Intranet 2.0 School: How to Build the Essential Staff Intranet for Your Library<br />Chris Evjy and Nina McHale<br />Color...
Introduction<br />
The Problem with Email<br />http://theoatmeal.com/comics/email<br />
Why do “traditional” intranets fail?<br />They’re not easy/intuitive to use<br />They’re not integrated well into daily wo...
Intranets 2.0?<br />Web 2.0 tools have the potential to help overcome these hurdles<br />Platforms are simpler to use (i.e...
Evjy/McHale Intranet Continuum<br />
Environmental Scan<br />
Gathering Input: User Survey <br />What do you like about our current intranet?<br />Or: if we had one, what would you lik...
Auraria Survey Example, 1 of 2<br />Questions 1 and 2 asked respondents to view two academic library intranets and rate:<b...
Auraria Survey Example, 2 of 2<br />If provided, which of the following would you use?<br />Internal news, warnings/alerts...
Other Information Gathering Methods<br />Observe your colleagues at work (with permission)<br />What tools to they use?<br...
Project planning<br />http://www.flickr.com/photos/jazzmasterson/2738790/<br />
Framing the Project<br />Who will do the work?<br />What software/platform will be used?<br />What types of content will w...
Who Will Do the Work?<br />Do you have web skills in-house?<br />Does that person/those people have time to take on a very...
Where Will This New Creation Live?<br />Where is your web server currently?<br />Do you have a high enough level of access...
What Software/Platform Will Be Used?<br />Blogs<br />Blogger<br />WordPress<br />Wikis<br />PBWorks<br />MediaWiki<br />Co...
What content areas to include?<br />People<br />Documents/Documentation<br />Communication venues<br />Professional resour...
People<br />Personal profiles<br />Professional details<br />Personal details (fun & optional)<br />Photos arranged in gal...
Documents/Documentation<br />Minutes, policies, forms?<br />Conference reports? Presentations given to the library? Profes...
Pic Break<br />http://www.igougo.com/photos/journal/132x132/Carmax_LA%20-%2042.jpg<br />
Communication Venues<br />Admin/Management  Staff<br />Blogs<br />Staff  Admin/Management<br />Forums<br />Staff  Staff...
Professional Resources<br />RSS feeds from publications<br />LISNews<br />LibraryJournal feeds, etc.<br />RSS feed from LE...
Increased buy-in = more complete adoption	<br />Identify expert users within different workgroups<br />Survey – people lov...
Sample project goals, BPL<br />Facilitate communication between staff members, departments & branches and contribute to th...
Auraria Project Planning<br />In 2006, Intranet Redesign Task Group was formed<br />Survey conducted revealed great dissat...
Implementation<br />http://www.flickr.com/photos/scottrettberg/1596702/<br />
Migrating Content<br />What can be moved as-is?<br />very little…<br />What needs revision?<br />and by whom?<br />what is...
Usability Observations<br />“As easy as a light switch.”<br />Looking over users’ shoulders<br />Task focused<br />Streaml...
Drupal (Boulder) vs. MediaWiki (Auraria)<br />Open Source/Free<br />Fully customizable<br />Steep backend learning curve<b...
Our fav<br />=<br />
Drupal issooooooperfect forIntranets<br />
Blogs, Wikis, Commentsand Web 2.0 goodness<br />
Forums & Notifications<br />
Content Profile & Views<br />
LDAP Integration<br />
Finder & Birthdays<br />
Node Reference & Taxonomy<br />
Work in progress…<br />
Aggregator & Feeds<br />RSS<br />
Organic Groups &<br />Organic Groups Taxonomy<br />
Work in progress…<br />
FAQ & Taxonomy<br />
Roll-out<br />http://www.flickr.com/photos/axlefoley/4001306346/<br />
Roll-out <br />Launch Beta site<br />Training<br />Group training (workshops)<br />Training tree<br />Screencasts (point-o...
