Robust Intranet/Digital Workplace Navigation
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This the presentation I gave at Congres Intranet in Utrecht on March 22, 2016. How to make a robust intranet navigation for your intranet or digital workplace. You need a strategy and target groups for your intranet/digital workplace before you can find the tasks. And when you have found the tasks you need to prioritize them and based on the most important tasks you find your topnavigation. And then you test your topnavigation based on the most important tasks.
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Robust Intranet/Digital Workplace Navigation
- 1. @KurtKragh @IntraTeam www.IntraTeam.com INTRANET/DIGITAL WORKSPLACE NAVIGATION KURT KRAGH SØRENSEN INTRATEAM A/S
- 2. @KurtKragh @IntraTeam www.IntraTeam.com KURT KRAGH SØRENSEN • Worked with intranets since 2000 • Facilitated Community of Practice groups since 2002 • Benchmarked intranets since 2005 • International conference about intranet since 2006 • @KurtKragh • @IntraTeam
- 3. @KurtKragh @IntraTeam www.IntraTeam.com ABOUT INTRATEAM • 200 members of our 20 communities of practice in Denmark and Sweden – Primarily focused on intranet and the digital workplace • 2,600+ profiles on our online community www.IntraTeam.com • Community about optimizing the intranet and the digital workplace • @IntraTeam 5,000+ followers • IntraTeam Event Copenhagen
- 4. @KurtKragh @IntraTeam www.IntraTeam.com AGENDA • Introduction and your challenges • Strategy and goals • Target groups • Find your colleagues’ tasks • Shortlisting • Prioritize the tasks • Find the top level navigation • Test it
- 5. @KurtKragh @IntraTeam www.IntraTeam.com ABOUT YOU? • Communication? • Consultant? • Responsible for your intranet? • Responsible for findability/navigation? • Responsible for collaboration? • Relaunching your intranet • Can your colleagues find what they are looking for on your intranet?
- 6. @KurtKragh @IntraTeam www.IntraTeam.com CHALLENGES • Too many want their project, product or department in the top navigation or on the homepage • Not many can find what they are looking for in the organizationally focused navigation • Hard to satisfy everybody • Some understand the menu; others don’t • Hard to prioritize • IT and/or technical vendor don’t see the problem
- 7. @KurtKragh @IntraTeam www.IntraTeam.com Where are: •Products/Services? •News? •Minutes from the last meeting? •Projects? •Competitions in the top level menu? Home Knowledge Information Employee Reports Competitions
- 8. @KurtKragh @IntraTeam www.IntraTeam.com ANOTHER EXAMPLE New menu
- 9. @KurtKragh @IntraTeam www.IntraTeam.com HOW DID YOU FIND YOUR NAVIGATION? •Workshop with the vendor one or two days? •You or a small team made your navigation? •Involved a lot of people?
- 11. @KurtKragh @IntraTeam www.IntraTeam.com Internal communication and sharing knowledge are tools - and not goals! - that the CEO will give much attention!
- 12. @KurtKragh @IntraTeam www.IntraTeam.com Goals for your intranet
- 15. @KurtKragh @IntraTeam www.IntraTeam.com www.IntraTeam.dk Beat the Competition
- 18. @KurtKragh @IntraTeam www.IntraTeam.com Help your CEO to implement his strategy
- 19. @KurtKragh @IntraTeam www.IntraTeam.com WHAT WHAT TASKS SHOULD YOU INCLUDE?
- 21. @KurtKragh @IntraTeam www.IntraTeam.com Document management
- 23. @KurtKragh @IntraTeam www.IntraTeam.com Process Optimization
- 26. @KurtKragh @IntraTeam www.IntraTeam.com TARGET GROUPS Which target groups do you have for your intranet?
