Creating successful intranets

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This presentation was originally delivered in three parts at the SharePoint Evolutions conference in London, 15th April 2013. It was designed for a business audience - project leads and decision makers responsible for delivering intranet projects

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Creating successful intranets

  1. 1. Sharon Richardson sharonr@joiningdots.net CREATING SUCCESSFUL INTRANETS @joiningdots Decisions that determine outcomes
  2. 2. „Read Me First‟ text This presentation was originally delivered in three parts at the SharePoint Evolutions conference held in London, 15th – 17th April 2013 The target audience was project leads and decision makers responsible for delivering an Intranet. The content was focused on strategic directions and choices to consider. This is not a technical or design presentation though some elements are discussed at a high level This version has been modified for viewing on Slideshare. Some content has been removed or adjusted due formatting limitations. And some notes have been added to (obviously, not by a long way) make up for the lack of a presenter  Usual disclaimers: All registered trademarks, logos, images and product names referred to herein are the property of their respective owners @joiningdots #SPEVO13
  3. 3. There are three essential elements for a project to be successful: 1. A problem to solve 2. Commitment to change 3. Sufficient resources Missing just one means failure is likely. It’s not unknown for intranet projects to lack all three…
  4. 4. Purpose What problem will an intranet solve? @joiningdots #SPEVO13
  5. 5. Define „intranet‟ @joiningdots #SPEVO13 For many, it starts out as a broadcast medium for communications Publishing news, sharing formal content, viewing reports …the state of the company
  6. 6. Define „intranet‟ @joiningdots #SPEVO13 It becomes the place to find stuff Searching for documents, bookmarking or tagging to make it easier to find next time …the individual perspective
  7. 7. Define „intranet‟ @joiningdots #SPEVO13 The focus may shift to productivity Completing tasks, submitting forms, requesting approval …getting things done
  8. 8. Define „intranet‟ @joiningdots #SPEVO13 And move beyond information Finding people, seeking advice, sharing knowledge, conversing …creating ideas
  9. 9. Define „intranet‟ @joiningdots #SPEVO13 Know what problem you are trying to solve! (in this project)
  10. 10. A parody for an example. Creating a ‘social intranet’ will fail if you don’t know what business problem you are solving. Watch the video at https://www.youtube.com/watch?v=fT-eXw7Xsjo
  11. 11. Create a shared vision 180,000 „Knowledge Workers‟ 40,000 new hires per year Average global workforce age: 27 “Everything that is not fully dynamic is simply too slow to support our business any longer” - Beat Lechti, PWC @joiningdots #SPEVO13 A better example - PwC Switzerland http://intranet-matters.de/2013/01/18/spark-taking-collaboration-and-corporate-social- networking-to-a-new-level-at-pwc/
  12. 12. What are the benefits? @joiningdots #SPEVO13 Source: Matt Beighton, Flickr http://www.flickr.com/photos/mattbeighton/8103496331/ What changes and who benefits? …beware just shedding an old skin
  13. 13. What are the trade-offs? @joiningdots #SPEVO13 Be honest about the trade- offs. What demands are being placed on peoples’ time, budgets and effort to realise the vision? Not just to deliver, but going forward once a new intranet is in place
  14. 14. How much? Budget versus Requirements @joiningdots #SPEVO13
  15. 15. What comes first? @joiningdots #SPEVO13 Do you detail the requirements first and then cost them, or set the budget and figure out how many requirements you can deliver?
  16. 16. Intranets are like gardens @joiningdots #SPEVO13 You can do as little or as much as you want at the start, depending on how much you’ve got to spend initially. It’s not a discrete ‘one-time’ project Related post: http://www.joiningdots.com/blog/2012/04/ architect-or-gardener/
  17. 17. Intranets are like gardens @joiningdots #SPEVO13 The costs to maintain can never be fully predicted in advance. But the design can be adjusted over time if the initial choices prove unsuitable to the environment… It’s the same for intranets
  18. 18. Gathering requirements • Surveys • Interviews • Focus Groups • Observations • Statistics Seek out potential for demonstrable value Statistics are by far the most reliable method to determine realistic requirements. People don’t always say what they do, let alone do what they say…
  19. 19. Budget/ Resources • Technology • Design • Content • Processes • Training Separate out initial spend from ongoing Be clear about what budget covers what elements of the project. E.g. Content: Creation? Cleansing? Migration? Reviews? Updates?
