Breaking the IT dependency cycle: Empowering teams with autonomous features

Breaking IT dependence - two employees working together at laptop
Technological advancements have revolutionized how organizations operate. However, with increased reliance on technology comes the risk of over-dependence on IT departments. Let’s explore the detrimental effects of such over-dependence and how IT pros can empower other teams by leveraging the right intranet solution. 

Table of contents: Breaking the IT dependency cycle

Impact of over-dependence on IT departments

Over-dependence on IT departments can have far-reaching implications that negatively impact various aspects of business operations. This reliance on IT for even routine tasks can lead to several detrimental outcomes, affecting both productivity and resource allocation.

Delayed responses and project delays

An over-reliance on IT assistance often results in longer response times when employees require technical support. This can cause project delays and hinder timely completion of tasks. Employees might find themselves waiting for IT assistance before they can proceed, which can disrupt workflows and timelines.

Reduced productivity

Constantly seeking IT help for routine tasks can hamper employee productivity. Valuable time is lost as employees wait for IT support, impacting their ability to focus on core responsibilities and deliver results efficiently. Cumulatively, this reduced productivity can significantly affect an organization’s overall output.

Strain on IT resources

A heavy reliance on IT departments places a strain on their resources.

IT teams are tasked not only with addressing critical technical issues but also with handling a multitude of routine requests.

This can stretch their capacity and divert their attention from more strategic and impactful initiatives, such as system enhancements and cybersecurity measures.

Employee frustration

Research indicates that a significant portion of employees — approximately 60% — express frustration due to the inefficiencies caused by technological hurdles. When employees are constantly impeded by technical obstacles and delays, their job satisfaction can plummet. This frustration can lead to disengagement, decreased morale, and even higher employee turnover rates.

Inefficiencies and ineffectiveness

Over-reliance on IT support for basic tasks can result in inefficiencies across the organization. Processes that should be streamlined become convoluted, as employees wait for technical assistance. This inefficiency can lead to suboptimal utilization of resources and hinder the organization’s ability to respond quickly to market changes.

Increased costs

The strain on IT resources and the increased workload stemming from routine support requests can result in increased operational costs. IT departments might need to hire additional staff or invest in automation tools to handle the influx of requests. These costs can divert funds from strategic projects that could drive innovation and growth.

Opportunity cost

Perhaps one of the most significant impacts of over-dependence on IT is the opportunity cost.

IT departments have the potential to contribute significantly to an organization’s digital transformation, innovation initiatives and long-term strategic goals.

However, if a significant portion of their time is spent addressing routine tasks, the organization misses out on leveraging IT’s expertise for more impactful endeavors.

While IT departments play a crucial role in maintaining technological infrastructure and supporting employees, an excessive reliance on them for routine tasks can lead to a series of negative consequences. Organizations should seek to strike a balance between empowering employees with technical skills and optimizing IT resources for strategic initiatives that drive growth, innovation and operational excellence. And this is where the right intranet comes in!

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Breaking IT dependence - three employees working together on computers

Easing the burden on IT with the right intranet

Implementing the right intranet solution can be a transformative step in mitigating the challenges posed by over-dependence on IT departments. An intranet for IT departments offers a range of capabilities that empower employees and alleviate the strain on IT resources, fostering a more efficient and collaborative work environment.

Self-service empowerment

An effective intranet is equipped with self-service tools and a comprehensive knowledge base. Employees can access tutorials, FAQs and troubleshooting guides to address common technical issues independently. This self-sufficiency not only accelerates issue resolution but also empowers employees to proactively learn and navigate technology-related tasks on their own.

Distributed administration

An intranet that removes most technical dependencies with simple point-and-click administration avoids tech bottlenecks and empowers partners like Internal Comms and HR to share the intranet management load.

Easy point-and-click administration can mean the difference between a task taking five minutes or five hours.

This is the power of federated ownership. Users org-wide can serve as administrators when creating and maintaining sites and content is simple and intuitive. And IT departments are freed up to focus on other strategic initiatives.

Related: Simpplr intranet features — Distributed Administration

Reduced IT support tickets

By offering self-service avenues for problem-solving, the right intranet solution can significantly reduce the volume of IT-related support tickets. This frees up valuable time for IT teams to focus on strategic projects, proactive system enhancements, and innovative initiatives that contribute to the organization’s growth.

