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WeWork Connect: Shaping Confluence to Reflect Our Culture

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WeWork is making significant strides in connecting members to the space, services, and community needed to create their life’s work. To scale effectively, it was essential to build an internal knowledge sharing platform that enables the WeWork team to be successful in a similar way. In this presentation, Colleen Kasprzak, Corporate Strategy Associate, will discuss the evolution of WeWork Connect from a grassroots effort to an on-brand corporate intranet for employees. By leveraging Confluence and available theming marketplace apps, a solution was developed that promotes interdepartmental transparency and collaboration, while connecting global team members through an interface that aligns with WeWork's core company values.

Published in: Software

WeWork Connect: Shaping Confluence to Reflect Our Culture

  1. 1. WeWork Connect Shaping Confluence to Represent Our Culture Colleen Kasprzak | Associate Director, Strategic Planning | WeWork
  2. 2. SPACE Beautiful, collaborative, physical spaces for teams of any size SERVICES // RESOURCES Access to health care, payment processing, IT support, payroll, legal and more COMMUNITY Thousands of global members who collaborate physically and digitally SUPPORT Community Management Teams in each location to provide support to our members and community WEWORK AT A GLANCE // OFFERINGS
  3. 3. WEWORK AT A GLANCE // COMPANY GROWTH *Including locations currently open and announced through December 2017 **Including countries currently open and announced
  4. 4. WEWORK AT A GLANCE // EMPLOYEE GROWTH *As of September 1, 2017 **As of June 1, 2017
  5. 5. WEWORK VALUES
  6. 6. OUR MISSION: TO CREATE A WORLD WHERE PEOPLE WORK TO MAKE A LIFE, NOT JUST A LIVING
  7. 7. Agenda Vision
  8. 8. Connect our global community through an agile and scalable knowledge platform that remains authentic to the WeWork brand WEWORK CONNECT // VISION
  9. 9. Connect our global community through an agile and scalable knowledge resource that remains authentic to the WeWork Brand WEWORK CONNECT // GOALS ENGAGE Connect employees to internal and external platforms, applications, dashboards, and reports COLLABORATE Capture and share standards, best practices, and process guidelines within and between all functions INFORM Provide a central resource for all employees to access up- to-date information, policy changes and announcements CENTRALIZE Maintain single source of truth by leveraging macros and apps across the platform
  10. 10. Agenda Background
  11. 11. CONFLUENCE EVOLUTION 01/2015 09/2015 01/2016 Confluence introduced to Product; Design Standards Project Kickoff 04/2014 06/2014 07/2015 Design Standards Wiki 1.0 launched Design Wiki 2.0 developed and launched Jira + Confluence introduced to Digital for SOX compliance Design Standards Wiki is redesigned and relaunched as Product Wiki Additional Functions begin adding content to Product Cloud Instance
  12. 12. Background Context Atlassian Consolidation Project Functions need the ability to collaborate, exchange and leverage information between each other. This platform and content needed to be developed and administered in a way that is manageable and scalable, while enforcing best practices and ensuring that the application is in good health. Identified Issues • Cost of maintaining two Cloud Accounts, Apps, and dual user accounts • Cannot utilize full add-on suite due to use of Cloud versions • Inconsistent platform and Space permissions • No single source of truth for content (Confluence, WordPress, Google Drive, email, etc) • Unable to skin Confluence space(s) based on Brand Guidelines
  13. 13. Background Team Roxana Martinez Project Manager Colleen Kasprzak Confluence Admin // Design Lenore Vassil Project Sponsor Tim Beeler Functional Expert Bryant Rockoff DevOps cPrime Atlassian Technical Support
  14. 14. Initial Project Scope • Digital // 69 spaces, 69 projects, 278 users • Product // 14 spaces, 10 projects, 725 users • Other Functions // 10+ spaces • Enterprise Administration • On-brand design theme Background Scope
  15. 15. Final Project Scope • Digital // 69 spaces, 69 projects, 278 users • Product // 14 spaces, 10 projects, 725 users • Other Functions // 10+ spaces • Enterprise Administration • On-brand design theme • Corporate Technology // 50 standards (various sources) • Community + Ops Standards // 285+ standards (Wordpress) Background Scope
  16. 16. Background Timeline 2016 Project Schedule
