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Intranet Project
Roll-out Strategy & Pain Points to consider
2017
eXo at glance
COMMUNITY CLIENTS
PRODUCTCOMPANY
Founded: 2003
HQ: San Francisco, CA
110 employees in 3 countries
VC-backed,...
Are you about to lead an intranet project?
Social intranet is leading the digital workplace evolution as it
• provides new...
Step 1: Identify your champion, which
is usually a team.
As a senior executive, you’ll first need to
identify a team that ...
Step 2: Define your requirements.
The business/functional consultant will
• interview a number of users,
• launch user sur...
Step 3: Choose a solution.
The team sizes up the project budget based on an
RFI* or its market knowledge and puts together...
Step 4: Implement your intranet project.
Once your intranet project is drafted on
paper, the vendor provides resources tha...
Step 5: Launch your intranet.
Once your intranet is ready to go, you need to
roll it out to your users.
Whether you do so ...
Step 6: Onboard your users.
Now that your intranet is up and running,
you need to ensure adoption.
The user onboarding pha...
Step 7: Maintain your intranet.
Once your intranet is in production, it
needs to be maintained technically and
animated.
Watch out for the pitfalls.
Not everything will go according to plan.
The truth is there will be plenty of pitfalls
that c...
The Biggest Pain Points
Non-existence of an ideal solution
Lack of integration focus
Over-ambitious rollout
Time Consuming...
Time Consuming
• Projects often last longer than expected.
• Each of the steps of a typical intranet project
may last much...
Non-existence of an ideal solution
• Think through relevant KPIs as soon as possible with your
first test roll-out.
• Use ...
Poor User Requirements Capture
• Ensure your survey sample representativity: analyze your company demographics.
• Challeng...
Lack of Integration Focus
Identify which integrations are critical to have from the get-
go,
using two basic criteria:
1. ...
Over-ambitious Rollout
• Design a gradual roll-out plan, starting with a
small group of users and teams.
• This gradual ro...
Insufficient Change Management
• The human factor in an intranet project is always underestimated.
• Change management and...
Do you want to succeed with your
intranet project?
• We have helped our clients alongside
their internal collaboration ini...
If you want to know more, feel free to get in
touch with
Charles Magral
EVP of Client services
Veronika Mazour
Chief Opera...
Thank you.
community.exoplatform.com
www.exoplatform.com
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Intranet Project: Roll-out Strategy & Pain Points to consider

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A modern intranet is a must in every organization. These slides
list the key steps needed for your intranet launch and the pain points to consider along with ways to avoid them.

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Intranet Project: Roll-out Strategy & Pain Points to consider