Auraria Roll-out Examples<br />Adoption by Shared Leadership Team<br />Minutes procedures (documentation page)<br />Group ...
Minutes Best Practices<br />
Assessment<br />http://www.flickr.com/photos/traductioninfidele/50939641/<br />
Assessment<br />User Satisfaction<br />Usability isn’t just for the library’s home page<br />Re-administer survey<br />Ind...
Boulder Examples<br />Not there yet.<br />
Auraria Assessment 2010<br />Email poll: what should be on the intranet’s home page?<br />Survey responses to four questio...
Email Poll<br />
Survey Responses, 1 of 2<br />
Survey Responses, 2 of 2<br />
Survey Results: What’s Good<br />Uses network login<br />Easy to create, edit, and store content<br />Freedom and flexibil...
Survey Results: What Could be Better<br />Login clunky (even though it’s network)<br />Formatting wiki pages<br />Navigati...
Auraria Wiki Stats<br />
Intranets Issue of Journal of Web Librarianship<br />
Questions? Comments?<br />Chris Evjy<br />Boulder Public Library<br />MSLIS candidate, <br />Syracuse University<br />evjy...
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  • Chris, know you’re going to work on colors, etc., we also should prolly make text in blocks bigger 
  • Intranet 2.0 School: Building the essential staff intranet for your library

    1. 1. Intranet 2.0 School: How to Build the Essential Staff Intranet for Your Library<br />Chris Evjy and Nina McHale<br />Colorado Association of Libraries Annual Conference <br />October 8 2010<br />
    2. 2. Introduction<br />
    3. 3. The Problem with Email<br />http://theoatmeal.com/comics/email<br />
    4. 4. Why do “traditional” intranets fail?<br />They’re not easy/intuitive to use<br />They’re not integrated well into daily workflows of all staff<br />They don’t contain useful/relevant/timely information<br />They are not collaborative spaces<br />Communication is unidirectional<br />Editorial bottlenecks stifle open communication<br />
    5. 5. Intranets 2.0?<br />Web 2.0 tools have the potential to help overcome these hurdles<br />Platforms are simpler to use (i.e., blogs, wikis) for people without web development skills<br />Environments can be more open and collaborative, especially if history of content is kept<br />However, 2.0 tools do not guarantee success<br />
    6. 6. Evjy/McHale Intranet Continuum<br />
    7. 7. Environmental Scan<br />
    8. 8. Gathering Input: User Survey <br />What do you like about our current intranet?<br />Or: if we had one, what would you like to have?<br />What do you go there to find?<br />Or: what would you want to find on an intranet?<br />What would you like to be able to do?<br />Present them with potential features/content<br />Design aesthetic: Google or NYTimes.com<br />Make survey results public, but anonymous<br />
    9. 9. Auraria Survey Example, 1 of 2<br />Questions 1 and 2 asked respondents to view two academic library intranets and rate:<br />Content<br />Presentation<br />Organization<br />Usability<br />What do you currently go to the intranet to find?<br />Examples: blank forms, newsletter, statistics, reports, minutes, policies, department information<br />
    10. 10. Auraria Survey Example, 2 of 2<br />If provided, which of the following would you use?<br />Internal news, warnings/alerts, draft material for cttees, conference reports, presentations, calendar, room scheduler, budget, other<br />What other information would you like to find or what task would you like to perform?<br />What do you like/dislike about current procedures for posting to the intranet?<br />Any other feedback?<br />
    11. 11. Other Information Gathering Methods<br />Observe your colleagues at work (with permission)<br />What tools to they use?<br />What types of documents/data do they produce?<br />Where do they store these documents/data?<br />Visit department/team/committee meetings<br />Discuss work that members perform as a team<br />Are there opportunities for tech-enabled communication and collaboration?<br />
    12. 12. Project planning<br />http://www.flickr.com/photos/jazzmasterson/2738790/<br />
    13. 13. Framing the Project<br />Who will do the work?<br />What software/platform will be used?<br />What types of content will we include?<br />Where will this new creation live?<br />When? What is our timeline?<br />How do we pay for it?<br />
    14. 14. Who Will Do the Work?<br />Do you have web skills in-house?<br />Does that person/those people have time to take on a very large project?<br />Can you budget the human resources?<br />Team approach recommended <br />Should you hire a developer?<br />Can you budget the $?<br />How will maintenance be handled post-launch?<br />Who will work with the developer?<br />
