How popular are employee mobile apps? A CITO Research study conducted for Apperian (2016) revealed that 91% of corporate employees are using at least one communication app. Thirty-five percent of companies are promoting business apps to their employees internally. Clearly, employee apps are key tools for enhancing internal communication and management within the workforce. Let’s look at the features enterprises want most.

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What is an Employee Mobile App?

An employee mobile app is a software solution developed to make access to internal communication and management tools easier and more convenient. The mobile part of the employee app equation means that access is granted for everyone on their smartphone devices through a digital platform, and all the information is available no matter where they are, enhancing the overall workforce experience.

A mobile app is an essential communication and management element for every company as it gives employees the work flexibility they need, enhancing internal communication and supporting the workforce, such as:

• Connect production workers in the company’s manufacturing and warehouse facility with the company Intranet, a source for news and information for all employees. Without the app, these workers would have few opportunities to access the company Intranet.
• Offer a knowledge-base that can be used by technical service representatives to keep a record of each call they make. Customers can then be charged for the time to resolve their issue per the company policy.
• Outside sales representatives who spend most of their time on the road will not be at the office to clock in and clock out at the end of the day. Instead, these deskless workers can use the employee clock in app to let the company’s Human Resources department know they are at work.

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Benefits of an Employee Mobile App

We already know that employees are very comfortable using their personal mobile devices daily for many tasks. According to statscounter.com, mobile device use worldwide surpassed desktop computer use in October 2016. Here are a few key benefits to workers of employer apps and digital tools that enhance communication, time management, and overall productivity:

• Using mobile apps in the workplace gives employees the chance to work with a handheld device they are already familiar with.
• Workers can then feel more confident in their abilities to use an Intranet app. They likely feel that if they have already been able to figure out how to use instant messaging, social media, and the other features on their smartphones, they will be able to master an employee engagement app.
• Frontline workers may feel detached from those employees who work at a distance. A mobile communications app helps to improve employee relations and keeps everyone (no matter how they work) focused on the fact they are all on the same team.

Another key benefit is compatibility with extensive customization options for each company's unique requirements. Organizations can configure and tailor the platform to meet specific business needs, from corporate branding to specific functionalities, integrations, and data management tools.

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20 Features your Employee Mobile App Must Have

Which features are essential when looking for an employee app for your teams? We’ve assembled a list of the top features many companies consider most important for communication, work management, and overall productivity.

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1. A mobile-first platform

At one time, websites were configured for desktop users because that is how everyone accessed the Internet. As handheld devices became more popular, developers had to start designing mobile-friendly sites and apps that serve as effective platforms and communication tools.

We know that many people don’t go anywhere without their smartphones. When you choose a mobile-first platform available on the App Store or the Google Play Store, the app is easily accessible to all staff across the workforce. They are much more likely to download and use it regularly, utilizing essential communication and management tools integrated into the platform.

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2. Customizable to fit your company brand

Setting up an employee mobile app requires a tailored approach rather than a cookie-cutter one. Companies have unique cultures, and employee mobile apps should reflect what is unique about a particular company, from the logo and color schemes to the specific communication tools and functionalities selected to appear on the platform.

Besides customization, having robust privacy and security features, such as encrypted communication and GDPR compliance, builds confidence and trust among employees, ensuring their data is securely managed and handled by the appropriate tools.

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3. Chat function

This is a very popular function among mobile intranet users for several reasons, including:

• It allows employees to connect easily to share information in a quick and efficient manner.
• Chat conversations can be reviewed later to remind participants what was discussed and for clarity.
• It is easy for employees in and outside of workgroups to connect throughout the workday.
• Sensitive or confidential information can be discussed without the possibility of it being shared outside the group.

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4. Instant messaging

Managers and employees communicate with each other regularly throughout the workday, but it may not always be practical to try to schedule a face-to-face meeting. Instant messaging is a key tool to convey information to the recipient quickly, and it is much less time-consuming than trying to reach someone by phone.

Phone calls can be disruptive if they are being conducted in a shared office space or a bullpen situation. Messages can be sent back and forth without unduly disturbing other employees, thereby improving overall workplace communication and productivity.

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5. Content sharing

By making relevant company information and news available to employees, staff can familiarize themselves with the work being done by their colleagues throughout the company. Team members who are working on a project can find and access documents in a single location, utilizing integrated content management tools. As a result, focus can remain where it belongs: on productive tasks.

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6. Push notifications

Push notifications can be used for several purposes in the company like urgent company-wide news, updated safety guidelines, or targeted updates relevant to a whole team. Push notifications can also be used to broadcast instructions in case of an emergency to employees, ensuring timely communication and response.

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7. Company news

A mobile intranet app would not be complete without including company news and information for employees. This can be the first place they look for this type of valuable content. If the company is mentioned in the press or has been nominated for an award, it can be shared with all employees in this convenient manner.

An Intranet can also be used for company-wide announcements being made from the top-down, such as coming from the desk of the CEO, thereby streamlining internal communications and enhancing employee experience.

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8. Employee training opportunities

Employee engagement is boosted by posting ongoing training opportunities on the intranet. Interested workers can sign up and learn from their mobile device or a desktop computer. This method is much more convenient than having people email for more information and to sign up manually for the opportunities they are interested in.

Managers can keep track of the number of employees who sign up or follow through with training, utilizing management tools that support workforce development and productivity.

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9. Employee surveys

Employers can keep track of the employee experience by using surveys to gather their opinions about new policies the company wants to implement. The survey is an opportunity for workers to share their thoughts about what they like about changes the employer wants to bring in as well as any concerns they have about the new way of doing things.

Ideally, employees will feel comfortable sharing honest opinions with managers and executives. The best way to ensure this is the case is to ensure that online surveys are conducted so they are confidential, thereby supporting open communication and trust within the workforce.

10. Notices

Notices are non-urgent items that employees need to be aware of. A mobile app for the company intranet is a good place to post them. Some examples of the types of items they could cover are:

• Announcing the latest results of employee surveys
• Informing staff about an upcoming party or special event
• Recognizing a frontline worker for going above and beyond when dealing with a customer
• Informing staff about a system problem that might affect work

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11. Contact directory

Employees may want to contact someone in another department but not know exactly the best person to approach with their question. Adding a contact directory to the company intranet makes it easy for staff to determine who the right person is. People on the go don’t have a lot of time to spend trying to find a name, so it is imperative that the directory be user-friendly. Do include each staff member’s name, department, specific skills or area of expertise, and a photo to make it easier for fellow employees to recognize them in person.

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12. Frequently Asked Questions

If one employee has a question about the company and how it is run, it’s likely that others in the organization have similar questions. Instead of having the Human Resources (HR) Department spend time fielding these questions, FAQs can make information readily available to all employees anytime they need it, enhancing communication and support tools.

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13. Modules for employee training

If your company has decided to offer some (or all) of its training online, it can be made available to employees in the company intranet. Employees may be required to complete certain training modules to retain their licenses or to be eligible for advancement within the company, supporting workforce development.

The learning materials may include written texts, videos, and diagrams. Posting relevant modules in a mobile app makes them available to deskless workers as well as those who are working in the office, ensuring that all team members can learn and develop their skills effectively.

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14. Sales team leaderboard

Sales representatives may appreciate friendly competition via a leaderboard. Workers can also be applauded for key metrics like engaging with prospective customers or going beyond the sale to ensure continued success, fostering a culture of recognition and productivity.