How to build a new SharePoint Intranet in two months with very little budget, one part-time project manager, some outside help and 80 volunteers... and live to tell the tale
Mimi Garrity Denman
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The clock is ticking.
You have 60 days…
People
Process
Technology
People
Process
Technology
Plan
Design Phase
ImplementationPhase
Investigative Phase
% Adoption
The Investigative
Phase
The Investigative Phase
Business Requirements
Technical Planning
User Experience
Governance
Organizational Readiness
Studied Nielson 2008, 2009, 2010
Individual Interviews (over 25)
Took all courses on Lynda.com
Hired outside team to study “Farm”
Watched Ragan Comms Summits
Built on a SharePoint
2010 platform
Customizable by locations in
key areas
Easily updated and maintained
by content owners
Great design and usability
Will add to our culture and productivity
SharePoint 2010 strategy and infrastructure established
Governance model complete
Meetings held with design team
Steering Committee re-engaged
Basic site outline proposed
Content owners identified
Top “must haves” determined
Wireframes created
Tech requirements analysis completed
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Core Site Map for GreenSpaceTaleo
GreenSpace
Home page with Localization area
Organizations
HR
Locations
How Do I?
Dept. Collaboration
depts.taleo.com
CIT• Infrastructure•Applications•Etc
Services• Technical• Customer• Etc.
Marketing• Assets• Narratives• Message boards• Projects
Team Collaboration
teams.taleo.com
Projects
Projects
Projects
My Sites people.taleo.com
User
User
User
Etc.
Publishing Collaboration
tools
TBD
Access by all Taleo Employees
Access only bydepartment
Access only byteams w/ permission
Ind. Site and profile
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GrassRoots Projects
Employee Events
Locations
How do I…?
Social Media Best Practices
Training
New Hire Instructions
SharePoint Collaboration Best Practices
Engagement and Rollout
GreenSpace
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GrassRoots Projects: How do I…?
• Suggestion: one page• 12 categories (3 columns X 4 rows)
• Drop down menus?
• Need to gather and maintain content
• Need approved team content owners by category
• Need to work with subject matter experts
• HR, Facilities, Finance, etc.
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GrassRoots Projects: New Hire Instructions
• All in one central location
• Create simple training PPTs/videos
• Need to gather and maintain content- need approved team content owners by category
• Need to work with subject matter experts (HR, Facilities, etc.)
Coupa
Lawson
Eloqua
Salesforce.com
Email and Phone Set Up
Network Connect
Taleo Performance
Online Benefits EnrollmentMobility Request
WebEx and InterCall Set Ups
Chatter
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2011
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• Governance Model Infrastructure completed
• SharePoint Platform selected
• TIP* launched
August• Catapult
Selected• Completes
Assessment
Sept 22GrassRoots kickoff meeting
Mid-OctoberPresent plans to Mimi
Mid-SeptCatapult begins planning process
September 30Hold first GrassRoots Project meeting
October 7Hold 2nd meeting
October 30Deadline for GrassRoots content
Dec 1Site goes
live!
Content being collected from all sources
development, stabilization
Early September• Research
conducted• Basic site plan
written• Call for
Volunteers
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GreenSpace/GrassRoots TimeLine
October 14 Hold 3rd mtg
deployment
*Name of original intranet
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How Will We Communicate?
• Use WebEx WITH Cameras on!
• Record all meetings
• Create simple project plans on PowerPoint
• Use this deck as reference for consistency
• Make sure tasks have dates and accountability by person/s
• Post everything on the GreenSpace Collaboration site
• We need to “drink our own champagne”
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GrassRoots Key Dates
Major Task Date
Sign up for Working Group September 22-29
Participate in your chosen first Project Meeting (Mimi will send invites to all- accept the appropriate one)
September 30
Select leader and communications contact September 30
Assign initial tasks September 30
Hold second meeting (leader will send invites) October 7
Report on findings/suggestions to Mimi w/o October 10
Hold third meeting October 14
Final content due October 28
SITE GOES LIVE! December 1
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Agenda Introductions (briefly please)
• Name, Role, Location, Why you joined GrassRoots
• Select a Communications Specialist to take notes
• Go to your project page (after this slide) and review overall goals/notes
• Brainstorm ideas (please capture them all in writing)
• Select a project leader (any volunteers?)
