Anatomy of an Intranet (SPSATL 2014)

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While many people see the intranet as a pretty (hopefully) homepage, in reality the modern enterprise intranet is a complex animal of many moving parts. Structuring of the information within the intranet, how that information is presented to the user, how the user interacts with it, how the organization manages it, and the physical branding that sits on top of all of it are all critical conversations to have if an intranet is going to be effective. In this session we’ll explore the building blocks of a successful intranet and discuss common intranet pitfalls to avoid on your next intranet roll-out.

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Anatomy of an Intranet (SPSATL 2014)

  1. 1. mike-greene.com@webdes03 Anatomy of an Intranet SharePoint Saturday Atlanta #SPSATL June 21, 2014 6/21/2014 Anatomy of an Intranet 1
  2. 2. mike-greene.com@webdes03 Please Thank our Sponsors 6/21/2014 Anatomy of an Intranet 2
  3. 3. mike-greene.com@webdes03 Please Thank our Sponsors 6/21/2014 Anatomy of an Intranet 3
  4. 4. mike-greene.com@webdes03 Please Thank our Sponsors 6/21/2014 Anatomy of an Intranet 4
  5. 5. mike-greene.com@webdes03 Please Thank our Sponsors 6/21/2014 Anatomy of an Intranet 5 Lunch Snack SharePint SpeakerShirts AttendeeShirts AbelSolutions SpeakerDinner
  6. 6. mike-greene.com@webdes03 Introduction B&R Business Solutions • SharePoint Solution Architect • Based in Raleigh, North Carolina Professional Experience • Microsoft SharePoint Stack since 2007 • Consulting and Professional Services since 2010 • Public Web Design since 2003 Hobbies • SharePoint Saturday & User Group Speaker RIC, VB, ATL, AUS, TPA, RDU • Leadership Council, Triangle SharePoint User Group 6/21/2014 Anatomy of an Intranet 6
  7. 7. mike-greene.com@webdes03 Agenda • What is an Intranet • Requirements Gathering • Goals of Your Intranet • Governance Plan/Committee • Information Architecture • Branding, UI/UX • User & Content Owner Training • Deployment & Rollout • Adoption • Intranet Checklist & Tools 7
  8. 8. mike-greene.com@webdes03 What is an Intranet • Corporate website accessed only by internal users/employees • Corporate news, information, alerts, forms • Department information, contacts • Document sharing and collaboration • Company-wide social (Yammer) • Enterprise search • Employee self-help, FAQs, discussions • Employee directory 6/21/2014 Anatomy of an Intranet 8 Intranet Internal Users Only Corp. Communications Employee Collaboration Enterprise Search Internet Public Website Product Information Sales Conversions Marketing Extranet Internal/External Users Suppliers, Vendors, Customers and/or Business Partners
  9. 9. mike-greene.com@webdes03 Requirements Gathering 9
  10. 10. mike-greene.com@webdes03 Requirements Gathering Planning • Identify Project Sponsor • Identify Stakeholders • Marketing • Communications • Information Technology • Human Resources • Executive Team • Schedule • Budget • End User Feedback 106/21/2014 Anatomy of an Intranet Content • Define Information Architecture • Site Structure • Content Types • Enterprise Keywords • Enterprise Content Strategy • Main Content Buckets • Navigation Strategy • Identify Content Owners • Search & Content Discovery Strategy Design • Corporate Branding Guidelines/Requirements • Device & Mobility Strategy • Browser Requirements • User Experience Expectations • Page Structure • Key Page Elements • Identify Custom Solutions
  11. 11. mike-greene.com@webdes03 Define Measurable Goals for Success 11
  12. 12. mike-greene.com@webdes03 Define Measurable Goals Short Term Strategy Identify initial deployment goals, such as migration from an existing migration platform, upgrade of an existing intranet, or rebranding exercise. Define Intranet Roadmap for initial and follow-on releases. User & Content Owner Training Strategy User Adoption Strategy 126/21/2014 Anatomy of an Intranet Information Architecture Content Strategy Enterprise Search Strategy Collaboration Social User Experience Governance Adoption
