Your move to the cloud - Content governance
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A presentation focused on cloud services (ex: Sharepoint and Office 365, Google apps) and information management with IM-specialist Fredric Landqvist. He presents the challenges organisations face as they move from having online content and tools hosted firmly on their estate to renting space in the cloud. And he will help you to consider the options and guide on the steps you need to take. Read more about Fredric: https://www.linkedin.com/in/fredriclandqvist
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Your move to the cloud - Content governance
- 1. 2014-11-20
- 2. CONTENT STRATEGY Moving to the Clouds - with a Strategy, Governance and Information Architecture Mark Morrell, Fredric Landqvist
- 3. Wagon Trains to the Clouds
- 4. Together
- 5. Landfill
- 6. Content
- 9. Provision
- 14. Placemaking
- 15. Governance Finding the patterns of collaboration - game plan/rules ‘geology of minds’ http://www.flickr.com/photos/smithsonian/4730112454/
- 16. Housekeeping
- 17. Cultivation
- 18. TECHNOLOGY
Editor's Notes
- Content Strategy – seminar/ webinar held the 20th of November 2014.
- Fredric Landqvist, Researcher at Chalmers Technology University and Information Strategist at Findwise Focus Knowledge Management, Social Networks, Communities of Practice and emerging business transition to social business. Spiced with expertise in information architecture, information management and linked-data movement. My name is Mark Morrell and I am also known as Intranet Pioneer. I have a deep knowledge on strategy, governance, and measuring value. Since 1996, I have managed intranets, developed strategies that support the business, and worked closely with IT partners and senior managers. I have trained publishers and explained why you need governance with publishing standards. I have led teams implementing major technology and change projects with governance as the foundation. During my journey with intranets, collaboration tools, digital workplaces and mobile workspaces, I have appreciated how important it is to have a governance framework. It can be the crucial factor to help with quicker adoption, increased usage, greater value, and higher satisfaction with people. I successfully pioneered how to create an intranet strategy, aligned with other strategies, supported by a governance framework of publishing standards, roles and responsibilities. I combined this approach with checks on standards, performance measures to show satisfaction and increased usage by people, and measure the value and wider benefits.
- This webinar will focus on the challenges organisations face as they move from having online content and tools hosted firmly on their estate to renting space in the cloud. We will help you to consider the options and guide on the steps you need to take. Unpacking the most common challenges you are likely to face and how you may overcome these. Outstanding questions that most organisations get when they decide to include cloud as a delivery model for content and collaboration, expanding their realm of their Digital Workplace. How are we going to manage the move? Implications for our editors and content owners? Mixed user experiences intranet on the estate, and collaboration in the cloud? Findability with a growing set of services to host and capture all content provision within the enterprise? Cloud Search v.s. Enterprise Search?
- A fast migration path, to become tenants in cloud apartment housing unfolds a set of business critical issues that have to be mitigated: Wayfinding in an emerging maze of content buckets and social habitats Emerging digital Ghost Towns due to lack of information governance
- Digital Landfill without sound organising principles to information and data. Digital Litter with poor governance and ownership, to redundant, outdated and trivial (ROT) content. No strategy or plan, erodes any possible positive business outcome, moving to the clouds.
- Before moving one needs to settle for a common ground to organising principles to all content. Either within content buckets and collections as sites, or social and collaborative content emerging within different forms of habitats. Using common sense, be asking simple questions like Who, What, When, Where, Why, How? These building blocks will both provide resource descriptions (meta data) aligned with web standards like Dublin Core and others
- Any cloud based solution for Digital Workplace, be it Google Apps for Works or O365 have a set of key element or building blocks one have to consider before moving in. Web sites/ pages, and traditional CMS look alike content space, and a bunch of collaborative tools to host group work and social interaction amongst the members of staff. Content Buckets needs organising prinicples that both covers structure, resource description and linkage between themes and buckets that make-up the information architecture with navigation schemas, site-structures aligned with search patterns. The collaborative themes, are the ones that needs more diligent structure and governance. And easy-to-follow publishing standards. To avoid new work space with ghost towns and digital landfill with no strategy or plan.
- A habitat is a shared space for people to attend group work with an expected outcome to some audience and with business coverage for that provisioning. There are two distinct user group, either members, followers and active contributors to the habitat. Or guests arriving at the Habitats doors-step. The IA should embrace this all through with a nice ”filtered” guest area where all quality documents will be presented in a nice and easy to read bookshelf. Combined with an brief description of the Habitat. Who, When, Why, What set in the inception of the site by the site owner. These habitats fronts will make it easy to navigate amongst the masses of habitats emerging. Without getting lost! The organising principles for members of the habitat and the inner rooms for on-going conversations might differ between differnt groups. With some defaulted restrictions to interiour design.
- All collaborative work do have different states to the content (docs, wiki pages and conversations) Work-in-Progress content usually only have readership in a more closed setting. Co-Authors and contributors! Major revisions to content should be structured so it will be easy to find up fron both in the habitat but also for a larger audience General content with coverage across the business – should sometimes be ”moved” into doc centers instead, but still keep links back to the orgin habitat Final revisions, or the outcome from the team work ought to be stored according archive and records management procedures and tools within the company The site-properties (context) adds metadata to any content provisioned into the habitat.
