How to move from publishing to collaborative communication April 21, 2016 Intranet 2.0
How to move from publishing to collaborative communication April 21, 2016
Intranet 2.0
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The goal is to maintain high levels of productivity and employee fulfillment
Step one: Understand the real opportunity
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Intranet 1.0
Intranet 2.0
Digital Workplace
Future of Work
Corporate News Directory
Team pages
Polices/procedures
Decentralize
Content
Creation
Single Portal
Internal Social Tools Mobile Access
Collaboration Customization
External social
media
Document Management
Telepresence
Virtual desktops
COTS
Business
Applications
Instant
messaging
24/7
Access
Machine
Learning
Worker
Demographics
Robotics
Crowd Sourcing
Remote
Work
Outsourcing
Globalization
Worker
Motivation
Open
Supply
Chains
Cloud
Open
Information
Privacy
Step one: Understand the real opportunity
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Step one: Understand the real opportunity
Organizational structures are flattening
Leadership styles are changing
Work happens anywhere
Work hours are less defined
The nature of work has changed
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Step one: Understand the real opportunity
Information is shared openly
Technology is a commodity
Emerging communication tools are increasing in use
Societal value is a greater factor
Employee motivators are more complex
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Step one: Understand the real opportunity
Individualization
Collaboration
Flexibility Community
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Collaboration
Todays challenges cannot be solved by individuals
“work out loud”
Step one: Understand the real opportunity
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Community
Relationships must still be made for people to be successful
“be a part of it”
Step one: Understand the real opportunity
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Flexibility
Work happens anywhere anytime
“true balance is blending”
Step one: Understand the real opportunity
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Individualization
All workers add value but may require individual methods to deliver it
“there are lots of ways to be successful”
Step one: Understand the real opportunity
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Take away #1
Describe the value of your intranet in terms of the bigger business goals
and risks
Speed - connect people and ideas faster and easier
Quality - increase collaboration and promote innovation
Cost - avoid duplication of effort and mistakes
Step one: Understand the real opportunity
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Step two: Establish your intranet design goals
A central starting point for all employees
An effective communications tool that delivers content in a meaningful
and user centric manner
A powerful environment for collaboration and relationship building
A work enabler allowing easy access to all applications and content
Highly accessible regardless of location or device
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Step two: Establish your intranet design goals
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Step two: Establish your intranet design goals
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Step two: Establish your intranet design goals
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Step two: Establish your intranet design goals
Take away #2
Create a succinct list of design goals before you do anything else.
This allows you to refer back to your “north star” whenever you feel
like you or your team are losing their way
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Step three: A central starting point for all employees
Main
Sub
Site
Full inventory of all sites,
features, and links
Establish
site types
High level structure
Classifieds
Divisional
Blogs
Sub
Site 1
Wire frame designs
List
Pages
1
2
3
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Identify all the pieces of valuable
content and functionality, prioritize
them, reduce them, and organize
them.
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PersonalCommonCommunications
Main List Pages Blogs
Committees
Applications
EDC Teams
Forms
Divisional
Community
Team
Work
Insurance
Finance
BS&I
Many
Many
Many
My Site
Many
Sub-Site
EDC Way
Focus on Results
About EDC
Community Inv.
HR Hub
Careers at EDC
Corp. Social Resp.
Corp Policies
All employeesSingle instance
Classifieds
Single instance
Step three: A central starting point for all employees
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Step three: A central starting point for all employees
Work
Main
Divisional / Community
Personal sites
Permanent sites in a
defined navigation
structure. These sites will
be where all finalized
content is made available.
Transitional sites that
enable content to be
shared in early stages but
will not store final versions.
My Site
Common sites Team Admin
Sub-sitesCommunication sites
Blog
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Step three: A central starting point for all employees
Corporate News Employee Life Tools My site
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Step three: A central starting point for all employees
Take away #3
Focus on design, it is essential to meeting all your goals
Test your information architecture with end users in the simplest way
possible
- Paper prototypes
- Card sorting
- Scenarios
No colour, no pictures, no distractions
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Step four: Navigation
Take away #4
Navigation should be static, and intuitive
Navigation is never right
5-7 elements is ideal, but really difficult
Every role is different
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Step five: Mobility
Take away #5
Mobile is an essential requirement
Not all content is equally valuable, identify what is
Consider how the content will be accessed - findability vs. discoverability
Consider secondary access - email links
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Step six: Social features
Take away #6
Create many loose connections
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Step seven: Information management
Take away #7
Position the intranet as a information management enabler
Even with great information architecture users will still complain they
can’t find things easily, so rely on search to help
Create a central search that searches all repositories
Trust the tool, search is excellent, the common weak link is users
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Step eight: Content publishing
Take away #8
Remove the need for IT to publish content
SharePoint has a very robust effective content publishing capability
Decentralize content creation
Trust your publishers
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Step nine: Analytics
Take away #9
Measure business goals wherever possible
Speed, connect people and ideas faster and easier
Quality, increase collaboration and promote innovation
Cost, avoid duplication of effort and mistakes
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Step nine: Analytics
Collaboration - planned and unplanned connections
Community - visits to online environments
Flexibility - access by location or device
Individualization - user feedback on methods used
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Step ten: Ongoing support
Take away #10
Simplify your system and separate the roles
Utilize the simplest technology architecture
Do not allow customizations to site types
Ensure your content creators are self sufficient
Predefine metadata to ensure effective content management