Planning Your Open Atrium Site

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Open Atrium 2.0 has robust capabilities for managing communications, knowledge, and teams, but planning is essential to building a great Open Atrium site. Understanding the building blocks of how people, content, permissions, and structure work together in Open Atrium is the first step.
This webinar is for people & teams who are considering using Open Atrium to build an intranet, collaboration site, or communication platform for their business. We'll stay out of deep code conversations and focus on achieving your business goals with Open Atrium.

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  • Thank you for this slideshow... it was excellent at distilling the many components of Open Atrium into easily understandable components. We can also tell that someone put a lot of energy into this, and it is the best "point A to point B" description we've found--helpful to folks somewhat new to collaboration systems like OA as well as to folks who have used various other systems in the past.
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Planning Your Open Atrium Site

  1. 1. Planning Your Open Atrium Site November 20, 2013 Thursday, December 12, 13
  2. 2. VP of Strategic Initiatives Email: kborchert@phase2technology.com Karen Borchert Twitter: @openatrium Thursday, December 12, 13
  3. 3. What is Open Atrium? Thursday, December 12, 13
  4. 4. Open Atrium is open source collaboration software used to build intranets, portals, & collaboration platforms for organizations. Thursday, December 12, 13
  5. 5. Features! Thursday, December 12, 13
  6. 6. How Do I Use It? • Open Atrium is an open source distribution of Drupal code. • It is free to download to anyone. (drupal.org/project/openatrium) • Installing the code from Drupal requires technical knowledge and an understanding of Drupal. • Less-technical teams can try out Open Atrium in a hosted environment, like on Pantheon. (getpantheon.com) • A developer team can help you use or customize it. Thursday, December 12, 13
  7. 7. How Can You Use It? Thursday, December 12, 13
  8. 8. Extensible Intranet • Documents • Events • Discussions • Multimedia • Mobile Access • Data Privacy Thursday, December 12, 13
  9. 9. Social Collaboration Platform • Discussions • Custom Dashboards • Multimedia • Events Calendar • Activity Streams • Notifications • Social tools Thursday, December 12, 13
  10. 10. Knowledge Management System • Document Management • Multimedia • Mobile Access • Data Privacy • Identity Management • Workflow • Tags & Taxonomies Thursday, December 12, 13
  11. 11. Learning Management System • Document Management • Course Calendar • Multimedia • Learning Tools • Identity Management • Discussions Thursday, December 12, 13
  12. 12. Engaging Web Portal • Microsites • Events • Discussions • Document Management • Custom Dashboards • Data Privacy • Identity Management Thursday, December 12, 13
  13. 13. How do we start? Thursday, December 12, 13
  14. 14. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the following types of content: Open Atrium 2 Building Blocks DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Thursday, December 12, 13
  15. 15. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. StructuPeople OA lets you build the informa that meets the need of your c TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Thursday, December 12, 13
  16. 16. mmodates anyone from ternet user to collections ur site. PermissioStructureople PUBLIC PRIVATE MIXED-MODE + Control who has access to what c the individual member to multiple users. OA lets you build the information architecture that meets the need of your content. ER P SECTION SUB-SPACE SPACE Thursday, December 12, 13
  17. 17. Open Atrium ships with the foll of content: DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContenPermissionscture PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. nformation architecture your content. N ACE Thursday, December 12, 13
  18. 18. Open Atrium ships with the following types of content: DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER Contentrmissions PUBLIC PRIVATE MIXED-MODE as access to what content from member to multiple groups of Thursday, December 12, 13
  19. 19. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the following types of content: Open Atrium 2 Building Blocks DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Thursday, December 12, 13
  20. 20. Within a sect HTML Pagese C n SUB-SPACE A Case Study Registered users of the ACME INTRANET ACME's HR employees with access to multiple spaces ACME's leadership with access to multiple spaces GROUP GROUPMEMBERS Executives HR Department Works on new policies in a restricted section TEAM Policy WritersEmployees Thursday, December 12, 13
