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- 1. MSc Information Systems and Management 2011-12 Syndicate Group 2
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Editor's Notes
- The logo for our company.
- Basic background of the company. The design for the intranet was planned with this information in mind.
- We designed this intranet with the users in mind We have added social media technologies along with some interesting and fun aspects to encourage employees to start using the intranet. We added applications that facilitate communication, collaboration, and knowledge sharing for employees at all levels of the organisation to help support daily tasks and operations. According to Gittell (2005) Southwest Airlines’ “most distinctive organisational competency is the ability to build and sustain relationships characterised by shared goals, shared knowledge, and mutual respect” (Gittell, 2005, pg 12)
- Our structure is based on this model of intranet evolution (Martini, Corso, Pellegrini, 2009).
- Knowledge Collaboration Knowledge Management is “the process of capturing and making use of a firm’s collective expertise anywhere in the business’” (Awad and Ghaziri, 2007 p.26). Every situation is addressed with the sum total of everything anyone in the organisation has ever learned about a similar situation. The ability of employees to learn from each other.
- About Us Mission and Vision: To reflect the mission, vision and core value of this airline and it contains the title and the text. Department: To help employees become familiar with the organization structure. Alliance: To list the organisation’s alliances airline companies and show the status of the contract agreement. Travel agents: To list the travel agents that work closely with us and show their contact information, status and their probability of selling expected total value. Summary We should demonstrate to the employees the basic information about this company and make them more familiar with the organisation.
- WHERE-2-Know IdeaMax: Users can share any ‘light-bulb’ moments. Compulsory monitoring by regional managers. Wiki: A web based self organizing content management system where users participate in authoring content (Stary and Al-Hawamdeh, 2007, p.2). All users can contribute by editing data or adding new documents which ultimately can lead to correction and accuracy. In relation to our organisation, extensive knowledge beyond flight manuals, engineering processes, etc is compiled. Facilitates training events - saves time and cuts down on preparation costs. Forum: “Online communities where multiple users comment on topics of interest.” “Allow uses to discuss, ask questions, share advice.” (Livingston , 2010, p.6) Users can ask for information from other departments or global branches. Information accumulated here can also make its way into the wiki. e.g. employee one asks about airport infrastructure development at another airport. Documents: Upload training manuals, health and safety manuals, guidelines, etc for easy access. Issues: Target people to handle specific problems. Also allows other people to interject with any relevant advice. Limited to middle and upper management. Hero of the Month: Virtual reward system specifically for WHERE-2-Know. Algorithm takes into account: issues resolved, forum posts, and ideamax ideas posted and/or implemented. Motivational tool. Summary Challenges include participation and appropriate content posting. Addressed with virtual reward system and posted policy. Additionally, some employees are designated ‘leaders’ to initiate discussion, wiki compiling, etc. Duration lasts until adequate content and user base achieved. Constant app improvement.
- Enterprise Services Enterprise services allow the organisation to perform day-to-day operations, providing a directory of employee details. Core business functions and HR support are also found here.
- Enterprise Services Flight Schedule: Up to date flight information Ticket Booking information: Ticket booking for flights Timesheets: Employees enter their weekly timesheet Holiday Notification: To enter their holiday dates
- WHERE-2-Profile Profile: Provide profiles and contact details of all employees across the company. Employees are given some freedom in terms of customising their profiles (e.g. picture, miscellaneous details which include hobbies), but details such as names, and job titles are required to be displayed.
- Communication and Socialisation Provides a platform for employees to socialise on a business and personal level. Empowers employees by allowing self-expression.