  17. 17. Agenda Structure
  18. 18. Organization Platform Structure WeWork Organization WeWork is structured based on an organizational matrix of Executive Groups, centralized and regionalized Functions, Business Lines and Corporate Initiatives.
  19. 19. Structure Overview Connect is structured based Executive Groups, centralized and regionalized Functions, Business Lines and Corporate Initiatives/Projects. Requirements • Matrix-based • Agile + Scalable • Decentralized Content Management Space Structure • Executive Group > Function > Discipline • Corporate Initiatives • Business Lines • Jira Projects Space Theme Types • Connect (Brikit // WeWork Connect) • Projects (Default Global Look + Feel) Organization Platform Structure
  20. 20. STRUCTURE // AUGUST 2016
  21. 21. STRUCTURE // NOVEMBER 2016
  22. 22. STRUCTURE // NOVEMBER 2016
  23. 23. STRUCTURE // JANUARY 2017
  24. 24. STRUCTURE // JANUARY 2017
  25. 25. STRUCTURE // JULY 2017
  26. 26. STRUCTURE // JULY 2017
  27. 27. STRUCTURE // PRESENT
  28. 28. Platform Structure System System Information Instance Type: Confluence Server Version: 6.1.1 Total Spaces: 169 Site Spaces: 146 User License: 10,000 Active Users: 3,748 Total Groups: 133 Active Groups: 108
  29. 29. Platform Structure Permissions Platform Authentication All employees can access the platform through OneLogin, streamlining authentication process across multiple corporate platforms. Community & Ops Standards Community team members are able to quickly access their standards space through a direct link on their OneLogin dashboard WeWork Connect Tile Employees access Connect through this tile on their OneLogin Dashboard
  30. 30. Platform Structure Permissions Permission Scheme View and edit access to all spaces are closely managed through User Groups. Default Space Permissions • administrators (all permissions) • confluence-users (can view) • “function”-users (access to Function restricted areas) • “function”-editors (can edit specific Function Spaces) Additional Space Permissions: • “function”-admin (all space permissions) • “function”-consultants (can view and edit, as specified) Connect User Roles: • Site Administrator • Space Administrator • Content Manager • Content Editors / Collaborators • WeWork Employees • External Consultants Global Permissions • administrators (all permissions) • confluence-contractors (can use) • confluence-users (can use) • system-administrators (all permissions)
  31. 31. Platform Structure Best Practices WeWork Confluence Standards Spaces • Determine how a space will be used by Function or Project team • Use Brikit Theme templates and Confluence global templates to assist in space development • Ensure each space has multiple space administrators • Review content periodically to identify and refresh out dated content Pages • Use page restrictions for Function internal collaboration sections • Leverage include macros (page include, excerpt and excerpt include) for content reuse Users + Security • All users assigned to appropriate global access and user groups • Restrict confluence system administration to a small subset of key users • User groups to define permissions Training • Support editors and users through multiple channels (Slack, Office Hours, Work Sessions) • Develop documentation for training and onboarding
  32. 32. Agenda Design
  33. 33. CONFLUENCE // GLOBAL LOOK AND FEEL
  34. 34. Connect our global community through an agile and scalable knowledge platform that remains authentic to the WeWork Brand DESIGN // LOOK & FEEL Voice • Warm, friendly, and supportive • Sense of community • Distinctive, informative, and to the point Photography Brand-approved images of the WeWork community, events, and locations are used to add excitement, color, and character to the platform.
  35. 35. DESIGN // CONTENT CONSIDERATIONS Function Landing Page • Mission • Welcome Statement • Discipline/Sub-function Overview • Org Chart from Workday • Content Manager Contact Information • Quick Links • Page Tree of Contents Function Content Pages • Process Guidelines • Standards • Documentation • Best Practices • Frequently Used Documents • Onboarding Materials Connect Header • Logo • Menu • Search Bar • WeWork Menu by Executive Group • Simple Toolbar • Function Header (typical content) • Executive Group Image (typical content) Connect Footer • Galatic HQ Address • Connect & IT Support Links • OneLogin Access • Culture Links • WeWork External Websites • Blogs & Social Media Design templates based on Functional content and corporate communication requirements