- 31. Find ALL the tasks
- 32. @KurtKragh @IntraTeam www.IntraTeam.com WHERE DO YOU FIND THE TASKS? • Business strategy • Stakeholder interviews • Workplace observations • Existing intranet • Top search results • Most visited pages • Other intranets • Relevant medias (personnel magazine/Notice boards) • Employee feedback/research
- 33. @KurtKragh @IntraTeam www.IntraTeam.com IMPORTANT •Include every department, location, business unit etc. •Influential employees •Trouble makers •C-level •Managers
- 34. @KurtKragh @IntraTeam www.IntraTeam.com MANAGING THE LONG LIST
- 36. @KurtKragh @IntraTeam www.IntraTeam.com “Just get rid of the crappy stuff and focus on the good stuff.”
- 37. @KurtKragh @IntraTeam www.IntraTeam.com NOT TOO HIGH IN THE STRUCTURE •People •HR •IT •Global
- 38. @KurtKragh @IntraTeam www.IntraTeam.com NOT TOO LOW EITHER •Product X manual •Parental leave
- 39. @KurtKragh @IntraTeam www.IntraTeam.com NO BRANDS
- 40. @KurtKragh @IntraTeam www.IntraTeam.com NO INTERNAL LANGUAGE •Dealer locator •BBC Fleet
- 41. @KurtKragh @IntraTeam www.IntraTeam.com NO DEMOGRAPHICS •Headoffice •Business Units
- 42. @KurtKragh @IntraTeam www.IntraTeam.com NO FORMATS •PDF •Word document •Excel spreadsheet •PowerPoint •Video
- 43. @KurtKragh @IntraTeam www.IntraTeam.com NO DUPLICATES • Forum • Discussion • Product Description • Product Facts
- 45. @KurtKragh @IntraTeam www.IntraTeam.com NO ABBREVIATIONS •TLA •OMG •TGIF
- 46. @KurtKragh @IntraTeam www.IntraTeam.com NO VERBS •Organize Leave -> Leave •Manage Benefits -> Benefits •Access Training -> Training •Resolve an Issue -> Issues •Search Jobs -> Jobs
- 47. @KurtKragh @IntraTeam www.IntraTeam.com AVOID REPETITION •Organization charts •Organization facts and figures •Organization history •Organization magazines •Organization news
- 48. @KurtKragh @IntraTeam www.IntraTeam.com COMPLETE •Make sure you get tasks from • Every department, location, business unit etc. • Influential employees • Trouble makers • C-level • Managers
- 49. @KurtKragh @IntraTeam www.IntraTeam.com ONE AT A TIME •Marketing material & tools •News & Events
- 50. @KurtKragh @IntraTeam www.IntraTeam.com SHORT •Max. 7 words / 55 characters
- 51. @KurtKragh @IntraTeam www.IntraTeam.com ELIMINATE DUPLICATES
- 53. @KurtKragh @IntraTeam www.IntraTeam.com CLEAR AND PRECISE • Not too high • Not too low • No brands • No internal terms • No demographics • No formats • No abbreviations • No verbs
- 54. @KurtKragh @IntraTeam www.IntraTeam.com CLEAR AND PRECISE (CONTINUED) •No repetitions •Complete •One at a time •Max. 7 words / 55 characters •No duplicates
- 55. @KurtKragh @IntraTeam www.IntraTeam.com SURVEY •Representative share from each target group answer the survey
- 56. @KurtKragh @IntraTeam www.IntraTeam.com DANISH DAIRY COMPANY 1.Long list 265 2.Short list 70
- 57. @KurtKragh @IntraTeam www.IntraTeam.com EXERCISE • Please look at the list and choose the top FIVE most useful tasks for you on your intranet Give a score of 5 to the most important, 4 to the next most important, then 3, 2, 1. • Please give only one score of 5, one 4, one 3, one 2, and one 1. Leave the rest blank. • Note: The list has been ordered alphabetically to make it easier to review. Be careful not to be unduly influenced by words that are near the top of the list.
- 59. @KurtKragh @IntraTeam www.IntraTeam.com Top 5 tasks always gets more than 25% of the votes. 70% of the least voted tasks gets less than 3% of the votes.
