The document discusses intranet governance models. It describes how governance defines ownership, management roles, decision-making processes, and policies for an intranet. Typical challenges with intranets include a lack of executive support and conflicting priorities between teams. The document recommends adopting a collaborative or hybrid governance model with a high-level champion, steering committee, and defined content owners. It also stresses the importance of standards, policies, taxonomies and centralized management to avoid site sprawl and ensure a consistent user experience.

1. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Intranet Governance
Toby Ward & Michael Rudnick
April 13, 2016

2. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Governance
Defines the ownership and management model
• Management team
• Roles & responsibilities
• Decision making process
• Policies & standards

3. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
www.Slideshare.Net/Prescient

4. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Introductions
• Toby Ward – President
• Michael Rudnick – Managing Partner

5. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
About Prescient Digital
• Worlds’ leading intranet consulting firm
– Strategy, design, implementation, support
• Recognized thought leaders
• First to define & study “social intranet”
• Trusted 14+ year track record
• Clients across industries, global geographies, functional areas

6. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Representative Clients

7. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
@tobyward
Twitter hashtag

8. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Intranet Insight > PrescientDigital.com

9. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Poll

10. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Detailed Governance Model?

11. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Think About…
• Who owns the intranet?
• Does everyone know who the owner is?
• Does the owner have real intranet authority?
• Do other groups want ownership?

12. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Typical Intranet
• Lacking an executive champion
• Middle managers in communications and IT
• Limited budget and influence
• Limited plan or vision – often not aligned to business strategy
• Silos & sprawl lead to user frustration & waste
• Conflict ensues
• Stalls – often for years
• Throwing new technologies at the problem won’t solve it

13. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
C-level champion
C-level Power

14. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
The Champion
• C-level executive
• The champion should have influence
• Understands the value of the intranet & the business potential
• Needs to be involved, but not on a day-to-day basis

15. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Talk The Talk
• What are your company’s business goals?
• What does your organization value?
• Success is more than dollars & cents
– Customer / employee satisfaction
– User productivity
– Awareness / message retention
• ROI is more than just hard cost savings
– Productivity benefits
– Time to market
– Culture change

16. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Talk The Talk
Walk the Walk

17. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
First Ever Intranet Methodology

18. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Deliver The Plans & Design

19. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Intranet Planning Pyramid © 2011 – 2015 Prescient Digital Media
Vision
Mission
Objectives
Goals (KPIs)
Functions (Applications)
User Tasks (Behavior)
Scope
Detail
Strategic Planning

20. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
The Whole Business
• The intranet is not just a tool – it represents your whole business
• Silos kill intranets – no group/function can operate in isolation
• Employees demand consistency and continuity
– In messages
– In navigation
– In user interface
– In the overall experience (no matter what the device)

21. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Governance Models
• Decentralized (common in larger organizations)
• No single “owner”
• Driven by policies and guidelines
• Organic growth, often leads to site sprawl
• Centralized (common in small organizations)
• Single owner (usually department)
• Bureaucratic
• Highly controlled

22. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Governance Models
• Collaborative / Federated
• Executive champion
• Steering Committee / Council
• Decentralized content ownership; centralized platform
• Centralized Hybrid
• Single owner (usually department)
• Bureaucratic
• Highly controlled

23. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Collaborative Governance (Healthcare)
Editor-in-Chief
(Director of Communications)
Editorial Committee
(Content Owners)
Communications
Committee
Development
Committee
Finance
Hospital
TBD
• Planned Giving
• Annual Fundraising
• Major Giving
• Operations
Hospital
Communications
Technical
• Depts
Content Authors
• Depts
Internet Council
(Internal & External Participation)

24. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Case Study: Collaborative/Federated

25. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

26. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution 26Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Centralized Hybrid

27. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

28. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
NCR Governance
Intranet Team Responsibilities
Role Responsibilities
Corporate Core Team Provide governance and program management
Online Content Managers Oversee the daily running of the intranet and
activities such as:
• Publish approvals (where required)
• Upload corporate collateral
• Train and support content owners
Content Owners • Update content and ensure consistency
• Can delegate some part of the updates or
changes to other members of the
team/department by making them editors

29. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Content Management System

30. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Case Study: Hybrid, Centralized

31. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution 31Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Content Area Owners
Editor in Chief
Intranet Advisory
Council
Intranet OwnerIT Support
Government
Services
DiversityHealthcare
Services/
Laundry
Finance
Education
Market
Corporate
Services
Key
Geographies
Co-Champions
Steering Committee
HR
Supply
Management
Marketing
Law
IS&T
Communications
Centralized, Hybrid
Content Contributors

32. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Sample Structure – Centralized Hybrid
• Champions: Chief Operating Officer, CIO
• Owner: SVP, Internal Communications
• Steering Committee:
– Representation from: IT, HR, Internal Communications, Europe,
USA, UK
– Members must be representative of the global organization
• Editor-in-Chief: Employee Communications

33. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Day-to-day Management
• Home page, corporate content & news owned by Editor-In-Chief
• Training of the content owners done by IT
• Content owners adhere to standardization policy and ensure their
content is:
– Up to date
– Written in web format
– Appropriate for their target audience

34. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Champions
• Champions will participate in:
– Supporting owner and committee
– Representing intranet to senior executive
– Source of funding
– Trouble-shooting and conflict resolution

35. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Owner
• Maintains the intranet vision & mandate
• Manages policy development
• Approves project prioritization
• Monitors performance against objectives
• Allocates resources and budgets

36. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Intranet Steering Committee
• Chaired by Intranet Owner
• Includes HR, IT, Comms, and sometimes divisional representatives
• Brings insight from the whole organization
• Discusses policy, evolution of site and drives future enhancements
• Provides input, reviews and signs off on plans & policies
• Troubleshooting

37. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Policies & Standards

38. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Standards & Policies
Explicitly defined and documented standards & polices are a CRITICAL
NECESSITY to...
• create a uniform user experience
• protect and secure information and intellectual property
• contain sprawl and reduce associated costs
• ensure accuracy and consistency of content

39. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Policies
• Editorial policy defining:
– Content types: front-page news vs. static content
– How content is developed, formatted, presented
– Limitations on technical and graphic elements
– Roles and responsibilities of publishers, editor etc.
• Standardization Policy
– Compliance details for platform, templates and style guide
• Email Usage Guidelines & Policy

40. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Taxonomy
• Editor-in-Chief to implement a complete corporate taxonomy
guided by business and function need for:
– storing, cataloguing and ‘tagging’ content
• A taxonomy ‘rule book’ in tandem with a new Content
Management System will ensure effective meta tagging and content
categorization by all publishers

41. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
SharePoint Considerations

42. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
SharePoint Adoption
70%Apprx. Adoption in Med-Large size
Organizations
55% For social media
20% To power main
intranet or portal

43. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Sprawl

44. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
BT SharePoint Collaboration
Source: Richard Dennison, BT

45. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
BT SharePoint Collaboration
Source: Richard Dennison, BT

46. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

47. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Transfield Team Sites
Source: Intranet Innovation Awards / Transfield Services, Step Two
1. Request a Team Site
2. Learn “When” & “What” to use a team site for
3. Read the Quick Reference Guide
4. Review the Team Site user guidelines
5. Checklist for establishing a new site
6. Enroll in a Team Site workshop
7. Watch a Team Site video tutorial
8. Follow a Team Site user tour

48. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Third-Party Applications for SharePoint
57%Have augmented SP 2010 with
additional products such as
Jive, AvePoint, Nintex, etc.
Gartner, “SharePoint Adoption”

49. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

50. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

51. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Poll

52. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Topic for the next webinar?

53. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Next webinar
Intranet Design
May 18, 12:30 EST

54. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Intranet Insight > PrescientDigital.com

55. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

56. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
www.IntranetGlobalForum.com
October 19-20, 2016
New York City

57. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Questions?

58. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Q & A

59. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution
Toby@prescientdigital.com
Michael.Rudnick@prescientdigital.com
www.IntranetBlog.com
416.986.2226
www.PrescientDigital.com