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Engaging staff in your intranet rebuild (Ark Intranets Strategy and Design)

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Engaging staff in your intranet rebuild
Rebecca Jackson
Social Media Manager, Melbourne Water
@_rebeccajackson #intranetsa...

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The bit about me
• Social Media Manager at Melbourne Water
• Business lead for the Intranet Redevelopment
• Sometime sketc...

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Agenda
• Overview of our project
• Why bother with engagement
• How you can engage your organisation
• Tips for success

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Engaging staff in your intranet rebuild (Ark Intranets Strategy and Design)

- A look at Melbourne Water’s new SharePoint 2013 intranet
- Why engagement is important to your project
- A brief overview of tools and techniques to engage your staff in the intranet build
- Tips for success

- A look at Melbourne Water’s new SharePoint 2013 intranet
- Why engagement is important to your project
- A brief overview of tools and techniques to engage your staff in the intranet build
- Tips for success

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Engaging staff in your intranet rebuild (Ark Intranets Strategy and Design)

  1. 1. Engaging staff in your intranet rebuild Rebecca Jackson Social Media Manager, Melbourne Water @_rebeccajackson #intranetsaus
  2. 2. The bit about me • Social Media Manager at Melbourne Water • Business lead for the Intranet Redevelopment • Sometime sketcher • Find me on: – Twitter: @_rebeccajackson – Blog: rebeccajacksonblogs.wordpress.com – www.linkedin.com/in/rebeccajljackson
  3. 3. Agenda • Overview of our project • Why bother with engagement • How you can engage your organisation • Tips for success
  4. 4. Overview of our project
  5. 5. Melbourne Water • Victorian government owned • 850-2500 staff • $9.4 billion in assets • Looks after – water supply catchments – removal / treatment of sewage – rivers, creeks, major drainage
  6. 6. The old intranet • Key issues: – Technology end of life – Lack of innovation – Under-resourced and under funded – Ownership/governance confusion – Out of date content
  7. 7. The roadmap • Project: • New platform • Governance • Up-to-date content • Improved usability • Post project: • Collaboration • Social networking • Mobile • Forms
  8. 8. The new intranet • SharePoint 2013 • Launched in December 2014
  9. 9. Why bother with engagement
  10. 10. It’s their intranet
  11. 11. Supports a solid business case
  12. 12. Early buy-in leads to project success
  13. 13. Different perspectives Beppie CC BY-NC-SA 2.0 via Flickr
  14. 14. How you can engage your organisation
  15. 15. Requirements gathering • It’s their intranet, you need to know what they NEED • Builds initial awareness about the project • Do it through – Focus groups – Surveys – Interviews
  16. 16. Business Representative Group • Representation from across the business • Keep updated about the project • Input into key project tasks • Quick access to what the business needs
  17. 17. Personas • Represent your typical intranet users • Basis for design decisions • Quick reference to user perspective • Tool when talking to project stakeholders
  18. 18. Personas Natalie the New Starter Anita the Author Karen the Knowledge Worker Peter the People Manager Austin the Operator
  19. 19. Show and tell sessions • Take every opportunity to talk about the project • Show designs and progress • Don’t be afraid about feedback
  20. 20. Information Architecture • Based on clear principles • Users do the work – Card sorting – Tree testing
  21. 21. Usability testing • Users follow scenarios • Issues are recorded • Where practical, worked into development or the upgrade path
  22. 22. User acceptance testing • Project team follows formal scripts • Users do ‘exploratory testing’ • They become familiar with the system • Find issues that scripts don’t
  23. 23. Tips for success
  24. 24. Ask what they need not what they want Duncan Hull CC BY 2.0 via Flickr
  25. 25. Involve early, and throughout
  26. 26. Budget for design activities LendingMemo.com CC BY 2.0 via Flickr
  27. 27. Be clear on expectations Mimiandeunice.com
  28. 28. Treats go a long way Matt McGee CC BY-ND 2.0 via Flickr
  29. 29. Make it fun Hyperbole and a half
  30. 30. Recap – Why bother with engagement • It’s their intranet • Supports a solid business case • Early buy-in leads to project success • Different perspectives
  31. 31. Recap – How to engage • Requirements gathering • Business Representative Group • Personas • Information architecture • Usability testing • User acceptance testing
  32. 32. Recap – Tips for success • Ask what they need… not what they want • Involve early and throughout • Budget for design activities • Be clear on expectations • Treats go a long way • Make it fun
  33. 33. Thank you for listening • Twitter: @_rebeccajackson • LinkedIn: www.linkedin.com/in/rebeccajljackson • Blog: rebeccajacksonblogs.wordpress.com

Editor's Notes

  • Primary reason we build, redevelop and improve on intranets is for staff.
    Intranets support business processes, bring staff together, make their jobs easier (ref essential intranets).
    An intranet built without engaging staff, might have a purpose but is unlikely to serve core staff needs.
  • One of the hardest tasks with an intranet build or redevelopment is the business case, getting the funding.
    Starting with user research can help to identify areas of quick win or big bang for buck.
    Finding where efficiencies can be gained, what peoples issues are, is the starting point for your project.
    Compelling evidence and strong figures will speak to senior executives and assist in getting the resources required to build or improve.
  • While doing a huge unveiling of the intranet and surprising staff with a dazzling new system might sound great for marketing, from a change management perspective it’s a big risk.
    By involving people in the project early
  • A project team can get a bit of project tunnel vision
  • If not for professionals, ensure time/resources to DIY
  • If you are asking people for their time, you need to be clear exactly what you need them for.
    You should also be really clear what you DON’T need them for.
  • Feed them and they will come
  • Meme of the day
    Chicken chilli zilla
  • Feel free to jump into the Yammer group to ask questions
    Don’t forget to fill out the conference feedback form

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