Presentation from webinar with the Blue Fish Development Group on using Alfresco Share as a Corproate Intranet.

1. Using Alfresco Share as a
Corporate Intranet
Michael Trafton
Founder and Chief Architect

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Who the Heck is Blue Fish?
• Alfresco Certified Partner
• Focused on ECM for 11 years
• Web Content Management
• Document Management
• Collaboration
• Custom Application Development
• Fixed Price Projects
• Turnkey ECM Solutions
• Alfresco Expertise in "Small Bites"

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Agenda
• Why Intranet Projects are Hard
• What to look out for
• Ideas for making them easier
• Using Share to Create a Network of Intranet Sites
• Demo: Blue Fish’s FishNet in Action
•Q&A

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Poll Question #1
• Who is Working on an Intranet Project Right Now?
• Construction/Implementation Underway
• In Planning Phase Now
• Likely To Start Within 6 Months
• More Than 6 Months Out
• Not Planning One
Answer Here

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Poll Question #2
• How Challenging is a Typical Intranet Project?
• Piece of Cake
• No Big Deal
• About Average for an IT Project
• Challenging, but Not the End of the World
• Very Challenging
Answer Here

6. Why Are Intranets So Hard?

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3
Reasons

8. Reason #1 – Intranets are Asked 8
to Serve Many Masters
• Individual Employees – Want to use it to Find and Discover
Useful Information
• Management – Wants to use it to Inform Employees of Important
Information
• Teams – Want to use it to Collaborate on Projects and Deliverables

9. Complicating Factor: Use Cases 9
Being Addressed
1. Consuming (Find & Discover)
• What’s hard: Organizing information the way that makes the most sense
2. Publish (Inform)
• What’s hard: Avoiding “Internal Spam”
3. Creating (Collaborating)
• What’s hard: Keeping irrelevant information hidden
4. Archive (Retain & Decommission)
• What’s hard: Deciding what information to archive and when to archive it

10. Reason #2 – Success Is 10
Measured In Subjective Terms
• Create a one-stop shop for important information
• Provide all staff with the information they need to do their jobs
• Create a central repository for key corporate information
• Efficiently disseminate accurate information in a timely manner
• Improve access to useful information
• Deliver an easy to use source of relevant and accurate information
Interpretation varies based on the consumer

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One Man’s Trash…

12. Reason #3: Everyone Has An 12
Opinion
• Often Informed By Lesson Learned
Narrow Experiences • If Management’s Top-Down Communications are
• Management Desires Given Too Much Weight, Employees Won’t Use the
Site Regularly
Heavily Weighted
• Recommendation
• Focus first on the employees’ needs
• Make it a tool they will use every day
• Leave space for management to post their
messages
• Ex: Announcements Feed on User Dashboard
• Use advertising as your inspiration
• A newspaper’s content is what brings in the eyeballs
• Treat news and announcements like advertising

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Problem Summary
• It’s hard to have a single Intranet site that…
• Organizes diverse information in the best way for each individual
• Supports a multitude of use cases
• Is a place that most employees visit frequently
• Keeps irrelevant information out of search results
• Lets management push messages without feeling like “Internal Spam”
• Makes it easy to decommission obsolete information
• Accommodates diverse opinions across the company

14. Using Alfresco Share to Create
a Network of Intranet Sites

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Alfresco Share
• Multiple Sites
• Diverse
Membership
• Sites are User-
Configurable
• Document Library
• Wiki
• Blog
• Calendar
• Discussions
• Search

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Components of an Intranet
• Announcements • Blogs
• General Web Pages • Wiki
• Documents (Excel, PDFs, Etc.) • Document Library
• Employee Directory • Members
• Notifications & Activity Updates • Activity Feeds
• FAQs & Helpdesk • Discussions
• Events • Calendar
• Links to Applications and Other • Links
Sites

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Network of Share Sites
Process Sites
New Employee Delivery
Departments Recruiting Client Projects
Ramp Up Methodology
Marketing Client A
Sales Client B
User
Dashboard
Product
Client C
Development
Employees
Finance Client D
Internal Projects
Web Site
Office Move Network Upgrade
Redesign

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One Person’s Network
Delivery
Recruiting
Methodology
Client A
User
Dashboard
Product
Client C
Development
Employees
Network Upgrade

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Types of Sites in the Network
• Team Collaboration Sites
• Project Sites (i.e. Office Move)
• Team Sites (i.e. Finance)
• Not Typically Shared Outside of Team
• Self-Organized
• Archived when Project is Complete or Team is Disbanded
• Curated Sites (Governed)
• Designed with Consumers in Mind
• Organized How Consumers Expect It, Not How Authors Think About It
• Only Released Versions to Minimize Distractions
• Read-Only For Most Members
• Content Typically Created Elsewhere and Published Here
• Hybrids

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Problem Summary
• Could the network of Share sites…
• Organize diverse information in the best way for each individual
• Support a multitude of use cases
• Be a place that most employees visit frequently
• Keep irrelevant information out of search results
• Let management push messages without feeling like “Internal Spam”
• Make it easy to decommission obsolete information
• Accommodate diverse opinions across the company

21. FishNet: Blue Fish’s Intranet

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Customizations and Roadmap
• Customizations
• Link Picker in Wiki
• Publish Documents to Other Sites
• Site Templates
• Future Roadmap
• Tagging Sites
• Announcement Feeds

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Agenda
• Why Intranet Projects are Hard
• What to look out for
• Ideas for making them easier
• Using Share to Create a Network of Intranet Sites
• Demo: Blue Fish’s FishNet in Action
•Q&A

24. 24
Final Poll Question
• On a scale of 0 to 10, how likely would you be to recommend this
webinar to a friend or colleague?
Answer Here

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Questions?
• Contact Mike Trafton for more information
• 512-469-9300 x101
• mikey@bluefishgroup.com
• See Us In Person at a Lunch and Learn in July
• Houston, TX
• Austin, TX
• San Antonio, TX
• Orlando, FL
• St. Louis, MO

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The Small Bites Menu
Quick Start Package
• Appetizers • Alfresco Sandbox
• Alfresco Solution Conceptualization
• Alfresco Evaluation • Alfresco System Architecture
• Alfresco Solution Design
• Alfresco Sandbox • Alfresco Configuration
• Entrées
• Alfresco Planning Workshop
• Alfresco Architecture Review
• Alfresco Solution Conceptualization
• Alfresco System Architecture From $2,500
• Alfresco Solution Design to $20,000
• Alfresco Configuration
• Dessert
• Alfresco Solution Testing

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Questions?
• Contact Mike Trafton for more information
• 512-469-9300 x101
• mikey@bluefishgroup.com
• See Us In Person at a Lunch and Learn in July
• Houston, TX
• Austin, TX
• San Antonio, TX
• Orlando, FL
• St. Louis, MO