SharePoint 2010: Set Employee
Comms Free, Cut Email Clutter, Drive
Intranet Traffic
Robert L. Bogue
(317) 844-5310
Rob.Bog...
Agenda
• What’s the Problem?
• A Few Solutions
• Creating a Process
• What This Means to Me
The Problem
The Communications Problem
Fredrick Herzberg – One More Time:
How Do Motivate Employees? (HBR)
History of Written Communication
Sensory Overload
• “one or more of the
senses are strained and it
becomes difficult to focus
on the task at hand”
-Wikiped...
Information Overload
• “… the difficulty a
person can have
understanding an issue
and making decisions
that can be caused ...
Too Much Information
• In 2007 there were
– 281 exabytes (million
terabytes) of information
created.
– 15.2 trillion pages...
Not the Good Kind
• 53% of people believe
that less than half of the
information they receive
is valuable
• 28% of the typ...
Signal to Noise Ratio
• The amount of
meaningful data as
compared to the non-
meaningful data
• The greater the ratio
the ...
The Solutions
How News Has Changed
• Almanacs appeared
monthly then weekly
• Newspapers appeared
daily
• Radio and TV delivered
news dai...
What is an Intranet?
• News
• Articles
• Applications
• Navigation / Portal
Push / Pull
River of News
• News stories listed in
descending
chronological order
• Minimally targeted or
filtered
• The greater the f...
Controlled Delivery
• One or more areas for
controlled delivery of
news
• Types
– Rotating Banner
– Fixed Positions
Rotating Banner
• Allows more content to
exist in the same space
• Provides elasticity for
content
• Means that content
is...
Fixed Positions
• Guarantees that
content will be visible
• Rigid so exactly as much
content as necessary
must be there
Targeting Information
• Matching User
properties to content or
application properties
• Targeting Options
– Content Target...
Queuing Content
• Set Start and End Dates
• Prioritize Content
• Top priority content is
displayed on the page
• Insert co...
Public Service Announcement (PSA)
• Low-priority content
that is used when no
other content is
available
• Long term “did ...
The Content Ad
• Beyond the landing
page
• Creates an opportunity
for long-term initiatives
to be well known
Common Targets
• Physical Area/Location
• Business
Unit/Department
• Organizational Level
• Interest Groups
Defining Targeting
• Keep It Simple, Stupid!
(KISS)
• Consider
– 20 Areas/Locations
– 20 Units/Departments
– 3 Organizatio...
SharePoint Audiences
• SharePoint uses
audiences to define
targeted groups
• Content can be targeted
• Users are selected ...
Problems with Audiences
• One Audience per
“match” becomes many
audiences
• Post-compiled so not
appropriate for user
sele...
The Process
Knowledge, Attitudes, Practices
Practices
• Personal Commitment
Attitudes
• Close Connections
Knowledge
• Mass Media
Radio - Motivation
• What is in it for me?
(WIII FM)
• Describing the benefits
to individual users
• Difficult to find
ind...
Emotional-Rational-Environment
• The Model
– Elephant – Emotional
powerhouse
– Rider – Rational control
– Path –Environmen...
Build a Bridge
• Put all of the content on the
internet
• Send an email summary
with links to the content on
the intranet
Blocking the Old Path
• Start with existing email
options
• Slowly restrict large
email groups
• Eventually eliminate use
...
Breaking Bad Habits
1. Really want to change
(not just hope)
2. Make the habit
conscious
3. Bait and Switch – Find
somethi...
LOOKING BACK
Target Communication
• Create a design with
elasticity for peak
communication periods
• Create a backlog of
communications...
Drive Intranet Traffic
• Make all content come
through the Intranet
• Reduce access to Email
distribution lists
Reduce Email Clutter
• Make targeted thinking
a part of the culture
• Post announcements –
don’t email them
THANK YOU
Robert Bogue
(317) 572-5310
Rob.Bogue@ThorProjects.com
SharePoint 2010: Set Employee Communications Free, Cut Email Clutter, Drive Intranet Traffic
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SharePoint 2010: Set Employee Communications Free, Cut Email Clutter, Drive Intranet Traffic

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Communicating to employees is difficult. There's the risk of overloading them with irrelevant communications that they don't need. SharePoint has tools that you can use to target communications. In this deck you'll find guidelines for how to build effective intranets.