  13. 13. mike-greene.com@webdes03 Define Measurable Goals Long Term Strategy Most Intranet deployments follow the software lifecycle of their platform. Define a strategy to continuously grow, develop and build on your Intranet throughout its’ lifecycle. Think Maturity Curve, ie: Crawl, Walk, Run Business Solution platform of choice. 136/21/2014 Anatomy of an Intranet Initial Rollout Decentralized Management Business Solution Buy In User Self Service & Enterprise Wide Decentralization Continuous Improvement & Business Solutions
  14. 14. mike-greene.com@webdes03 Governance Plan & Committee 14
  15. 15. mike-greene.com@webdes03 Governance Committee • Bipartisan Group Charged with: • Maintaining & Enforcing Governance • Platform Evangelism, Motivation of Use • Business Solution Positioning & Process Enablement • Addressing Open Issues/Concerns • Ensuring Business Value is Realized • Mix of Technologists, Stakeholders, Sponsors & Power Users 6/21/2014 Anatomy of an Intranet 15 Governance Committee Platform Goals Corporate Strategy Department Needs Business Processes Automation Collaboration End User Needs
  16. 16. mike-greene.com@webdes03 Governance Plan • Platform Architecture • Infrastructure, Backup & Restore, Disaster Recovery, Maintenance, Testing, Custom Development • Content Strategy • Lifecycle Management, Records Management, Metadata, Navigation • User Experience • Permissions, Search, Policies/Procedures Branding • Users • Permissions & Roles, Content Targeting, Personalization, User Profile Management • Operations • Support, Training, Escalation Paths, Knowledgebase, Helpdesk • Metrics & Performance • Platform Goals, Maturity, Success Factors, Monitoring, Auditing 6/21/2014 Anatomy of an Intranet 16
  17. 17. mike-greene.com@webdes03 Information Architecture 17
  18. 18. mike-greene.com@webdes03 Core Information Architecture • Site Topology • Web Applications • Site Collections • Subsites • Site Navigation • Content Types • Content Type Hub • Enterprise Content Strategy • Content Databases • Managed Metadata & Enterprise Keywords 6/21/2014 Anatomy of an Intranet 18
  19. 19. mike-greene.com@webdes03 Information Architecture Benefits • Standardized Data Types • Better Content Discoverability • Search Refinement • Dynamic Rollups • Intuitive Navigation Context • Prioritized System Restore/Recovery 6/21/2014 Anatomy of an Intranet 19 Policy Procedure Form News Report Contract
  20. 20. mike-greene.com@webdes03 Content Strategies Corporate Communications 206/21/2014 Anatomy of an Intranet Empower Social & Collaboration Business Process Enablement
  21. 21. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 216/21/2014 Anatomy of an Intranet Empower Social & Collaboration Business Process Enablement
  22. 22. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 226/21/2014 Anatomy of an Intranet Empower Social & Collaboration • New Employee, Birthday & Award Announcements • Employee Directory • User Self Service • Office Web Applications • OneDrive • Distributed & Delegated Management Business Process Enablement
  23. 23. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 236/21/2014 Anatomy of an Intranet Empower Social & Collaboration • New Employee, Birthday & Award Announcements • Employee Directory • User Self Service • Office Web Applications • OneDrive • Distributed & Delegated Management Business Process Enablement • Content Rollup • Popular Content • Document Ratings • Records Management • Forms • Workflow • Enterprise Search • Search Driven Applications • Business Intelligence
  24. 24. mike-greene.com@webdes03 Sample Site Topology 6/21/2014 Anatomy of an Intranet 24
  25. 25. mike-greene.com@webdes03 Branding UI/UX 25
  26. 26. mike-greene.com@webdes03 Branding Components • Master Pages • Page Layouts • Cascading Style Sheets (CSS) • JavaScript • Content Types • User Controls • Custom Web Parts 6/21/2014 Anatomy of an Intranet 26
  27. 27. mike-greene.com@webdes03 Branding for User Adoption • Branding (UI/UX) is a Critical Component to User Adoption • Consistent Look & Feel • Enhanced User Experience • Organization Specific Customizations • Device Strategy • Gamification • Dynamic Content Driven Homepage 6/21/2014 Anatomy of an Intranet 27
  28. 28. mike-greene.com@webdes03 Sample Homepage 6/21/2014 Anatomy of an Intranet 28
  29. 29. mike-greene.com@webdes03 Device Strategy • What Types of Devices? • How will Users Connect? • Responsive Design? 6/21/2014 Anatomy of an Intranet 29