    15. 15. Where Will This New Creation Live?<br />Where is your web server currently?<br />Do you have a high enough level of access to create a new site, or will you have to negotiate with your IT support?<br />If you don’t have an appropriate environment, investigate options such as:<br />Purchasing commercial web space<br />Using a free hosted service, i.e., PBWorks<br />Consider how to secure sensitive information<br />
    16. 16. What Software/Platform Will Be Used?<br />Blogs<br />Blogger<br />WordPress<br />Wikis<br />PBWorks<br />MediaWiki<br />Content Management Systems<br />Microsoft SharePoint<br />Drupal<br />
    17. 17. What content areas to include?<br />People<br />Documents/Documentation<br />Communication venues<br />Professional resources<br />
    18. 18. People<br />Personal profiles<br />Professional details<br />Personal details (fun & optional)<br />Photos arranged in galleries <br />Birthdays! Yes!<br />Contact lists<br />
    19. 19. Documents/Documentation<br />Minutes, policies, forms?<br />Conference reports? Presentations given to the library? Professional resources?<br />Department, committee, group info?<br />Procedures, documentation?<br />Online workflow?<br />Examples: purchase and travel request forms, tech services workflow <br />Communication?<br />
    20. 20. Pic Break<br />http://www.igougo.com/photos/journal/132x132/Carmax_LA%20-%2042.jpg<br />
    21. 21. Communication Venues<br />Admin/Management  Staff<br />Blogs<br />Staff  Admin/Management<br />Forums<br />Staff  Staff<br />Blogs<br />Forums<br />Comments<br />Between members of work groups<br />
    22. 22. Professional Resources<br />RSS feeds from publications<br />LISNews<br />LibraryJournal feeds, etc.<br />RSS feed from LEO (Library Education Opportunities)<br />Conference calendar<br />Internal job openings<br />Local resources specific to your library<br />
    23. 23. Increased buy-in = more complete adoption <br />Identify expert users within different workgroups<br />Survey – people love to be asked what they think<br />Respond openly & publicly to feedback<br />Sell the project to Admin<br />Clearly defined goals<br />Intranets are perfect for introducing CMSes into your library<br />
    24. 24. Sample project goals, BPL<br />Facilitate communication between staff members, departments & branches and contribute to the sense of a BPL Community.<br />Effectively support the work of BPL Public Services staff.<br />Provide BPL staff with a reliable source of information concerning logistical aspects of working for the Boulder Public Library.<br />Introduce BPL staff to the concepts and practices involved in web content management.<br />
    25. 25. Auraria Project Planning<br />In 2006, Intranet Redesign Task Group was formed<br />Survey conducted revealed great dissatisfaction with legacy SharePoint intranet<br />Aging server threatened stability of intranet<br />Decision was made for static web site to moved content to stable environment ASAP<br />Work turned over to Web Librarian for implementation<br />
    26. 26. Implementation<br />http://www.flickr.com/photos/scottrettberg/1596702/<br />
    27. 27. Migrating Content<br />What can be moved as-is?<br />very little…<br />What needs revision?<br />and by whom?<br />what is critical prior to launch?<br />What can be left off the new intranet?<br />can it be forgotten forever?<br />should it be archived?<br />
    28. 28. Usability Observations<br />“As easy as a light switch.”<br />Looking over users’ shoulders<br />Task focused<br />Streamline user experience<br />What are people getting hung up on?<br />What could make tasks more efficient?<br />Are your design decisions in line with the reality of use?<br />
    29. 29. Drupal (Boulder) vs. MediaWiki (Auraria)<br />Open Source/Free<br />Fully customizable<br />Steep backend learning curve<br />More user-friendly to end users<br />Overall, more feature flexibility<br />More theme (look and feel) options for Drupal<br />Permissions can be defined more granularly<br />Open Source/Free<br />Much quicker to install/configure/launch<br />Automatically has document history/revisions, discussion pages<br />Backend learning curve easier<br />Does not handle document files well<br />Doesn’t manage workflow<br />
    30. 30. Our fav<br />=<br />
    31. 31. Drupal issooooooperfect forIntranets<br />
    32. 32.
