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Intranet content management (webinar)
The document discusses effective intranet content management in organizations, emphasizing the importance of governance, strategic planning, and technology in creating a user-oriented digital workplace. It highlights the need for structured content policies, ownership, and continuous engagement with users to ensure content is accessible and useful. Additionally, it provides examples of intranet solutions powered by SharePoint and the evolution of digital assistants in streamlining enterprise communication and operations.
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Intranet content management (webinar)
- 1. 1 INTRANET CONTENT MANAGEMENT Ina Social World
- 2. 2 TOBY WARD Founder, PrescientDigital Media
- 3. • “The searchengine sucks.” • “I can’t find anything.” • “I just use email.” Typical Intranet 3
- 4. Think About… 2 •Does everyone know who owns the intranet? • Do you have detailed content policies? • Do you have detailed job descriptions for content creators/publishers? • Does all content have an expiry date?
- 6. Content Management (CM) •The means by which content is created, stored, accessed, and reused
- 7. • Effective contentmanagement requires: • Organizational processes and rules • Motivated and active providers and writers • Engaged users • Technology CM Requirements
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- 14. T H EI N T R A N E T E X P E R T S
- 15. 15Intranets & DigitalWorkplaces
- 16. 16 • … ‘ 2001 2005 2011 Expandedclient base across North America and Europe. Growth Expanded solutions for the entire Digital Workplace. Digital Workplace Launched in Toronto. Start Full implementation services, and SharePoint expertise. Implementation Focus on assessment, planning, governance of intranets. Intranets Intranet Experts for 17 years Multiple awards including the prestigious Webby & Golden Quill Awards. Awards 2016 New offices in New York City & Vancouver New Office Locations
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- 18. From Concept toLive End-to-End Services • User experience design • Information architecture • Dynamic wireframes • Navigation flows • Taxonomies Design • Stakeholder engagement • Constituent analysis • Focus groups • User surveys • Content analysis • Technical ecosystem assessment Assessment • Development • Configuration • Integration • Content migration • Desktop, mobile. • Technology agnostic. • Expertise in SharePoint Implementation • Strategic plan • Solution roadmap • Engagement plan • Governance model • Content management plan • Social/collaboration strategy • Technical architecture Planning • Content creation • Operations management • Change management • Solution product management • Analytics • Search optimization. Operations Listen. Understand. Deliver.
- 19. 19The Digital Workplace It'speople and process, not merely technology Technology is an enabler, not an outcome Technology Every intranet must have a strategy with measurable goals Planning Adequate staffing, budget, and change management Resources A detailed & documented ownership & management model Governance The digital glue that binds together the digital workplace Search Content is king, and what people seek and need Content
- 20. 20The Intranet Gateway Gatewayto the Digital Workplace CRMSocial RMS Shared Drives DAM Email eNewsletter eMarketing Website Extranet ERP Intranet
- 21. Intranet Process First DedicatedIntranet Methodology 21
- 22. Governance is keyto planning 22
- 23. • Decentralized (mostcommon 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 23
- 24. • Collaborative /Federated • Steering Committee / Council • Decentralized content ownership; centralized platform • Bureaucratic • Centralized Hybrid • Single owner (usually department) • Bureaucratic • Centrally controlled Modern Governance 18
- 25. 25Strictly Confidential ©2015 Prescient Digital Media Not For Distribution Centralized Hybrid 21
- 26. 1. Detail contentpublishers, types & needs 2. Determine content structures & current practices 3. Determine how to measure effectiveness 4. Define user requirements and access/rules (e.g. personalization) 5. Define processes, rules, and guidelines 6. Define content storage/retrieval mechanism & review software (CMS) Planning
- 27. • Date • Expirydate (e.g. 18 months for new; 6 months for team site) • Name (author / publisher) with email link to person • Terms of use • Forced ‘closed’ meta tags • Optional ‘open’ tags Every page must have
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- 36. • Assessment: ofcurrent content and processes. • Creation: of detailed information architecture and wireframes, taxonomy, metadata, workflow and documentation including policies. • Publishing: posting, applying tags, categories, expiry date, etc. • Management: repurposing, rewriting, creating, maintaining, monitoring, and archiving. • Maintenance: storing, accessing, reusing/repurposing and resourcing. • Measurement & Growth: analytics and analysis. Content Management Plan
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- 39. • Content ManagementPolicy: • 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
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- 42. • User-friendly contentauthoring, multiple authors • Versioning (version & date control/expiration) • Content approval workflow (gate-keeping) • Database and template creation • Database management • Dynamic page generation • Link management • Personalization • Access control and security • Search • Analytics • Social media CMS Features
- 43. • $0 -$ Millions • Business + functional requirements determine cost • Final budget will be determined by the end solution CMS Budget
- 44. 44Genuine Parts Company IntranetPortal The main intranet powered by SharePoint 750,000 page views per day Digital Assistant powered by their own proprietary solution called Workgrid. AI Powered Digital Assistant 22,000 + Users Genuine Parts Company, best known for the NAPA Auto Parts brand, has 1000 company owned stores 5000 independent stores, and 57 distribution centers. © Genuine Parts Company. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.
