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Intranet Governance

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Intranet Governance

  1. 1. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Intranet Governance Toby Ward, CEO, Prescient Digital Media
  2. 2. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Governance Defines the ownership and management model. • Management team • Roles & responsibilities • Decision making process • Policies & standards
  3. 3. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Highly effective intranets
  4. 4. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution World Leading Intranet Experts • 14 years of profitable history • Dozens of Fortune 500 Clients • World-Renowned Thought Leaders • 200+ intranet projects • First to define & study “social intranet”
  5. 5. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Select clients
  6. 6. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution @Intranet2 Twitter hashtag
  7. 7. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Poll
  8. 8. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Detailed governance model?
  9. 9. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Think about… • Who owns the intranet? • Does everyone know who the owner is? • Does the owner have real intranet authority? • Do other groups want ownership?
  10. 10. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Typical intranet • No senior champion • Middle managers in communications and IT • Limited budget and power • No plan or vision • Silos & sprawl lead to user frustration & waste • Conflict ensues • Stalls – often for years
  11. 11. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution C-level Power C-level champion
  12. 12. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution The champion • C-level executive • The champion should have power and influence • Understands the value of the website & the potential • Needs to be involved, but not on a day-to-day basis • Only attend an occasional meeting
  13. 13. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Talk the talk • What does your organization value? • Success is more than dollars – Customer / employee satisfaction – User productivity – Awareness / Message retention • ROI is more than just hard cost savings – Productivity benefits – Time to market
  14. 14. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Walk the walk Talk the talk
  15. 15. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution First ever intranet methodology
  16. 16. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Deliver the plans & design
  17. 17. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Intranet Planning Pyramid © 2011 – 2015 Prescient Digital Media Vision Mission Objectives Goals (KPIs) Functions (Applications) User Tasks (Behavior) Scope Detail Strategic Planning
  18. 18. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution The whole business • The intranet is not just a tool – it represents the whole business • Silos kill – no group can operate in isolation • Employees demand consistency – Consistent message – Consistent navigation – Consistent interface
  19. 19. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Governance Models • Decentralized (most common in larger orgs.) • No single owner • Driven by policies and guidelines • Organic growth, often leads to site sprawl • Centralized (more common in small orgs.) • Single owner (usually department) • Bureaucratic • Highly controlled
  20. 20. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Governance Models • Collaborative / Federated • Executive champion • Steering Committee / Council • Decentralized content ownership; centralized platform • Centralized Hybrid • Single owner (usually department) • Bureaucratic • Highly controlled
  21. 21. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Collaborative Governance (Healthcare) Editor-in-Chief (Director of Communications) Editorial Committee (Content Owners) Communications Committee Development Committee Finance Hospital TBD • Planned Giving • Annual Fundraising • Major Giving • Operations Hospital Communications Technical • Depts Content Authors • Depts Internet Council (Internal & External Participation)
  22. 22. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Case Study: Collaborative/Federated
  23. 23. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  24. 24. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution 24Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Centralized Hybrid
  25. 25. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution 25Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  26. 26. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution NCR Governance Intranet Team Responsibilities Role Responsibilities Corporate Core Team Provide governance and program management Online Content Managers Oversee the daily running of the intranet and activities such as: • Publish approvals (where required) • Upload corporate collateral • Train and support content owners Content Owners • Update content and ensure consistency • Can delegate some part of the updates or changes to other members of the team/department by making them editors
  27. 27. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Content Management System
  28. 28. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Case study: Hybrid, centralized
  29. 29. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution 29Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Content Area Owners Editor in Chief Intranet Advisory Council Intranet OwnerIT Support Government Services DiversityHealthcare Services/ Laundry Finance Education Market Corporate Services Key Geographies Co-Champions Steering Committee HR Supply Management Marketing Law IS&T Communications Centralized, Hybrid Content Contributors
  30. 30. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Sample structure – Centralized Hybrid • Champions: Chief Operating Officer, CIO • Owner: SVP, Internal Communications • Steering Committee: – Representation from: IT, HR, Internal Communications, Europe, USA, UK – Members must be representative of the global organization • Editor-in-Chief: Employee Communications
  31. 31. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Day-to-day Management • Home page, corporate content & news owned by Editor-In-Chief • Training of the content owners done by IT • Content owners adhere to standardization policy and ensure their content is: – Up to date – Written in web format – Appropriate for their target audience
  32. 32. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Champions • Champions will participate in: – Supporting owner and committee – Representing intranet to senior executive – Source of funding – Trouble-shooting and conflict resolution
  33. 33. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Owner • Maintains the intranet vision & mandate • Manages policy development • Approves project prioritization • Monitors performance against objectives • Allocates resources and budgets
  34. 34. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Intranet Steering Committee • Chaired by Intranet Owner • Includes HR, IT, Comms, and sometimes divisional representatives • Brings insight from the whole organization • Discusses policy, evolution of site and drives future enhancements • Provides input, reviews and signs off on plans & policies • Troubleshooting
  35. 35. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Policies & Standards
  36. 36. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Standards & Policies Explicitly defined and documented standards & polices are a CRITICAL NECESSITY to... • create a uniform user experience • protect and secure information and intellectual property • contain sprawl and reduce associated costs • ensure accuracy and consistency of content
  37. 37. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Policies • Editorial policy defining: – Content types: front-page news vs. static content – How content is developed, formatted, presented – Limitations on technical and graphic elements – Roles and responsibilities of publishers, editor etc. • Standardization Policy – Compliance details for platform, templates and style guide • Email Usage Guidelines & Policy
  38. 38. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Taxonomy • Editor-in-Chief to implement a complete corporate taxonomy guided by business and function need for: – storing, cataloguing and ‘tagging’ content • A taxonomy ‘rule book’ in tandem with a new Content Management System will ensure effective meta tagging and content categorization by all publishers
  39. 39. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution SharePoint considerations
  40. 40. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution SharePoint Adoption 70%Aprx. Adoption in Med-Large size Organizations 55% For social media 20% To power main intranet or portal
  41. 41. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Sprawl
  42. 42. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution BT SharePoint Collaboration Source: Richard Dennison, BT
  43. 43. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution BT SharePoint Collaboration Source: Richard Dennison, BT
  44. 44. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  45. 45. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution 1. Request a Team Site 2. Learn “When” & “What” to use a team site for 3. Read the Quick Reference Guide 4. Review the Team Site user guidelines 5. Checklist for establishing a new site 6. Enroll in a Team Site workshop 7. Watch a Team Site video tutorial 8. Follow a Team Site user tour Transfield Team Sites Source: Intranet Innovation Awards / Transfield Services, Step Two
  46. 46. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Third-Party Applications for SharePoint 57%Have augmented SP 2010 with additional products such as Jive, AvePoint, Nintex, etc Gartner, “SharePoint Adoption,” 2011
  47. 47. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  48. 48. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  49. 49. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Poll
  50. 50. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Topic for the next webinar?
  51. 51. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Next webinar Intranet Case Study May 23, 12:30 EST
  52. 52. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Intranet Insight > PrescientDigital.com
  53. 53. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
  54. 54. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution www.IntranetGlobalForum.com
  55. 55. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Questions?
  56. 56. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Q & A
  57. 57. Strictly Confidential © 2015 Prescient Digital Media Not For Distribution toby@prescientdigital.com www.PrescientDigitalMedia.com www.IntranetBlog.com 416.986.2226 @tobyward Toby Ward

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