- All content provision will get proper metadata attached. Coherent with Dublin Core properties, like Title, Description, Author/Contributer, Owner/Provenance, Language, Topic/Subject, Coverage (reach), Lifecycle, Classification/Security (open, classified)
- All collaboration have different themes, which makes it possible to taylor and cross-link relevant document templates frequently used for a specific theme. As Project Framework templates.
- Enrichment of the properties fields to any document stored in the habit, derived from the properties for the habitat (context) and chosen template. It is wise to format the corporate templates in such a way that this enrichment is included in the formatting of the document templates. Regardless if it is Word, Excel, or Powerpoint. In example the formating for ”Title” within the document, should be connected to the properties ”titel”, so that most content get more descriptive titles instead of leaning upon naming conventions to the file.
- A very simple workflow of ANY content editors path to publish in the digital workplace. Collaborate on the topic and text and develop a draft Consider what kind of thing this content is? Add context Link Publish
- Placemaking How to build a social and working digital workplace where people can find each other With sound organising principles – there is a great opportunity to placemaking where growing neigherhoods, thematic spaces and road signs will help the users to survive and never get lost. Without knowing that some things still reside on the old estate, and other things have been placed in the cloud.
- You need to have a governance framework and information architecture. Both need to be in harmony and included in any digital strategy with the same scope to avoid gaps in content being managed or not being found. This avoids competing information architectures and governance frameworks being created by different people that causes people to have inconsistent experiences not finding that they need and using alternative, less efficient, ways in future to find what they need to help with their work. You need buy-in from your stakeholders for your plans to move to the cloud that are included in your digital strategy. A clear purpose why your intranet needs to transform to a digital workplace is needed. The reasons can be: To gain competitive advantage Employee engagement with new ways of working Business resilience with content in the cloud avoiding SPOF Reduce costs e.g. IT estate You need to show how everything is managed and everyone fits together. A governance framework can help do this and show: Who is responsible for the intranet What their responsibilities are How the Information Architecture and Governance fit with the strategy
- Your governance framework needs to reach out to every bucket of content. This covers what is still on your estate as well as the growing amount in the cloud. All content needs to be managed to remove risks of leakage of sensitive information and for people to not see any difference between buckets of content on the estate from content buckets in the cloud. People using your content to help with their work don’t need to know where the content is kept. They need to find it as easily as before, preferably even easier! Content in the cloud should feel the same and be a natural extension to the digital environment people are already used to. You can manage it with a governance framework that covers every bucket of content and make it more easy to adopt quicker and use more often without caution or delay. Part of your governance needs to cover publishing standards based on business needs so it is easy to access from any device e.g. laptops, tablets and smartphones, and to view without unnecessary authentication levels. This helps to create that consistent good user experience that encourages people to use your content whether the bucket is in the cloud or not. Publishing standards cover accredited content e.g. policies and collaborative content e.g. discussion group, and applications: Owned Up to date Findable Secure Usable Accessible If you are using new publishing tools like SharePoint or Office 365 you can introduce new features e.g. Metadata fields are added to content in the cloud. You also must ensure existing features e.g. Navigation menus continue to be shown. People need to have as good or even better user experience when using content in the cloud. Your content owners and editors, if being trained on how to use any new tools or how to do anything different with content in the cloud, can also be trained on your publishing standards so they understand what they are doing and why it is needed.
- Intranet transformation to a digital workplace is a continuous process. Changing publishing behavior requires time and effort. Established patterns of behaviour can require a lot of effort to change. If you can explain and illustrate the change and its benefits in a way that makes sense, it will inspire and create enthusiasm for the improvements. Describe today’s challenges and problems in a recognisable way, understand the level of maturity which helps us know where we are, where we are going and practical steps along the way. Create a common understanding, clarify the business value, and encourage change by: Involving the right stakeholders Engaging stories and examples Using real life scenarios – ”A day in the life of…” Managing support in words and deeds To encourage adoption you should: 1. Assign ownership for adoption: Give the person overall accountability, authority, and required resources to drive and sustain adoption. Make this a meaningful portion of their performance criteria and ensure the time and resources required to make the project a success. 2. Define success criteria: Define success in terms of user adoption, business value creation, and content migrated. Determine specific success measures (quantitative and qualitative) and align performance management plans (and rewards) to these goals. 3. Organizational analysis: Conduct an analysis to identify all of the key factors that encourage or inhibit adoption. This includes looking at policies, processes, reward systems, communication activities, job descriptions, leadership, and existing user attitudes and behaviours. Use this information to shape your overall adoption approach. 4. Identify barriers to adoption: Make clear distinctions between instances of user resistance vs. organizational barriers that prevent adoption e.g. maturity, culture and performance metrics. 5. Facilitate adoption: Define the specific actions before, during, and after content migration to facilitate full and effective user adoption in terms of communication, training, support, incentives and feedback. 6. Measure and evolve: Schedule the intervals to measure user adoption and update adoption goals, identify the specific adoption activities to be completed, and adjust the adoption program when necessary to ensure your intranet is meeting current and future ROI goals. Ensure publishing roles, standards and support all content so it is continuously reviewed, updated, curated, shared to help people and your organisation to improve further.
- Some slides with illustrations to technology