Philips Intranet - Information energy


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Information Architecture of the Philips Intranet

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  • Who am I? I am a Creative Lead/Sr information Architect at Philips design. I work for the digital team and in the role of creative lead responsible for all design deliverables for the Philips Intranet project. But actually today I am an
  • Infomedian. And when I was invited to this conference I never realized there was such a large community of people doing the same stuff Information Architects are doing. We just go to different drinks and conferences.
  • So Actually what an Infomedian does is a pretty good description of what I do. Except the fact that stakeholder mangement is probably 70% of my work
  • So a little bit of context of where I do my job as an Infomedian. Philips is striving to make the world a better place. We are aiming to improve the lives of 3 billion people by the year 2025 and we are doing so by being caring, innovative and impactful.

    Talking points:
    We’re based in more than 100 countries worldwide and have a truly global vision:
    At Philips we strive to make the world healthier and more sustainable through innovation.
    And our goal is to improve the lives of 3 billion people a year by 2025.

    To strive for something this ambitious, we need the most gifted and enthusiastic people. We need to listen to people’s needs and to each other. We need to challenge convention and discover new things. We need to build on our powerful brand, and be caring, innovative and impactful. But above all, we’ll need to come together with others to make it happen. With you, our customer.
  • And not sure if you all know this but healthcare is actually representing 46% of our business as apposed to Consumer lifestyle products like shavers, hairdryers, blenders and vacuum cleaners. So with the IPO of lighting and them splitting of from Royal Philips, professional Healthcare is probably 60% of the business we are in. Royal Philips is also focussing on becoming a HealthTech company. So in that sense Healthcare and CL do not exist any more as separate entities but we still make a destincion between Perspnal Health and Professional Health.
  • We are present in all major markets and US, China and Germany are our biggest ones.
  • So back to the original subject of the Intranet. So in addition to improving the lives of 3 billion people we also have the ambition to improve the lives of 70.000 employees in Royal Philips and a good intranet as the corner stone of your (digital) workplace is one of the drivers.
  • So when we started the Intranet project (some 2.5 years ago) we had a situation where 900 different Intranet sites existed. All with there own structure, content and sometimes even infrastructure.
  • These 900+ sites consist of 123.000 pages, at the time with Lighting still part of Philips more than one page per employee. So imagine every employee a private page….
  • To curate that content we spent almost 450K hours
  • While 10M visits/month where no exception. However the bulk went to a small amount of pages.
  • In addition to internal contetn curration we spent 1.5M a year on external parties helping us with building pages and managing content
  • While 2644 Philips employees where also editing pages and content.
  • So overall these numbers are quite shocking. We could be more efficient.
  • So we decided to build a new intranet with the Philips Internet platform Adobe CQ5 and started our research with determining user needs and goals.
  • A good old persona track was done to come up with the goals and needs. Not much to our surprise the Philips employees want to find relevant information in less time and stay informed on the organisation as a whole. Connecting and collaborating and getting support are also highly appreciated
  • So this boiled down to a mission statement for our project and unlike other mission statement we kept our promise
  • So in 2015 we got the opportunity to rethink the structure as we decided to build on Sharepoint instead of Adobe CQ. And after reasearch and deliberations with the development team we decided to go for a taxonomy driven intranet.

    What is the fundamental difference between the old intranet and the new intranet (from a functional point of view)?
    The old intranet was made up of many different sites each having their own navigation system (tabs). The new intranet is governed and structured through the use of ‘Topics’. This ‘Topic’-based structure will enable us to manage and distribute content in a more efficient way through a mature content management system. In addition, this will enable the user to directly access the information s/he is looking for by making use of the new, highly effective, search bar.
  • How is that concept materialized in the design.structure?

    Search is prominent and accessible up front. No need to tab a search logo first.