Enhanced employee productivity

With a user-friendly intranet that provides clear guidance, employees spend less time waiting for IT assistance. Instead, they can quickly resolve minor technical challenges and return to their core tasks.

This streamlined process enhances overall productivity and ensures that the workforce is focused on high-value activities.

Improved employee satisfaction

When employees can independently address technical issues and find the information they need, their satisfaction levels rise. They experience a sense of autonomy and empowerment, which contributes to a more positive work environment. As a result, morale improves, and employees feel a stronger connection to the organization.

Knowledge sharing and collaboration

Intranets often include collaborative features like discussion forums and shared workspaces. Employees can seek assistance from peers, share insights, and collaborate on solving challenges together. This not only promotes a culture of collective problem-solving but also builds a stronger sense of camaraderie among employees.

Faster onboarding and skill development

A robust intranet can expedite the onboarding process for new employees. They can access training resources, procedural documentation and onboarding materials through the intranet, enabling a smoother transition into their roles. Additionally, the intranet can be a hub for continuous learning, helping employees enhance their technical skills and knowledge over time.

Strategic resource allocation

With a decrease in routine support tasks, IT departments can allocate more resources and attention to strategic initiatives. These might include optimizing systems, implementing new technologies, and enhancing cybersecurity measures — contributing directly to the organization’s long-term success.

Data-driven insights

Modern intranet solutions often offer analytics tools that track user engagement and interaction. These insights can help organizations identify trends, understand user behavior, and tailor their intranet content and resources accordingly.

Cultural impact

An intranet that encourages self-reliance and collaborative problem-solving contributes to shaping a culture of innovation and adaptability. Employees become more agile in addressing challenges and sharing insights, fostering a culture of continuous improvement.

Employee empowerment

The right intranet solution empowers employees not only in technology matters but also in their overall work experiences. They feel trusted to take ownership of their tasks and develop the skills needed to excel in their roles.

An effective intranet solution can revolutionize how an organization deals with over-dependence on IT departments.

By providing self-service tools, fostering collaboration, and empowering employees, the intranet transforms IT from a bottleneck into a strategic enabler. This shift positively impacts employee satisfaction, productivity and the overall efficiency of the organization.

Related: Addressing technology overload in the workplace

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How Simpplr’s self-service tools alleviate IT strain

Simpplr, a leader in modern intranet solutions, offers a suite of self-service tools designed to alleviate the strain on IT departments and empower employees.

These tools provide a comprehensive platform that allows employees to access information, collaborate, and solve problems on their own terms.

By simplifying processes and fostering collaboration, Simpplr’s self-service tools promote autonomy and enable IT teams to focus on strategic initiatives.

Auto-Governance Engine™

Breaking IT dependence - Simpplr intranet page showing articles with low activity

This innovative capability is designed to revolutionize the way organizations manage their intranet content — ensuring its freshness, reliability and relevance without adding to administrative overhead.

Imagine a world where the challenge of maintaining up-to-date and trustworthy intranet content becomes an afterthought.

With Simpplr’s Auto-Governance Engine™, this vision becomes a reality. This AI-driven engine takes charge of the content ecosystem, automatically identifying and managing content that has outlived its purpose or relevance. The result is a dynamic intranet environment that remains a valuable repository of information.

One of the standout benefits of Simpplr’s Auto-Governance Engine™ is its ability to prevent the intranet from devolving into a cluttered digital drawer. Administrators no longer need to manually sift through heaps of content to identify and retire outdated material. With the Auto-Governance Engine™, artificial intelligence takes center stage, swiftly pinpointing and removing stale content. This ensures that the intranet remains a streamlined hub of current, valuable information.

And this innovation doesn’t stop at content cleanup.

Simpplr’s Auto-Governance Engine™ steps into the spotlight when it comes to elevating in-demand content. The engine identifies and highlights popular content through its sophisticated audit and tracking capabilities, ensuring that it remains visible and accessible to users. This means that essential information doesn’t get buried amidst the digital landscape; it’s surfaced for employees when they need it the most.

The beauty of Simpplr’s Auto-Governance lies in its unobtrusiveness.

While the engine diligently performs its duties in the background, IT departments can focus their energies elsewhere. The administrative burden is significantly reduced, freeing up valuable time and resources. Administrators no longer need to engage in manual content cleanup or worry about maintaining the intranet’s credibility and relevance.

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Federated Search

Breaking IT dependence - Simpplr intranet search results for "company update"

This is an AI-powered gateway to personalized, efficient search results that span the entirety of an organization’s digital landscape.