  1. 1. Intranet Project Roll-out Strategy & Pain Points to consider 2017
  2. 2. eXo at glance COMMUNITY CLIENTS PRODUCTCOMPANY Founded: 2003 HQ: San Francisco, CA 110 employees in 3 countries VC-backed, round A Social Platform for Enterprise Support, Maintenance & Services On-Premise, Cloud & Mobile 19 Languages 100k+ eXo Tribe members 90k+ Facebook followers 8k+ Twitter followers Growing every day
  3. 3. Are you about to lead an intranet project? Social intranet is leading the digital workplace evolution as it • provides new opportunities for real-time collaborations • supports the shift of your digital transformation • maximizes employee engagement, knowledge sharing, and productivity. If you are planning to modernize your company intranet, then these slides are for you.
  4. 4. Step 1: Identify your champion, which is usually a team. As a senior executive, you’ll first need to identify a team that will own the intranet project. The team will usually include a business consultant (external or internal) and a technical representative (usually internal).
  5. 5. Step 2: Define your requirements. The business/functional consultant will • interview a number of users, • launch user surveys, • compile a list of reasons why the current setup does not satisfy users The technical consultant will list constraints linked to internal IT systems and legacy, such as type of servers, databases, cost types, etc. The team will produce a document listing project requirements and constraints.
  6. 6. Step 3: Choose a solution. The team sizes up the project budget based on an RFI* or its market knowledge and puts together an RFP* based on the findings from step 2. Ideally, you will quickly find a vendor with a solution that corresponds to all your requirements, that is compliant with your IT constraints, and with an offer that is in line with your budget. RFI: Request for Information RFP: Request for Proposal
  7. 7. Step 4: Implement your intranet project. Once your intranet project is drafted on paper, the vendor provides resources that have been agreed upon. The vendor puts the solution in production and provides some admin and technical training to the teams responsible for maintaining the project internally.
  8. 8. Step 5: Launch your intranet. Once your intranet is ready to go, you need to roll it out to your users. Whether you do so gradually or all at once, there will be a communication campaign around the project to build anticipation and excitement, and to facilitate adoption.
  9. 9. Step 6: Onboard your users. Now that your intranet is up and running, you need to ensure adoption. The user onboarding phase lasts several years and requires user training and follow- ups, as well as some animation and community management.
  10. 10. Step 7: Maintain your intranet. Once your intranet is in production, it needs to be maintained technically and animated.
  11. 11. Watch out for the pitfalls. Not everything will go according to plan. The truth is there will be plenty of pitfalls that can challenge your intranet project success.
  12. 12. The Biggest Pain Points Non-existence of an ideal solution Lack of integration focus Over-ambitious rollout Time Consuming Poor user requirements capture Insufficient change management
  13. 13. Time Consuming • Projects often last longer than expected. • Each of the steps of a typical intranet project may last much longer and, consequently, cost you more. Take your time → Avoid putting a particular deadline on this part of the project. Do it without taking shortcuts until it is satisfactory.
  14. 14. Non-existence of an ideal solution • Think through relevant KPIs as soon as possible with your first test roll-out. • Use KPIs relevant to your goals: social metrics for engagement, document storage volume for knowledge... → Your solution provider can help you in this task. • There is no solution that perfectly suits all your feature requests, IT constraints, and budget. • A missing feature will require additional money. Prove your ROI
  15. 15. Poor User Requirements Capture • Ensure your survey sample representativity: analyze your company demographics. • Challenge your surveys: conduct several surveys, changing the questions depending on the previous results. • Express usage scenarios. • Keep listening to users throughout the project: as your users’ requirements may change. • The team member defines a user panel, prepares and launches a survey, then interprets the results and translates them into features. • The information from users is only partially accurate and honest from the get-go. → You end up with a forgotten tool that nobody uses. Challenge your surveys & keep listening to users
  16. 16. Lack of Integration Focus Identify which integrations are critical to have from the get- go, using two basic criteria: 1. What % of users use the application, and 2. How active is the usage? • Most intranet projects focus on features rather than the overall user experience. • Teams choose to treat the intranet as a separate service, instead of putting it at the center of the employee experience. Design an Integrations Roadmap
  17. 17. Over-ambitious Rollout • Design a gradual roll-out plan, starting with a small group of users and teams. • This gradual roll-out plan varies depending on your company size. • A sudden roll-out may cause project failure. • Over-ambitious rollout does not allow for proper user training and onboarding. Design a gradual roll-out plan and stick to it
  18. 18. Insufficient Change Management • The human factor in an intranet project is always underestimated. • Change management and adoption constitute 80% of the project success or failure. Invest in change management Your change manager will help you: • express the most critical requirements & identify potential blockage points. • organize, filter & prioritize user feedback. • onboard your users, introduce your KPI metrics & drive continuous adoption throughout the project.
  19. 19. Do you want to succeed with your intranet project? • We have helped our clients alongside their internal collaboration initiatives. • Download our guide to have a better understanding of what works and what does not.
  20. 20. If you want to know more, feel free to get in touch with Charles Magral EVP of Client services Veronika Mazour Chief Operating Officer
  21. 21. Thank you. community.exoplatform.com www.exoplatform.com

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