5 Portal Problems and Their Solutions

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Learn how to maximize the value and return on portal deployment, and avoid the five most common (and problematic) problems, which can often mean the difference between a successful or failed intranet redevelopment project. Presented by Toby Ward and Chris Chambers, Prescient Digital Media.

View the webinar video: http://www.prescientdigital.com/articles/view-5-common-portal-problems-and-their-solutions

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5 Portal Problems and Their Solutions

  1. 1. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1
  2. 2. 5 Common Portal Problems & Their Solutions Watch the webinar video instead Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2
  3. 3. Highly effective intranets & websites Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 3
  4. 4. Who is Prescient? o 11 years of rich history o World-class intranet experts o Strategic Internet & intranet consulting, planning & design services to many Fortune 500 & big brand clients, small and medium-size leaders o More intranet engagements & clients than any firm (class) o A well defined and proven methodology Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 4
  5. 5. Listen. Understand. Deliver. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 5
  6. 6. Clients include… Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 6
  7. 7. Twitter hashtag@intranet2 @tobyward Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 7
  8. 8. Today’s Agendao Why do so many portal project fail?o Overview of 5 most common issues: • Ignoring end-user requirements • Failure to adapt to new generation of employees • Underestimating cost/complexity • No plan for content renewal • Lack of governance modelo Q&A Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 8
  9. 9. High Failure Rates40% % of portal initiatives that fail to garner adequate adoption to achieve ROI. Source: Gartner, 2012 Portal, Content and Collaboration Summit Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 9
  10. 10. High Failure Rates10-15% % of portal initiatives that are scrapped altogether. Source: Gartner, 2012 Portal, Content and Collaboration Summit Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 10
  11. 11. High Failure Rates50% % of projects that take longer to complete than expected Source: Gartner, 2012 Portal, Content and Collaboration Summit Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 11
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  13. 13. Problem #5:Ignoring End-User Requirements Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13
  14. 14. Ignoring End User Requirements o Intranet is not a push medium o Don’t always assume users want traditional intranet content Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 14
  15. 15. Traditional intranet content Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 15
  16. 16. Business requirements 10 Super 9 8 7 Good 6 5 Passing Grade 4 3 Poor 2 1 Terrible• Interviews• User Surveys North America• Focus Groups Outside North America 0% 20% 40% 60% 80% 100% Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16
  17. 17. Solution #5: Gather Business Requirements o Eases political tensions o Gives employees a voice o Ensures long term participation o Breaks down silos o Increases adoption rates Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17
  18. 18. High Failure Rates80% % of Internet users visit blogs and social networks Source: The Social Skinny Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 18
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  20. 20. Problem #4: New Generation ofEmployees Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 20
  21. 21. Problem #4: New Generation of Employees41% say “Social media and networks, online communities and other Internet communications tools are important to me in the workplace.” Source: Insidedge Generational Communications Survey, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 21
  22. 22. Problem #4: New Generation of Employees Source: Insidedge Generational Communications Survey, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 22
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  26. 26. Problem #4: New Generation of EmployeesWhat’s changing:o Digital natives joiningo Baby-boomers retiringo Always connectedo Personal/business lives blurredo Accustomed to social learning Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 26
  27. 27. Solution #4: Start Planning 82% % of organizations without Intranet 2.0 tools are currently planning for social media. Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 27
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  29. 29. Solution #4: Start Planningo Intranet 2.0 Collaboration Plano Social Media Guidelines for Employees Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 29
  30. 30. Problem #3:Under Estimating Cost/Complexity Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 30
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  32. 32. Problem #3: Underestimate Cost/Complexity o Allocating minimum budget and timeline to planning leads to bigger problems down the road. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 32
  33. 33. Problem #3: Underestimate Cost/Complexityo Intranet often collectively refers to many disparate KMSso Scope creepo Snowball effect Corporate intranet Other KMSs (CRM, HRIS, ERP etc.) EVERYTHING Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 33
  34. 34. Solution #3: Underestimate Cost/Complexityo Scope needs to be defined up fronto Minimum 6 – 8 weeks for Assessment & Planningo 3 – 4 weeks for Technology Evaluationo Phased approach Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 34
  35. 35. Problem #2: Lack of Fresh, RelevantContent Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 35
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  37. 37. Problem #2: Lack of fresh, relevant content o Few organizations allow employees to rate content (e.g. 1-5 stars, thumbs up/down). o Only 29% have content ratings o 14% enterprise wide use o 24% have no plans or interest Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 37
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  39. 39. Problem #2: Lack of fresh, relevant contento Employees use inaccurate/outdated information.o Lose faith in content, rely on less efficient means of information retrieval (e.g. email).o Intranet becoming less “sticky”. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 39
  40. 40. Multinational Electric Company38% say “Information/content is not relevant to me” Source: Prescient User Survey, 2012 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 40
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  45. 45. Archived Documents are Grey45 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 45
  46. 46. Solution #2: Lack of fresh, relevant contento Lifecycle, not a one-time evento Not a “set-it-forget-it” tasko Requires continual monitoringo Solution: Content Management Plan and Governance Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 46
  47. 47. Problem #1:Lack of Governance Model Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 47
  48. 48. Problem #1: Lack of Governance Modelo Often an after-thought in many organizationso Many orgs. still do not have a governance model (22%). Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 48
  49. 49. Problem #1: Lack of Governance Modelo Those managing the intranet can be spread too thin.o Many intranets are managed only by a handful of people. Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 49
  50. 50. Problem #1: Lack of Governance Model46%% of orgs. have twoto five staff dedicated tomanaging the intranet. Source: Social Intranet Study, 2011 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 50
  51. 51. Problem #1: Lack of Governance Modelo One intranet; many owners • e.g. Corporate Communications owns content, IT owns the technology.o Gray areas Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 51
  52. 52. Solution #1: Lack of Governance Modelo Involves more people than just the day-to-day managers.o Which one is right for your organization? Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 52
  53. 53. Hybrid, centralized governance model Strictly Confidential © 2012 Prescient Digital Media Not For Distribution Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 53 53
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  55. 55. Q & A / Free consulting Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 55
  56. 56. 56Contact Usprescient@prescientdigital.comwww.PrescientDigital.comwww. IntranetBlog.comwww.Twitter.com/intranet2www.Communexions.com416.926.8800 Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56
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