towards a digital workplace philadelphia 13

Towards a digital workplace

Agenda��Today - challenges and opportunities��Defining tomorrow��Trends, tendencies and examples��What’s right for us? �How do we get there and how do we measure success?��Discussion throughout!�

�

Intranet

Digital Workplace

Collaboration

Digital Strategy

Love great coffee! -And know how to roast beans!

Cycle a lot

J. Boye since 2008

15 years in London -Set up J. Boye UK

Live in Copenhagen Moderate J. Boye groups in Denmark & the UK

BA in European Cultural studies and Theatre

Postgrad in Arts Management & Cultural Policy

Decent juggler

Online Marketing

Have great colleagues

You…

What’s it for?

Intranet 1.0

Headaches

How would your boss describe the intranet and its role?

Intranet Dilemma� “The intranet is ideal for tasks of low complexity �and high frequency.� �Management deal with tasks of high complexity and low frequency”  �    

“An intranet is a process!Not a project”!

��

Jane McConnell�Intranet strategy & digital workplace

expert

The digital workplace�

�“The digital workplace requires a holistic understanding of what people need in order to work, �and the ability to bring it together in a way that reaches across and beyond the organization itself”

Jane McConnell

Organizational demands

People

•  Internet native •  Mobile and social •  Technology savvy •  Expect flexibility from their

employer •  Current employees?

Technology

•  The firewall breaking down

•  Cloud services change the game

Challenges or opportunities?

Governance..?

Who owns the intranet

Social & collaboration

Mobile

Social & collaboration

Source:  Digital  Workplace  Trends  2012,  Jane  McConnell,  h;p://netjmc.com    

Objective: Use crowdsourcing to sharpen and activate their new vision and mission

Objective: Identify growth opportunities through online idea generation, specifically in R&D  

ü  Objective was clear��Project was anchored in one place��Clearly defined focus area ��Clearly defined success criteria��Clearly defined processes for use and follow up��Full backing from management��Matched the culture

Trends: Social & collaboration

•  Benefits observed from social and collaborative initiatives remain anecdotal and qualitative.

•  The most commonly observed are “knowledge-sharing”, and “engaged, better informed employees”. The least common are “faster time to market”, “cost reduction” and “reduced time for training”.

Quote and inspiration: Jane McConnell http://netjmc.com

Trends: Social & collaboration

•  Strong concerns remain about information quality and security, as well as around the business value of social collaboration

•  New concerns emerge as organisations gain experience: re-creation of organisational silos on new social platforms, digital native culture, and language

Quote and inspiration: Jane McConnell http://netjmc.com

Mobile We work in different places at different times

Working from home  

About designing sites, services and tools, not for a a mobile phone, but for people who are mobile

GUI design : Round 2

Objective: -Make it easier to familiarize employee with regional office, even if only there for a day, and thus become more productive  

Lessons  learned  

•  Security  •  Physical  surroundings  •  Knowledge  transfer  

Objective: -Print to online -Reduce paper -News updates faster  

ü  Again: Objective was clear��Project was anchored in one place��Clearly defined focus area ��Clearly defined success criteria��Clearly defined processes for use and follow up��Full backing from management��Here: Didn’t match the culture, but intensive communication campaign

Trends: Mobile •  Jane McConnell: In 2011, only seven percent of

organisations considered mobile a high priority.

•  J. Boye: This is changing rapidly – Now impossible to ignore

•  Jane McConnell: IT leads over business for defining mobile strategies

•  Jane McConnell: Top mobile services are designed to connect people

Factual data: Jane McConnell http://netjmc.com

Break…

“Don’t just think about execution; !take a step back and consider how you will enable the team”!

!�

Digital manager & J. Boye member �University College London  

Strategy

Do you have one?

Is it useful?