Imagine a scenario where finding the information you need is as intuitive as a single search.

Federated Search, with its cutting-edge capabilities, eliminates the frustrations associated with navigating complex knowledge bases.

When reliable search is inaccessible, productivity falters and irritation mounts. Federated Search redefines this landscape by orchestrating searches across an organization’s extensive knowledge repositories. It does more than merely collate results; it fine-tunes the outcome for each user, delivering only the information that truly matters — every single time.

Simpplr’s Federated Search empowers users by aggregating search results from multiple integrated systems. It integrates seamlessly with Atlassian, Google Drive, Dropbox, Microsoft Office 365, Salesforce, ServiceNow and many others. And it even extends to people, drawing from profile information and expertise tags.

The result? A comprehensive and unified view that ensures no information goes unnoticed, regardless of where it resides.

The innovation doesn’t stop at gathering search results.

Powered by advanced AI, Federated Search evolves with each interaction, learning from user preferences to consistently refine and optimize search outcomes. This means that every search becomes more intuitive and productive over time.

Maintaining the integrity of search results is vital. Automated governance steps in to ensure that the content presented is not only relevant but also recent and trustworthy.

This commitment to keeping information fresh is at the core of Simpplr’s Federated Search functionality.

This innovation empowers users to efficiently access the information they need, without turning to IT and other departments for help bridging the gap between productivity and the information-rich digital world.

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Adaptive Personalization

Breaking IT dependence - Simpplr intranet must-read bulletins

Companies are redefining the intranet landscape by tailoring a unique journey for every employee, creating a realm where content, connections and communications seamlessly align with individual preferences and needs.

Imagine a workplace where each employee is met with an intranet that understands their preferences and proactively serves up information tailored to their roles, activities and interests … no IT oversight needed.

This is precisely what Simpplr’s Personalized Experience offers — a dynamic, AI-powered approach that drives engagement and enriches the employee experience.

At the heart of this innovation is Simpplr’s AI, a digital guide that evolves with each interaction. It learns from employees’ preferences, searches and behaviors, ensuring that the content and information presented are precisely aligned with what each individual seeks. This is a stark contrast to the manual targeting that many intranets require — work that often falls squarely onto the shoulders of IT professionals.

This personalized approach to content curation transforms the intranet into a space that employees genuinely appreciate and actively engage with.

One of the standout benefits of Simpplr’s Personalized Experience is its ability to eliminate the noise that often accompanies vast information repositories.

By targeting communications and content to specific employees, the intranet becomes a focused hub of relevant information — saving employees valuable time and sparing them the frustration of sifting through irrelevant content.

A key driver of high intranet adoption, this innovation is designed to showcase compelling stories and information that keep employees coming back for more. The Smart Feed engages employees by optimizing content based on their activities, roles, locations and personal interests. This means that each interaction with the intranet becomes a personalized experience — cultivating a sense of belonging and relevance.

Beyond content, Simpplr’s Personalized Experience extends to various aspects of employee engagement. It ensures that significant events like birthdays, work anniversaries and milestones are never overlooked — fostering a sense of camaraderie and recognition. One-to-one newsletters offer dynamic content tailored to each individual, creating a direct line of communication that resonates with employees personally.

Always a heavy lift for IT departments, Day 1 readiness is simplified with Simpplr’s Personalized Experience.

Why? New employees are automatically subscribed to sites and topics based on HRIS attributes, streamlining the onboarding process. The intranet even breaks language barriers with automated translation and localization, facilitating seamless communication and alignment across diverse linguistic backgrounds.

Related: Intranet decision time — Should you build or buy?

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Embrace autonomy and improve efficiency

Simpplr’s collaboration spaces facilitate team communication and project collaboration, reducing the need for constant IT intervention. Employees can work together seamlessly, access relevant documents, and contribute to projects without IT bottlenecks.

Over-dependence on IT departments can hinder productivity, drain resources, and impede growth.

IT professionals can break this cycle by adopting a robust intranet solution like Simpplr’s, which provides employees with self-service tools to tackle challenges autonomously.

By reducing the burden on IT departments, organizations can improve efficiency, enhance employee satisfaction, and channel IT resources toward strategic initiatives that drive innovation and success.

How Simpplr can help

Trusted by over 700 global brands, Simpplr is the most comprehensive intranet platform that delivers a seamless end-to-end employee experience — all in one unified platform. Request a demo to learn more.

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