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Changing HR Portals to People Portals: Energize, Engage and Enable Your Employees

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My presentation from the Interact Intranet Conference 2013. Presented on 25 September 2013.

Published in: Business, Technology
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Changing HR Portals to People Portals: Energize, Engage and Enable Your Employees

  1. 1. FROM HR PORTAL TO PEOPLE PORTAL ENABLE ENGAGE ENERGIZE Elizabeth Lupfer @socialworkplace
  2. 2. OUCH! WHY PEOPLE PORTALS ARE IMPORTANT IN THE UK
  3. 3. THINK OF YOUR INTRANET AS… • People working with people. • Serving the needs of employees, but also to increase their productivity • A place to build behavior and then create workflows around them • A teacher of new skills and developer of existing ones TEAM PLAYER TIME MACHINE CONDUCTOR OF CULTURE SCHOOL OF NEW SKILLS
  4. 4. NO OWNERSHIP = HOT MESS • 74% identified ‘content management’ – the creation, publishing and management of content on the intranet - as the top intranet management issue. • Insufficient control and ownership’ of the intranet was cited by 46% of managers • 43% of respondents cite politics as the top issue MARKETING IT CORP COMM HR
  5. 5. PORTAL MANAGEMENT Getting the whole company to collaborate is crucial. PRO No one owner and promotes maximum freedom for content owners and publishers CON Mish-mash of sites with little or no standards Increasing amount of resources to create and maintain PRO Single ownership consolidated in a single department Highly controlled, regulated and bureaucratic CON Not as responsive to the needs of stakeholders and content owners Highly restricts creative freedom and ingenuity PRO Representation of all major functional stakeholders A collaborative team governs the application of policies, standards and templates CON Not as effective if there is no executive sponsor “The Politics of Intranet Ownership” Prescient Digital CENTRALIZEDDECENTRALIZED COLLABORATIVE
  6. 6. A PEOPLE PORTAL INTERACTIVE RELEVANT ACCESSIBLE
  7. 7. A PEOPLE PORTAL Integrated Distinctive Customized RELEVANT
  8. 8. Employees are the cogs around which the gears of business turn. If the portal isn’t relevant to their experiences, then the portal fails, the messaging falls flat, and the business suffers overall. The key to making an intranet relevant to employees is by assessing the employee lifecycle. Employees have different needs and differing levels of engagement based on where they within the lifecycle.
  9. 9. WHAT CAN BE INTEGRATED IN THE LIFECYCLE • Information dissemination • Information collection • HR transactions • Training / Learning • Feedback gathering • Community building • Performance management • Recruiting • Compensation
  10. 10. CONTENT DISORGANIZATION Having a baby money work/lif e health forms When you don’t leverage the employee lifecycle, content can easily become disorganized. For example, assume you have four content areas on your intranet (money, work/life, forms and health) and information on having a baby is distributed within each of these different areas. The disorganization of this content creates a confusing employee experience… they don’t know where content is … they just know they’re having a baby.
  11. 11. PEOPLE-ORIENTED CONTENT ORGANIZATION Having a baby money Work/li fe health forms Organizing content based on the employee lifecycle means you recognize the employee need first (having a baby) and then organize the content second.
  12. 12. DISTINCTIVE AND CUSTOMIZED EMPLOYEES UNDERSTAND THEIR CONNECTION TO THE BUSINESS AND TO EACH OTHER NEEDS OF THE BUSINESS ARE MET AT THE SAME TIME THE NEEDS OF EMPLOYEES ARE INSTANT ACCESS TO RELEVANT TRANSACTIONAL DATA FROM ACROSS HR AND BUSINESS APPLICATIONS INTERACTIONS ARE MORE CONSISTENT – CONTENT IS STANDARDIZED CONNECT WITH REAL WORK GOALS AND PROCESSES CONNECT WITH IMPROVING PERFORMANCE
  13. 13. A PEOPLE PORTAL INTERACTIVE Collaborate Amplify