- 45. Security Groups andContent Matrix • Complex User Base • User Mgmt. System • Internal & External AD • Clean Peoplesoft Data • Clean AD Groups • Security Matrix Getting it right:
- 46. Newsletter – KeepsUsers Coming Back
- 47. Design First /Mobile First Philosophy
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- 49. Maintenance & ServiceLevel Agreements
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- 51. 51Microsoft Office 365 The mainintranet powered by SharePoint 750,000 page views per day The ubiquitous cloud solution is the main technology platform for the Microsoft digital workplace.. Office 365 100,000 + Users The technology giant uses their own solutions internally with employees and operates in more than 100 countries.. © Genuine Parts Company. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.
- 52. Company division: Microsoft365 Marketing
- 53. Company division: SharePoint,OneDrive, Yammer & Office engineering “OXO Commons”
- 54. 54Capital Power SharePoint Intranet Themain intranet powered by SharePoint 750,000 page views per day The ubiquitous cloud solution is the main technology platform for the Microsoft digital workplace.. Office 365 100,000 + Users The technology giant uses their own solutions internally with employees and operates in more than 100 countries.. © Capital Power. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.
- 55. capitalpower.com Desired end resultPrioritized content
- 56. capitalpower.com Desired end resultEngaging content
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- 58. capitalpower.com Desired end result Enhancedsearch: Content
- 59. capitalpower.com Desired end result High-interestemployee content
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- 61. 61Liberty Mutual Digital WorkplaceAssistant The main intranet powered by SharePoint 750,000 page views per day Digital Assistant powered by their own proprietary solution called Workgrid. AI Powered Digital Assistant 50,000 + Users Liberty Mutual is a large, Fortune 500 financial services company with more than 50,000 employees. © Liberty Mutual. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.
- 62. The Complexity ofToday’s Workplace Today’s Workplace Digitizing processes and transactions has led to enormous complexity MOBILE SOCIAL CLOUD ANALYTICS
- 63. And From thisComplexity We Heard From Employees… Missing Important Communications Employees were frequently missing important announcements and time-sensitive reminders. Delayed Approvals Managers were losing approvals amongst other emails, blocking important work or requests from being completed. Too Many Login Screens Many systems do not support Single Sign-On, requiring employees to manually type their username and password over and over. Too Many Steps If often took 10-15 clicks for employees to complete simple transactions like approving an expense report or timesheet. Time Wasted Context Switching Employees would lose valuable time jumping from one system to another to complete tasks or lookup common information. Disconnected Corporate Systems With each corporate department buying their own best-in-class SaaS and vendor systems, it left a siloed impression of these groups. Ignored Intranet Content and Communications Information on the company intranet and other communications weren’t personalized enough for employees to actually stop and read. Complex Employee Experience With no system to bring it all together, each vendor or SaaS product had a completely different user experience from the other. Difficulty Finding Information Employees didn’t have a single tool to ask basic employee questions like “what is the time off policy?”, ”what’s on the café menu?”, or “how do I report a system outage?” Cognitive Overload With too many systems for employees to use, key information and tasks were spread across multiple systems wasting valuable employee time and increasing frustration.
- 64. 90% of thedata in the world today has been created in the last two years alone Source: IBM
- 65. Background Management Meeting NEW Workgrid Starting in late2013, Liberty Mutual began work on what would become a digital assistant for the enterprise. In 2014 we iterated through prototypes of the tool and evolved the digital assistant based on employee feedback. In early 2015 we did our official launch of the digital assistant with Liberty Mutual managers first, followed by the remaining 50,000 employees.
- 66. Mobile Application Management Meeting NEW Desktop NotifierAppIntranet Toolbar
- 67. Microapps Persistent micro-apps thathighlight important information from your work, employee systems, and more. Changes and edits in the apps sync back to the source system. Reduce the need for employees to log into many systems.
- 68. Unlike email, theyexpire (no need to manage / delete them). Ensure employee has seen the notification before it archives. Elevates company and team information outside of email.
- 69. Mixing Transactions andContent Concur Travel 54 mins ago Your Trip to Miami Your flight from Boston, MA (BOS) to Miami, FL (MIA) is schedule for tomorrow. BOS MIA Boston Miami American Airlines 1006 Feb 17 2018 10:03am Terminal N Gate T9 Departure: Feb 17 2018 1:15pm Terminal B Arrival: TRAVEL VIEW DETAILS Security review of the new Miami facility and stakeholder meetings. Summary Chrome River Expense Report 30 mins ago Samuel Jennings Expense Report EXPENSE APPROVE REJECT 42 12 Commented in Jive Kayleigh McKerson VIEW CONVERSATION I didn't realize MS RDC was available through the App Store—awesome. I've had good success with CoRD, an open source alternative, although I don’t know if it’s on the approved list. Remote Desktop Connections in OSX 5 mins ago TRAVEL SOCIAL N Navit Internal Communications 5 mins ago 5 Essential Tips for Business Storytelling WEBINAR Learn from Jacob Simpson, Leadership Communicator, about the best ways to communicate your message. 42 12 Liberty Internal Communications
- 70. Intranet Design Principles NextWebinar – November 21, 2018 70
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- 73. IntranetGlobalForum.com New York, City- October 8 & 9, 2019 73
- 74. Questions Use panel onright to submit a question 74
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