    What part of the new intranet will be personalized? In essence, the intranet home page for each employee will be personalized. He/she can select the applications s/he wants to have in the application launcher, select the quick links to his/her team SharePoints and receive the news feed relevant to his/her profile. In future release phases there will be more personalization elements such as status updates, notifications etc. This roadmap is based on business requirements and prioritization.
    How can an employee personalize his/her news section on his home page?
    In first instance, there will be a preset profile for each employee based on their location and country of residence (Topic: Location + Country). More default Topics will be available in the short term (BG, Market, Function), but for now the employee will need to fill this him/herself manually at time of launch. Eventually it’ll be pre-filled. Please note: as the new intranet will coexist with your local 'old' intranets for the coming 6 months, you will probably still want to keep using the newsfeed of your local intranet, at least until your specific Business, Market or Function is transitioned.

    Personalization – driven by communities of practice
  • So if we dive a little deeper to see how the search and how topics and structre are represented. We see a predictve search including a topic finder, hashtags followed by news, a peoplefinder and documents matching your query.
  • Personalization of applications
  • Content pages and news articles with topics and hashtags
  • So what happened to the 123.000 pages
  • You’ve heard that the new intranet is not only governed in a different way,

    but is also structured very differently.

    In addition, there is quite a lot of content on the old intranet that needs to be analyzed in order to decide whether it should be transitioned on the new intranet, on team SharePoints or simply deleted as irrelevant in today’s context.

    All the of the above determined that we needed to pay specific attention to the communications and change management aspect of this project for us to have a chance at succeeding to transition the content in time.

  • Everybody happy? Well there are some challenges….
  • Philips Intranet - Information energy