- 60. @KurtKragh @IntraTeam www.IntraTeam.com HOW TO FIND THE TOP NAVIGATION
- 61. @KurtKragh @IntraTeam www.IntraTeam.com OPTIMAL SORT – OPTIMAL WORKSHOP HOW TO FIND THE TOP NAVIGATION Optimal Workshop
- 72. @KurtKragh @IntraTeam www.IntraTeam.com How to test your navigation TESTING
- 73. @KurtKragh @IntraTeam www.IntraTeam.com TREEJACK OPTIMAL WORKSHOP How to test your navigation Optimal Workshop
- 87. @KurtKragh @IntraTeam www.IntraTeam.com RECAP • Strategy and goals • Target groups • Find your colleagues’ tasks • Shortlisting • Prioritize the tasks • Find the top level navigation • Test it
- 89. Thank you for your patience Kurt@IntraTeam.dk +45 4018 1655 @KurtKragh @IntraTeam
Editor's Notes
- Survey
- It’s about scoring and defending. Not good passes and communication and teamwork. We have to deliver
- Can your intranet support sales?
- How can your intranet save money? OK. AEP
- Support your culture
- Organization strategy: Analyze corporate philosophy, vision and strategy statements. What does the organization want to achieve over the next five years, and specifically what does it want to achieve on the Web? It is very important that you link your website strategy to the overall strategy of the organization. This seems obvious but strangely many websites are disconnected from core organizational aims and objectives. Stakeholder interviews: Talk to key people within the organization and find out what they think the purpose of the website is. What do they think the customer’s top tasks are? What do they think the top tasks should be? Examine existing website: A good way to start is to copy level 1 and 2 of the website classification into the longlist. Another good source is the site index. Analyze top search terms: Do this by: Analyzing data from the website search engine. Try to get the top 100 search terms over a 12 month period. Google Adwords: https://adwords.google.com/select/KeywordToolExternal. Enter important words and phrases so as to see how people are searching for them. For example, when we tested for “flu” we noticed that the following terms were particularly searched for: flu symptoms, swine flu symptoms. Google Trends: http://www.google.com/trends. If you want to do deeper research and compare search word trends over several years, then Google Trends is the place to go. Most visited webpages: What are the top 100 most visited pages on the website over the last year? (For a smaller website, the top 50 would be enough.) Competitor or peer websites: A minimum of 4-6 should be analyzed for tasks, particularly at a homepage level. Relevant media: Are there magazines, specialist industry websites, associations, etc.? Customer feedback: What are the most common customer inquiries and complaints? Talk to support, help and sales staff to get this sort of data. Customer research: Are there any surveys or other research that show what tasks customers come to the website to complete? Customer interviews: For a large project, we would generally try to do 10-20 customer interviews. We don’t usually discover new tasks that we have not already discovered as a result of analyzing the sources
- Tasks: This is where we place the task word/phrase Duplicates: This column contains task phrases that are very similar to each other. Class: This is the broad classification that the task phrase fits into. Source: This is where we got the task phrase. For example, “Top 100 Search Results”. Internal Source: This identifies the person who put the task on the list. (Sometimes a number of people will be involved in the research process).
- Steve Jobs
- BBC Fleet
- No demographi in the tasks. It could be in the voting forms or cards, that the result comes from women or a specific location if that is the case.
- THOUGH: If someone with a lot of stars on his/her shoulders insists on a weird term then include it in the voting and you will be able to prove that it is not a good idea.
- TLA = Three Letters Abbreviations
- Or you weigh it in later on.
- When finished give it to me. Who will help me? Have a break when finished.
- Enter top tasks here. Not the short list or the long list.
- Her ser du hvilke kategorier de enkelte er lagt ind i?
- Her ser du de kort der ligger i de forskellige grupper, som testpersonerne er kommet frem til.
- You give it a name