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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

E-mail

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


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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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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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Individualization

Collaboration

Flexibility Community

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Collaboration

Todays challenges cannot be solved by individuals

“work out loud”


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Community

Relationships must still be made for people to be successful

“be a part of it”


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Flexibility

Work happens anywhere anytime

“true balance is blending”


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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”


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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


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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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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

4

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


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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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Corporate News Employee Life Tools My site

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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

intranet 2 - cdn.ragan.com · intranet 1.0 intranet 2.0 digital workplace future of work corporate...

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