Navigate In-house SNS for Your Business
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Today’s Topic
In this article, we will introduce in-house SNS for your business and analyze the pros and cons of using it.
What is In-house SNS?
In-house SNS is primarily a tool for communicating with persons within a company or organization. It is usually introduced to share internal communications and to facilitate communication among employees.
When you hear the word “SNS”, you probably think mainly of Twitter or Instagram. These SNSs allow for daily communication with acquaintances.
In-house SNS is characterized by the fact that it is “SNS for business use,” allowing employees to communicate with each other more easily than with e-mail.
Although the main function of internal company SNS is chatting, some allow users to exchange work by sending files and data, and some that allow users to manage progress by linking tasks to a calendar. In some cases, they are used for submitting and managing daily reports.
While business chat and groupware may be linked to external parties, most in-house SNSs are used only within the company.
In addition, there are various types of in-house SNS, some of which are free of charge depending on the number of users, and some incur a monthly fee. It is advisable to choose the one that suits your company according to the purpose of use.
3 Advantages of In-house SNS
Revitalize Communication within the Company
Communication is possible not only between departments but also across departments. Many companies do not allow employees to interact with each other, even if they are employees of the same company, because different departments have different job descriptions. In addition, direct communication may be difficult when employees are constantly changing.
Companies that have not introduced in-house SNS have generally used e-mail for internal communication. However, since e-mail requires standardized sentences, it is not an environment that facilitates active communication across departments.
On the other hand, in-house SNS is in a chat format, so there is basically no need for standardized text, and the main topic of conversation can be smoothly started with just the subject of the message. The recipient of the communication can easily react to the message, making it easy to activate internal communication.
If communication among employees increases, it can be expected to improve the internal atmosphere of the company. In the unlikely event that an internal fraud occurs, it can be detected at an early stage and possibly dealt with before it becomes a serious problem.
Speedy Information Exchange
Second, information can be shared quickly. By using internal SNS, you can create chat rooms that can be checked by multiple people, and messages can be sent and received easily.
When sharing information with multiple people via e-mail, it is necessary to set the address as the recipient each time. This eliminates the need to set addresses each time you share information by e-mail, which is a great advantage. In-house SNS can also be used for quick replies, as the messages are often checked frequently.
Also, internal SNS information can be managed in the cloud, making it easy to search for materials as needed. It is easier to find information than with e-mail because you can go back in time and search for shared information, or search for files and photos by name.
Flexibility to Accommodate a Variety of Work Styles
In this case, work locations are not limited, and work communications can be made from anywhere with an Internet environment. Since real-time communication has become easier, managers can also manage the productivity of their subordinates even when working remotely.
In companies where employees are frequently on the road, this system can be useful in many situations, such as reporting progress via in-house SNS when the phone line is disconnected. Some in-house SNSs that are integrated with other services allow for a smooth transition to videoconferencing.
3 Disadvantages of In-house SNS
Limited Number of Employees Use In-house SNS
First, there are cases where only some employees use the system even after it is introduced. Just as there are people who actively use SNS and people who do not use it, the people who speak out will likely be limited if no operating rules are set.
In addition, some employees may not know how to use internal SNS. If a company has many employees who are not good with digital devices, it may be a good idea to choose an in-house SNS system that is as easy to operate as possible. Although an in-house SNS with full functions is useful, it is important to consider in advance whether the employees can use the functions when introducing it.
When introducing the system, testing it with a small number of people before introducing it to the entire company or team will prevent mistakes. Make a comprehensive decision on whether existing tools should be stopped, whether it is better to use in-house SNS, or whether other tools can be used instead.
If an employee who used the tool during testing is put in charge of accepting questions about the in-house SNS, or if an employee who understands how to use the tool to some extent is put in place, there will be peace of mind in the event of problems during the implementation.
The Possibility that Requests Might Be Lost.
Although this can be seen as the flip side of easy communication, there is a risk that requests made before the deadline or important shared information may flow without being confirmed.
In particular, information shared in a chat room with many people is unclear as to whether or not it is being checked by each individual, so even important communications may not be checked.
It may be necessary to take measures such as using a separate progress management tool or holding direct meetings to communicate important items. There is also an in-house SNS system that allows tasks to be sent when there are deadlines.
Risk of Internal or Customer Information leakage
Third, if in-house SNS is not properly managed, there is a risk of information leakage. Some in-house SNSs that can be checked immediately are compatible not only with computers but also with smartphone applications.
However, if you allow employees to open in-house SNS on their own smartphones, the management of customers and other information is left to each individual. Thorough employee training on the handling of personal information and security measures should be taken in case of emergencies.
Summary
In-house SNS could help in business in various ways. However, it is always important to set up the proper rules before you use the in-house SNS in your company.
In the next article, we will discuss in detail how to set in-house SNS rules to help you operate the business efficiently.
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