The document discusses governance models for intranets. It recommends establishing a centralized hybrid governance model with a steering committee and single owner such as an internal communications department. Key responsibilities include establishing policies, standards, and procedures for content creation and management. The top priorities for effective governance are appointing an executive champion, defining roles and responsibilities, enforcing content guidelines, and establishing policies for collaboration and use.

1. ©2016 Prescient Digital Media. All Rights Reserved.
How To Govern An Intranet
Toby Ward
@TobyWard
0

2. ©2016 Prescient Digital Media. All Rights Reserved.
Think About… 2
• Who owns your intranet?
• Does everyone know who the owner is?
• Does the owner have real intranet authority?
• Do other groups want ownership?

3. ©2016 Prescient Digital Media. All Rights Reserved.
• No senior champion
• Middle managers in communications and IT
• Limited budget and power
• No plan or vision
• Silos & sprawl lead to user frustration & waste
• Conflict can ensue
• Stalls – often for years
Typical Intranet 2

4. ©2016 Prescient Digital Media. All Rights Reserved.
Poll: Your Governance
3

5. ©2016 Prescient Digital Media. All Rights Reserved.
Prescient Digital Media
16 years of planning, designing, building and sustaining
Intranets & Digital Workspaces
4

6. ©2016 Prescient Digital Media. All Rights Reserved.
5
…
2001 2005 2011
Expand client-based
across North America
and Europe.
Growth
Expand significant
solutions for the entire
Digital Workplace.
Digital Workplace
Toby Ward launches
Prescient in Toronto.
Start
Full implementation services,
and SharePoint expertise.
Implementation
Focus on assessment,
planning and governance of
intranets.
Intranets
Our History
16 Years of Success
Win multiple awards including the
prestigious Webby and Golden
Quill Awards.
Awards
2016
New offices in New York City
& Vancouver
Add Office Locations

7. ©2016 Prescient Digital Media. All Rights Reserved.
6
DISCOVERY STRATEGY REDESIGN IMPLEMENT
User experience design,
from wireframes to
complex design.
Design
Understanding needs,
requirements, and future
state vs best practices.
Assess
Development, integration.
desktop, mobile.
technology agnostic.
Build
Strategic planning,
governance, content and
change management.
Plan
We assess, plan, design, implement and help run world-class intranets and digital workplaces. Prescient Digital Media
has delivered for more than 200 clients, with many Fortune 500 and big brand leaders. We work with many
technology platforms and have world-class expertise in SharePoint.
Listen. Understand. Deliver.
End-to-End Services
OPERATE
Content creation,
solution management
analytics, optimization.
Run

8. ©2016 Prescient Digital Media. All Rights Reserved.
7
ASSESS PLAN DESIGN RUNBUILD
Everything required to go redesign and launch; from concept to live. We plan it all, and work with your internal teams to deliver.
Concept to Live
Complete Solution

9. ©2016 Prescient Digital Media. All Rights Reserved.
Clients
250 and Growing
8

10. ©2016 Prescient Digital Media. All Rights Reserved.
9Intranet Conference

11. ©2016 Prescient Digital Media. All Rights Reserved.
IntranetGlobalForum.com
10

12. ©2016 Prescient Digital Media. All Rights Reserved.
• C-level executive
• The champion should have power and influence
• Understands the value of the website & the potential
• Needs to be involved, but not on a day-to-day basis
• Only attend an occasional meeting
The Key to Intranet Success 4

13. ©2016 Prescient Digital Media. All Rights Reserved.
• What does your organization value?
• Success is more than dollars
• Customer / employee satisfaction
• User productivity
• Awareness / Message retention
• ROI is more than just hard cost savings
• Productivity benefits
• Time to market
Talk The Talk 12

14. ©2016 Prescient Digital Media. All Rights Reserved.
Intranet Process
First Dedicated Intranet Methodology
13

15. ©2016 Prescient Digital Media. All Rights Reserved.
Governance is key to planning 14

16. ©2016 Prescient Digital Media. All Rights Reserved.
Intranet Planning Pyramid © 2011 – 2017 Prescient Digital Media
Vision
Mission
Objectives
Goals (KPIs)
Functions (Applications)
User Tasks (Behavior)
Scope
Detail
Strategic Planning 15

17. ©2016 Prescient Digital Media. All Rights Reserved.
• The intranet is not just a tool – it represents the whole business
• Silos kill – no group can operate in isolation
• Employees demand consistency
• Consistent message
• Consistent navigation
• Consistent interface
The Whole Business 16