  21. 21. Within a section + SECTION SECTION SECTION HTML Pages Events Discussions SECTION SECTIONSECTION e C n SUB-SPACE SPACESPACE e Re e SUB-SPACE ACME HR Worktracker Registered users of the ACME INTRANET ACME's HR employees with access to multiple spaces ACME's leadership with access to multiple spaces GROUP GROUPMEMBERS Executives HR Department Works on new policies in a restricted section TEAM Policy WritersEmployees + SUB-SPACE Thursday, December 12, 13
  22. 22. Within a section Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the following types of content: + SECTION SECTION SECTION HTML Pages Events Discussions SECTION SECTIONSECTION e C n SUB-SPACE SPACESPACE e Re e SUB-SPACE ACME HR Open Atrium 2 Building Blocks A Case Study DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Worktracker Registered users of the ACME INTRANET ACME's HR employees with access to multiple spaces ACME's leadership with access to multiple spaces GROUP GROUPMEMBERS Executives HR Department Works on new policies in a restricted section TEAM Policy WritersEmployees + SUB-SPACE Find this diagram on Atrium Docs! docs.openatrium.com Thursday, December 12, 13
  23. 23. How do we translate that for our use? Thursday, December 12, 13
  24. 24. There is no single “right way.” Thursday, December 12, 13
  25. 25. Golden Rules: Thou Shall Not... • ...create identical content multiple times. • ...resend the same message or post to multiple places. • ...ask users to si! through irrelevant content. • ...move content to different spaces in order to get approvals. • ...store or post things in the wrong places. Thursday, December 12, 13
  26. 26. A Great Atrium Site Set-Up Will... • Make it easy for users to find content by having enough divisions to keep it organized. • Make it easy for users to put content by not having so many divisions that it is confusing or duplicative. • Reduce irrelevant content for users by setting their memberships and permissions appropriately. • Keep sensitive content private, without limiting public content. Thursday, December 12, 13
  27. 27. Three Ways to Not Go Crazy • Delegate: Do not ask a roomful of 15 people what they think the spaces should be. Choose 1-2 people to gather input and make a decision. • Iterate: Set it up how you think it should go. Test it out. Repeat. • Prototype: Whiteboards, paper, file folders are your friends here. If you’re in the so!ware, turn on Sandbox mode. Thursday, December 12, 13
  28. 28. Let’s Do This. Thursday, December 12, 13
  29. 29. Let’s Build an Intranet! • Corporation with multiple regions and stores. • Corporate-to-store communications & assets • Store-specific & region-specific communications Thursday, December 12, 13
  30. 30. Who, What, Why Thursday, December 12, 13
  31. 31. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  32. 32. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  33. 33. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  34. 34. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  35. 35. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  36. 36. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Thursday, December 12, 13
  37. 37. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Hey look! Users & Groups! Thursday, December 12, 13
  38. 38. Who, What, Why Who Will Use It... To Do What... For What Reason? Employees of Greystone Read Weekly CEO Communication to better understand corporate priorities Top scoring Store Managers from each region Participate in a quality control task force to provide input into a better audit system Regional marketing managers Publish information on all store openings and events to keep employees informed about events in their region Local store employees Discuss local staff concerns, store needs, and ideas to be more operationally efficient Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a secure, centrally located place Hey look! Users & Groups! Spaces & Sections! Thursday, December 12, 13
  39. 39. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. PermissionStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what con the individual member to multiple g users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE All employees of the corporation Local Store Managers Regional Marketing Managers HQ Employees Executive Team Store Opening Committee for Western Region HR Policy Task Force Quality Control Task Force Thursday, December 12, 13
  40. 40. Open Atrium ships with the followi of content: DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructure PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. SECTION SUB-SPACE SPACE Greystone Coffee Intranet North Store 1 Events Calendar QC Docs Staff Discussion Store 2 Store 3 East South West Corporate News Suggestion box Quality Control Audit Docs Rules & Regs QC Task Force Thursday, December 12, 13
