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The Busisness Case for Digital Workplace Projects

How to setup up your Digital Workplace Project using a Business Case approach
Presentation held at Luxembourg Digital Workplace Community on 02.10.2019

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The Busisness Case for Digital Workplace Projects

  1. 1. 1 Luxembourg Digital Workplace Community How to setup up your Digital Workplace Project using a Business Case approach LUX – Luxembourg 02.10.2019 Stephan Schillerwein Offices: - CH – Klingnau (AG) - CH – S. Antonio (TI) Digital Transformation of Work
  2. 2. 2 THE STARTING POSITION HAS CHANGED – BIG TIME! The only thing the «New Intranet» has in common with the «Old Intranet» is the word «Intranet»!
  3. 3. 3 A look at the bigger Picture
  4. 4. 4 It is not about a “Redesign”, “Relaunch”, … «All I wanted was a new Intranet – now I’m dealing with one of the biggest change programs in the history of this company!!!» (Head of Internal Communications at a Client) Assumption: «We need a new Intranet» Real Problem: Open Collaboration and Knowledge Sharing Impact: Paradigm-shift in culture and leadership! Enhance «Command & Control» by «VOPA»* * VOPA = Vernetzung, Offenheit, Partizipation und Agilität EN: Connectedness, Openness, Participation and Agility (Quelle: Dr. Willms Buhse, DoubleYuu, Hamburg)
  5. 5. 5 A huge Shift in Scope My Work System A System B System C The old, information-centric Intranet The new, work-centric Intranet / Digital Workplace
  6. 6. 6 The non-technical Shift in Scope is even greater Old Intranet Defined, limited scope Defined responsibility within an existing structure Little changes in «way of working», command and communication chain Operated within industrial age paradigms KSF’s: technology, functions, content Digital Workplace The sky is the limit Creates a whole new «discipline» Requires a new way of thinking, working and leadership (Digital) Transformation at its best Organization, culture, mindset, skillset, …
  7. 7. 7 What good would it be to have a great Intranet, if the rest of your Digital Experience is like this …?! Picture Credits: «Cluttered Desktop» by Patrick Püntener, CYCL
  8. 8. 8 … and your phsical Work Experience is like this…?! Picture credits: «Cubicle Farm» by Steve (cc:),
  9. 9. 9 … and the Meeting Experience is like this … ?! Picture of people fallen asleep in meeting
  10. 10. 10 The Digital Workplace is about The Workplace is about Work is about Creating the right conditions in which we can unfold our full Human Potential
  11. 11. 11 Digital Workplaces come in all shapes and sizes
  12. 12. 12 All Digital Workplaces are not created equal ! The 3 Flavours of the DWP 1 Unmanaged 2 Standardized 3 Specialized & Integrated Key Differences • The 3 options don’t only widely differ in result and value, but also in the way to get there • Therefore, a decission which direction to take should be made as early as possible in the project (and as well founded) to adapt accordingly • Example: the concept (specification) for a Standardized DWP is completely different, than for a «Specialized & Integrated DWP»
  13. 13. 13 Illustration of the two key Strategic Directions The standardized DWP The specialized & integrated DWP
  14. 14. 14 Examples of the specialized & integrated Digital Workplace: Wrigley Quelle des Screenshots: Wrigley, 2014
  15. 15. 15 Examples of the specialized & integrated Digital Workplace: Liberty Mutual Insurance Quelle: DW24 (2019)
  16. 16. 16 Still the overall Scope of a 2nd/3rd Generation Digital Workplace is (almost) always the same … Information (News & Content) Collaboration (Working together, Connecting & Sharing Knowledge) Infrastructure Functions & cross-«Building Block» Functions Transaction (Processes, Applications & Integration) Personal Dashboard v. 3.1
  17. 17. 17 Intranet and Digital Workplace Maturity Stages 1. Generation: Info-Intranet Passive “Systems of Record” 2. Generation: Work-Intranet Active “Systems of Engagement” 3. Generation: Digital Workplace Integrated & Connected “Systems of Context” Generation 4+: The Future Self-acting “Systems of Intent” Stephan Schillerwein, version 1.9 – Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License Simple Medium Advanced Generic forms of Social Collaboration, Knowledge Sharing and Process Support Advanced and specifc forms of Social Collaboration, Knowledge Sharing and Process Support … … Communication & Information ca. 40 % <10 % «Top-down»-Paradigm Paradigm of connected, open, self-organised, agile Work Environment ca. 50 %+ of all Companies are still here Infrastructure & Cross-system functions Scope of the Intranet / DWP Time&Maturity LevelofWorkOptimisation&BusinessValue LevelofIntegrationanddependencyonchange&culture
