Intranets that Communicate, Collaborate and Innovate Barb Cagley, President

TRENDS | Innovative with Web 2.0 Tools User-centric Combining personalization and social networking with the traditional staff directory Internal blogs by employees, department heads, or company leaders Interactive forums to post urgent requests for advice from colleagues thus improving productivity by sharing knowledge Provide each employee with news updates focusing on their job role and personal interests

User-centric

Combining personalization and social networking with the traditional staff directory

Internal blogs by employees, department heads, or company leaders

Interactive forums to post urgent requests for advice from colleagues thus improving productivity by sharing knowledge

Provide each employee with news updates focusing on their job role and personal interests

TRENDS | Best Practices Keep it simple Getting buy in from upper management Don’t overcomplicate the content updating process Get feedback and validation from the users

Keep it simple

Getting buy in from upper management

Don’t overcomplicate the content updating process

Get feedback and validation from the users

The 2009 Intranet Design Annual: Years Ten Best Intranets cited that the strongest trend they saw was intranet teams are getting larger and more are reporting directly to the company president. 2008 - The Jakob Nielsen Group, considered the guru’s of web page usability by the New York Times, has been ranking and reporting on intranets since 2001.

The 2009 Intranet Design Annual: Years Ten Best Intranets cited that the strongest trend they saw was intranet teams are getting larger and more are reporting directly to the company president.

2008 - The Jakob Nielsen Group, considered the guru’s of web page usability by the New York Times, has been ranking and reporting on intranets since 2001.

WHY | Social Experience – level one Increase usage and dependence Break through any resistance barriers Increase concentration* Build stronger connection between team members Employee retention * Reuters April, 2009, University of Melbourne

Increase usage and dependence

Break through any resistance barriers

Increase concentration*

Build stronger connection between team members

Employee retention

* Reuters April, 2009, University of Melbourne

Of companies surveyed, nearly 25% plans on implementing a benefits portal in the next two years, according to a report on Benefit-News.com highlighting the research of Forrester. For every 2% increase in employee satisfaction, there is a 1% increase in employee retention. “ Benefits Strategy and Technology Study,” EBN/Forrester Research, Inc., 2005

Of companies surveyed, nearly 25% plans on implementing a benefits portal in the next two years, according to a report on Benefit-News.com highlighting the research of Forrester.

For every 2% increase in employee satisfaction, there is a 1% increase in employee retention.

“ Benefits Strategy and Technology Study,” EBN/Forrester Research, Inc., 2005

WHY | Communication – level two News and events Employee contact information Policies and procedures Templates or guidelines Photo sharing

News and events

Employee contact information

Policies and procedures

Templates or guidelines

Photo sharing

WHY | Self Service – level three Compensation information Insurance information Expense reporting Office functions (order business cards, cleaning issues, meeting rooms) Training information

Compensation information

Insurance information

Expense reporting

Office functions (order business cards, cleaning issues, meeting rooms)

Training information

WHY | Collaboration – level four Project management Sales forecasts Calendars Web conferencing Forums Wikis Blogs Quick links Private instant messaging

Project management

Sales forecasts

Calendars

Web conferencing

Forums

Wikis

Blogs

Quick links

Private instant messaging

“ Enterprise 2.0 technologies have the potential to let an intranet become what the internet already is: an online platform with a constantly changing structure built by distributed, autonomous and largely self-interested peers. On this platform, authoring creates content; links and tags knit it together; and search, extensions, tags and signals make emergent structures and patterns in the content visible, and help people stay on top of it all. Enterprise 2.0 technologies are subject to network effects; as more people engage in authoring, linking and tagging,emergent structure becomes increasingly fine grained.” Andrew P. McAfee in Enterprise 2.0: The Dawn of Emergent Collaboration (MIT Sloan Management Review, Spring 2006)

“ Enterprise 2.0 technologies have the potential to let an intranet become what the internet already is: an online platform with a constantly changing structure built by distributed, autonomous and largely self-interested peers. On this platform, authoring creates content; links and tags knit it together; and search, extensions, tags and signals make emergent structures and patterns in the content visible, and help people stay on top of it all. Enterprise 2.0 technologies are subject to network effects; as more people engage in authoring, linking and tagging,emergent structure becomes increasingly fine grained.”

