Enterprise Portal - The Myths
- Dr. Moria Levy
- Mar 1, 2004
- 3 min read
As with everything else, various myths have emerged around the topic of portals. Below is a discussion of several common myths:
1. A portal is a technology project
The portal project comprises three key components: technology, content, and organization. Usually, the portal is considered a technology project and is therefore managed by and for technology professionals. While addressing technology is necessary, addressing content and optimal organization is also required. Building a portal primarily from a technical aspect ultimately results in low usage levels. It is recommended to involve content creators and users to ensure the two additional components, which are no less important.
2. The project will only take three months
Due to the novelty of the tools on one hand and the need for different thinking on the other, establishing a portal takes time. Despite the relative ease of using these tools, the need for specification is not small, and the tools are not perfect. Therefore, it is possible to define, for example, that phase A of the project will last six months, but not the entire project.
3. We don't need to purchase software
When purchasing software, we acquire not only the tool but also the knowledge of the software vendor and their expertise. In self-development, we may encounter many obstacles that software vendors have already struggled with and found solutions for. It's a shame to reinvent the wheel. Ultimately, self-development costs may be higher than software purchase costs, even if it initially appears otherwise. However, if there is a budget problem and the organization has a technological base, it can be utilized with understanding and insight, recognizing that this is a temporary solution.
4. We don't need to use consultants
Many portals have failed due to poor infrastructure. The basis for portal success is building good infrastructure. Some methods and methodologies focus on creating optimal content, proper organization, and thinking that integrates technology and user workflows. There are people whose expertise lies in integrating them, and just as we wouldn't establish a network without consulting network experts, it is recommended to consult with experts on the matter. Many portals worldwide that started with their forces, "because the way is easy," did not succeed.
5. The more things we put into the portal, the better it will be
When trying to address too many needs, a situation arises where there is too little of everything, and the benefits are minimal. It is better to focus on the needs important to the organization and choose the most important subgroup, which has the most frequent data, information, or knowledge needs, whose very management will help most in leveraging the organization, according to the strategy it has set for itself. This group should be studied, and for it, it is recommended to establish a portal that provides a practical solution for this group. However, planning must be done at a strategic level to ensure flexibility and ease of future expansion to additional groups.
6. If we build the portal, people will come
The portal's purpose is not to bring people to it; its purpose is to provide them with knowledge that is most urgent and critical for performing their work in the most convenient and accessible way. For people to use the portal, the right content must be poured into it, in the right structure, and of course, not forget to involve people from the initial stage.
7. The portal manages itself
The portal will not manage itself if we don't maintain it on an ongoing basis. Establishing a portal is not a one-time thing, and we're done, as the content must be updated on an ongoing basis. The importance of updating stems from the organization being alive. A portal that is not updated and constantly filled with new content is like a "dead" repository, and its usage level continues to decrease. It is essential to update the repository content, add new content, and remove outdated content. Resources must be planned, both for maintaining existing content and for improvements and expansions in phase B.
8. The portal will solve all our problems
The portal serves as a tool for proper management; however, it does not solve all the organization's problems. The portal should address a specific problem that the organization needs to solve. An enterprise portal can serve as a tool to help solve the organization's problems; however, it does not solve problems itself, but rather serves as a supporting tool.
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