In part 2 of the 12 part Intranet Success webinar series, we share what team roles and qualities are required for a successful intranet project team.

1. Part Two:
Defining your ideal Intranet Team
http://bonzai-intranet.com/
Architecting & Executing a Successful Intranet in 2018

2. @michalpisarek
michal@bonzai-intranet.com
Michal Pisarek
• Director of Product at Bonzai Intranet
• 6x Microsoft SharePoint MVP
• International Intranet and SharePoint Speaker
CoFounder of Dynamic Owl
Consulting

3. Welcome to #2 of the12-Part Webinar Series!
All attendees will receive a link to the Webinar
Library for the 12-Part Webinar Series to access
the recording & materials for each webinar.
We’d love to hear from you!
• Ask Questions throughout the webinar
• Select ‘Questions & Answers’ in Zoom to
Submit a Question
Social Media #IntranetSuccess
Send Q’s to stressfree@Bonzai-intranet.com

4. INTRANET INNOVATION
AWARDS
What we’re all about
http://bonzai-intranet.com/
Dynamic Owl are
Thought Leaders in:
• Beautiful and functional Intranets
based on organization business
needs
• Promoting innovation,
engagement and collaboration in
organizations using
best of breed technology
• Intranets based on SharePoint
and Office 365 that embraced by
all levels an organizations
• SharePoint consultingservices
• Microsoft Gold Partner and Managed Partner
• End-to-end SharePoint Implementations
• 3x Microsoft SharePoint MVP’s on staff
• Branham ICT Companies to watch 2nd place 2015
• Commended entry Intranet Innovation Awards 2015
Bonzai Intranet Introduction

5. The Intranet Platform of Choice for 2018
http://bonzai-intranet.com/Bonzai Intranet Introduction
Why is Bonzai an Award-Winning Intranet?
The Bonzai platform offered a fully
responsive design, with ongoing software
upgrades…a friendly UI for content editing,
standard page layouts and templates, and
additional features— such as megamenu
navigation.”
-2018 Top 10 Intranet Design Award,
Nielsen
SaaS-Based Intranet
Solution for Office
365
Solution Innovation
Award 2016 North
America
Intranet Choice
2018 North America
Bonzai is an intranet accelerator solution
for both Office 365 and SharePoint… with
ready made designs, web parts and
workflows to enable the creation of
bespoke intranets.”
-2018 Intranet Choice North America,
ClearBox Consulting
A ”Through [Bonzai’s] commitment to our
mutual customers’ success through creative
solutions, professional engagement and
ensuring that benefits can be realized in
the customer’s organization is to be
commended.
-2016 Solution Innovation Award,
Nintex
Noted intranet platform for both “How to
deliver a SASS based Intranet after
deploying Office 365” and “What SharePoint
Is Missing and Which Third-Party Products
Can Help”
-Gartner Inc, world leading research
& advisory company

6. Our Mission
To help organizations communicate,
collaborate and engage with the
SharePoint and Office 365 platform.
http://bonzai-intranet.com/Bonzai Intranet Introduction

7. Our 2018 Series Overview
http://bonzai-intranet.com/
How to create an award
winning Intranet
Part 1
Intranet
Governance
Part 10
Intranet Content
Planning (Part 2)
Part 4
Intranet Content
Planning (Part 1)
Part 3
Visual
Design
Part 9
Communication and
Change Management
Part 12
Training
Part 11
Information
Architecture (Part 1)
Part 6
Defining an Intranet
Team
Part 2
Introduction
Organizational & User
Requirements
Part 5
Information
Architecture (Part 3)
Part 8
Information
Architecture (Part 2)
Part 7

8. POLL QUESTION
Who was here last time?
http://bonzai-intranet.com/

9. Today's Agenda
Overview of
Intranet
Teams
Intranet Team
Structures
Roles and
Responsibilities
Q&A

10. Overview of Intranet Teams
section one
20162013

11. POLL QUESTION
Which department or function do
you think is the most critical for a
successful Intranet?
http://bonzai-intranet.com/

