Module Specifications - Intranet Messaging and Meeting Scheduling
During the course of executing a project or job for one of your customers, there will be much communication between people and entities in your organization. Frequently this communication is needed to resolve technical or commercial questions. Sometimes people from different parts of your organization need to meet to resolve some of these questions. This intra-company communication is an integral part of the process of providing your goods and services to your customers.
Frequently it would desirable to store or save these communication details with the project for future reference. This can be particularly important if there are disputes after the delivery of your goods and services. It is also useful if a new project is similar to one you have executed before. Furthermore, it is sometimes desirable to be able to provide hard data concerning the costs of all this communication. This ability can be a part of a larger strategy to streamline intra-company communication and avoid unnecessarily tying up people and resources in your organization.
The Intranet Messaging and Meeting Scheduling Module provides you with the functionality you need to streamline intra-company communications and manage their costs. There are two major components to this module: the messaging functionality, and the meeting functionality.
The messaging functionality is designed to provide your users with an intra-system messaging module that acts much like your e-mail system. Users are assigned accounts and can send and receive messages to other users who have accounts in the same system. What is the added benefit is that these messages can be associated with other system entities, such as jobs, projects or purchase orders, as examples. Thus these messages are in fact stored with the entities with which they are associated, to provide you with a complete historical archive of the entity. This system can be designed to act as e-mail by also installing our e-mail server component, which acts as an interceptor of incoming e-mail messages by reading the incoming addresses and funneling these messages to the appropriate accounts.
The meeting functionality provides an interface where clients can schedule meetings, reserve resources for these meetings, such as meeting rooms and equipment, and request attendance by selecting client names in the system. The system then automatically sends a message to all the requested attendees, and then allows them to respond whether or not they plan to attend. What is also provided is automated meeting review questionnaires, which can be designed in a generic form or with a meeting-specific content. Functionality is also provided to indicate the meeting details and minutes, and whether the meeting is to be associated with another entity in the system, such as a job or project.
At the end of the day all the intra-company communication associated with a system entity is stored and archived with that entity. Furthermore, since all meeting times and resources are also recorded, intra-company communication costs can be calculated by various entities such as job/project, resource, facility, personnel, and many others. Meeting efficiency can be evaluated, and if deficiencies are discovered, for instance, if a certain manager is tying up resources unnecessarily, these issues can be quantified and thereafter addressed and in the future monitored for improvement.
In short, we know of no better way to manage and streamline these necessary intra-company communication costs. To discuss your specific requirements, please contact us at any time.