  20. 20. Return on Investment Importance Practicality0 5 5 Do these Consider these Leave these Point of no return @joiningdots #SPEVO13 Prioritise your requirements
  21. 21. Wrongsolution Wrong problem Return on Investment Importance Practicality0 5 5 Do these Consider these Leave these Point of no return Toxic Project @joiningdots #SPEVO13 Say No to impossible or unreasonable requests
  22. 22. Feasibility Aligning expectations @joiningdots #SPEVO13
  23. 23. Baseline and Target People ContentProcesses @joiningdots #SPEVO13 Know your baseline and what you’re aiming for Is it realistic?
  24. 24. Specific focus IT Strategy Multi- purpose @joiningdots #SPEVO13 Platforms and applications bring different benefits and limitations. There is no one ideal solution. The choice should align to the IT strategy, available resources and future plans for the Intranet (and the organisation)
  25. 25. Organisational Stability @joiningdots #SPEVO13 Timing matters. All organisations go through periods of stability interrupted by short phases of disruption
  26. 26. Culture @joiningdots #SPEVO13 Digital and physical environments should be in alignment. Don’t try to make up for bad working conditions
  27. 27. Julian Treasure: The 4 ways sound affects us. Watch the video: http://www.ted.com/talks/julian_treasure_the_4_ways_sound_affects_us.html
  28. 28. Stakeholders Symbols that strengthen corporate ladders create barriers @joiningdots #SPEVO13 Does more need to be said?
  29. 29. Design Accessibility and Usability @joiningdots #SPEVO13
  30. 30. What are the benefits? @joiningdots #SPEVO13 This does not indicate a successful Intranet project. Focus on outcomes.
  31. 31. Consumerisation of IT Apple Google/Bing Corporate Lorem Lorem ipsum… http://url Lorem ipsum dolor sit amet, consectetur adipisicing elit Lorem ipsum… http://url Lorem ipsum dolor sit amet, consectetur adipisicing elit SearchHome Svcs Etc. Staff Search @joiningdots #SPEVO13 Borrow from systems users are already familiar with. Take advantage of standards that have emerged to increase accessibility and usability
  32. 32. Page Content Page Header Standard Page Layout Fixed Links Logo Local Navigation Contextual Navigation Global Navigation Search @joiningdots #SPEVO13 Certain page layouts have become the norm for different types of content
  33. 33. Page Content Page Header News / Content Fixed Links Logo Local Navigation (Carousel) Contextual Navigation Global Navigation Search Local Navigation @joiningdots #SPEVO13 …with subtle variations. News- focused tend to keep navigation on the right
  34. 34. Page Header Social networks Fixed Links Logo Global Navigation Search Contextual Navigation Update your status Timeline of updates (Activity stream) @joiningdots #SPEVO13 Social networks have minimal fixed navigation and focus on activities
  35. 35. Results Filters Search Results Page Header Fixed Links Logo Search Suggested Queries All results Promoted results Specialist Results @joiningdots #SPEVO13 Search results encourage broad initial queries and then filter results
  36. 36. Example: News @joiningdots #SPEVO13
  37. 37. Example: Social @joiningdots #SPEVO13 The majority of popular web sites follow the same set of basic conventions regarding navigation, controls and page layouts
  38. 38. Device Support @joiningdots #SPEVO13 You can no longer dictate the screen size or method of interaction
  39. 39. Responsive Design Home | News | Services | Sites Search Quick Links Page content Upcoming events @joiningdots #SPEVO13
  40. 40. Responsive Design Home | News | Services | Sites Search Quick Links Page content @joiningdots #SPEVO13
  41. 41. Responsive Design Home Search Quick Links Page content @joiningdots #SPEVO13 Creating custom user interfaces and controls takes a lot of work. If you don’t have the funds for experts, better to stick with built-in capability
  42. 42. Branding @joiningdots #SPEVO13
  43. 43. Branding @joiningdots #SPEVO13 is a choice. Either create a ‘brand’ in terms of consistency (example on the left) or create a custom UI. Latter is exponentially more expensive to do
  44. 44. Content Management Information Lifecycle @joiningdots #SPEVO13
  45. 45. Less is always more Rodin‟s La Danaide @joiningdots #SPEVO13 ‘nuff said Most intranets could be improved simply by removing content