  18. 18. 18 WHY A «BUISNESS CASE» APPROACH? A quick Overview of the Process («how to»)
  19. 19. 19 A ‘DWP Business Case’ is much more about «taking the right perspective(s)» than just … Picture credits: «Münzstapel mit dem Text ROI - Return on investment (Kapitalrendite)» by Marco Verch Licence: Creative Commons 2.0,
  20. 20. 20 Many Projects that don’t take a Business Case approach make use of the «Worst Practise #1» Assumptions! Not involving those who it is for or involving them, but asking the wrong questions! Ford’s «Faster Horses»
  21. 21. 21 It starts before the Project starts! Phase 5: Überführung in den laufenden Betrieb (Benutzung & Unterhalt) Phase 4: Implementierung & Einführung Technologie & Funktionalitäten Inhalte & Metadaten Organisation Veränderung Phase 3: Konzeption Roadmap Lösungskonzept Content- & Metadatenkonzept Organisationskonzept Veränderungskonzept Systemevaluation Phase 2: Analyse & Strategie Analyse Strategie (sofern nicht über Programm abgedeckt) Phase 1: Initialisierung (eines Projekts) Scope des Projekts Projekt-Setup Setup «1. Welle» Initialisierung & Ausrichtung des Programms Scope des Programms Programm-Setup Vision & Strategie Planung der Projekte Phase 0: Vorprojekt (Business Case) xPhasePM:Projektmanagement xPhaseKOM:Projekt-Kommunikation Stephan Schillerwein, version 3.7 – Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License ÜbergreifendeProgrammsteuerung  xPhaseCHA:Veränderungsinitiative
  22. 22. 22 Don’t start with ‘Analysis Techniques’ but with what you need to know! Who is the audience of the Analysis Results? Let them tell you their questions to be answered Evaluate typical questions Consolidate the data Choose the topics of the analysis Choose the formats
  23. 23. 23 An Overview of typical Analysis Topics Intranet & System Landscape • Systems • Channels Requirements & Areas of Added-Value • Problems & Potentials • Process- & Applications- Analysis • Concrete Use Cases Communications & Content • Content-Requirements • News-Analysis • Migration-Analysis • IA-Analysis • Analysis of Internal Communications Ways of Working • Task Typologies • Time losses • DWP User Journey • Current Working Styles Framework & Organization • Strategy Analysis • Culture Analysis • Conditions & Dependencies • Stakeholder Analysis • Success Factor Analysis • Business Capabilities • Transformation Analysis Cross-topic • Benchmarking • 360° Assessment • Case Studies & Peer-Analysis
  24. 24. 24 The Result: Rich Data that answers the Questions identified (and much more) Raw Data Basic Stats 31% 19% 50% Categorize! Benchmarking Deep Dive Insights 0% 50% 100% IT-Dienstleister Finanzdienstleister Öffentlicher… Industrieunterne… Öffentliche… Versicherung …
  25. 25. 25 Next step: create a Whitepaper Vision Critical Success Factors Core Behaviours Goals Fields of Activity v. 2.5 StrategyExecution  «Digital»  «Change»  «Misc.» Scope Planing of Execution  Planing of Program/Project  Cost-Benfit-Analysis
  26. 26. 26 Now that you have the Business Case, you can … .. be sure that you have the «Big Picture» … make well-founded decisions … can jump-start the next Phases
  27. 27. 27 ABOUT US 
  28. 28. 28 Schillerwein Net Consulting Positioning – Services – Experience Expert Advice since 2006 100% Independent Work like a Network Picture credits: Taro Tayler «Canton Trade Fair», Small by design with a high level of specialization and expertise Exclusive focus on what’s best for our clients, no contracts with software vendors Access to the right person for any job via our international partner network Digital Work- place: A-Z Enabling better digital & agile Ways of Working 50+ Clients It’s a great pleasure to help our customers achieve more From 1 Step to Full Project Dedicated support in key or all steps of your Digital Initiative Business Perspective Making it work from within your organization 100 to >100k employees We have done work for companies of all sizes, complexities and industries From 1 day to >2 years We support you from one-off workshops to long-term multi-mandate programs
  29. 29. 29 About Stephan Schillerwein ▪ 20+ years of experience in Digital Media and Information Management, specializing in Digital Transformation of Work through “New Ways of Working” enabled by Intranets, Social Collaboration and Digital Workplaces etc. ▪ Formerly Online and Intranet Manager at several large enterprises and Director at the Intranet Benchmarking Forum ▪ Business computer scientist – speaks language of “both sides” ▪ Partner of the Worldwide Intranet Challenge CEO & Principal Consultant 140+ Projects 80+ Clients 0 Vendor Contracts 1 Global Net- work 400+ Seminar Particip. 250+ Bench- marks
  30. 30. 30 Selected Clients
  31. 31. 31 Let’s continue the Conversation ! Digital Transformation of Work