Employee app - sounds interesting. You may have come across this term and probably have a rough idea of what it means. But what exactly does it mean and what is so special about it?

An employee app is a mobile application developed for internal communication in companies. It facilitates communication between employees and management by offering functions such as push notifications, chat, and employee directories. Simultaneously, an employee app provides a direct connection to a front-end system that users can access via their internet browser. This system can be used as an alternative to the app or in parallel, as well as for administrative purposes.

The employee app allows access to relevant news, appointments, documents, and other resources that facilitate day-to-day work and enhance productivity. It promotes employee loyalty by offering feedback, recognition, surveys, and other social functions.

Mobile first!

A key feature of an employee app is its strong focus on the mobile-first concept. This allows it to adapt to modern company structures and the needs of employees. The mobile-first concept originated in web design and prioritises design processes for display on mobile devices, such as smartphones and tablets. These devices have become integral to both our personal and professional lives. 

An employee app is ideal for mobile use, especially for employees who are frequently on the move, such as those working for municipal utilities. The mobile-first concept ensures that employees can access company information, communicate with each other, and be reachable at all times, regardless of their location or workplace.  Social interaction can be increased through communication with colleagues, which strengthens bonds and facilitates finding work partners. If problems or questions arise, colleagues can be easily and personally contacted via the employee app, promoting internal networking and knowledge transfer. The app also offers self-services, providing employees with access to relevant forms, processes, and services. Simultaneously, all communication channels and processes remain traceable for everyone involved.

An employee app is especially beneficial for the company in terms of information management and emergency security, as it allows for important messages to be sent to employees via push notifications.

Additionally, an employee app can lead to cost savings upon implementation, as it enables employees to use their personal smartphones. The acquisition costs of company devices should not be underestimated, depending on the size of the workforce and the company. It is important to strike a balance between the use of private and company devices. Additionally, using private devices has advantages as employees are usually familiar with how to use them and carry them with them anyway. However, this does not rule out the possibility of a company also using company devices, possibly with in-house mobile device management (MDM). The flexibility of an employee app makes this possible.

Customising

In addition to the aforementioned benefits, an employee app is known for its modularity, scope, appearance, and interconnected authorization system.

For instance, a company can tailor the employee app to its specific needs by determining its particular functions and scope. The app's individual functions and authorizations can be centrally controlled, ensuring that each employee has access to the optimal range of functions. The authorisation processes can be adapted to the changing needs of the employee and the company. Customising the look and feel of the employee app is also easy. Visual customisation to corporate design and identity is immediately reflected in the app's overall design, making it unique compared to other employee apps. 

In addition to the app's functions and design, it also allows for easy setup of authorisation levels for employees and users. This ensures that each person can only access the data and functions intended for them. The app also allows for the creation of working groups, teams, or internal company departments with a wide range of possible combinations. Employees and app users need not worry about correct assignments as everything can be centrally controlled via a backend system. Users can also easily request group assignments or additional functions from the employee app at any time. The multi-layered authorization options enable external users to access approved information, news articles, or public relations offers from the company without viewing sensitive information.

Onboarding

The 'customising' section has already indicated that onboarding employees using the employee app is very simple. 

Centralised control of the employee app via a front-end system enables the creation or activation of employees and users for the app. Authorised (administrative) users of the front-end system can use a dashboard for this purpose, which clearly lists all relevant data and requests. With just a few clicks, a request is answered and a new user becomes part of the employee app and community. The dashboard and front-end system can be customised to the needs of a company and its users. The sophisticated system also allows for easy central control of off-boarding processes with just a few clicks in the front-end system.

Ideal for data protection officers

As previously stated, one of the main purposes of an employee app is to facilitate communication and networking among employees. This often involves the exchange of sensitive information, making data protection a critical concern that requires careful attention.

Fortunately, an employee app offers a significant legal advantage over other communication methods by providing robust data protection measures. All documents and content are encrypted and securely stored. Compliance with GDPR is ensured. Experience has shown that without an employee app, company members use various messengers and communication services, making it difficult to determine which ones are used and trace them retrospectively.

Additionally, many communication services use servers located abroad and are not subject to Germany's strict data protection guidelines. Exchange of company-relevant and sensitive data between employees can become problematic under certain circumstances. It can be difficult to trace which information has already been exchanged and through which communication channel. This can result in important information being omitted or not properly documented. An employee app can help by centralising all data and allowing for easy retrieval when needed. An employee app ultimately supports the legally required anonymisation of user data through a fully automated process.

The employee app APP 21, developed by Dortmunder Stadtwerke AG, is a successful and useful tool for the company. Its functions and benefits will be featured in a future blog series on the APP21 employee app at appplusmobile.de. Make sure to check back regularly so you don't miss any posts!