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  • Image Copyright 2009 Robert L. Bogue
  • Communications Satisfaction - Communication Satisfaction Questionnaire (1977) Downs and HazenEmployee Satisfaction – “One More Time: How Do You Motivate Employees” (1987) HerzbergEmployee Replacement – “Employee Replacement Costs” (2010) Institute for Research on Labor and Employment, University of California, Berkeley
  • Not all Carrots and Sticks work the same wayBelieve salary is a key motivator – but it’s not that effectiveNote: Achievement, Recognition, Work, and Responsibility are key motivators – that are often ignored.
  • Time: +10 minutes / 2 minutesKey points:Scribes were writing hieroglyphics thousands of years BCIn 1450 Gutenberg invented a printing press that made it possible to quickly and easily reproduce works in massive quantitiesThe typewriter, in 1870, made it possible to more rapidly produce written works.In 1959 the Copy machine made it possible to make – “like original copies” making copying of works easier.In the 1970s computers began to churn out documents for companiesIn the 1980s personal computers became affordable so that anyone could start to work on information themselvesIn the 1990s computer networks began to become popular so the individual productivity of a personal computer could be aggregated with othersIn the 2000s digital cameras began to become popular adding the management of images to the content management lifecycle
  • What temperature is it in your office?How bright is it?How do your clothes feel against your skin?Are you hungry?Are you tired?
  • Conflictinginformation
  • Frustrated with communications
  • Diffusion of innovation
  • Push = EmailPull = Web Site
  • Lack of Control – just appears. Managing the content creators not managing the content
  • 28% - The Percentage of the typical workday wasted by interruptions caused by unnecessary information - Basex53% - The percentage of people who believe that less than half of the information they receive is valuable.42% - The percentage of people who accidentally use the wrong information at least once per week.15.2 - The Trillions of pages printed worldwide - LYRA Research, 2007281 - The number of exabytes of information created in 2007 - IDC, 2007100.9 - millions of pieces of direct mail that are distributed by the US Postal Service every day - USPS, 2007650 - The billion dollar values of productivity lost per year as a result of information overload -- Basex 2083%-5% - The amount of its revenue a typical enterprise spends managing documents -- Xerox StudyStory: BMV Meeting … # of Emails each day … finally got it.
  • Stack of DishesDisney FastPass
  • Time: 1 minutePeople are not machines or interchangeable parts (Fred Brooks – The Mythical Man Month)Story: Conference Call NumbersUnlimited long distanceCalling the toll-free number vs. the toll/long distance numberThere’s no WIII FM w/ dialing the toll/long distance number
  • Speak to the elephantLaydown the right path -> Set the right defaultsReferences:Switch – Chip Heath / Dan HeathHappiness Hypothesis – Jonathan Haidt
  • Forced to make design changes when the quality of the steel for the support cables was not sufficient.The task to test the quality (tensile strength) of the steel was deferred until after it was run across the span.Source:To Engineer Is Human : The Role of Failure in Successful Design, by Henry Petroski
  • -Ultimately we’re changing/breaking habits and replacing them with better ones.- Consider a 12 step program. First you have to admit you have a problem.
  • SharePoint 2010: Set Employee Communications Free, Cut Email Clutter, Drive Intranet Traffic

    1. 1. SharePoint 2010: Set Employee Comms Free, Cut Email Clutter, Drive Intranet Traffic Robert L. Bogue (317) 844-5310 Rob.Bogue@ThorProjects.com
    2. 2. Agenda • What’s the Problem? • A Few Solutions • Creating a Process • What This Means to Me
    3. 3. The Problem
    4. 4. The Communications Problem
    5. 5. Fredrick Herzberg – One More Time: How Do Motivate Employees? (HBR)
    6. 6. History of Written Communication
    7. 7. Sensory Overload • “one or more of the senses are strained and it becomes difficult to focus on the task at hand” -Wikipedia.org • “Filtering out extraneous information is one of the basic functions of consciousness” -Barry Schwartz, Paradox of Choice
    8. 8. Information Overload • “… the difficulty a person can have understanding an issue and making decisions that can be caused by the presence of too much information.”
