Table of Contents
Abstract 3
Company Background 3
Business Problems 3
High-Level Solution 4
Benefits of Solving the Problem 5
Approach 5
Technology Used to Augment the Solution 5
Conclusions and Overall Recommendations 7
High-level Implantation Plan 8
Summary of Project 8
References 10

Corporate Internal Communication for XYZ Company

Abstract
The business problem to be solved is how to improve business processes, employee engagement, business development, enabling global collaboration, enhancing project collaboration, and reduce IT costs for a greater opportunity and genuine, measurable success of the company.
Company Background XYZ is a fully integrated engineering, architecture, construction, environmental and consulting firm with a multidisciplinary staff of more than 3,000 professionals worldwide. With annual revenues of $1.9 billion, XYZ is a network of highly skilled engineers. Founded in 1922, XYZ pitching their engineering solutions to municipalities across the country and putting to work its precise technical skills, their success continued for decades. The company needs to improve communications between corporate and employees at head office, its 55 regional office throughout the countries, and 3 branches outside the country.
Business Problems XYZ needs access to timeous information to respond quickly to an uncertain business environment. The executives and managers are feeling overwhelmed by the huge amount of information generated by the company. In order to react quickly to changes in the environment and to make effective business decisions, they have to be able to pass through their way easily through the mass of corporate information. For a professional services firm like XYZ, large amounts of document are produced for each project but the employees have had a hard time with re-using them on other projects effectively. Mainly because of not having a centralized location to work on project and not knowing where the most relevant documents are stored. When information is shared, it happens informally and is shared only if the source is known. Employees, new hires and interns were also having difficulty understanding processes and do not know where to go to find the usable information of the company that would help them speed up their time to be able to contribute and become more productive. The company still shared information via copious paper memos, email, and documents on shared network drives. This is found to be inefficient arrangement and employee generally struggled to find information quickly. Dealing with these inefficiencies often lead to more employees to express their frustration and proclaim that there has to be a better way.
High-Level Solution To reach productivity, collaboration, and employment engagement while reducing IT costs at the same time, I propose XYZ to spearhead an intranet initiative. Employees within the organization will have access to the most up-to-date information since intranet allows them to store information in a central location. By storing documents in one place, the company is creating a more collaborative working environment both within the organization and clients. It’s all pertinent information available in a single location, employees can easily access what they need, when they need it, improve the efficiency and effectiveness of organization. For an engineering company like XYZ, faster access to experts in certain engineering fields was considered critical to improving the quality of tender submissions and wining more work. Gathering data on proposals ahead of time would be more efficient and result in a stronger overall output. The suggestion was to create network of experts that would be integrated into the bidding and tendering process. The intranet would facilitate this network. Targeting specific users provides a more realistic participation and success rate than a blanket ‘everyone fill in their social profiles’ approach. The network also had a clear purpose with company’s objectives.
Benefits of Solving the Problem Intranet have jumped forward significantly including collaboration allowing group of individuals and users to work together and communicate with documents, projects, as well as providing easy to navigate environments. Now that the database location is centralized, XYZ would quickly make a policy changes and provide a cost-effective means of keeping employees informed about company updates and news. No need to have a hard copy anymore, since everything now would be stored electronically in the centralized area in intranet. This is an efficient way for updating remote employee, as well as workers that are on vacation, on leave, or away from facility for another reason.
Approach
Determining what employee needs and requirement would be a starting point. One-on-one interview, focus groups, work environment observation, and contextual inquiry should be performed to achieve the requirement. Avoid surveys, as these would not uncover the depth of information needed to make the many design and technology decisions that will arise during project. Follow by establishing initial project team made up of individuals from various departments. Then proceed in developing and define the intranet strategy. Take some time to plan the creation of new content inventory, then finally design the homepage and name the intranet.
