Document collaboration tools are among the most widely used in the modern social HR software arsenal. Gone are the days when the only choice you had was ugly (and expensive) SharePoint. Most modern document collaboration solutions work in a cloud, are as easy to use as Dropbox and are free or very inexpensive. The following document collaboration features are available in Bitrix24
Multiuser online document editing
Online editor in Bitrix24
Online multiuser document editing is one of the popular ways to collaborate in real time. Not only all changes are instantly visible to all participants of the process, you don’t have to have pricey MS Office installed on your PC in order to work with documents online.
Group file sharing and synchronization
Bitrix24 lets you share files with people inside and outside your company in Dropbox-like manner, including password-protected and time-restricted file sharing. Bitrix24.Drive allows managing and synchronization of workgroup and company files between the local PC and Bitrix24 cloud account, meaning as soon as you add a new file or edit an existing one, it becomes available both in cloud and on PC of every group member who has Bitrix24.Drive enabled and is authorized to access the document. iOS and Android mobile devices are supported as well.
Document approval workflows
Visual document workflow designer
Getting documents approved or revised or rejected is part of most collaboration routines. Bitrix24 allows creating custom document approval workflows including but not limited to simple approval, majority vote, expert opinion, two or multi stage approval, mandatory reading and mandatory mutual approval.
Free document collaboration is available in Bitrix24 for groups of up to 12 people. The free account includes 5 GB worth of online storage.
Social Task Management (STM) and Social Project Management (SPM or Project Management 2.0) are among the most popular social HR tools. There are several advantages they have over traditional task and project management approach.
Social intranet in Bitrix24
Whenever a new task is created, notification appears in company social network/intranet for the parties involved. Tasks can then be 'liked', commented on, badges can me awarded and files can be attached to each task directly from the activity stream. It's not a secret that project management software is among the most hated in many companies. Wrapping it in a social interface and providing social features makes tasks and projects more inviting and usable, especially to younger Gen X employees.
While mobile HRMS is currently not the most popular social HR tool, as smartphones and tablets become ubiquitous, it’s only natural for HR professionals to expect that their human resources management system is mobile enabled. Mobile HRMS solutions still vary from vendor to vendor in terms of features available, but a typical mobile human resources management system comes with:
Mobile employee directory lists all current employees in alphabetical order and lets you quickly find necessary person.
A unified communication platform is another important social HR tool. Wikipedia defines unified communications as integration of real-time communication services such as instant messaging (chat), presence information, telephony (including IP telephony), video conferencing, data sharing (including web connected electronic whiteboards and interactive whiteboards), call control and speech recognition with non-real-time communication services such as unified messaging (integrated voicemail, e-mail, SMS and fax). The following free unified communication tools are available in Bitrix24.
Enterprise social network
Enterprise social network in Bitrix24
Social intranet and private social network allow your employees to communicate inside the company using a familiar social network interface. These interactions are more informal and self-organizing than traditional top-down communication channels.
There are three major advantages the self hosted versions of Bitrix24 have over cloud ones. First, you get extra tools, like helpdesk and eLearning. Second, because the data is stored on your own server, you have 100% control over it. Third, you get Bitrix24 source code, so you can modify, customize and integrate Bitrix24 with other tools pretty much as you please, provided you have qualified PHP programmers working for you.
- system and server requirements - how to configure Bitrix Web Environment - how to register Bitrix24 - how to install updates - configuring IIS for work with the system - how to back up and restore data in Bitrix24 - Bitrix Virtual Appliance - how to configure server - common problems with servers and databases, and how to fix them - how to set up document search
Another standard social HR tool is an employee self-service portal or, to be exact, an intranet that comes with self service features. As the name implies, an ESS portal allows your workers greater autonomy and lightens your HR department workload by allowing employees to get necessary services themselves.
A typical self-service portal has the following components:
Customizable employee profiles in Bitrix24
Letting your employees create customizable intranet profiles not only frees up your HR department and system administrators, but allows for greater self-expression. In addition to that, your employees decide what information they want to be available to others in the company. So the contemporary social HR features like personal photo gallery, blog, calendar, instant messenger and other tools are at the command of your users.
