How to build a new
SharePoint Intranet in
two months with very
little budget, one part-
time project manager,
some outside...
2
The clock is ticking.
You have
60 days…
People
Process
Technology
People
Process
Technology
Plan
Design
Phase
Implementation
Phase
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...
Built on a
SharePoint
2010 platform
Customizable
by locations in
key areas
Easily updated
and maintained
by content
owners...
 SharePoint 2010 strategy and
infrastructure established
 Governance model complete
 Meetings held with design team
 S...
13
Core Site Map for GreenSpace
Taleo
GreenSpace
Home page with
Localization area
Organizations
HR
Locations
How Do I?
Dep...
14
15
GrassRoots Projects
Employee Events
Locations
How do I…?
Social Media Best Practices
Training
New Hire Instructions
Sha...
16
GrassRoots Projects: How do I…?
• Suggestion: one page
• 12 categories (3 columns X 4 rows)
• Drop down menus?
• Need t...
17
18
GrassRoots Projects: New Hire Instructions
• All in one central location
• Create simple training PPTs/videos
• Need to...
19
2011
19
• Governance Model
Infrastructure
completed
• SharePoint Platform
selected
• TIP* launched
August
• Catapult
Se...
20
How Will We Communicate?
• Use WebEx WITH Cameras on! 
• Record all meetings
• Create simple project plans on PowerPoi...
21
25
GrassRoots Key Dates
Major Task Date
Sign up for Working Group September 22-
29
Participate in your chosen first Projec...
26
Agenda
 Introductions (briefly please)
• Name, Role, Location, Why you joined GrassRoots
• Select a Communications Spe...
The Design
Phase
Set expectations: phased approach
(Name) Org Chart – (Month, Year)
Name, Title
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibi...
 Finalized design for six templates
 Gathered content for all
 Built out 78 unique sites
 Trained over 40 contributors...
The
Implementation
Phase
Implementation
Roll out email campaign
Finalize content
Finalize GrassRoots best practices
Train content owners
Continue w...
Email Campaign
Taleo GreenSpace
Quick Start Guide for GreenSpace Content Authors
December 11, 2011 Client Confidential Page 1 of 22
Maint...
From the ad page, click site actions/edit page.
39
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 c...
is hereby granted to
for your spirit of volunteerism and lasting contribution as a member of
Awarded: October, 2011
Awarde...
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 lea...
Launch Plan
Posters
 24 x 18
 Locations: public areas
 Lobby
 Cafes
 Other?
46
Launch Plan
Gifts
 Globe squeeze balls
 All Grassroots members (see spread sheet)
 All Content owners (see spread sheet...
Shipping Address Exptd Arrival date Taleo Contact Posters* Banners** Gifts
Dublin, CA 94568
11/28/11 Melissa Van Hagan 10 ...
LOCATION PAGE
DEPARTMENT PAGE
51
Weekly Newsletter
 Built out 78 unique sites
 Trained over 40 contributors
 1/3 of all eligible employees
entered contest
 Time to publi...
Launch promotion essential
Collaboration is everything
Support of senior management
Don’t underestimate training
Brand you...
57
http://denmancommunications/ragan
mgd@denmancommunications.com
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
How to build a new SharePoint Intranet in less than two months with limited resources
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How to build a new SharePoint Intranet in less than two months with limited resources

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Mimi Garrity Denman gave this presentation at A Ragan Communications "SharePoint for Communicators" Conference in 2013. 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

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How to build a new SharePoint Intranet in less than two months with limited resources