    33. 33. Blogs, Wikis, Commentsand Web 2.0 goodness<br />
    34. 34.
    35. 35. Forums & Notifications<br />
    36. 36.
    37. 37. Content Profile & Views<br />
    38. 38.
    39. 39.
    40. 40. LDAP Integration<br />
    41. 41. Finder & Birthdays<br />
    42. 42.
    43. 43. Node Reference & Taxonomy<br />
    44. 44. Work in progress…<br />
    45. 45. Aggregator & Feeds<br />RSS<br />
    46. 46.
    47. 47.
    48. 48. Organic Groups &<br />Organic Groups Taxonomy<br />
    49. 49. Work in progress…<br />
    50. 50. FAQ & Taxonomy<br />
    51. 51.
    52. 52. Roll-out<br />http://www.flickr.com/photos/axlefoley/4001306346/<br />
    53. 53. Roll-out <br />Launch Beta site<br />Training<br />Group training (workshops)<br />Training tree<br />Screencasts (point-of-need help)<br />Help documentation<br />Resources<br />Marketing<br />Task focused weekly campaign approach<br />
    54. 54. Auraria Roll-out Examples<br />Adoption by Shared Leadership Team<br />Minutes procedures (documentation page)<br />Group training<br />Covered the basics of wikitext (links, lists)<br />Individual wiki page as sandboxes<br />
    55. 55. Minutes Best Practices<br />
    56. 56. Assessment<br />http://www.flickr.com/photos/traductioninfidele/50939641/<br />
    57. 57. Assessment<br />User Satisfaction<br />Usability isn’t just for the library’s home page<br />Re-administer survey<br />Individual features and content areas<br />Metrics/quantitative evidence<br />Survey results<br />Compare to “environmental scan” results<br />Web statistics<br />
    58. 58. Boulder Examples<br />Not there yet.<br />
    59. 59. Auraria Assessment 2010<br />Email poll: what should be on the intranet’s home page?<br />Survey responses to four questions:<br />How often do you refer to the intranet<br />How often do you add, edit, or change content?<br />What do you like best?<br />What could be improved?<br />Wiki statistics<br />
    60. 60. Email Poll<br />
    61. 61. Survey Responses, 1 of 2<br />
    62. 62. Survey Responses, 2 of 2<br />
    63. 63. Survey Results: What’s Good<br />Uses network login<br />Easy to create, edit, and store content<br />Freedom and flexibility to add content<br />Good for documentation<br />Good for collaboration<br />Gets information out of our email, off of our hard drives, and into a centralized location<br />
    64. 64. Survey Results: What Could be Better<br />Login clunky (even though it’s network)<br />Formatting wiki pages<br />Navigation<br />Search feature and results<br />Linking to non-wiki documents (i.e., shared drive)<br />Easy to lose content (no auto save)<br />Integration with Excel and PowerPoint<br />
    65. 65. Auraria Wiki Stats<br />
    66. 66. Intranets Issue of Journal of Web Librarianship<br />
    67. 67. Questions? Comments?<br />Chris Evjy<br />Boulder Public Library<br />MSLIS candidate, <br />Syracuse University<br />evjyc@boulderlibrary.org<br />@endupok<br />Nina McHale<br />Auraria Library<br />nina.mchale@ucdenver.edu<br />@ninermac<br />milehighbrarian.net<br />

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