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Robust Intranet/Digital Workplace Navigation

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This the presentation I gave at Congres Intranet in Utrecht on March 22, 2016. How to make a robust intranet navigation for your intranet or digital workplace. You need a strategy and target groups for your intranet/digital workplace before you can find the tasks. And when you have found the tasks you need to prioritize them and based on the most important tasks you find your topnavigation. And then you test your topnavigation based on the most important tasks.

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Robust Intranet/Digital Workplace Navigation

  1. 1. @KurtKragh @IntraTeam www.IntraTeam.com INTRANET/DIGITAL WORKSPLACE NAVIGATION KURT KRAGH SØRENSEN INTRATEAM A/S
  2. 2. @KurtKragh @IntraTeam www.IntraTeam.com KURT KRAGH SØRENSEN • Worked with intranets since 2000 • Facilitated Community of Practice groups since 2002 • Benchmarked intranets since 2005 • International conference about intranet since 2006 • @KurtKragh • @IntraTeam
  3. 3. @KurtKragh @IntraTeam www.IntraTeam.com ABOUT INTRATEAM • 200 members of our 20 communities of practice in Denmark and Sweden – Primarily focused on intranet and the digital workplace • 2,600+ profiles on our online community www.IntraTeam.com • Community about optimizing the intranet and the digital workplace • @IntraTeam 5,000+ followers • IntraTeam Event Copenhagen
  4. 4. @KurtKragh @IntraTeam www.IntraTeam.com AGENDA • Introduction and your challenges • Strategy and goals • Target groups • Find your colleagues’ tasks • Shortlisting • Prioritize the tasks • Find the top level navigation • Test it
  5. 5. @KurtKragh @IntraTeam www.IntraTeam.com ABOUT YOU? • Communication? • Consultant? • Responsible for your intranet? • Responsible for findability/navigation? • Responsible for collaboration? • Relaunching your intranet • Can your colleagues find what they are looking for on your intranet?
  6. 6. @KurtKragh @IntraTeam www.IntraTeam.com CHALLENGES • Too many want their project, product or department in the top navigation or on the homepage • Not many can find what they are looking for in the organizationally focused navigation • Hard to satisfy everybody • Some understand the menu; others don’t • Hard to prioritize • IT and/or technical vendor don’t see the problem
  7. 7. @KurtKragh @IntraTeam www.IntraTeam.com Where are: •Products/Services? •News? •Minutes from the last meeting? •Projects? •Competitions in the top level menu? Home Knowledge Information Employee Reports Competitions
  8. 8. @KurtKragh @IntraTeam www.IntraTeam.com ANOTHER EXAMPLE New menu
  9. 9. @KurtKragh @IntraTeam www.IntraTeam.com HOW DID YOU FIND YOUR NAVIGATION? •Workshop with the vendor one or two days? •You or a small team made your navigation? •Involved a lot of people?
  10. 10. BILLEDE AF STRATEGI Strategy
  11. 11. @KurtKragh @IntraTeam www.IntraTeam.com Internal communication and sharing knowledge are tools - and not goals! - that the CEO will give much attention!
  12. 12. @KurtKragh @IntraTeam www.IntraTeam.com Goals for your intranet
  13. 13. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Sell more
  14. 14. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Save Money
  15. 15. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Beat the Competition
  16. 16. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Innovation
  17. 17. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Attract and Keep
  18. 18. @KurtKragh @IntraTeam www.IntraTeam.com Help your CEO to implement his strategy
  19. 19. @KurtKragh @IntraTeam www.IntraTeam.com WHAT WHAT TASKS SHOULD YOU INCLUDE?
  20. 20. @KurtKragh @IntraTeam www.IntraTeam.com Communication
  21. 21. @KurtKragh @IntraTeam www.IntraTeam.com Document management
  22. 22. @KurtKragh @IntraTeam www.IntraTeam.com Collaboration
  23. 23. @KurtKragh @IntraTeam www.IntraTeam.com Process Optimization
  24. 24. @KurtKragh @IntraTeam www.IntraTeam.com E-learning
  25. 25. @KurtKragh @IntraTeam www.IntraTeam.com Culture
  26. 26. @KurtKragh @IntraTeam www.IntraTeam.com TARGET GROUPS Which target groups do you have for your intranet?