  1. 1. 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
  2. 2. 2
  3. 3. The clock is ticking. You have 60 days…
  4. 4. People Process Technology
  5. 5. People Process Technology Plan
  6. 6. Design Phase Implementation Phase Investigative Phase %Adoption
  7. 7. The Investigative Phase
  8. 8. The Investigative Phase Business Requirements Technical Planning User Experience Governance Organizational Readiness
  9. 9. 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
  10. 10. 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
  11. 11.  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
  12. 12. 13 Core Site Map for GreenSpace Taleo 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 by department Access only by teams w/ permission Ind. Site and profile
  13. 13. 14
  14. 14. 15 GrassRoots Projects Employee Events Locations How do I…? Social Media Best Practices Training New Hire Instructions SharePoint Collaboration Best Practices Engagement and Rollout GreenSpace
  15. 15. 16 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.
  16. 16. 17
  17. 17. 18 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 Enrollment Mobility Request WebEx and InterCall Set Ups Chatter
  18. 18. 19 2011 19 • Governance Model Infrastructure completed • SharePoint Platform selected • TIP* launched August • Catapult Selected • Completes Assessment Sept 22 GrassRoots kickoff meeting Mid- October Present plans to Mimi Mid-Sept Catapult begins planning process September 30 Hold first GrassRoots Project meeting October 7 Hold 2nd meeting October 30 Deadline for GrassRoots content Dec 1 Site goes live! Content being collected from all sources development, stabilization Early September • Research conducted • Basic site plan written • Call for Volunteers 2009 GreenSpace/GrassRoots TimeLine October 14 Hold 3rd mtg deployment *Name of original intranet
  19. 19. 20 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”
  20. 20. 21
  21. 21. 25 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
  22. 22. 26 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 (mdenman@taleo.com) • Members of Team – complete tasks and post responses, add links, ideas, etc. on your project site
  23. 23. The Design Phase
  24. 24. Set expectations: phased approach
  25. 25. (Name) Org Chart – (Month, Year) Name, Title Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name Title Responsibility Responsibility Name/admin Name, HR Business Partner Name, Finance Business Partner
  26. 26.  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
  27. 27. The Implementation Phase
  28. 28. 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
  29. 29. Email Campaign
  30. 30. Taleo GreenSpace Quick Start Guide for GreenSpace Content Authors December 11, 2011 Client Confidential Page 1 of 22 Maintaining Your Site Introduction to the Organizational Page Layouts There are two welcome page options available for your site; the default page layout (shown to the right) and a tab-based layout (shown below). Both include a site image, welcome text, an employee spotlight, links, documents, and events / announcements. The information pages (i.e. secondary site pages) are shown as either a list, or a set of tabs depending on the layout selected. When your new site is first provisioned, you will see that it is created with some sample content in order to help you see how the various elements work together. This sample content can be toggled on/off from the site settings screen (see the section titled ‘Adding/Removing  Sample C o ntent’ later in this  document. Figure 2: Default Page Layout Figure 1: Organizational Page with Tabs Taleo GreenSpace Quick Start Guide for GreenSpace Content Authors December 11, 2011 Client Confidential Page 7 of 22 Saving and Publishing Changes There are five important concepts to understand when working with SharePoint pages: Check-Out – a lock placed on the page when you begin editing in order to prevent others from attempting to edit the same page at the same time. Pages are checked-out automatically when you begin editing a page. Save – creates a draft copy of the page on the SharePoint server that only you will see. Can be used often while making changes in order to ensure that your work is safely stored on the server. Check-In – saves the current draft copy of the page and releases the lock placed on the file when you began editing. Checked-in files can be viewed and subsequently checked-out for further edits by other authorized content authors for the site. Publish – promotes the current copy of the page from draft to final and (once approved) makes the page visible to all site visitors. Approval – If approval workflows are enabled, pages must be approved before they are visible to general site visitors, depending on the settings chosen for your particular site, approval may be a one-step activity, or it may be an approval workflow consisting of one or more steps with email notification and associated task tracking. Saving, Check-In, and Publishing are all accomplished from the ribbon when working on a page. Publishing a Page 1. While the page is in edit mode, click the Publish tab of the ribbon 2. Click the Submit button 3. (Optionally) Enter comments in the Submit for Approval window. Comments entered here will be visible to the individuals conducting the approval 4. Click Continue 5. If the standard approval workflow is enabled on the site, the workflow initiation window will appear allowing you to set specific guidelines for the approval process (such as Due Date), and allow you to CC: the request to interested parties
  31. 31. From the ad page, click site actions/edit page. 39
  32. 32. 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. 40
  33. 33. 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
  34. 34. Launch Plan Overview  Goals  Vehicles  Banners  Posters  Gifts  Day of event activities
  35. 35. 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
  36. 36. Launch Plan Posters  24 x 18  Locations: public areas  Lobby  Cafes  Other?
  37. 37. 46
  38. 38. 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
  39. 39. 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
  40. 40. LOCATION PAGE DEPARTMENT PAGE
  41. 41. 51
  42. 42. Weekly Newsletter
  43. 43.  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
  44. 44. Launch promotion essential Collaboration is everything Support of senior management Don’t underestimate training Brand your site-make it appealing
  45. 45. 57 http://denmancommunications/ragan
  46. 46. mgd@denmancommunications.com
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