Presented at Kansas Library Association (KLA) Annual Conference 2017 Intranets are evolving from a system of record to a system of engagement. Content strategy and elements of digital collaboration are crucial to reviving your intranet and keeping it from becoming a file-dump. Where once we simply uploaded documents and resources from time to time, we now submit our time-off requests, share calendars with others and collaborate on documents and projects without leaving our browsers. This session will explore ideas for doing this in your library, reviving a stale intranet with new features and components that make it more valuable to your staff. We'll explore tips for creating and managing content that keep the content easily searchable and current, and ideas for getting people excited about and involved with your content strategy.

1. Revive
Your IntranetCONTENT STRATEGY & DIGITAL COLLABORATION
KLA/KASL Joint Conference 2017#KSLIB17

2. About me
NATE CHAMBERLAIN
SharePoint Business Analyst
KU Libraries
www.SharePointLibrarian.com
Business Processes & Workflow
Digital Workplaces & Collaboration
Employee Engagement & Adoption
Custom Development
MY FOCUS
@chambernate
/in/nchambe/
natech@ku.edu
KLA/KASL Joint Conference 2017#KSLIB17

3. Intro
 Change
 Organization and Layout
 Content
 Creation
 Strategy
 Archiving & Retention
 Digital Collaboration
 Co-authoring
 File-sharing
 Task-tracking
 Social & Conversations
 Automation
KLA/KASL Joint Conference 2017#KSLIB17

4. Intro
WHY
 Invest in the people providing services, not
just your services
 More work is trending toward mobile
compatibility
 More people work from multiple devices
 Tools available today allow for streamlining
processes, giving time back for specialization
and special projects
HOW
 Create an intranet that has not just
resources, but also the tools people need to
work
 Opt for cloud-based software so
location/device is not an obstacle to
productivity or communication
 Encourage and reward innovative digital
collaboration
 Challenge traditional methods of meetings
and collaborating as a team
KLA/KASL Joint Conference 2017#KSLIB17

5. Change
IT’S INEVITABLE – BE PROACTIVE AND CONTROL CHANGE,
RATHER THAN BE CONTROLLED BY IT
KLA/KASL Joint Conference 2017#KSLIB17
“The best way to the predict
the future is to invent it.”
-Alan Kay

6. Let’s stop just
doing things
because…
KLA/KASL Joint Conference 2017
 That’s the way we’ve always done it.
 Nobody seems to have a problem with it.
 It works.
 It’s easier than learning something new.
 I’m too busy to change.
 I can’t be away from the desk.
 There’s no guarantee it will work.
 We can’t find the money
#KSLIB17

7. Let’s start
doing things
because…
KLA/KASL Joint Conference 2017
 We work in a learning profession
and can learn new things with the best of them
 Our staff are worth the time
and/or money investment
 We are all creative and talented
 We value saving time and energy,
and working smarter
 Our environment should be one in which
calculated risks are safe to take
 We strive to be adaptable and innovative
in an industry frequently challenged by change
#KSLIB17

8. Common Areas to Improve
 Content outdated
 Broken links
 Layout/navigation of pages
 Poor search
 Whose responsibility? OR content ownership
 Can’t access off-site, or on all devices
 Not useful – just a file dump
 People using their own accounts and storage spaces instead
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9. Organization & Layout
DESIGN FOR SCANNING, NOT READING
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10. • Eliminate Happy Talk
• Eliminate Instructions
• Make content accessible
• Perform usability testing
• Importance from upper left to lower right

11. Content
KEEP IT CONCISE, MAKE IT COUNT & KEEP IT CURRENT
KLA/KASL Joint Conference 2017#KSLIB17

12. • Talk to the users – what makes them crazy
• Understand and work with your stakeholders
• Engagement continues after “deployment”
• Find ways of measuring success and share those measurements
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Consider…
• Naming conventions, standardized metadata
• Search
• Audience targeting
• Archiving/Retention
• Relevance
• Virtual “real estate”
• 3 clicks

14. Digital Collaboration:
Moving to the Cloud
TAKE YOUR PRODUCTIVITY TO NEW HEIGHTS
#KSLIB17 KLA/KASL Joint Conference 2017

15. From a system of record
to a system of engagement.
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16. Task Time Improved Time Daily Repetition Number of Individuals
Time Saved Per Year
(260 work days)
5 minutes 4 minutes 5x
10
217 hours
9 days
100
2,167 hours
90 days
500
10,833 hours
451 days
KLA/KASL Joint Conference 2017#KSLIB17

19. EMAIL
ATTACHMENTS
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20. reply all w/ edits
reply w/ edits
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21. VERSION
HISTORY
CO-AUTHORING
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24. Cloud Storage Options
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27. REPLY
ALL
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28. Please let me know which lunch
option you prefer by noon Friday.
Chicken Tuna Beef Vegan Salmon
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30. Automatically…
◦ Save form submissions to a OneDrive file AND email me
◦ Add a task to my to-do list when someone adds a document
◦ Save all tweets with a certain hashtag to a list
◦ Approve travel requests submitted via web form
◦ Convert documents matching certain criteria to PDF
#KSLIB17

32. Key Points
Pick one storage solution
Divide and diversify responsibility
Regular content review with retention/archiving policies
Interactive/Collaborative elements
Communication & Repetition
KLA/KASL Joint Conference 2017#KSLIB17