  36. 36. Build company culture, ease information consumption, and boost employee engagement. BRIKIT THEME PRESS // VISUAL DESIGN STATEMENT https://marketplace.atlassian.com/plugins/com.brikit.themepress/server/overview
  37. 37. 01 // WEWORK CONNECT HOME PAGE Connect Home Announcements Rotate Content macro from the Home_Hero Announcements page Culture Content and updates relating to all culture initiatives, key meetings, employee recognition, and special culture events Key Function Links • Corporate Calendar • IT Systems Gallery • Corporate Meeting Access • Press Updates • Request/Support Links Featured Content & Announcements Special announcements, detailed event information, and press releases Header Image Header image is updated frequently, depending on a recent event, announcement, or opening Upcoming Events • Corporate Event Schedule • Corporate Event Links • Recent Location Openings
  38. 38. 02 // FUNCTION LANDING PAGE TEMPLATE Function Name & Function Mission Key Discipline Links • Relevant Functions • External platforms • Key Content Pages Space Content • Space Link macro • Page Tree macro Function Welcome • Message to users • Workday Link • Discipline Overview • Key Contact Information • Support Link
  39. 39. 03 // EXECUTIVE GROUP LANDING PAGE TEMPLATE Executive Group Name Discipline Links Key Function Links • External platforms • Key Content Pages Executive Group Overview • Interesting Content Links • Function Announcements • Upcoming Openings Connect Home Announcements Rotate Content macro from the Home_Hero Announcements page
  40. 40. 04 // FUNCTION LANDING PAGE TEMPLATE Function Name Discipline Links Block Links and Action Buttons compel users to navigate the Connect spaces as per function Operations requirements Home Link Link back to Executive Group Landing Page
  41. 41. 05 // DISCIPLINE LANDING PAGE TEMPLATE Discipline Mission Space-specific Search Key Discipline Links • Relevant Functions • External platforms • Key Content Pages Discipline Overview • Team Members • Content + Best Practices • Project Responsibilities • Discipline-specific Tools • Discipline Onboarding Content Executive Group Header Key Content Links Block Links and Action Buttons compel users to navigate the Connect spaces as per function Operations requirements
  42. 42. 06 // CONTENT Space Contents Space Link and Page Tree Macros Space Header Header Menu Dropdown menus organized by Function and Business Line Global Search
  43. 43. Improve user experience through design and continued development of knowledge platform ON THE HORIZON NEW MEMBER DEVELOPMENT Design & content updates to Building Knowledge Portal: • Review all content, definitions, and data • Embed gallery views of locations by region • Embed location and data maps as alternate, tabbed view per region • Refresh landing page, content templates, and existing pages PEOPLE POLICY PORTAL • Extract relevant policy content, structuring navigation by region • Develop strategy for launch of Confluence Questions WEWORK FOUNDATIONS Develop a designed space, leveraging cross-posting, for onboarding and training purposes
  44. 44. APPS & INTEGRATIONS Content Formatting for Confluence Coming soon!
  45. 45. Agenda Adoption
  46. 46. Adoptio n // Strategy Adoption Strategy Engage Employees Train and Support Connect employees to content and announcements; encourage employees to be contributors; improve site design to enhance user experience Keep Content Fresh Empower Functions to develop and manage their own content; promote cross-functional collaboration; maintain Connect as single-source of truth Manage change through onboarding, presentations, work sessions, and support; develop training modules for on-demand training
  47. 47. 2,800+ WEEKLY USERS
  48. 48. 250+ CONTENT EDITORS
  49. 49. 39,240+ ACTIVE CONTENT PAGES
  50. 50. Agenda Looking Ahead
  51. 51. Connect our global community through an agile and scalable knowledge resource that remains authentic to the WeWork Brand LOOKING AHEAD GROW Expand team to assist in the management and design of WeWork Connect IMPROVE Enhance existing features and improve user experience through design and content development TELL A STORY Continue to develop a cohesive narrative over time – where we are, what we do, how we do it SCALE Evolve Connect as the WeWork community continues to grow and scale
  52. 52. WEWORK MISSION Our mission is to create a world where people work to make a life, not just a living.
  53. 53. Thank you! Colleen Kasprzak | Associate Director, Strategic Planning | WeWork

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