Top Features to Look for in a CMS for Deskless Employees

To ensure the success of any organization, a well-informed and engaged workforce plays a pivotal role. Effective internal communication not only improves employees’ understanding of their role within the organization but also establishes clear expectations, leading to increased productivity. However, the challenge lies in effectively communicating with deskless employees, whose satisfaction and engagement are vital in reducing turnover rates. The question remains: How can organizations effectively bridge this communication gap? 

CMS presents a powerful solution to enhance corporate communication. With the help of a content management system (CMS), editing, posting, and managing content becomes simple. Moreover, the versatility of user rights on a CMS intranet enables organizations to control access for different staff members and content creators, facilitating a streamlined communication approach.

Let’s learn more about CMS and how to choose the right one by exploring the essential CMS features for deskless employees.

Understanding Deskless Employee Needs

Before implementing a CMS platform, an organization must have a comprehensive understanding of the needs of deskless employees, which may include:

Mobile-first Accessibility

With the majority of deskless workers relying on mobile devices for their day-to-day tasks, ensuring seamless accessibility through mobile-first design becomes imperative. This approach not only acknowledges the inherent mobility of these employees but also enhances their user experience, allowing for efficient communication, task management, and access to essential resources on the go. Recognizing the importance of mobile accessibility is key to empowering deskless workers, promoting productivity, and fostering a work environment that aligns with contemporary technological trends.

Offline Functionality

Recognizing that deskless workers may operate in environments with limited or no connectivity, providing offline functionality becomes pivotal. This feature empowers employees to access crucial information and perform essential tasks without dependence on a continuous internet connection.

Simple and Intuitive Interface

A user-friendly interface is the cornerstone of enhancing productivity and engagement for deskless workers. It ensures seamless navigation, quick access to relevant information, and a more efficient execution of tasks. By prioritizing simplicity in design, organizations can empower their deskless workforce with tools that are easy to understand and use

Personalized Content and Recommendations

Personalized Content and Recommendations emphasizes the significance of tailoring communication to the specific preferences and requirements of deskless workers. Recognizing the diverse nature of these employees’ roles, personalized content ensures that information is relevant, timely, and engaging. By implementing targeted recommendations and content delivery strategies, organizations can enhance engagement, boost productivity, and foster a more inclusive work environment. 

Real-time Communication and Collaboration

Deskless workers, who often operate outside traditional office settings, thrive on instantaneous information exchange and seamless collaboration. The demand for tools that enable swift communication, real-time updates, and collaborative platforms is paramount. Investing in technologies that bridge communication gaps and facilitate quick collaboration not only enhances efficiency but also fosters a sense of connection and inclusion among deskless teams.

Automated Workflows and Task Management

Recognizing the challenges faced by frontline and deskless employees who are often on the move or in dynamic work environments, efficient task automation becomes a crucial ally. Automated workflows streamline processes, enabling deskless workers to manage tasks seamlessly, reduce manual workload, and enhance overall productivity.

Data Visualization and Reporting

As deskless workers work remotely, it becomes difficult for managers to communicate with them and keep track of what they are doing. With easy-to-understand dashboards and reports, organizations can easily track progress, identify trends, and make data-driven decisions.

Security and Compliance

During the first quarter of 2023, global data breaches led to the exposure of 6.41 million data records, impacting numerous individuals. In order to safeguard the privacy of employees and customers, it is crucial to prioritize security and compliance. Moreover, it should be noted that SMS lacks end-to-end encryption, posing a potential risk for security breaches and compromising employee privacy. As a result, organizations must prioritize data protection, access control, and adherence to industry regulations to ensure secure operations.

Also Read: Creating an HR Communication Plan for the Deskless Workforce

Top Features to Look for in a Deskless-Friendly CMS

Mobile-responsive Design and Native Apps

A mobile-responsive CMS that operates seamlessly across PCs, tablets, and phones is of utmost importance. This facilitates accessibility to information, seamless collaboration with colleagues, and efficient task management for deskless workers, ultimately enhancing the connected work experience.

Content Chunking and Microlearning

Microlearning, alternatively referred to as bite-sized learning, is a technique that focuses on delivering concise, focused, and easily assimilable units of information. A content management system (CMS) that facilitates the delivery of information through bite-sized modules enhances the efficiency and accessibility of learning, thereby ensuring effortless consumption and retention of the information.

Rich Media Support

A crucial feature for deskless employees in a CMS is rich media support. This feature allows employees to seamlessly integrate various content formats, including videos, images, and interactive elements. By catering to diverse learning styles and enhancing engagement levels, it contributes significantly to creating an effective and enjoyable work environment for deskless employees.