    1. 1. 1 Intranet Philips From tree to leaf Jeroen de Bruin Design/Digital June 8th 2016
    2. 2. 2 Jeroen de Bruin Philips design Creative Lead/Sr. Information architect
    3. 3. 3 Jeroen de Bruin Philips design Infomedian
    4. 4. 4
    5. 5. 5 a year by 2025 We’re aiming to improve the lives of three billion people We strive to make the world healthier and more sustainable through innovation
    6. 6. 6 Royal Philips 46% Healthcare 31% Lighting 23% Consumer Lifestyle Est. 1891 Headquarters in Amsterdam, Netherlands 104,000+ Employees worldwide in 100+ countries € 24.2 billion Sales in 2015 Portfolio ∽70% B2B $10.9 billion Brand value in 2015 1 Excluding Central sector (IG&S). Based on sales last 12 months December 2015 Note - Prior-period financials have been restated for the treatment of the combined businesses of Automotive and Lumileds as discontinued operations. Sales split by sector1
    7. 7. 7 Present in more than +100 countries Philips’ seven largest markets United States €7.5 billion 1 Seven largest markets by sales in 2015. China €2.8 billion Germany €1.4 billion France €806 million India €845 million Netherlands €639 million Japan €1.0 billion
    8. 8. 8 We’re aiming to improve the lives of 70.000 employees
    9. 9. 9 Intranet pages Spent curating intranet content Intranet visits / month Yearly outsourced for content curation Intranet content managers The case for a new intranet | facts +123,000 436,800h/y 10+ M 2,644 +900 Standalone intranets
    10. 10. 10 Standalone intranets Spent curating intranet content Intranet visits / month Yearly outsourced for content curation Intranet content managers The case for a new intranet | facts +900 436,800h/y 10+ M 2,644 +123,000 Intranet pages
    11. 11. 11 Standalone intranets Intranet pages Intranet visits / month Yearly outsourced for content curation Intranet content managers The case for a new intranet | facts +900 +123,000 10+ M 2,644 436,800h/y Spent curating intranet content
    12. 12. 12 Standalone Intranets Intranet pages Spent curating Intranet content Yearly outsourced for content curation Intranet content managers The case for a new intranet | facts +900 +123,000 436,800h/y 2,64410+ M Intranet visits / month
    13. 13. 13 Standalone intranets Intranet pages Spent curating intranet content Intranet visits / month Intranet content managers The case for a new intranet | facts +900 +123,000 436,800h/y 10+ M 2,644 Yearly outsourced for content curation
    14. 14. 14 Standalone intranets Intranet pages Spent curating intranet content Intranet visits / month Yearly outsourced for content curation The case for a new intranet | facts +900 +123,000 436,800h/y 10+ M 2,644 Intranet content managers
    15. 15. 15 The case for a new intranet | facts +900 +123,000 436,800h/y 10+ M 2,644 Standalone Intranets Intranet pages Spent curating Intranet content Intranet visits / month Yearly outsourced for content curation Intranet content managers
    16. 16. 16 It all starts with the customer
    17. 17. 17 Intranet personas - overview Manufacturing and earning a living Factory worker Creating content and engaging colleagues Digital specialist Ensuring quality of work Marketing specialist Achieving sales targets Sales representative Focus on customer and driving team to achieve KPIs International people manager Networking and cooperation with business contacts Business leader Assembly instructions and training Increased focus on community content Support in reaching targets ( Enhanced cooperation across team Information about his business Increased customer focus Personal HR Training Company news “Find the documents I need, in less time” “Get trusted and up-to-date information about the organization and my work” “Stay informed about company news - locally globally and within my span of interest” “Quickly and easily access online work-related tools, without constant logging in, and updating passwords” “Connect and collaborate with colleagues via Workday, Lync, and Philips Communities” “Find my way more effectively around the organization” “Get support, or help me find the document I’m looking for” Support in achieving KPI’s RoleprofileKeyintranetneeds
    18. 18. 18 18 The new Intranet Mission Our new intranet mission Create a personal customizable launch page that enables employees to reach their goals by providing the best access to data, information and tools that they need to do their jobs in the best possible manner and with high levels of engagement.
    19. 19. 19 Concept behind our new intranet From structured sites -> To information linked via Topics enabling us to become a mature content management organization Global intranet / pww Global intranet / www
    20. 20. 20 20 News section which features corporate news (Hero news) and personalized news feeds based on your personal profile Promotional banner (product, int. campaigns …) employees Collaboration on Philips Community Quick launch for internal tools and Team SharePoints you are following Home page – Main navigation | search PersonalizeCollaborate Philips on social media Innovation and you; product launches, innovation and trending topics Footer with quick links to channels, privacy policy, terms and conditions, about the intranet Inform
    21. 21. 21
    22. 22. 22
    23. 23. 23
    24. 24. 24 Tagging content leafs with topics Roles Content type • Topic Owner • Content owner • Content editor • News item • Content details • Topics • Location • Event Content Tags • Topics • Geolocation topic • Approval topic • Hashtag + +
    25. 25. 25 Refining design and structure
    26. 26. 26 Data, analyses and surveys • Top task analyses • Usability testing on regular basis (interview basis) • Site data analyses • Quarterly intranet satisfaction survey • Annual internal communications survey 26
    27. 27. 27 Top task results • N=134 • All tasks were selected at least once (long tail) • Top 10 tasks cover 51% of total • Top 4 tasks cover 27 % of total • Top 10 tasks:
    28. 28. 28 Content transition
    29. 29. 29 Content transition | from… to… Remove the BLUE tag Old sites Global intranet / wwwAnalysis 924 sites in total currently held on old intranet / 123 000 pages -> 150 sites estimated to be fully transitioned resulting in just a few thousand of new pages
    30. 30. 30 Content transition results so far…. • Sites moved from 1000 pages to just 30 pages • Less time spent on content creation and distribution • Quality of content increased • Happy employees as they can find and receive the information they need to do their job • Happy content editors as they can reach the people they want to reach 18.50% 81.50% sites to transition Sites to delete
    31. 31. 31 Challenges
    32. 32. 32 Where is my tree? Over tagging? What hero first?
    33. 33. 33 The road ahead
    34. 34. 34 Roadmap 2016 | co-creation • HR-content • IT support content • Locations • Contact details • Contact SME • Projects • One entry platform • Business specific sources • Share • Request • Localization • Taxonomy • Calendars • Statistics • Content management maturity • News • Help • Quick access to SharePoint sites • Share project documentation • View cockpit • Comments • Available tools • Channel enablement • Community integration • Buzz finder • Statistics driven content • Personalized relevant content Findability Content Collaboration Discoverability 20172016
    35. 35. 35 Nurture the tree, show the leaves • Nurture Taxonomy – Pruning • Tagging (hashtags vs topics) • Search fine tuning • Get all information on board • Marketplace for team sites
    36. 36. 36
    37. 37. 37 Publishing process
    38. 38. 38 Publishing process in detail
    39. 39. 39 Request new topic