Andrew P. McAfee in Enterprise 2.0: The Dawn of Emergent Collaboration (MIT Sloan Management Review, Spring 2006)

WHY | Enterprise Portals – level five Custom tools for the individual employee Alerts for new content posted Multiple access levels Workflow for content updates Tagging content with sophisticated search capability Dashboards for management team

Custom tools for the individual employee

Alerts for new content posted

Multiple access levels

Workflow for content updates

Tagging content with sophisticated search capability

Dashboards for management team

HOW | Best Practices Include the users in the development Automate tasks Areas of knowledge gaps

Include the users in the development

Automate tasks

Areas of knowledge gaps

HOW | Best Practices Creative ways to engage, inspire and encourage collaboration Employee of the month Company classified Sharing photos for a best vacation photo contest Survey favorite lunch spots or post local lunch menus

Creative ways to engage, inspire and encourage collaboration

Employee of the month

Company classified

Sharing photos for a best vacation photo contest

Survey favorite lunch spots or post local lunch menus

According to that Jakob Nielsen 2009 Top 10 report intranet site team who were determining the ROI of intranet redesigns primarily relied on usage metrics in terms of users, visits, or page views. Across this year's winners, the average increase in intranet use was up 106%. The report also concluded that improving an intranet's usability will double its use. Investing in a visual designer who understands usability is a key to creating a highly usable site.

According to that Jakob Nielsen 2009 Top 10 report intranet site team who were determining the ROI of intranet redesigns primarily relied on usage metrics in terms of users, visits, or page views. Across this year's winners, the average increase in intranet use was up 106%. The report also concluded that improving an intranet's usability will double its use. Investing in a visual designer who understands usability is a key to creating a highly usable site.

HOW | Best Practices Conduct usability studies

Conduct usability studies

HOW | Develop Goals Determine measurable goals Analytic software – Google Analytics

Determine measurable goals

Analytic software – Google Analytics

HOW | Determine Software

HOW | Enterprise Software – SharePoint: pros Microsoft Office SharePoint Server 2007 comes as part of the 2007 Microsoft Office system Organizations large and small are using it to facilitate collaboration, manage content, implement business processes and access essential information. Half the Nielsen winning sites were using SharePoint Reduces development time 90 different modules supporting various tasks such as content publishing, content management or records management Powerful search

Microsoft Office SharePoint Server 2007 comes as part of the 2007 Microsoft Office system

Organizations large and small are using it to facilitate collaboration, manage content, implement business processes and access essential information.

Half the Nielsen winning sites were using SharePoint

Reduces development time

90 different modules supporting various tasks such as content publishing, content management or records management

Powerful search

HOW | Enterprise Software – SharePoint: cons Need technical skills to set-up On-going licensing fees for advanced capabilities Maintain a server in-house

Need technical skills to set-up

On-going licensing fees for advanced capabilities

Maintain a server in-house

HOW | SAAS – Basecamp: pros Software service Share files, meet deadlines, assign tasks, centralize feedback, and allow you to share information with clients Highrise is a customer relationship management system Backpack includes a group calendar, to-dos, announcements, ideas and files. Campfire has real time chat designed exclusively for groups and allows the sharing of text, files, and code in real time No technical skills needed

Software service

Share files, meet deadlines, assign tasks, centralize feedback, and allow you to share information with clients

Highrise is a customer relationship management system

Backpack includes a group calendar, to-dos, announcements, ideas and files.

Campfire has real time chat designed exclusively for groups and allows the sharing of text, files, and code in real time

No technical skills needed

HOW | SAAS – Basecamp: cons Monthly fees Some limitations Cannot add customize applications

Monthly fees

Some limitations

Cannot add customize applications