12. Mixtures of resources from various business areas
Well understood and defined roles
Adequate resourcing (you can’t perform miracles)
Has executive backing and support
People that understand compromise
A great Intranet vision
What makes a great
Intranet Team?
Intranet Team
Intranet Team Overview http://bonzai-intranet.com/

13. Common Intranet Team Questions
http://bonzai-intranet.com/Intranet Teams
Do I need a huge
team?
• No you don’t
• Many great
Intranet teams are
small
Do Intranet teams
change over time?
• Yes they do
• Big change is from
project to
operational mode
Can the same person
perform multiple
roles
• Yes very much so
• This is very
common in most
organizations
Do I need outside
help?
• Probably
• Its hard to hire all
the skills needed
and getting outside
help is very
common

14. Why shouldn’t one department or function own the
Intranet?
http://bonzai-intranet.com/Intranet Teams
A great Intranet fulfills many
roles and hence requires
input from many functions
• A multi-disciplinary team is best to
get the most views
• Many hands can make light work
• More engagement -> more funding
-> more resourcing -> more you
can do
Communications Owned Intranet
• Nothing but news and events
• Homepage looks great but key elements are
missed
IT Owned Intranet
• Lots of bells and whistles
• End users are not involved
• Content is typically weak
Human Resources Owned Intranet
• Lots of self service capabilities
• Great for HR content but weak on other
content

15. How big should your Intranet team be?
http://bonzai-intranet.com/Intranet Teams
• There is no right or wrong
answer but the most
organizations have between
5 – 14 people on their
Intranet Team
• Nielsen Norman group have
some great research on this
• We have seen clients with
very large teams have great
Intranets but also clients with
very small teams
• Team size changes as you
move from project to
operational mode

16. POLL QUESTION
How big is your Intranet team?
http://bonzai-intranet.com/

17. 20162013
Intranet Team Structures

18. Intranet Project Team Structure
Intranet Team Structures http://bonzai-intranet.com/
Project Sponsor (1-2) Project Manager (1) Content Representatives (3-6)
• Single or multiple people from the
sponsoring department
• Project sponsor doesn’t have to be
involved day to day in the project but
can if they want to
• Many times the sponsor comes from
the Corporate Communications team
as they are traditionally the owners of
the Intranet
• A great project sponsor should know
enough about the project to
communicate the goals and progress
to other executives
Dedicated Project Manager to:
• Liaise with Project Managers from
vendor or other functional units
within the organization
• Ownership of client tasks and timeline
• Ensure completeness of client
deliverables
• Ensure the necessary stakeholders
are engaged
Representatives from core units
representing key stakeholder
departments.
• Contributing substantial content to the
intranet
• Responsible for the implementation
and ongoing operations of the intranet
• With accountability / authority to make
decisions regarding the intranet
Not all departments need to be
represented. Other departments may be
consulted and engaged at various stages
as needed.
• Recommended core team size (less than 9 people, 3 key decision makers), otherwise coordination or
meetings and decision making may be challenging
• Core project team representatives are different than the greater group of stakeholders (no need to involve
every department on core project team)
• Also a Content Strategist to work with the core team would be beneficial
• Core project team decision-making will require continual collaboration

19. Intranet Team Operational Structure
Intranet Team Structures http://bonzai-intranet.com/
Intranet
Steering
Committee
Intranet
Working
Group
Core Intranet
Team
Technical
Team
Content
Team

20. Intranet Steering Committee
Intranet Team Structures http://bonzai-intranet.com/
Charged with maintaining the mandate of the Intranet
Typically has one or more executives that have significant clout
in the organization
Should contain the Intranet Owner or Manager as a source of
input
Must be able to provide financial support for further Intranet
initiatives
Meets quarterly to discuss Intranet strategy, company strategy
and alignment with goals
Between 3 – 8 people