No strategy    

Long strategy        

Unclear strategy  

A good strategy defines long term goals and ambitions. It should:� �- Be aligned with and support the overall business objectives of your organization�

 �- Point ahead: Where do you want to go and why? �

 �- Include top level priorities: � What do we focus on now, later and not at all? �

 �- Include clear success criteria� 

  It should also:��- Be written in a style that can be clearly understood  �

�- Be realistic �    

Warning: ��Don’t copy another organization’s strategy ��– however successful!�        

An effective intranet strategy requires insight into

all business areas

Roadmap

Step 1: How can the intranet help achieve business objectives? Business  objec,ve   The  intranet’s  role  

Strengthen  the  culture  of  the  organiza,on:  “One  company,  one  mission”  etc.  

•  Intranet  as  pla9orm  for  communica;ng  the  message  

•  Single  intranet  for  all  subsidiaries,  newly  acquired  companies,  ...  

Expand  through  acquisi,on  •  User-­‐friendly  intranet  will  minimize  

;me  required  for  new  staff  to  get  fully  opera;onal      

Growth  through  product  innova,on  

Social  intranet  that  supports  •  Idea  genera;on  •  Cross-­‐silo  collabora;on  and  project  

teams  

Cost  control  /  efficiency   •  Self  service  applica;ons        

…others?  

Step 2: Who are our stakeholders and what do they expect from the intranet?

Stakeholder   Expecta,on  

CEO  -­‐  Promote  ‘one  company’  -­‐  Pla9orm  for  major  announcements  

Human  Resources  -­‐  Pla9orm  for  employee  self-­‐service  -­‐  Intranet  to  support  flexible  working  hours,  work-­‐life  balance  program,  …  

Sales  teams  Access  to  customer  data  at  any  ;me  (at  airport,  during  client  mee;ng,  …)  

Internal  communica,ons  department  Intranet  to  promote  single  corporate  iden;ty  

IT  Avoid  prolifera;on  of  pla9orms;  keep  the  intranet  infrastructure  manageable  and  secure  

...Others?  

Step 3: Prioritize and plan actions – and you have a roadmap!

Put  proper    governance  model  in  place    

Why?   -­‐  Current  governance  structure  is  unclear  

-­‐  Many  ini;a;ves  are  started  without  follow  up  

Agree  on    intranet    strategy  

-­‐  Current  strategy  has  no  clear  direc;on  

-­‐  Different  departments  have  different  views  on  priori;es  

Integrate  new  tools        and  implement  BeTer  search  

Introduce  XXX  

...  ...  

KPIs

Good KPIs – SMART��Specific�Know what it is you are measuring�What is the metric, what does it indicate?�

Measurable�When planning, can you track it? Is it reliable?�

Actionable�Make a plan for what to do if the KPI fails�

Realistic�Do you have the resources? Is it realistic?�

Timely�What is the measurement frequency?

Good areas to measure:��

News��

Content��

Collaboration��

Applications

KPIs: Applications��Monitor:�Use: How much is it used?�Success: How effectively is it used�Errors: Does it work?� Production related KPIs •  Errors – downtime –

crashes? •  Failures: how many do

not get their purpose fulfilled?

End-user related KPIs •  Availability: is the app

accessible? •  Is it performing? •  Use: is the flow

completed?

KPIs: Collaboration��Monitor: �Organisational buy-in�Dead content�Permissions� Production related KPIs •  Permissions: failed

attempts •  Dead content: storage

of irrelevant cotent

End-user related KPIs •  Penetration: is it

accessible? •  Use: is the flow

completed? •  Are “the right people”

using it?

Your role has evolved�

Important skills now?

Project management�

Business analysis�

Communication�

Change management�

Implementation skills�

Diplomacy�

Psychology�

Lobbying�

Negotiation  

Flexibility �Community managerment�

Facilitation�Architectural skills�

Governance�Information management�

Usability�Training�

SEO wizzardry�Technology landscape knowledge

Lau Hesselbæk Andreasen�lha@jboye.com�

@lauandreasen