that allows you to chat and make voice calls with staff in the virtual office. Information can be exchanged remotely.|
|Groupware||This is a service that combines functions such as file sharing and bulletin boards. You can share various types of data.|
|Web conference||A tool that allows you to talk while checking the other party's face on the screen. You can easily share screens and materials even remotely.|
By combining multiple tools, you can expect further work efficiency.
Be sure to select the tool that corresponds to the information you want to share within the company, such as documents and files, the schedule of each other, and work progress.
Benefits of introducing information sharing tools
By introducing an information sharing tool, you will be able to use various functions not found in email and phone.
From here, I will explain the merits of information sharing tools within the company.
Quickly find the information you need
The biggest advantage of the information sharing tool is that you can search for necessary information later.
Verbal communication such as telephone calls and meetings is not recorded unless you take notes by yourself, and you cannot search for it later.
Even with email, there is a risk that data will be lost after a certain period of time.
On the other hand, if you use an information sharing tool, you can always check the content of past posts.
You can also organize the information in the tool by grouping according to the content.
In addition, many of the tools allow you to set the disclosure range, which allows you to use not only the information shared throughout, but also your own memo.
With these functions, you can cut communication costs by repeatedly receiving the same question.
Accumulation of knowledge and know-how
Knowledge in the business context is useful information for a company obtained from conversations and books.
Know-how is the tips and wisdom that I have gained through experience.
Each employee gains know-how based on the knowledge shared within the company, and by sharing this know-how, it will lead to the improvement of overall skills.
If information is accumulated in this way, the tool will play a role like Wikipedia in the company.
It can be said that the advantage of the information sharing tool is to be able to share the skills of individuals who tend to become individuals.
Communicate with multiple employees
Information sharing tools can also facilitate internal communication.
For example, in the case of e-mail, it is necessary to enter a greeting such as “Thank you for your work.” “I am indebted to you.”
On the other hand, with information sharing tools, it is possible to send a reply in one word.
You can also use it by notifying you that you have already read it by simply pressing “Like” or expressing your emotions using pictograms.
By using the tools, you can easily communicate with many employees, which will help improve the atmosphere in the company.
It is also recommended for companies that have problems communicating with remote workers and teleworkers.
How to choose the service to use in-house
There are various types of information sharing tools, but it is not necessary to introduce them blindly.
It is important to compare and consider the tools from several viewpoints such as what kind of function is required and whether it is easy to use.
Finally, let’s take a closer look at the points when choosing an information sharing tool.
Purpose of use
First of all, it is necessary to clarify the problems that your company has and the functions that help solve them.
Introducing a multinational tool is meaningless if it does not have the necessary functions.
For example, if you want to facilitate communication, functions such as chat tools, internal SNS, and bulletin boards are convenient.
Groupware is suitable for sharing knowledge and know-how, and Web conferencing tools are suitable for screen sharing during meetings.
In this way, if you decide the purpose and scope of use in advance, you will be able to smoothly compare the functions required for your company.
ease of use
Information sharing tools are very useful, but complicated ones can be confusing.
A simple and easy-to-use screen is important for smooth penetration into the company.
Try to choose a UI that allows even employees with low IT literacy to use it immediately.
It is also important to be able to immediately display information such as knowledge and know-how accumulated in the tool.
If the search accuracy is low and you cannot reach the information you are looking for, the information will be wasted.
The richness of the search function is important, especially when you are aiming to use it like in-house Wikipedia.
It’s a good idea to choose a tool that allows you to search by multiple items such as keywords and groups/categories.
- Information sharing is essential to reduce mistakes and troubles and increase internal productivity
- Know-how and knowledge are accumulated by introducing tools and can be used like a manual
- It is important to compare the balance between functionality, ease of use, and cost according to internal issues
There are various types of information sharing tools such as those suitable for personal communication and those for groups.
Be sure to determine the range of usage and choose a tool that can be introduced at the lowest cost.
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