Technology Used to Augment the Solution As the utilization of intranets has developed, the need of security has developed. The TCP/IP protocols typically intended to be open. Unless appropriate security measures are taken, data can easily be changed, often without either the sending or getting gathering being mindful of the security break. To encounter this, XYZ would require firewall in their framework. It is intended to give boundary protection component, blocking unauthorized people outside the company from entering to subtle information inside the organization. As indicated by a late IDC study, for all intents and purposes 100% of Fortune 500 associations have as of now sent firewalls (). Another innovation appropriate for XYZ security reasons for existing is Public Key Infrastructure (PKI), which let the organization utilizing open network, for example, TCP/IP intranets, to recreate or enhance the mechanism used to safeguard security in the physical world. Envelopes and secure messengers are superseded with sophisticated methods of data encryption which can secure the messages are only read by their intended recipients. The following security protocols should be added to secure the intranet:
• S/MIME – The Secure, Multipurpose Internet Mail Extension protocol allows for sending signed and encrypted e-mail.
• SSL – The Secure Sockets Layer protocol allows for authenticated and encrypted communication between browsers and servers, or between different servers. This is a very important protocol.
• IPSEC – The IP Security Protocol. Allow authenticated and encrypted communication between routers, between firewalls, and between routers and firewalls.
Another type of tool XYZ might use is SharePoint. Microsoft SharePoint provides the company with the ability to share, collaborate, organize, and manage. Teams can now come together to work on documents and project. They can easily share information and task list. They can crate and organize documents and forms, and streamline business processes between employees and/or department using the built-in workflow engine. With shared workflow processes, document saving and tasks lists in one are, project managers can track, update and manage multiple projects at any given time easily. Because SharePoint is a Microsoft product, it readily integrates across the entire organizations, enabling users to share, Excel spreadsheets, Word documents, and PowerPoint presentations, and it ties in seamlessly with Outlook.
SnapComms in another excellent tool for better internal communications. It creates newsletters in a scannable format with section categories the company claims is 80% more effective than the standard all-staff email. Individual team members can contribute to the newsletter, with the content automatically populated in the right place, making things both faster and more effective. Different type of companies has to deal with any type of forms. This is one of the areas where paperwork can become costly for a business. Intranet servers can be equipped with programs that allow for forms to be filled out online. Web publishing of corporate documents, Web forms, and Web-to-database are some of different application which XYZ company can utilize. Documents such as organizational policy and procedure manuals that are handy to have on intranet can be easily accessed by all employees at any time using Web publishing.
Conclusions and Overall Recommendations
The objective of this proposition is to figure out whether intranet is the right decision for XZY to enhance business forms, representative engagement, business improvement, empowering worldwide cooperation, upgrading task joint effort, and diminish IT costs. Project team can share information globally. Employee can transfer data or reports at one area that are accessible to regional employees who work on a same project, which is more secure efficient than sending messages in person, video conferencing or telephone meeting. With an intranet, large company such as XYZ can efficiently make new applications accessible to local and regional employee, which increased efficiency and cutting cost for the organization. XYZ can offer discussions where employees can share ideas on various topics/subjects, certain tasks or different subjects. These discussions may give the outlet to employee to submit new product ideas or proposal that they are comfortable sharing up close and personal. Additionally, it allows regional employee to have an ongoing communication channel.
High-level Implantation Plan
To reach a successful implementation of the intranet to the system, XYZ should consider the development plan in phases. Making sure that it matches the quality assurance. This will be an extremely noticeable procedure, thus, verified that it is seen as a positive experience for everyone involved. Section like organization news, features, announcement, ought to be put at the highest priority on the list. The suggestion is adding content in layers and new functions so users can start going to the organization intranet quickly and see improvement of content and services. Posting every single new upgrade and posting changes on the main page, getting all directors and representatives to utilize the intranet and get settled with it. This will occur little by little, subsequently, there are some resourceful approaches to elevate the new features to the employee, such as, making sure that managers utilize the intranet to pass on assignments and activities through the intranet, create routine with the employee by post every day event, utilizing intranet calendar, list important information workers need to know on the homepage, ensure that the CEO show participation and support.
Summary of Project Intranets are attractive to large, complex organization such as XYZ company because of the opportunities they offer for improving communication and collaboration compared with traditional client/server configurations and network technologies (LANs and WANs). These solutions run exclusive software and use different protocols. Internet protocols and standards are common language that allows communication across differences in various operating systems. Intranet technology is the great tool to unite employee in a large, complex organization . It is multi-purpose, richly networked, and offers an all-in-on way to incorporate text, graphics, sound and video. Thus, an intranet can be regarded as an interactive and reflective vehicle. References
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