  46. 46. Formal vs Informal Kept for Contractual, specific uses Potential, may or may not be reused Reason Part of policies and procedures May assist future decisions Lifecycle Defined: Active, Archived, Expired Unclear but value degrades over time Access Legal implications Signal : Noise @joiningdots #SPEVO13 One size policy does not fit all
  47. 47. Lifecycle Management @joiningdots #SPEVO13 Most often forgotten element is planning what happens when people leave
  48. 48. Implementation Deployment tactics @joiningdots #SPEVO13
  49. 49. Priorities Importance Practicality0 5 5 Do these Consider these Leave these @joiningdots #SPEVO13 Intranets rarely have a shortage of requirements
  50. 50. Deliver in phases Importance Practicality0 5 5 Schedule Fit in Resource constraints Profiles Forums Dashboard „HR Web‟ Templates Newsletter EDRMS @joiningdots #SPEVO13 Break large projects into staged deliverables. Schedule the big projects, fit in small wins along the way
  51. 51. Dependencies Business Reqs External Factors Technology & Design Lifecycle Mgmt User Effort Information Value Training & Support Process O S S S S S S S O Ongoing Costs S O S S @joiningdots #SPEVO13
  52. 52. Dependencies Business Reqs External Factors Technology & Design Lifecycle Mgmt User Effort Information Value Training & Support Process O S S S S S S S O Ongoing Costs S O S S @joiningdots #SPEVO13 Uncover hidden dependencies that can impact deliverables in terms of time scales, resources and outcomes
  53. 53. Communications @joiningdots #SPEVO13 Communicate throughout. Watch the Vancity video on Vimeo - http://vimeo.com/18309102
  54. 54. Technology‟s Role Leveraging the platform capabilities @joiningdots #SPEVO13
  55. 55. Define the boundaries @joiningdots #SPEVO13 Make a clear decision from the start regarding boundaries for features and capabilities. ‘Out of the box’ with configuration versus build custom components versus purchase partner ‘add ons’. Should align with the IT strategy
  56. 56. Lifespan of an Intranet Managing change @joiningdots #SPEVO13
  57. 57. Governance • Vision • Capability • Change Management • Conflict Resolution • Auditing Good governance should simply direct good uses and developments, discourage bad habits and help resolve disagreements
  58. 58. Horizon Planning • Evolution • Sidetrack • Revolution Introducing a new capability will take one of three forms: addition to the current intranet, a pilot of a new solution alongside, or a complete replacement…
  59. 59. Influential Trends Standardised Routines Personalised Processes Richness of information Transparency of data Controlled decisions Real-time reactions Structured hierarchy Self-organising network Need to know Stake in the outcome Predictable results Sensory adjustments @joiningdots #SPEVO13 See related post for more details: http://www.joiningdots.com/blog/2013/01/digital-trends- compressing-processes/
  60. 60. Microsoft video: A new world of intelligent technology http://www.youtube.com/watch?v=4pY-GEprwAY
  61. 61. Touch / Talk / Move New forms of interacting with information will take intranets out of the screen @joiningdots #SPEVO13
  62. 62. Industry trends “Digital technologies do not recognise geographical boundaries or respect companies (or hierarchies) that have been successful in the past” - Matthew Key, CEO Telefonica Digital Disruptive change is rarely planned… @joiningdots #SPEVO13
  63. 63. Review Steps to creating a successful intranet @joiningdots #SPEVO13
  64. 64. Create a shared vision Make it feasible! @joiningdots #SPEVO13
  65. 65. Keep it simple Accessible and Usable Home | News | Services | Sites Search Quick Links Page content Upcoming events Home Search Quick Links Page content @joiningdots #SPEVO13
  66. 66. Deliver in Phases Understand Dependencies @joiningdots #SPEVO13
  67. 67. Manage the Lifecycle Ensure Signal > Noise @joiningdots #SPEVO13
  68. 68. Be Adaptable Circumstances change @joiningdots #SPEVO13
  69. 69. Wrap-up @joiningdots #SPEVO13
  70. 70. Why have an Intranet? Provide web-based tools to support the organisation It is a supporting act – to people and to other systems @joiningdots #SPEVO13
  71. 71. Why have an Intranet? Provide web-based tools to support the organisation If it’s not supporting what people need, change it @joiningdots #SPEVO13
  72. 72. Sharon Richardson Joining Dots For info and contact details, please visit www.joiningdots.com
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