  27. 27. @KurtKragh @IntraTeam www.IntraTeam.com
  28. 28. @KurtKragh @IntraTeam www.IntraTeam.com
  29. 29. @KurtKragh @IntraTeam www.IntraTeam.com
  30. 30. @KurtKragh @IntraTeam www.IntraTeam.com
  31. 31. Find ALL the tasks
  32. 32. @KurtKragh @IntraTeam www.IntraTeam.com WHERE DO YOU FIND THE TASKS? • Business strategy • Stakeholder interviews • Workplace observations • Existing intranet • Top search results • Most visited pages • Other intranets • Relevant medias (personnel magazine/Notice boards) • Employee feedback/research
  33. 33. @KurtKragh @IntraTeam www.IntraTeam.com IMPORTANT •Include every department, location, business unit etc. •Influential employees •Trouble makers •C-level •Managers
  34. 34. @KurtKragh @IntraTeam www.IntraTeam.com MANAGING THE LONG LIST
  35. 35. @KurtKragh @IntraTeam www.IntraTeam.com SHORTLISTING
  36. 36. @KurtKragh @IntraTeam www.IntraTeam.com “Just get rid of the crappy stuff and focus on the good stuff.”
  37. 37. @KurtKragh @IntraTeam www.IntraTeam.com NOT TOO HIGH IN THE STRUCTURE •People •HR •IT •Global
  38. 38. @KurtKragh @IntraTeam www.IntraTeam.com NOT TOO LOW EITHER •Product X manual •Parental leave
  39. 39. @KurtKragh @IntraTeam www.IntraTeam.com NO BRANDS
  40. 40. @KurtKragh @IntraTeam www.IntraTeam.com NO INTERNAL LANGUAGE •Dealer locator •BBC Fleet
  41. 41. @KurtKragh @IntraTeam www.IntraTeam.com NO DEMOGRAPHICS •Headoffice •Business Units
  42. 42. @KurtKragh @IntraTeam www.IntraTeam.com NO FORMATS •PDF •Word document •Excel spreadsheet •PowerPoint •Video
  43. 43. @KurtKragh @IntraTeam www.IntraTeam.com NO DUPLICATES • Forum • Discussion • Product Description • Product Facts
  44. 44. @KurtKragh @IntraTeam www.IntraTeam.com EXCEPTIONS
  45. 45. @KurtKragh @IntraTeam www.IntraTeam.com NO ABBREVIATIONS •TLA •OMG •TGIF
  46. 46. @KurtKragh @IntraTeam www.IntraTeam.com NO VERBS •Organize Leave -> Leave •Manage Benefits -> Benefits •Access Training -> Training •Resolve an Issue -> Issues •Search Jobs -> Jobs
  47. 47. @KurtKragh @IntraTeam www.IntraTeam.com AVOID REPETITION •Organization charts •Organization facts and figures •Organization history •Organization magazines •Organization news
  48. 48. @KurtKragh @IntraTeam www.IntraTeam.com COMPLETE •Make sure you get tasks from • Every department, location, business unit etc. • Influential employees • Trouble makers • C-level • Managers
  49. 49. @KurtKragh @IntraTeam www.IntraTeam.com ONE AT A TIME •Marketing material & tools •News & Events
  50. 50. @KurtKragh @IntraTeam www.IntraTeam.com SHORT •Max. 7 words / 55 characters
  51. 51. @KurtKragh @IntraTeam www.IntraTeam.com ELIMINATE DUPLICATES
  52. 52. Final Shortlist Checklist
  53. 53. @KurtKragh @IntraTeam www.IntraTeam.com CLEAR AND PRECISE • Not too high • Not too low • No brands • No internal terms • No demographics • No formats • No abbreviations • No verbs
  54. 54. @KurtKragh @IntraTeam www.IntraTeam.com CLEAR AND PRECISE (CONTINUED) •No repetitions •Complete •One at a time •Max. 7 words / 55 characters •No duplicates
  55. 55. @KurtKragh @IntraTeam www.IntraTeam.com SURVEY •Representative share from each target group answer the survey
  56. 56. @KurtKragh @IntraTeam www.IntraTeam.com DANISH DAIRY COMPANY 1.Long list 265 2.Short list 70
  57. 57. @KurtKragh @IntraTeam www.IntraTeam.com EXERCISE • Please look at the list and choose the top FIVE most useful tasks for you on your intranet Give a score of 5 to the most important, 4 to the next most important, then 3, 2, 1. • Please give only one score of 5, one 4, one 3, one 2, and one 1. Leave the rest blank. • Note: The list has been ordered alphabetically to make it easier to review. Be careful not to be unduly influenced by words that are near the top of the list.
