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SharePoint for Internal Communications | Oct. 29, 2014
- 1. How to Redefine Your Intranet Presence and Give Employees What They Want Stephanie Johnson Senior Manager, Internal Communications Apollo Education Group, Inc.
- 2. History of the Apollo Intranet
- 3. 2001 2004 2007 2011
- 4. The Current State (early 2014)
- 5. LITTLE to NO Employee Engagement • Non-existent communication strategy. • Became a last resort communication channel. • Content was largely disconnected from organizational landscape and employee needs.
- 6. NO Governance • Uncontrolled site proliferation. • No consistent user experience. • No minimum training required for site owners.
- 7. Unmitigated GROWTH • No strategy to provision sites. • Business was not in control of who gets sites and many sites ended up without owners. • Some sites had no content. Ghost towns. In short, “Site Sprawl.”
- 8. IT and Communications Unite (give it up for team players.)
- 9. Corporate Communications DRIVING COMMUNICATION and CONTENT STRATEGY. User Experience Branding Governance
- 10. IT delivering BEST-IN-CLASS COLLABORATION SERVICES and supporting MIGRATION.
- 11. DEPARTMENTS from all over the company BETA TESTED and PILOTED the NEW PLATFORM.
- 12. New State Based on Two Major Goals (at least for us.)
- 13. Create a BEST IN CLASS 1 communication platform.
- 14. Redefine what was and ENGAGE EMPLOYEES like never before. 2
- 15. “Put it before them briefly so they will read it, clearly so they will appreciate it, picturesquely so they will remember it, and above all, accurately so they will be guided by its light.” – Joseph Pulitzer
- 16. We Present …
- 17. To ARC is to … Create ONE CENTRAL communications vehicle.
- 18. To ARC is to … Provide a place where employees can come TOGETHER to find information and INTERACT.
- 19. To ARC is to … Develop a company personality and tone that is WHIMSICAL, FUN and HUMAN.
- 20. To ARC is to … ENGAGE employees as people and make the IMPORTANT INTERESTING.
- 21. To ARC is to … Build a homepage that is ATTRACTIVE, well-organized and EASY TO USE.
- 26. Two Goodies that Wildly Contribute(d) to our Success
- 27. Promote as if it was a product your employees would pay for.
- 28. Create a Publishing Dashboard • Built-in publishing workflow. • Manage and track articles across multiple SharePoint sites/news channels. • Aggregate all in-process articles into one page. • Allows larger teams to work simultaneously.
- 30. Questions? Stephanie.Johnson@apollo.edu Twitter: @SJohnson85
Editor's Notes
- Every organization needs one source of truth. One place where employees can go to find everything they need. Too often employees delete an email or overlook one completely. They need to have a place to go where they can’t miss a thing. During our focus groups we asked employees, “If you have 15 spare minutes during your day where you aren’t interacting with a student or in meetings, how do you spend it?” Many said they hopped on Facebook, or AZ Central (our local news outlet), HuffPost or CNN. We left those meetings knowing that we needed to create an intranet that employees WANTED to go to.
- Getting as many employees as you can to become engaged as possible in the organization’s success is a primary goal of effective internal communication and should be at the heart of every communication program and strategy.
- We had our own mission, to guide us, to keep us the course, to do right by our employees. So we came up with a mantra or set of guiding principles, if it didn’t fit within this mantra, it didn’t fit in ARC. So what was our mantra?
- This goes back to that best in class platform, where all of our messaging and resources live. Let’s make it easier on the employee. They shouldn’t have to search hard (or long) to find what they want or need. This has to always stay in the back of our minds when a department head asks for a new newsletter or email template. Can it live on ARC on your department page? How do we keep pushing employees to ARC?
- We know employees are using their free moments to log-in to Facebook and Twitter or check SnapChat. Let’s make our intranet give them that same feeling. A way to interact and engage with other employees in similar roles across the nation.
- We ask ourselves constantly, “What’s the ARC angle?” We may lose that battle with a senior leader and send the dry, corporate memo announcing a leadership change, but how do we enhance it, how do we ARC-ify it and make it compelling, or interesting … which feeds into our next guiding principle…
- This goes back to Pulitzer. How do we make our communication picturesque so they want to read it in the first place? So it’s remembered? We have to make the important interesting
- TBS: Start with one a day, with the intention of creating so much compelling content, and getting employees in the habit of visiting frequently, we can begin updating it more than once a day (as much as our news flow allows or needs) Must List: Created mostly to appease HR and Compliance leaders, it serves as a gentle reminder to employees that there are items that require some sort of action on their part (can be made location specific, like other news items). Latest news: Aggregate place for all TBS stories to live. Quick Links: Those sweet spots employees need to visit often, it’s right there in your face. Today’s Snapshot: Completely user generated. Established submission process and selection from IC team. Run hashtag campaigns here, use it in fun ways. (EX. Annual Benefits Enrollment countdown with employees holding the number).
- ApolloTV Streaming: See News and updates across the nation via this site collection. Biz/People: Two news categories, updated daily. Helps separate content for employees, let’s them choose their content. Next Holiday: Countdown to a day off? Yes, please. Stock: Keeps the c-suite happy Quick Question: Weekly/bi-weekly poll and sometimes True/False questions to gauge understanding after an important announcement. Watch/Listen: A place where IC can post any and all videos, podcasts, presentations for employees to find and reference after they’ve been released.
- Public Eye: Industry news and Twitter. People are going there any way, might as well bring it to them.
- Do as Apple does. Before launch, talk about it as if it was the greatest thing ever invented… Highlight every feature. If you have a creative services team, bring them in to help create infographics and short teaser videos. If you engage employees before launch and peak their interest, early adoption goes through the roof. - ApolloTV, emails, banners on existing intranet, infographics, and more.