Delivering a high-performing intranet: The reality in successfully implementing your intranet plan. Case Study with Iron Mountain May 28, 2009 Cathy McKnight Senior Consultant – Prescient Digital Media Cheryl Travis Director, Internal Communications – Iron Mountain

Agenda Introductions Project Management Stages Getting your intranet off the ground Planning Governance Content Site Build Training & Communications Launch Q&A

Introductions

Project Management Stages

Getting your intranet off the ground

Planning

Governance

Content

Site Build

Training & Communications

Launch

Q&A

About Prescient Consultants that provide strategic Internet and intranet consulting, planning and communications services to organizations of all sizes. © 2009 Prescient Digital Media

Consultants that provide strategic Internet and intranet consulting, planning and communications services to organizations of all sizes.

About Iron Mountain Global leader in information management services Traded on NYSE:IRM and part of S&P 500 120,000+ corporate clients in 39 countries on 5 continents 20,000+ employees Headquartered in Boston; office around the world Founded 1951 © 2009 Prescient Digital Media

Global leader in information management services

Traded on NYSE:IRM and part of S&P 500

120,000+ corporate clients in 39 countries on 5 continents

20,000+ employees

Headquartered in Boston; office around the world

Founded 1951

A NEW INTRANET THE PROJECTS OF ALL PROJECTS

Intranet value Intranets and corporate portals are widely valued for: Streamlining business processes Driving operational efficiencies Reducing the cost of internal business functions Enhancing communications and collaboration And virtually every line of business and department within an organization can benefit from the power, flexibility and bottom-line value of an intranet © 2009 Prescient Digital Media

Intranets and corporate portals are widely valued for:

Streamlining business processes

Driving operational efficiencies

Reducing the cost of internal business functions

Enhancing communications and collaboration

And virtually every line of business and department within an organization can benefit from the power, flexibility and bottom-line value of an intranet

6 True Stages of Project Management Enthusiasm Depression Panic Search for the Guilty Punishment of the Innocent Rewards for the Non-Participants © 2009 Prescient Digital Media

Enthusiasm

Depression

Panic

Search for the Guilty

Punishment of the Innocent

Rewards for the Non-Participants

Planning “ Failing to plan is a plan for failure” “ He who fails to plan, plans to fail” “ A good plan today is better than a perfect plan tomorrow” “ Toast always falls butter side down” © 2009 Prescient Digital Media

“ Failing to plan is a plan for failure”

“ He who fails to plan, plans to fail”

“ A good plan today is better than a perfect plan tomorrow”

“ Toast always falls butter side down”

Planning involves understanding ... © 2009 Prescient Digital Media

PLANNING IS DONE. NOW WHAT?

Governance Governance Structure Roles & Responsibilities Supporting Documentation Editorial Guidelines Style Guide Intranet Policies & Procedures Goveranance 101 © 2009 Prescient Digital Media Editor-In-Chief Intranet Council Co-Champions CIO & VP Editorial Committee Corporate Communications Advisory Group HR

Governance Structure

Roles & Responsibilities

Supporting Documentation

Communication Engaging Leadership Content Owners & Contributors Pre-launch: Employee communications Launch Ongoing; Keeping the momentum Our new intranet is GREAT! What new intranet ? © 2009 Prescient Digital Media

Engaging Leadership

Content Owners & Contributors

Pre-launch: Employee communications

Launch

Ongoing; Keeping the momentum

Content Content Audit Content Ownership Approvals & Publishing Creating vs. repurposing Translation Archiving Reviewing & Updating © 2009 Prescient Digital Media

Content Audit

Content Ownership

Approvals & Publishing

Creating vs. repurposing

Translation

Archiving

Reviewing & Updating

Technology System Requirements Resource Requirements Ongoing Support

System Requirements

Resource Requirements

Ongoing Support

Site Build Information Architecture Wireframes Design © 2009 Prescient Digital Media

Information Architecture

Wireframes

Design

SCOUT IRON MOUNTAIN’S NEW INTRANET

Scout Engage content owners at the start Rely on your independent resources Trust your sixth sense Keep communication lines open © 2009 Prescient Digital Media

Engage content owners at the start

Rely on your independent resources

Trust your sixth sense

Keep communication lines open

The Intranet Gap Who is filling it for you? Users want a wiki which will require some custom development by IT. Executive messaging Working together Balanced scorecard Corporate culture Employee needs The Business OTB Coding HTML, XML/ XSL/XSLT, JavaScript Programming hours Custom build IT

Executive messaging

Working together

Balanced scorecard

Corporate culture

Employee needs

OTB

Coding

HTML, XML/ XSL/XSLT, JavaScript

Programming hours

Custom build

Planning for online success An intranet is a process, not an event. © 2009 Prescient Digital Media

An intranet is a process, not an event.

Q&A

Upcoming Prescient events: Innovative E-HR June 18-19, 2009 in Toronto, Ontario Presenter: Carmine Porco Intranet 2.0 – Learnings from Europe KMWorld 09, San Jose, California, November 17 - 19, 2009 Presenter: Toby Ward Other Upcoming Webinar topics: Intranet Search Governance WCMS Implementing Executive & Employee Blogs © 2009 Prescient Digital Media

Innovative E-HR

June 18-19, 2009 in Toronto, Ontario Presenter: Carmine Porco

Intranet 2.0 – Learnings from Europe

KMWorld 09, San Jose, California, November 17 - 19, 2009 Presenter: Toby Ward

Other Upcoming Webinar topics:

Intranet Search

Governance

WCMS

Implementing Executive & Employee Blogs

Cathy McKnight Senior Consultant Prescient Digital Media © 2009 Prescient Digital Media cmcknight@prescientdigital.com www.PrescientDigital.com www.Twitter.com/cathymcknight www.Twitter.com/intranet2 www.Facebook.com Search & join: Intranet Global Forum