21. Intranet Working Group
Intranet Team Structures http://bonzai-intranet.com/
Responsible for the day to day management of the Intranet
• Decides which features will be taken to the Steering Committee for funding
• Between 4 – 8 people
Working Group Members
• Intranet Owner
• Technology Team
• End User Advocate
• Content Owners for larger sets of content ( Comms, HR, Marketing, Operations)
Meets Monthly
• Review Analytics and Usage Patterns
• Reviews issues
• Reviews end user feedback and feature requests

22. Core Intranet Team
Intranet Team Structures http://bonzai-intranet.com/
Power Users
Intranet
Support
Intranet
Owner(s)
Information
Architect
Business
Analysts
Search
Administrator
Data Analyst
Project or
Product
Manager
Content
Strategist

23. Intranet Content Team
Intranet Team Structures http://bonzai-intranet.com/
Content
Authors
Content
Owners
Content
Approvers
Subject Matter
Experts
Department
or Functional
Owners
Intranet Users

24. Intranet Technical Team
Intranet Team Structures http://bonzai-intranet.com/
Technical
Intranet
Owner
Active
Directory
Administrator
Tennant or
Farm
Administrator
Intranet
Developer
Platform
Owner

25. Roles & Responsibilities
section three
2013 2016

26. Roles & Responsibilities Questions
http://bonzai-intranet.com/Roles & Responsibilities
We don’t have all the
roles listed. Can we still
have a great Intranet
• Yes of course you can
• Concentrate on that
which provides you
the most value
Have we ever seen the
ultimate Intranet team?
• No 
• But many
organizations are
getting better and
better at defining
these teams
Can the same person
perform multiple roles
• Yes very much so
• This is very common in
most organizations
How do I hire these
people?
• Its actually very
difficult since they are
very broad in nature
• This could take you
some time

27. Intranet Core Team Roles & Responsibilities
http://bonzai-intranet.com/Roles & Responsibilities
Role Description Core Responsibilities
Content Strategist This role will liaise with content owners in
various Divisions and Departments to ensure
that accurate and useful content is being
published on the intranet.
• Ensure that content is of a standard that provides
business value
• Help in the content auditing activities of Intranet
planning
Project Manager The project manager is responsible for the
ensuring that the Intranet is completed to
scope, cost and time.
Frequently the Project Manager is also
instrumental in communicating and advocating
the Intranet to the rest of the organization
• Liaise with various departments to get work done
Ownership of tasks and timeline
• Ensure completeness of client deliverables
• Ensure the necessary stakeholders are engaged
Search Administrator This roles will ensure that search functions at a
level that provides benefits to the organization
• View search reports
• Create scopes, filters, refiners and search query
rules
• Define metadata and taxonomy to drive search

28. Intranet Content Team Roles & Responsibilities
http://bonzai-intranet.com/Roles & Responsibilities
Role Description Core Responsibilities
Power Users These users are responsible for
more technical aspects of the
Intranet including configuration,
creation of new sites and advanced
features that require a technical
background
• Take requests from content authors and
owners to make configuration changes
on the site
• Provide feedback to the Intranet Owner
about technical issue relating to the site
• Be responsible for configuring sites or
functional areas on the Intranet
Department or Area
Owners
Are responsible for content within a
particular department or area.
These users are the ultimate
owners of content and functionality
across a range of site.
• Own content and provide feedback to
Intranet authors and approvers
• Ensure that content is up to standard
• Ask power users to make technical
changes if necessary

29. What’s Next?
Tuesday 27th March @ 11am PST
Intranet Content Planning Part One
Let’s start with a content audit!

30. www.bonzai-intranet.com
@bonzaiintranet
sales@bonzai-intranet.com
+1 (604) 559 - 8070
675 W.Hastings,
Vancouver B.C. V6B 1N2
SharePoint Intranet with BusinessSense