  41. 41. Greystone Coffee Intranet North Store 1 Events Calendar QC Docs Staff Discussion Store 2 Store 3 East South West Corporate News Suggestion box Quality Control Audit Docs Rules & Regs QC Task Force Open Atrium ships with the following types of content: DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissions PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the fo of content: Open Atrium 2 Building Blocks DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContenPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium of content: Open Atrium 2 Building Bloc CPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium 2 Building B PermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the following types of content: A Case Study DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Registered users of the ACME's HR employees withACME's leadership with GROUP GROUPMEMBERS Executives HR Department Works on new policies in a TEAM Policy WritersEmployees Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the following types of content: A Case Study DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContentPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Registered users of the ACME's HR employees withACME's leadership with GROUP GROUPMEMBERS Executives HR Department Works on new policies in a TEAM Policy WritersEmployees Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium ships with the f of content: A Case Study DOCUMENTS EVENTS DISCUSSIONS WORKTRACKER ContenPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Registered users of the ACME's HR employees withACME's leadership with GROUP GROUPMEMBERS Executives HR Department Works on new policies in a TEAM Policy WritersEmployees Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium of content: A Case Study CPermissionsStructurePeople PUBLIC PRIVATE MIXED-MODE + Control who has access to what content from the individual member to multiple groups of users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Registered users of the ACME's HR employees withACME's leadership with GROUP GROUPMEMBERS Executives HR Department Works on new polic TEAM Policy WriteEmployees Your OA site accommodates anyone from the anonymous internet user to collections of members on your site. Open Atrium 2 Build PermStructurePeople PUBL PRIVA MIXED + Control who has acc the individual memb users. OA lets you build the information architecture that meets the need of your content. TEAM MEMBER GROUP SECTION SUB-SPACE SPACE Thursday, December 12, 13
  42. 42. Want to Try it Out in Open Atrium? Learn Here! Create Here! Thursday, December 12, 13
  43. 43. Did I do it right? Thursday, December 12, 13
  44. 44. There is no single “right way.” Thursday, December 12, 13
  45. 45. Test It Out • Create users, spaces, and sections according to your plan. • Add content to each of those spaces & sections. • Create content you want all users to see. • Create content you want only a specific group of users to see. • Create content that requires approval for publishing. • Create content for specific projects, spaces, and sections. • Log in as someone else. • Ask yourself some red flag questions. Ready? Thursday, December 12, 13
  46. 46. Am I creating duplicate content or putting the same content in multiple spaces? If so, try making a space specifically for this function or need, and give access to the people from each of those spaces who need it. “ ” Thursday, December 12, 13
  47. 47. Do my users see irrelevant content when they log on? If so, consider subdividing your content, creating a more specific group, or looking at your space memberships to make sure they’re right. “ ” Thursday, December 12, 13
  48. 48. Did I have to move content to a different space to get it approved? If so, your workflow may be off. Consider adjusting your space memberships, or making a different section for content that needs a specific group of people working on it. “ ” Thursday, December 12, 13
  49. 49. Is my post reaching everyone who needs to see it? If not, you may need to change permissions or create a space for that need or collaboration. “ ” Thursday, December 12, 13
  50. 50. Did anyone see this content that wasn’t supposed to? If so, your permissions for your spaces are probably off. Make sure the right groups are members of the space, or create a special team for a specific purpose. “ ” Thursday, December 12, 13
  51. 51. I’m ready!! Thursday, December 12, 13
  52. 52. Now What? • NEW release (2.09) is out today! Find it at: drupal.org/project/openatrium • See more about features at openatrium.com • Try it on Pantheon -- super fast and easy! • Watch videos, read documentation, relive this webinar in all its glory at docs.openatrium.com Thursday, December 12, 13
  53. 53. Wait. I need help. • Phase2 (as well as many other shops) provide professional services around Open Atrium. Like... • a “jumpstart” training to help plan or use an OA site. • a custom implementation of Open Atrium. • a migration from another intranet or old Atrium 1 site. • Visit openatrium.com or email us directly at openatrium@phase2technology.com to talk about what you need and how we might be of help. Thursday, December 12, 13
  54. 54. PHASE2TECHNOLOGY.COM Thursday, December 12, 13

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