«Social HR» is a confusing term. It seems that every social HR expert uses it differently – for some it's all about the company’s Twitter/Facebook policies, others talk about using LinkedIn to recruit top talent and the rest talk about a private social network used internally.
To make things simple, social HR tools should be divided into external (Twitter, LinkedIn, HootSuite, etc) and internal ones, which fall under the Social HR software category. Because Social HR software as a category is still rather broad, let's look at social HR tools one by one.
Social intranet and enterprise social networking are frequently used interchangeably, but technically that is not correct, because some vendors (like Bitrix24) have a social intranet and ESN combined into a single solution, while others, like Microsoft, require that you install both SharePoint (intranet) and Yammer (enterprise social network), if you want to have social intranet in your company.
The distinction between social intranet and ESN is simple – social intranet is about work, because it simply wraps intranet tools into a social interface, while enterprise social network is about internal communications – replacing email, at least to some extent, with a private social network. So while social intranet by definition can always be used as an enterprise social network, ESN (unless it has intranet already built in) does not typically have all the necessary intranet functions.
Social intranet consists of the following components:
Activity Stream In Bitrix24
An Activity Stream is a unified, interactive update feed where all the changes and new additions to the intranet are listed. These include company announcements, new posts, polls, comments and replies. Unlike a traditional intranet, a social intranet activity stream is personalized, so while everyone receives important companywide news and announcements, each employee sees activities only relevant to him or her. This prevents information overload.
The first generation of enterprise social collaboration tools, as epitomized by Yammer or Jive, were essentially Facebook or Twitter clones built for companies with the idea collaboration revolves around communications. However, it is now exceedingly clear that in many organizations, especially smaller ones, collaboration revolves around specific business tools, typically project management, document management or CRM – not social networking. The second generation of ESNs effectively solves the problem by seamlessly integrating sales, planning, communication and HR tools into your company intranet or private social network, giving your employees a reason to use it on a daily basis for their work routine.
2. Top down implementation
Vendors and consultants frequently stress how important it is to get support from top management and start implementation with them. But contrary to this “common wisdom” this strategy frequently doesn’t work. In order for social collaboration to be strong in a company, it has to have grassroot support. Selling enterprise social to C-level executives and decision makers may be much easier (that’s exactly why vendors and consultants do this) but it is, to borrow a political analogy, astroturfing. Especially since management uses these tools very differently than regular workers. In reality, there are individuals and departments in your company, typically sales, marketing and IT, who are very open to social tools and you should tap into their knowledge and enthusiasm first. This will make choosing the right solution for your company and implementing it MUCH easier.
3. No/wrong usage metrics
This is a big one. Because early social collaboration solutions mirrored social networks, they adopted the same approach to analytics – how many posts were made, which posts got most likes, which users are most active and so on. But as far as company wide adoption goes, different metrics is important. What percentage of registered users actually use the solutions on a daily basis? Which particular tools are they using? How many use desktop or mobile app? Identifying people and specific tools which are underused allows to quickly overcome problems with implementation and help those who are struggling. Coupled with gamification strategy that actively engages employees and encourages them to explore all available features, you get ‘natural’ adoption that is much better than using ‘brute force’ or hiring consultants.
4. Got to be mobile
One of the main advantages that comes with social collaboration tools is that your employees and co-workers become available almost 24/7. You’ll see people use company network on weekends and during holidays. Questions get answered much quicker than via e-mail. That’s wh ere the importance of good mobile app comes in. And it has to be a true mobile app – not mobile optimized site or responsive design, because you will not get push notifications, contact synchronization and other features that are possible with the mobile app only. It may not seem important at first, but when testing different social collaboration solutions you absolutely should test mobile apps as well. Otherwise your most mobile employees will switch to WhatsApp, WeChat or their clones, and abandon your company network, creating a split.
5. Work together
Buying CRM does not mean you’ll get swamped with orders next week. Using project management does not guarantee all our projects will always be on time. Likewise, enterprise collaboration tools will help you immensely only if your company already has the culture of sharing and working together. Don’t buy into ‘Enterprise 2.0’ hype and don’t expect miracles. Don’t trust vendors that make overly optimistic ROI claims – the numbers probably made up anyway. But while social collaboration tools can’t be used as a substitute for culture change, they are oftentimes extremely good at identifying problems and bottlenecks by making your company and its business processes more transparent. The difficulties and outright failures that you encounter along the path can help you make necessary organizational changes that may not have been obvious before.
