Vibrant MCSE BOOT Camp Notes :

The Noncommercial Application of Intranets

This book talks a lot about companies utilizing intranets to sell a product. However, thousands of established businesses sell a service; included in this category are trade and advocacy associations. Because information and resources often are what drive these associations, a great need exists to categorize and centralize the information and resources that are provided to the associations' customers or members. Associations shouldn't overlook the intranet when considering how the latest technology can affect the way in which they provide services to their members. In fact, intranets really should be the first consideration in these cases. Following are some examples that show how an association might utilize an intranet to centralize communications and reduce redundant staff efforts to better serve its mission and its members:

• The association's mission: Let the intranet remind each staff member daily why they do what they do. Perhaps this could be built into a central greeting that all users view when they log on to the intranet.
• Bios of executive committee members and board of trustees officers: Educate association employees and members about their elected leaders and eliminate the familiar (and often chaotic, last-minute) searches for this information when the communications coordinator is out of the office.
• Brief staff bios for members to view: Members might want to know the credentials of the editor of their trade journal, or they might be interested to learn that the executive assistant has been with the association for 25 years.
• A chronological list and brief bios of presidents since the founding of the association: You never know when members of the media will call to request information about a former president, but you can count on them to call!
• Holidays and other days that the office will be closed throughout the year: Eliminate confusion and excuses and let employees plan their days off. Post this by January 1 each year.
• Dates of important mailings: Inform the membership department in advance when big mailings are scheduled so that the clerical and support staff can manage their time accordingly and minimize overtime.
• A history of the association and a history of the trade (for example, maybe the association of air-conditioning manufacturers was founded in 1950 but the first air conditioner was invented and/or commercially sold in 1930): Having this information at your fingertips gives you immediate access when it's time to outsource that annual report or revamp the membership brochure. As companies continue to downsize, more are turning to contractors and freelancers for assistance, yet it's unlikely, for example, that an air-conditioning association could find a freelance writer with a knowledge of the air-conditioning trade. Not to worry. It's all documented on the association's intranet.
• Calendar of events: To ensure that no one misses conferences, meetings, seminars, conventions, and trade shows, post the dates of these important functions for the upcoming year and beyond. When the accounts payable clerk receives a misguided phone call from a member requesting the dates of the upcoming board meeting, the clerk, even though he might not know the date off-hand or even care when the meeting is, immediately can access the date through the intranet, and the member is grateful that she wasn't passed into transfer mode.
• An information page on the association's yearly conference or expo: Again, keep everyone on staff in the loop and prepared for the deluge of information requests that arrive in the months before the big event. This page should include answers to all possible questions, including information on dates; registration; airfares; hotel registration; airport shuttle service; restaurants; information for spouses; golf tournaments or other social events; speakers; guests of honor; award ceremonies; the host city; and the name, phone number, and e-mail address of the staff person to contact for more information.
• Information on the trade publication: The publication staff is busy meeting their constant deadlines. Make answers available on the intranet to common inquires regarding the publication, including access to the editorial calendar, the media kit, advertising rates, advertising and editorial deadlines, editorial board meetings, and manuscript submission guidelines.
• A legislative update page: Post the latest legislative activity, along with a chronological listing of laws and regulations that have affected the industry, current lobbying efforts, and names and addresses of senators and representatives whom members can contact to show support for or against a bill or new regulation.

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