    9. 9. Too Much Information • In 2007 there were – 281 exabytes (million terabytes) of information created. – 15.2 trillion pages printed worldwide • In 2010 there were – 171 billion pieces of direct mail handled by the USPS – an estimated 321 billion Email messages received Sources: USPS, IDC, LYRA, Radicati
    10. 10. Not the Good Kind • 53% of people believe that less than half of the information they receive is valuable • 28% of the typical workday is wasted by unnecessary interruptions • 650 billion dollars of productivity lost due to Information Overload Source: Basex
    11. 11. Signal to Noise Ratio • The amount of meaningful data as compared to the non- meaningful data • The greater the ratio the more satisfied we are
    12. 12. The Solutions
    13. 13. How News Has Changed • Almanacs appeared monthly then weekly • Newspapers appeared daily • Radio and TV delivered news daily – and whenever it happened • Email / Web Sites delivers news to us now.
    14. 14. What is an Intranet? • News • Articles • Applications • Navigation / Portal
    15. 15. Push / Pull
    16. 16. River of News • News stories listed in descending chronological order • Minimally targeted or filtered • The greater the flow the more “alive” the site will seem
    17. 17. Controlled Delivery • One or more areas for controlled delivery of news • Types – Rotating Banner – Fixed Positions
    18. 18. Rotating Banner • Allows more content to exist in the same space • Provides elasticity for content • Means that content isn’t guaranteed to be visible
    19. 19. Fixed Positions • Guarantees that content will be visible • Rigid so exactly as much content as necessary must be there
    20. 20. Targeting Information • Matching User properties to content or application properties • Targeting Options – Content Targeting – In-Part Personalization – Web Part Targeting – Personal Pages
    21. 21. Queuing Content • Set Start and End Dates • Prioritize Content • Top priority content is displayed on the page • Insert content with a high priority to “bump” other content
    22. 22. Public Service Announcement (PSA) • Low-priority content that is used when no other content is available • Long term “did you know” type content
    23. 23. The Content Ad • Beyond the landing page • Creates an opportunity for long-term initiatives to be well known
    24. 24. Common Targets • Physical Area/Location • Business Unit/Department • Organizational Level • Interest Groups
    25. 25. Defining Targeting • Keep It Simple, Stupid! (KISS) • Consider – 20 Areas/Locations – 20 Units/Departments – 3 Organizational Levels ꞊1200 combinations
    26. 26. SharePoint Audiences • SharePoint uses audiences to define targeted groups • Content can be targeted • Users are selected into an audience based on profile properties
    27. 27. Problems with Audiences • One Audience per “match” becomes many audiences • Post-compiled so not appropriate for user selected attributes
    28. 28. The Process
    29. 29. Knowledge, Attitudes, Practices Practices • Personal Commitment Attitudes • Close Connections Knowledge • Mass Media
    30. 30. Radio - Motivation • What is in it for me? (WIII FM) • Describing the benefits to individual users • Difficult to find individual, palpable meaning for individuals
    31. 31. Emotional-Rational-Environment • The Model – Elephant – Emotional powerhouse – Rider – Rational control – Path –Environment and habits • Implications – The rider has the illusion of control – The path has strong influence CC Flickr mckaysavage
    32. 32. Build a Bridge • Put all of the content on the internet • Send an email summary with links to the content on the intranet
    33. 33. Blocking the Old Path • Start with existing email options • Slowly restrict large email groups • Eventually eliminate use of large email groups
    34. 34. Breaking Bad Habits 1. Really want to change (not just hope) 2. Make the habit conscious 3. Bait and Switch – Find something else whenever you are tempted 4. Stay Committed – Don’t waiver or say “just this one time”
    35. 35. LOOKING BACK
    36. 36. Target Communication • Create a design with elasticity for peak communication periods • Create a backlog of communications • Create PSAs to fill the slow time • Leverage Ads to relieve pressure on the landing page
    37. 37. Drive Intranet Traffic • Make all content come through the Intranet • Reduce access to Email distribution lists
    38. 38. Reduce Email Clutter • Make targeted thinking a part of the culture • Post announcements – don’t email them
    39. 39. THANK YOU Robert Bogue (317) 572-5310 Rob.Bogue@ThorProjects.com

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