18. ©2016 Prescient Digital Media. All Rights Reserved.
• Decentralized (most common in larger orgs.)
• No single owner
• Driven by policies and guidelines
• Organic growth, often leads to site sprawl
• Centralized (more common in small orgs.)
• Single owner (usually department)
• Bureaucratic
• Highly controlled
Traditional Governance 17

19. ©2016 Prescient Digital Media. All Rights Reserved.
• Collaborative / Federated
• Steering Committee / Council
• Decentralized content ownership; centralized platform
• Bureaucratic
• Centralized Hybrid
• Single owner (usually department)
• Bureaucratic
• Centrally controlled
Modern Governance 18

20. ©2016 Prescient Digital Media. All Rights Reserved.
• Champions: Chief Operating Officer, CIO
• Owner: SVP, Internal Communications
• Steering Committee (10):
• Representation from: IT, HR, Internal Communications, Europe,
USA, UK
• Members must be representative of the global organization
• Editor-in-Chief: Employee Communications
Typical Structure 20

21. ©2016 Prescient Digital Media. All Rights Reserved.
20Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
Centralized Hybrid 21

22. ©2016 Prescient Digital Media. All Rights Reserved.
21Strictly Confidential © 2015 Prescient Digital Media Not For Distribution

23. ©2016 Prescient Digital Media. All Rights Reserved.
Intranet Team Responsibilities
Role Responsibilities
Corporate Core Team Provide governance and program management
Online Content Managers Oversee the daily running of the intranet and activities:
• Publish approvals (where required)
• Upload corporate collateral
• Train and support content owners
Content Owners • Update content and ensure consistency
• Can delegate some part of the updates or changes to
other members of the team/department by making
them editors
NCR Governance 23

24. ©2016 Prescient Digital Media. All Rights Reserved.
Content Templates 24

25. ©2016 Prescient Digital Media. All Rights Reserved.
Mandatory Keywords

26. ©2016 Prescient Digital Media. All Rights Reserved.

27. ©2016 Prescient Digital Media. All Rights Reserved.

28. ©2016 Prescient Digital Media. All Rights Reserved.
No Anonymous

29. ©2016 Prescient Digital Media. All Rights Reserved.

30. ©2016 Prescient Digital Media. All Rights Reserved.
• Editorial policy defining:
• Content types: front-page news vs. static content
• How content is developed, formatted, presented
• Limitations on technical and graphic elements
• Roles and responsibilities of publishers, editor etc.
• Standardization Policy
• Compliance details for platform, templates and style guide
• Email Usage Guidelines & Policy
• Taxonomy (Managed Term Store)
Policies 27

31. ©2016 Prescient Digital Media. All Rights Reserved.
The Coca-Cola Company
20 One-Billion Dollar Brands
500+ products worldwide
$44B Revenue
Scale & Complexity
123,000 users
60% non-office based
35% millennials
Coca-Cola Connect
30

32. ©2016 Prescient Digital Media. All Rights Reserved.
Business Goals 31

33. ©2016 Prescient Digital Media. All Rights Reserved.
Consolidation of Multiple Intranets
Many Sites Around The World
32

34. ©2016 Prescient Digital Media. All Rights Reserved.
Governance Is Key 33

35. ©2016 Prescient Digital Media. All Rights Reserved.
The Journey Is Far From Over 34

36. ©2016 Prescient Digital Media. All Rights Reserved.
• Executive champion
• Detailed model, with roles and responsibilities
• Forced keywords, and expiry controls
• No anonymous content
• Strong policies for use, content creation, collaboration
Top 5 Keys to Governance 35

37. ©2016 Prescient Digital Media. All Rights Reserved.
The New Social Intranet
Next Webinar – April 27, 1pm EDT
36

38. ©2016 Prescient Digital Media. All Rights Reserved.
Intranet Insight Newsletter
PrescientDigital.com > Newsletter for notifications on future events
37

39. ©2016 Prescient Digital Media. All Rights Reserved.
38Intranet Conference

40. ©2016 Prescient Digital Media. All Rights Reserved.
IntranetGlobalForum.com
39

41. ©2016 Prescient Digital Media. All Rights Reserved.
Questions
Use panel on right to submit a question
40

42. ©2016 Prescient Digital Media. All Rights Reserved.
PrescientDigital.com
Vancouver • Toronto • New York
416.926.8800
@PrescientDigitalMedia @Intranet2 IntranetBlog.com
41