Where is it? Designing an intranet where                   information finds you!                                Sava Poli...
Presentation Overview?Why Santos had to redevelop their Intranet?Solutions that were developed?Examples of tasks undertake...
Did you know?                4.5 hours                 spent searching for                documents per week3
Santos – A brief history?Leading Oil and Gas Producer for more than 50 years?ASX Top 30 company?2400 employees. Over 4000 ...
Intranet History5
WHY ?
The Problems7
Lack of Governance8
Lack of Governance – Use Case              Hi Kate!              My team would like to reuse the IS              Policy th...
Lack of Governance – Use Case              Hi Greg,              To be honest, I can’t remember              which team si...
Lack of Governance – Use Case11
Lack of Governance – Use Case      Frustrated, less productive user12
Inadequate Search Functionality13
Inadequate Search functionality“Google Instant search... reduces the average  search time by two to five seconds”         ...
Inadequate Search functionality                         Outdated Results15
Inadequate Search functionality                    Search relevance                    not intuitive.16
Misaligned Information Culture17
Misaligned Information Culture? ‘Putability’ vs. ‘Findability’       ? Network-drive mentality                            ...
Misaligned Information Culture     Sh       are          Po            int19
Misaligned Information Culture• Information stored and updated via email opposed     to Intranet          ?Attachment cult...
CAN WE FIX IT     ?
The Solution22
IM Framework23
IM FrameworkManaged Metadata               Security Open for AllControlled Site Provisioning   Ownership of Content24
Training25
TrainingPublisher training                      Lunch n Learn                     Training videosRefresher courses        ...
Navigation27
Navigation                Forget organisational hierarchy     People are looking for          Hierarchies Change        to...
Navigation?‘Card Sorting’ exercise             Latest News                              Induction        Company          ...
Navigation?‘Card Sorting’ exercise                    Work and       Home                       Tools    Knowledge     Our...
Navigation?Advantages     - Appreciation of enormity and importance of task     - Helped forge relationship with business ...
Navigation32
Search33
Search                                 ?Important to involveContextual Search                users                        ...
Business Engagement35
Business EngagementEndorsement from CEO?Recorded a video to share with  whole companyBusiness Managers?Introduce the conce...
Business Engagement                       Change Champion                             How?                       ?Formalis...
Business Engagement                           Workshops     Content Structure                               Collection    ...
Business Engagement – Culture39
Keywords40
KeywordsInformation ‘pull’ model similar to targeted online advertising                                        Source: htt...
Mapping the solution42
Mapping the solution43
Mapping the solution44
Mapping the solution45
Lessons Learnt?Don’t reinvent the wheel, reengineer it.?Communication is key – internal AND external?A good Intranet is th...
Demo     Stop! …Demo time47
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Kartic kapur & sava politis

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Kartic kapur & sava politis

  1. 1. Where is it? Designing an intranet where information finds you! Sava Politis Kartic Kapur
  2. 2. Presentation Overview?Why Santos had to redevelop their Intranet?Solutions that were developed?Examples of tasks undertaken?Demo2
  3. 3. Did you know? 4.5 hours spent searching for documents per week3
  4. 4. Santos – A brief history?Leading Oil and Gas Producer for more than 50 years?ASX Top 30 company?2400 employees. Over 4000 staff, including contractors?Offices in Adelaide (HQ), Brisbane, and Asia Pacific4
  5. 5. Intranet History5
  6. 6. WHY ?
  7. 7. The Problems7
  8. 8. Lack of Governance8
  9. 9. Lack of Governance – Use Case Hi Kate! My team would like to reuse the IS Policy that you developed 2 years ago. Could you point us in the right direction?9
  10. 10. Lack of Governance – Use Case Hi Greg, To be honest, I can’t remember which team site I uploaded it to. Try searching for ‘IS Governance’ on the Intranet.10
  11. 11. Lack of Governance – Use Case11
  12. 12. Lack of Governance – Use Case Frustrated, less productive user12
  13. 13. Inadequate Search Functionality13
  14. 14. Inadequate Search functionality“Google Instant search... reduces the average search time by two to five seconds” guardian.co.uk (2010)14
  15. 15. Inadequate Search functionality Outdated Results15
  16. 16. Inadequate Search functionality Search relevance not intuitive.16
  17. 17. Misaligned Information Culture17
  18. 18. Misaligned Information Culture? ‘Putability’ vs. ‘Findability’ ? Network-drive mentality SharePoint18
  19. 19. Misaligned Information Culture Sh are Po int19
  20. 20. Misaligned Information Culture• Information stored and updated via email opposed to Intranet ?Attachment culture vs. hyperlink culture ?No single Source of Truth20
  21. 21. CAN WE FIX IT ?
  22. 22. The Solution22
  23. 23. IM Framework23
  24. 24. IM FrameworkManaged Metadata Security Open for AllControlled Site Provisioning Ownership of Content24
  25. 25. Training25
  26. 26. TrainingPublisher training Lunch n Learn Training videosRefresher courses Proactive Support26
  27. 27. Navigation27
  28. 28. Navigation Forget organisational hierarchy People are looking for Hierarchies Change topics not teams28
  29. 29. Navigation?‘Card Sorting’ exercise Latest News Induction Company Profile Communities Vision Drilling statement Oracle Performance Review Policies Engineering Travel Announcements Booking Events Career Planning29
  30. 30. Navigation?‘Card Sorting’ exercise Work and Home Tools Knowledge Our Business About Santos Career Career Vision Latest News Oracle Communities Drilling Planning statement Announceme Performance Travel Company Policies Engineering nts Review Booking Profile Events Induction30
  31. 31. Navigation?Advantages - Appreciation of enormity and importance of task - Helped forge relationship with business users - Made users feel responsible for their content31
  32. 32. Navigation32
  33. 33. Search33
  34. 34. Search ?Important to involveContextual Search users ?Provide feedback mechanism Word and PowerPoint Slideshow Best Bets 34
  35. 35. Business Engagement35
  36. 36. Business EngagementEndorsement from CEO?Recorded a video to share with whole companyBusiness Managers?Introduce the concepts?Set expectations on ownership and effort required 36
  37. 37. Business Engagement Change Champion How? ?Formalise role ?Regular meetings Who? What??Understand business ?Responsible for and technology coordinating content?Liaison between creation and migration business and IT ?Ongoing improvements 37
  38. 38. Business Engagement Workshops Content Structure Collection Structure •Shop front •Consistent window Layout •Not based on •Structure team Content structure Migration (parties) •Train them •Help them •Provide extra hands for busy users38
  39. 39. Business Engagement – Culture39
  40. 40. Keywords40
  41. 41. KeywordsInformation ‘pull’ model similar to targeted online advertising Source: http://www.news.com.au41
  42. 42. Mapping the solution42
  43. 43. Mapping the solution43
  44. 44. Mapping the solution44
  45. 45. Mapping the solution45
  46. 46. Lessons Learnt?Don’t reinvent the wheel, reengineer it.?Communication is key – internal AND external?A good Intranet is the marriage of culture, content and technology.?Provide adequate training - users take ownership and therefore require less support?Keywords centrally managed?Align marketing material with the corporate culture46
  47. 47. Demo Stop! …Demo time47
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