  58. 58. @KurtKragh @IntraTeam www.IntraTeam.com COMPARISON
  59. 59. @KurtKragh @IntraTeam www.IntraTeam.com Top 5 tasks always gets more than 25% of the votes. 70% of the least voted tasks gets less than 3% of the votes.
  60. 60. @KurtKragh @IntraTeam www.IntraTeam.com HOW TO FIND THE TOP NAVIGATION
  61. 61. @KurtKragh @IntraTeam www.IntraTeam.com OPTIMAL SORT – OPTIMAL WORKSHOP HOW TO FIND THE TOP NAVIGATION Optimal Workshop
  62. 62. @KurtKragh @IntraTeam www.IntraTeam.com
  63. 63. @KurtKragh @IntraTeam www.IntraTeam.com
  64. 64. @KurtKragh @IntraTeam www.IntraTeam.com
  65. 65. @KurtKragh @IntraTeam www.IntraTeam.com
  66. 66. @KurtKragh @IntraTeam www.IntraTeam.com
  67. 67. @KurtKragh @IntraTeam www.IntraTeam.com
  68. 68. @KurtKragh @IntraTeam www.IntraTeam.com
  69. 69. @KurtKragh @IntraTeam www.IntraTeam.com
  70. 70. @KurtKragh @IntraTeam www.IntraTeam.com
  71. 71. @KurtKragh @IntraTeam www.IntraTeam.com
  72. 72. @KurtKragh @IntraTeam www.IntraTeam.com How to test your navigation TESTING
  73. 73. @KurtKragh @IntraTeam www.IntraTeam.com TREEJACK OPTIMAL WORKSHOP How to test your navigation Optimal Workshop
  74. 74. @KurtKragh @IntraTeam www.IntraTeam.com
  75. 75. @KurtKragh @IntraTeam www.IntraTeam.com
  76. 76. @KurtKragh @IntraTeam www.IntraTeam.com
  77. 77. @KurtKragh @IntraTeam www.IntraTeam.com
  78. 78. @KurtKragh @IntraTeam www.IntraTeam.com
  79. 79. @KurtKragh @IntraTeam www.IntraTeam.com
  80. 80. @KurtKragh @IntraTeam www.IntraTeam.com
  81. 81. @KurtKragh @IntraTeam www.IntraTeam.com
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  84. 84. @KurtKragh @IntraTeam www.IntraTeam.com
  85. 85. @KurtKragh @IntraTeam www.IntraTeam.com
  86. 86. @KurtKragh @IntraTeam www.IntraTeam.com
  87. 87. @KurtKragh @IntraTeam www.IntraTeam.com RECAP • Strategy and goals • Target groups • Find your colleagues’ tasks • Shortlisting • Prioritize the tasks • Find the top level navigation • Test it
  88. 88. @KurtKragh @IntraTeam www.IntraTeam.com
  89. 89. Thank you for your patience Kurt@IntraTeam.dk +45 4018 1655 @KurtKragh @IntraTeam

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