• Determine tasks and action items
• Reminder next meeting is October 7
• Leader needs to set up on WebEx
• Add major tasks to SharePoint site – assign a member and date
• Communications Specialist – post meeting notes on Project Site and send an email to Mimi when completed ([email protected])
• Members of Team – complete tasks and post responses, add links, ideas, etc. on your project site
The DesignPhase
Set expectations: phased approach
(Name) Org Chart – (Month, Year)
Name, Title
NameTitle
Responsibility
Responsibility
NameTitle
Responsibility
Responsibility
Name Title
Responsibility
Responsibility
NameTitle
Responsibility
Responsibility
NameTitle
Responsibility
Responsibility
Name Title
Responsibility
Responsibility
NameTitle
Responsibility
Responsibility
Name/admin Name, HR Business Partner
Name, Finance Business Partner
Finalized design for six templates
Gathered content for all
Built out 78 unique sites
Trained over 40 contributors
Finalized layouts and copy for launch campaign
Purchased web parts
The Implementation
Phase
Implementation
Roll out email campaign
Finalize content
Finalize GrassRoots best practices
Train content owners
Continue work on IT integration
Create posters and banners
Order gifts and certificates
Plan launch day
GreenSpace
Email Campaign
From the ad page, click site actions/edit page.
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Now you can edit anything on this page by typing in the text boxes, adding new images or using the ribbon on top to make changes. Please see notes.
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is hereby granted to
for your spirit of volunteerism and lasting contribution as a member of
Awarded: October, 2011
Awarded by: Caroline Japic, VP Corporate Communications and Mimi Garrity Denman, Director of Internal Communications
Certificate of Appreciation
Chet Mason
Launch Plan
Overview Goals Vehicles
Banners Posters Gifts Day of event activities
Launch Plan
Goals Taleo employees from all locations:
Recognize volunteers
Excited about GreenSpace Curious to learn more Encouraged to enter contest to win prize Inspired to contribute and give feedback Long-term…break down silos through
collaboration and understanding
Launch Plan
Posters 24 x 18 Locations: public areas
Lobby Cafes Other?
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Launch Plan
Gifts Globe squeeze balls
All Grassroots members (see spread sheet)
All Content owners (see spread sheet) WITH SIGNED CARDS
Globe Tumblers GrassRoots Leaders Head of IT Key team members
Shipping Address Exptd Arrival date Taleo Contact Posters* Banners**
Gifts
Dublin, CA 94568 11/28/11 Melissa Van Hagan 10 1 English x
Sunrise, FL 33325 11/28/11 Melissa Johnston 6 1 English x
Jacksonville, FL 32256 11/28/11 Melissa J 6 1 English x
Quebec City G1K 9C5 11/28/11 Audrey 10 1 English, 1 French x
Sydney, 2000 11/28/11 Helen Nassos 2 1 English X and Melbourne
Chiswick High Road, London, W4 5RP 11/28/11 Sandrine Angelo 4 1 English x
5 Hammersmith Grove, W6 0LG London 11/28/11 Sandrine Angelo 3 1 English
Paris 11/28 Sandrine Angelo 1
92500 Rueil Malmaison 11/28/11 Sandrine Angelo 1 x
30-415 Kraków, Poland 11/28/11 Thierry Noel 2
Naperville, IL 11/28 1
Petaluma, CA 11/28 2
Edinburgh 1
Amsterdam 1
*based on number of employees. Basic art will be provided and can be translated and printed if desired.**limited # based on cost
LOCATION PAGE
DEPARTMENT PAGE
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Weekly Newsletter
Built out 78 unique sites
Trained over 40 contributors
1/3 of all eligible employees entered contest
Time to publish went from 48 hours to 10 minutes for news stories
80% visited at least once daily
Editorial calendar created
Education continued
How do I? page- very successful
Some bugs
Great collaboration between IT and communications
Launch promotion essential
Collaboration is everything
Support of senior management
Don’t underestimate training
Brand your site-make it appealing
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http://denmancommunications/ragan