Connectivity is the gateway to progress, enriching both individuals and nations.
Certainly, developing a tailored solution for MTN Group was a great opportunity to understand diverse workflows and industry-specific requirements, all while supporting them to meet the UN Sustainable Development Goals.
Our solution for MTN was not just strategic but truly transformative. The detailed requirement analysis conducted by our Microsoft and SharePoint experts identified the need for a secure and centralized intranet that could drive workplace productivity, operational efficiency, and workforce engagement. Here is an overview of what we have offered in the solution:
Considering the challenges faced by paper-based and manual processes, the immediate solution was to implement a robust document management solution with exceptional document management and control features.
The document library provided acted as a centralized repository where employees could create, store, co-author, and share documents even from remote locations. The first and foremost impact was reduced paper usage. “Moving away from paper-based processes has reduced our reliance on physical storage and printing costs, eventually contributing to our sustainable goals,” says Xolani in an interview.
However, we focused more on streamlining the operations by automating the document routing and approval workflows. Leveraging Power Automate proved the right choice. It reduced the time spent on manual coordination and expedited decision-making processes.
Implementing a SharePoint DMS also contributed to enhancing document collaboration within the organization. Its multiple features, such as versioning, co-authoring, tracking changes, and metadata integration, have not only improved document visibility but also ensured access to updated information.
The solution proved worthy of enhancing efficiency and time savings. In the words of Xolani, “By automating workflows and ensuring version control, we have observed measurable time savings in document processing and approval cycles. Tasks that previously took days now take hours, allowing us to be more responsive to business needs.”
Addressing their concerns about data security, the role-based access offered by BizPortals allowed administrators to define granular permission based on the roles and responsibilities of the stakeholders. Furthermore, setting permissions and access controls ensures that sensitive information remains secure while enabling collaboration within and across departments. “This feature provides peace of mind regarding data confidentiality and compliance,” added Xolani.
BizPortals 365, built on SharePoint and Microsoft 365 environment, has an added advantage over out-of-the-box solutions. Certainly, the ability to customize the solution according to the client’s needs helped us create an ideal solution for MTN.
Now, they can personalize their dashboards by arranging widgets, adding shortcuts to frequently accessed tools or documents, and configuring views that suit their workflow preferences.
The responsive design, mobile accessibility, enhanced search functionalities, and intuitive navigation offered by BizPortals certainly contributed to the end-user experience and enhanced the adoption rate. Xolani added, “The platform’s responsive design ensures that users can access and interact with BizPortals 365 seamlessly across devices, including desktops, tablets, and smartphones. This accessibility empowers remote and mobile workers to stay productive and connected regardless of their location.”
BizPortals 365 has indeed led to quantifiable improvements in employee engagement, productivity, and overall performance within the organization. Now, they can analyze the usage metrics, conduct surveys and gather feedback to understand the workplace engagement levels, while identifying the areas for further improvement.
“We have seen a steady increase in the number of active users and frequency of engagement with BizPortals 365 features, such as document sharing, collaboration on team sites, and participation in discussions. Apart from that, employee feedback through surveys has indicated higher satisfaction levels with the platform’s usability, accessibility, and its role in facilitating communication and collaboration across departments.”
Intra-departmental collaboration plays a crucial role in achieving broader organizational goals and strategies. To strengthen the intra-departmental collaboration, we suggested creating dedicated department sites. And it proved right; MTN saw significant positive outcomes.
The dedicated department site offered by BizPortals 365 served as a centralized repository for department-specific documents, policies, procedures, and announcements. Features like a discussion board, announcements, and shared calendar, coupled with a Wiki center and FAQs section, enhanced collaboration and empowered employees to easily find and contribute to shared knowledge resources.
“Creating dedicated department sites in BizPortals Solutions has proven to be an effective strategy for enhancing intra-departmental collaboration, improving knowledge sharing, and optimizing workflows. It has empowered our teams to work more efficiently and cohesively toward common goals, contributing to overall organizational success.”
When asked about the smoothness of the transformation journey, the standout response was, “At any time when we need support, we get a resource to help.”
“Despite these challenges, the implementation of BizPortals 365 was successful due to careful planning, effective collaboration between internal teams and the vendor, and proactive management of technical and organizational changes. The overall impact is a more connected, engaged, and efficient workforce, driving the organization toward its objectives with improved operational performance and employee satisfaction. Says Xolani.