  30. 30. mike-greene.com@webdes03 Branding Process 6/21/2014 Anatomy of an Intranet 30 CaptureRequirements Corporate Branding Guidelines SharePoint Platform Requirements & Dependencies User Experience Expectations Navigation Strategy LowFidelityWireframes Sketches focused on User Experience • Navigation • Page Layout • Content Structure • Key Page Elements • Usability Used for Internal reviews Only HighFidelityComps True to Life Representation of Finished Product • Accurate Colors • Sizing • Page Features • Element Design “Pixel-perfect” SolutionDevelopment Develop Solution Package If Selecting a Design Firm: • Review their Processes & Methodology •Check Relevant SharePoint Experience •Review Previous Work •Ensure Wireframes & Comps are Carefully Reviewed UserAcceptanceTesting Develop Testing Plan Deploy Final Solution to Staging Environment Select Beta Users for Testing Test Common Use Cases & Exercise Testing Plan Deployment&Rollout Communicate Rollout & Go- Live Strategy Deploy Solution to Production Continuous Improvement
  31. 31. mike-greene.com@webdes03 Customization Guidelines • Defined by Governance Plan & Overseen by Governance Committee • What Forms of Customizations are Permitted (ie: No Code, Sandbox, Full Trust Farm Solutions) • Leverage Out-of-the-Box (OOTB) Solutions Ahead of Custom Solutions 6/21/2014 Anatomy of an Intranet 31
  32. 32. mike-greene.com@webdes03 User & Content Owner Training 32
  33. 33. mike-greene.com@webdes03 User & Content Owner Training • Many Organizations Overlook Importance of User Training • Training & Empowering Users Leads to: • Better Content Lifecycle Management • Better Adoption of SharePoint as a Platform • Cleaner & More Consistent Data • Better Information Discovery • End User Self Service • Decentralized Management of SharePoint 6/21/2014 Anatomy of an Intranet 33
  34. 34. mike-greene.com@webdes03 Common User Roles End User or Consumer • Browses Intranet • Consumes News • Reads Documents • Authors/Edits Documents • Completes Forms • Performs Searches 346/21/2014 Anatomy of an Intranet Content Owner or Site Administrator • Manages Permissions • Authors/Edits Pages • Power User • Identifies Business Process Enablement Opportunities • Evangelizes SharePoint • Level 1 or 2 End User Support SharePoint Administrator • Level 3 Support • Topology Management & Oversight • Solution Implementation • Solution Management • Overall Platform Maintenance & Health
  35. 35. mike-greene.com@webdes03 Deployment & Rollout 35
  36. 36. mike-greene.com@webdes03 Deployment & Rollout • Must Have Communications Strategy • Must Have User Training • Content Authors • End Users • Implement Initial Quick Wins • Short Duration, Low Risk, High Visibility Efforts to Promote SharePoint & Drive Adoption • Early Adopters • 12-18 Month Roadmap 6/21/2014 Anatomy of an Intranet 36
  37. 37. mike-greene.com@webdes03 Server Topology • Plan for Scalable Architecture • Never Use a Single Server • Scale Up & Out As Necessary • Plan for Three Environments • Development/Test • Staging • Production 6/21/2014 Anatomy of an Intranet 37
  38. 38. mike-greene.com@webdes03 Adoption 38
  39. 39. mike-greene.com@webdes03 Adoption • Set the Vision; What Will SharePoint Do? • Grassroots Focus on Specific Business Areas/Units • Relevant Use Cases • Educate and Demonstrate Value • Empower People • Build Relationships; Support Champions 6/21/2014 Anatomy of an Intranet 39
  40. 40. mike-greene.com@webdes03 Intranet Checklist  Formal Requirements  Device & Content Strategy  Measurable Success Criteria  Governance Plan & Bipartisan Oversight Committee  Enterprise Content Strategy  Training Plan & Strategy  Implementation Team  User Adoption Plan 40
  41. 41. mike-greene.com@webdes03 Tools  XMind Mind Mapping Tool xmind.net FREE  Balsamiq Mockups Design/Wireframing Tool balsamiq.com $79  SharePoint Maturity Model Long Term Goals & Strategy sharepointmaturity.com FREE 41
  42. 42. mike-greene.com@webdes03 Q&A 42 Please Complete Your Speaker Evaluation Survey & Win Prizes! mike-greene.com @webdes03
  43. 43. mike-greene.com@webdes03 SharePint 43 Max Lager’s – 320 Peachtree Street NE Right after the event ends First drink is on The Intersect Group Valet is located one block south of Max Lager’s on Baker and Peachtree at White Oak Kitchen & Cocktails. Bring ticket for validation. See the SPSATL Website for more information & directions

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