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Engaging your organisation in an intranet rebuild

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S H A R E P O I N T
CONFERENCES
2 0 1 4
Rebecca Jackson
Intranet Specialist
Melbourne Water bit.ly/1nAJJhK
@_rebeccajackson

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#auspc #nzspc
 Intranet Specialist at Melbourne Water
 Sketchnoter
 Social media and marketing
 Find me on:
 Twitter:...

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#auspc #nzspc
 Overview of our project
 Why bother with engagement
 How you can engage your organisation
 Tips for suc...

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Engaging your organisation in an intranet rebuild

  1. 1. S H A R E P O I N T CONFERENCES 2 0 1 4 Rebecca Jackson Intranet Specialist Melbourne Water bit.ly/1nAJJhK @_rebeccajackson
  2. 2. #auspc #nzspc  Intranet Specialist at Melbourne Water  Sketchnoter  Social media and marketing  Find me on:  Twitter: @_rebeccajackson  Blog: rebeccajacksonblogs.wordpress.com  Yammer group: bit.ly/1nAJJhK
  3. 3. #auspc #nzspc  Overview of our project  Why bother with engagement  How you can engage your organisation  Tips for success
  4. 4. #auspc #nzspc
  5. 5. #auspc #nzspc  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. #auspc #nzspc  Key issues:  Technology end of life  Lack of innovation  Under-resourced and under funded  Ownership/governance confusion  Out of date content
  7. 7. #auspc #nzspc
  8. 8. #auspc #nzspc  Current project: • New platform • Governance • Up-to-date content • Improved usability  Post project: • Collaboration • Social networking • Mobile • Forms
  9. 9. #auspc #nzspc  SharePoint 2013  Launch planned for September 2014
  10. 10. #auspc #nzspc
  11. 11. #auspc #nzspc
  12. 12. #auspc #nzspc
  13. 13. #auspc #nzspc
  14. 14. #auspc #nzspc
  15. 15. #auspc #nzspc Beppie CC BY-NC-SA 2.0 via Flickr
  16. 16. #auspc #nzspc
  17. 17. #auspc #nzspc  It’s their intranet, you need to know what they NEED  Builds initial awareness about the project  Do it through  Focus groups  Surveys  Interviews
  18. 18. #auspc #nzspc  Representation from across the business  Keep updated about the project  Input into key project tasks  Quick access to what the business needs
  19. 19. #auspc #nzspc  Represent your typical intranet users  Basis for design decisions  Quick reference to user perspective  Tool when talking to project stakeholders
  20. 20. #auspc #nzspc Natalie the New Starter Anita the Author Karen the Knowledge Worker Peter the People Manager Austin the Operator
  21. 21. #auspc #nzspc
  22. 22. #auspc #nzspc  Take every opportunity to talk about the project  Show designs and progress  Don’t be afraid about feedback
  23. 23. #auspc #nzspc  Based on clear principles  Users do the work  Card sorting  Tree testing
  24. 24. #auspc #nzspc  Users follow scenarios  Issues are recorded  Where practical, worked into development or the upgrade path
  25. 25. #auspc #nzspc  Project team follows formal scripts  Users do ‘exploratory testing’  They become familiar with the system  Find issues that scripts don’t
  26. 26. #auspc #nzspc
  27. 27. #auspc #nzspc Duncan Hull CC BY 2.0 via Flickr
  28. 28. #auspc #nzspc
  29. 29. #auspc #nzspc LendingMemo.com CC BY 2.0 via Flickr
  30. 30. #auspc #nzspc Mimiandeunice.com
  31. 31. #auspc #nzspc Matt McGee CC BY-ND 2.0 via Flickr
  32. 32. #auspc #nzspc Hyperbole and a half
  33. 33. #auspc #nzspc  It’s their intranet  Supports a solid business case  Early buy-in leads to project success  Different perspectives
  34. 34. #auspc #nzspc  Requirements gathering  Business Representative Group  Personas  Information architecture  Usability testing  User acceptance testing
  35. 35. #auspc #nzspc  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
  36. 36. #auspc #nzspc How you can find me:  Connect zone  Yammer group: bit.ly/1nAJJhK  Twitter: @_rebeccajackson  Blog: rebeccajacksonblogs.wordpress.com/
  37. 37. #auspc #nzspc Thank you to our Australian sponsors
  38. 38. #auspc #nzspc Thank you to our New Zealand sponsors

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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