- WHERE-2-Connect Poll of the Week: An application where weekly polls are targeted to all the employees. The question could be anything related to the organisation or anything in general. Posted by the intranet maintenance team on a weekly basis. Reasons: Just to get an overview of the opinion of the entire organisation. Can serve as feedback. Blog: Used to share the views of the employee with other. In other words, just anything that an employee wants. It will give the employee an opportunity to become an author. Reasons: Gives an opportunity for the employee to become an author. Can help you know more about the employee (who is writing the blog) . Can act as motivation for the employee and also nurtures communication with others. JustAsk: A place where you can ask questions about anything (not restricted to your day to day work) so the person who has answer can respond to it (no matter where he/she is located). Reasons: Gives an opportunity to solve others problems. Helps you to post you problem (not work related) with larger audience. Micro-Blogging: A place where you can post your mood status, or whatever you want but just in a single line of text. Reasons: Let other employee know your mood. Social Media: A place where you can share your holiday pictures/videos with other employees or even the events organized by the company. You can even share youtube/picassa/flickr links here. Reasons: Fun while you work. Just to give employee a feel of social network. So that they collaborate /share information on the intranet and not over the internet on other social media’s. High-Five: A place where you can thank other employees who have helped you or to a complete team. Reasons: Give a chance to say thank you to other employees who have helped you, and gives them social recognition.
- WHERE-2-Alerts Compulsory Alerts: A place where you will see all the alerts that need your attention and they must be read before the due date. Reasons: Once place to see all notifications/alerts that require your attention Time saving, as you don’t need to look here and there for the important information. Can be tracked who has complied with the notification and who hasn’t. Can be used as motivating factor to use intranet Alerts: A place where you can gather the RSS feeds from various news/tech site that update their news on feeds Reasons: Employee can keep himself informed about the news he is interested in by configuring the feeds. Can be used, as motivation to use intranet as all the news, the employee is interested in, is available at a single place. Bulletins: A place where you will get to see all notices/bulletins. Not compulsory to read them. Reasons: The employee will be kept informed with what is happening in the organisation around the globe.
- CEO’s Desk CEO’s Message: A place where the CEO can connect with other employees. The CEO can post the video/pictures/messages. Reasons: This creates a sense of togetherness. Gives a feeling that the organisation is open for communication and the CEO is reachable. The employee can see that what is going on at the top management level.
- Working Tools Provides useful company and industry information for employees, especially new recruits.
- WHERE-2-Learn Procedures: A place where both new and old employees can find all the policy and procedure files. Reasons: In doubt, the employee can refer to all the legal documents at one place. Acts as virtual HR. No need to go to the HR for small doubts. Jargon Busters: A place where both new and old employees can find the acronyms related to the airline industry or the organisation. Reasons: Helps the employee to get acquainted with the airline industry. Helps the employee to get better understanding of the information that is shared. Airport Codes: A place where you will get all the airport codes. Reasons: Employee can easily find the airport code of a particular airport. Can help to reduce the use of internet.
- Social Media Policy and Governance *Policy attached to handout Guidelines on use of internal and external social media technologies.
- Collaboration: Instead of having localised pockets of information the Where-2-Know space allows real time knowledge management and collaboration. Innovation: Employees are able to give feedback to the organisation via the intranet and also the IdeaMax app allows users to share ideas. Culture Building: The Where-2-Connect space allows employees to build social relationships with each other at work creating a culture of mutual respect and shared values. Engagement: The gaming techniques such as ‘Hero of the Month’ and the ‘High Five’ apps encourage employees to engage with the intranet. This intranet allows employees to keep up to speed with all aspects of the organisation and motivates people to contribute. Leadership: Senior management are in full support of the intranet and of incorporating new technologies including social media apps, this is made clear to employees through the video in the CEO’s Desk space and encourages employees to participate.
- We have referred the intranet model and metrics by Grant A, Jacoby and Luqi. The five different aspects that we are measuring are usage, user experience, content, design and Business requirement. Usage: would be measured using traffic volume and number of unique users visiting the site. User Experience: the time to locate the information is reduced as it takes maximum two clicks to reach any application and the information (like policy and procedures) is easily accessible to everyone. Content: We have logically grouped the information into spaces and tagged the information so it is easy to search in the space and get relevant information. Design: The design of the site is simple, the user doesn’t need to remember (as the applications are logically grouped) Business Requirement: The no of ideas generated would help the company reduce the cost. In addition, most of the process is automated with the help of intranet (like holidays, timesheets, issue tracker etc)