By being presented in social media and networks, your company can benefit from general recognition and attention as well as from the use of these channels for announcements, publications, promotions, and interaction with current and potential customers.
If the above is of interest to your company, and if you use Bitrix24’s CRM or are considering it, and if you are ready to cut the path to integration of your business and social networks, this article is for you.
We present to you a scenario wh ere leads from social media and networks are automatically added to your Bitrix24 CRM. This way, your sales managers can work with potential clients who have shown interest in your company or products via social networks from inside the Bitrix24 CRM.
This article will discuss Twitter integration. Events such as direct messages, retweets, replies and adding your tweet to favorites causes a new lead to be created in the Bitrix24 CRM. Subsequent events from the Twitter user are added to the lead as activities.
Similar integrations with other services can be set up.
Brief description of integration:
The settings of corporate accounts in social networks allow subscriptions to various events and allow an email address to be entered wh ere notifications will be sent.
The email address in Point 1 is entered in the Bitrix24 CRM’s settings.
The Bitrix24 CRM processes these emails and creates new leads or appends event to existing leads as activities.
We have released the first elements of the duplicate detection system to prevent doubled-up contacts with Leads, Contacts, and Companies;
More flexibility for working with Companies (more flexible access settings, option to set responsible during import and from the main Company list page);
New name format settings for Leads and Contacts.
We’ll look at each of these individually.
Duplicates in Leads, Companies, and Contacts
When working with the CRM, checking for duplicates is important. Often a single Lead or Contact has multiple employees working with it, and so it’s important that all the information related to the client is located in a single record. Even if there is only 1 sales agent, it is impossible to remember all the clients that have ever been registered. Repeated correspondence and confusion in communication can result, wasting time and energy. Bitrix24’s CRM now has a duplicates checker which works when new objects are created – Leads, Contacts, or Companies.
When a new object is created, the system will indicate whether a similar object has already been registered, along with information concerning the data fields which match (first or last name, company name, email, and telephone number).
It might sound as a cliché, which doesn't make it any less true, but the nature of workforce is changing. More and more people are telecommuting, working in geographically dispersed teams or hiring/offering their service as freelancers.
Try googling 'telecommuting tools' or 'remote employee management tools' and you get articles that recommend using 10 different tools for 10 different things - Skype for face-to-face meetings, Dropbox for file sharing, Google Docs for working with documents, and so on. That's the wrong way to go. If you want to manage your geographically dispersed team or teleworkers effectively, all the tools should be in one place easily accessible by everyone, just like they are in Bitrix24.
Here is a list remote employee management tools available in free Bitrix24 plan
If you are an accredited business school or a university with a business education program, you are eligible for a free Professional Bitrix24 account. To apply, fill out this simple form. Please note that this offer DOES NOT extend to student organizations or educational institutions that are not accredited as business schools or don't specialize in business education.
Here are a few ideas regarding what you can do with Bitrix24. First, you can use Bitrix24 as a private social network for your business school or university. Second, you can use it to collaborate with your coworkers and other faculty members. Third, you can use it as an extension to the physical classroom by sharing study materials or assignments as well as carrying on discussion threads inside the clean and well-designed interface.
In return, after you had a chance to start using Bitrix24, you’ll be asked to submit a formal case study. We also encourage all education and knowledge management professionals to check out the self-hosted version of Bitrix24 that comes with eLearning module (not part of this offer).
In this post we’ll take a look at the collaboration tools for documents in Bitrix24 which have received additional and updated functionality.
Collaboration is even better now:
Open access to a folder in My Drive to any number of your coworkers! Work with colleagues together on documents and have everything synched through Bitrix24.Drive.
Work with documents from groups, the company drive and from other users offline! Correct documents even without an Internet connection, and when a connection is available again, all files will be synched automatically with the intranet.
Please note, after significantly expanding Bitrix24.Drive features, My Files, Group Files and Common Documents have been renamed to My Drive, Group Drive and Company Drive to reflect new document sharing and collaboration functions now available to you.