Geo-fencing and Location-based Content

By the year 2031, the geofencing market is projected to witness substantial growth, reaching a staggering value of USD 3551.49 million. Geofencing, a cutting-edge location-based technology, empowers organizations to efficiently manage and monitor activities within specified zones by establishing virtual boundaries around specific geographic areas. This innovative solution grants employers the ability to provide employees with contextually relevant information and assign tasks based on their precise location, thereby fostering greater accountability and boosting productivity.

Push Notifications and Alerts

The CMS can effectively keep employees well-informed about critical updates, deadlines, and important reminders using push notifications and alerts. This feature, in particular, holds great significance for deskless employees as it enables instant notifications.

Self-service Capabilities

The self-service functionality in a CMS empowers deskless employees to independently access information, update profiles, and carry out tasks. This not only enhances operational efficiency but also cultivates a sense of autonomy and control in relation to their work responsibilities.

Feedback and Suggestion Mechanisms

Feedback and suggestions play a vital role in identifying the strengths and weaknesses within an organization. To enable effective communication with deskless employees, the CMS should include a feature that allows employees to easily share feedback and contribute to the improvement of content.

Integration With Existing Systems

Not all CMS platforms are equipped to handle the full range of internal tasks required by a company. Consequently, they depend on third-party integrations to fulfill specific content workflow requirements. These integrations facilitate the seamless movement of data between applications, supporting companies in the development of effective strategies. When choosing a CMS, it is crucial to select one that smoothly integrates with existing tools. This guarantees a unified and interconnected workflow, ultimately enhancing the overall efficiency and effectiveness of the content creation process.

Analytics and Reporting Tools

By monitoring engagement and evaluating content effectiveness, valuable insights about the target audience can be gained. To achieve this, the CMS needs to integrate seamlessly with renowned analytics packages or have built-in analytics. This functionality facilitates the determination of the audience demographics, monitoring user engagement, assessing content performance, and identifying areas for improvement.

Choosing the Right CMS for Your Deskless Workforce

Identify Your Specific Needs and Priorities

The choice of your CMS significantly influences your team members. To make an informed decision, management should systematically gather requests and business requirements from each department. Creating a matrix that prioritizes these factors in order of importance is crucial. It’s essential to take into account the size, industry, and distinct challenges of your deskless workforce. This structured approach empowers decision-makers to thoroughly evaluate and weigh all available CMS options, ensuring the selection of the most suitable one for the organization.

Evaluate Features and Functionalities

There are several CMS platforms available in the market, each offering distinct features and functionalities. To determine the most suitable CMS for your needs, evaluate the available features by comparing the different platforms according to your specific requirements.

User Testing and Feedback

To ensure an inclusive user testing and feedback process, it is recommended to incorporate deskless employees. For example, conducting trial sessions that allow employees to actively engage with the CMS and offer valuable insights on its usability. By adopting this approach, organizations can guarantee alignment between the chosen CMS and the specific needs of deskless employees, consequently leading to higher user adoption rates and overall satisfaction.

Scalability and Future Needs 

It’s crucial to select a CMS that not only meets your current requirements but also has the flexibility to accommodate growth and any evolving needs in the future. This ensures a sustainable and adaptable solution for your long-term goals.

Closing Thoughts

Selecting the right Content Management System (CMS) for deskless employees is paramount to enhancing efficiency, communication, and overall productivity within an organization. The features discussed in this blog, ranging from mobile accessibility and offline functionality to user-friendly interfaces and robust collaboration tools, play a crucial role in ensuring seamless workflow for deskless teams. By prioritizing these key features, businesses can empower their deskless workforce, streamline information sharing, and ultimately create a more agile and responsive work environment.

Frequently Asked Questions

Q: What types of content can be managed using a CMS for deskless workers?

Documents, videos, text messages, and surveys are some of the types of content that can be managed using a CMS for a deskless workforce.

Q: How can organizations ensure content relevance for diverse deskless workforces?

Conduct regular assessments of the workforce’s needs and preferences to ensure that the content provided is relevant and resonates with diverse groups of deskless workers. 

Q: What considerations should be taken into account when migrating to a new CMS for deskless workers?

While migrating to a new CMS for deskless workers, organizations should plan for a smooth transition by assessing data migration needs, providing training for users, and communicating the benefits of the new CMS. Organizations should also consider pilot testing the CMS with a small group of users before full implementation.