  14. 14. Lifecycle Base Opportunity Role ATTRACTION Brand tracking, conversation, observation Conductor RECRUITING Peer to Peer Recruitment Use your own employees as brand advocates and give potential hires a unique perspective into the culture of the area of the company they are thinking of joining. Team Player ONBOARD Role Specific Wikis Allow new hires and long time employees to contribute tips to help others through the process – sharing tacit knowledge on how to be successful in a new role. School of New Skills ENABLEMENT Learning Communities Extend virtual classrooms beyond the course time by allowing employees to connect before and after the course. School of New Skills GROWTH Idea Generation, Group Think & Innovation Connect employees on similar development plans so they can encourage and support one another. School of New Skills RETENTION Social Recognition Keeping employees motivated through peer-to-peer acknowledgement & recognition by featuring employee profiles. Give employees a way to track how their actions impact overall company performance and helps them meet their own objectives. Conductor of Culture SEPARATION Alumni Communities Keep in touch with your employees. You never know when you might want to bring them back. Team Player
  15. 15. Crowd-sourced Job aids and Video tutorials of common HR transactions. Allow employees to contribute to job aids for their own roles. Video tutorials will help employees navigate through HR transactions and reduce the number of “help” calls to HR. Virtual agent and Interactive FAQ. Enable employees find answers themselves by compiling the questions frequently asked into in a searchable portal or knowledge base. Interactive training/learning. No more training manuals and Powerpoints. Instead, make courses engaging through the use of interactive slideshows, quizzes, gamification, and videos. Employee-generated keyword tagging and Auto Suggest Search. #1 complaint of any portal is the inability to find content. In blogger style, introduce functionality that allows employees to “tag” content. Page rating, Like and Sharing. Enable content sharing while also getting data on how well employees like the content found on a page. FIVE AWESOME WAYS to Immediately Interact with Employees
  16. 16. DISTINCTIVE Time Sensitive To Do’s feed from HR systems STREAMLINED Virtual Agent Help and Knowledge base DISTINCTIVE Info distinct to employee role as well as policies. CUSTOMIZED CONTENT Interactive calendar, tasks and important information STREAMLINED Real time access to vacation and leave status CUSTOMIZED CONTROL Ability to display widgets that are important to the individual employee
  17. 17. EMPLOYEE PROFILE Profile navigation: • Employee info • Skills • Location • Awards / Recognition • Social Activity • Blog posts gamification Social recognition Social activity Learning and Development
  18. 18. A PEOPLE PORTAL ACCESSIBLE Telework Mobility
  19. 19. WORKING WITHOUT WALLS • The job performance either exceeds or remains on par with that of workers in a traditional workplace. • Allows for optimal use of technological advances • Extranet FLEXIBILITY PRODUCTIVITY GREEN BALANCE
  20. 20. MOBILITY AT WORK • Anytime, Anywhere • Instant Access • Mobile web or Mobile apps – depends on whether your infrastructure supports transactions on mobile devices • Bring Your Own Device (BYOD) or Company- Enabled, Personally Owned (COPE) EMPLOYEE DIRECTORY INTERNAL COMMS TIME REPORTING LEARNING
  21. 21. ENABLEMENTRELEVANT INTERACTIVE ACCESSIBLE ENGAGEMENT PRODUCTIVITY STRATEGY OUTCOMES 22 PERCENT INCREASE IN PRODUCTIVITY (87% PROFITABILITY) 18 PERCENT IMPROVEMENT IN EMPLOYEE ENGAGEMENT Y/Y WHEN USING SOCIAL TECHNOLOGIES 80 PERCENT OF ORGANIZATIONS WHO HAVE WORKPLACE MOBILITY HAVE ALREADY SEEN BENEFITS
  22. 22. FINAL THOUGHTS 1. Assess the current temperature of your employees and organization -- employee sentiment 2. Think about how your social intranet can make an employee’s job easier. 3. Focus on the solution not the system. 4. Choose technologies that will evolve with your changing business needs.
  23. 23. ORGANIZATIONAL NEEDS AND EMPLOYEE NEEDS ARE COMPLEMENTARY GOALS. AND A PEOPLE PORTAL BRINGS THESE TWO TOGETHER THROUGH AN ENERGIZED, ENABLED AND ENGAGING EXPERIENCE. ENABLE ENGAGE ENERGIZE

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