Modern intranet - 20 Must-Have Features for an Employee Mobile App

What is an Employee Mobile App?

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

A mobile app is an essential communication element for every company as it gives to employees the work flexibility they need, 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.

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 benefits to workers of employer apps:

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.

IT Leader's Checklist: 9 Steps to Build an Employee Experience Tech Stack

Follow this 9-step process created to evaluate your tech stack and thoughtfully present an organized plan to your team.

20 Features your Employee Mobile App Must Have

Which features are ones that you should consider essential when looking for an employee app for your team? We’ve assembled a list of the ones many companies consider most important for communication and work management.

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 sites and apps that were mobile-friendly.

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. They are much more likely to download and use it regularly.

2. Customizable to fit your company brand

Setting up an employee mobile app is not something easily done via a cookie-cutter approach. Companies really do have unique cultures, and employee mobile apps should reflect what is unique about a particular company, from the logo to the colors selected to appear on the screen.

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.

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 way 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.

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. As a result, focus can remain where it belongs: on productive tasks.

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 teamPush notifications can also be used to broadcast instructions in case of an emergency to employees.

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 information. 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.

8. Employee training opportunities

Employee engagement is boosted by posting ongoing training opportunities on the intranet. Interested workers can sign up 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.

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.

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

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.

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.

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.

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.

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.

15. Search function

If you have ever spent time at work trying to find a piece of information that you know lies “somewhere” in your virtual company files but you can’t quite nail down where you have seen it, you understand the frustration involved in this situation. Now consider how much more irritating it would be for someone who is working remotely who doesn’t have the luxury of asking a colleague at the next desk for suggestions.

A search function lets you find exactly what you need in all the articles and posts on the company intranet.

16. Compatible with iOS and Android devices

Rather than issuing company smartphones to all employees and absorbing that cost, consider encouraging staff to bring their own devices to work. If they know they can access the company intranet through the type of device they already own, adoption may increase.

17. Apps and links directory

Dividing the employee mobile app’s functions and links into separate categories on employees’ smartphones can help user experience. This allows them to tell at a glance which section they want to access when they open the app, which will save time. The employee scheduling app could be in one section, while all communications can be saved in another one. This directory keeps all information neatly organized in separate tabs until needed.

18. Single sign-on

With a single sign-on feature, mobile users can access the company intranet using their work or personal accounts. They can also sign in with an e-mail account and password. If an employee does not have this type of email account, the intranet can be set up so that users can access it with a name and password.

19. Multilingual

At international companies, it’s important to ensure that everyone feels that they are being heard. Deskless workers may speak different languages than the home office staff. Offering the company mobile Intranet in more than one language can help ensure everyone reads important information and participates in company discussions.

20. Team calendar

To keep projects on track, including a team or project calendar in the employee mobile app can help in addition to project management tools. Workers can tell at a glance what they should be working on a particular day and whether they have deadlines approaching. If the calendar is shared with the entire team, it helps to keep all team members apprised about how their contribution impacts everyone else working on the project.