The document outlines the shift from traditional intranet systems to a more dynamic digital workplace (DWP), emphasizing the need for open collaboration and knowledge sharing. It details the different types of digital workplaces and the importance of a business case approach in guiding the transformation process. Additionally, it highlights various phases for implementing a DWP, focusing on thorough analysis and stakeholder involvement to ensure successful outcomes.

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Luxembourg Digital Workplace Community
How to setup up your
Digital Workplace
Project using a Business
Case approach
LUX – Luxembourg
02.10.2019
Stephan Schillerwein
stephan@schillerwein.net
www.schillerwein.net
www.intranet-matters.com
Offices:
- CH – Klingnau (AG)
- CH – S. Antonio (TI)
Digital Transformation of Work

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THE STARTING POSITION
HAS CHANGED – BIG
TIME!
The only thing the «New Intranet» has in
common with the «Old Intranet» is the word
«Intranet»!

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A look at the bigger Picture

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It is not about a “Redesign”, “Relaunch”, …
«All I wanted was a
new Intranet – now
I’m dealing with one
of the biggest change
programs in the
history of this
company!!!»
(Head of Internal Communications at a Client)
Assumption:
«We need a new Intranet»
Real Problem:
Open Collaboration and
Knowledge Sharing
Impact:
Paradigm-shift in culture and
leadership! Enhance «Command
& Control» by «VOPA»*
* VOPA = Vernetzung, Offenheit, Partizipation und Agilität
EN: Connectedness, Openness, Participation and Agility
(Quelle: Dr. Willms Buhse, DoubleYuu, Hamburg)

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A huge Shift in Scope
My Work
System
A
System
B
System
C
The old, information-centric Intranet
The new, work-centric
Intranet / Digital
Workplace

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The non-technical Shift in Scope is even greater
Old Intranet
Defined, limited scope
Defined responsibility within an
existing structure
Little changes in «way of working»,
command and communication chain
Operated within industrial age
paradigms
KSF’s: technology, functions, content
Digital Workplace
The sky is the limit
Creates a whole new «discipline»
Requires a new way of thinking,
working and leadership
(Digital) Transformation at its best
Organization, culture, mindset,
skillset, …

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What good would it be to have a great Intranet, if
the rest of your Digital Experience is like this …?!
Picture Credits: «Cluttered Desktop» by Patrick Püntener, CYCL

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… and your phsical Work Experience is like this…?!
Picture credits: «Cubicle Farm» by Steve (cc:), https://www.flickr.com/photos/ste3ve/521083416/

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… and the Meeting Experience is like this … ?!
Picture of people fallen asleep in meeting

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The Digital Workplace
is about
The Workplace
is about
Work
is about
Creating the right conditions in which we
can unfold our full Human Potential

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Digital Workplaces come in
all shapes and sizes

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All Digital Workplaces are not created equal !
The 3 Flavours of the DWP
1 Unmanaged
2 Standardized
3 Specialized &
Integrated
Key Differences
• The 3 options don’t only widely
differ in result and value, but
also in the way to get there
• Therefore, a decission which
direction to take should be made
as early as possible in the
project (and as well founded) to
adapt accordingly
• Example: the concept
(specification) for a Standardized
DWP is completely different,
than for a «Specialized &
Integrated DWP»

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Illustration of the two key Strategic Directions
The standardized
DWP
The specialized &
integrated DWP

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Examples of the specialized & integrated Digital
Workplace: Wrigley
Quelle des Screenshots: Wrigley, 2014

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Examples of the specialized & integrated Digital
Workplace: Liberty Mutual Insurance
Quelle: DW24 (2019)

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Still the overall Scope of a 2nd/3rd Generation
Digital Workplace is (almost) always the same …
Information
(News & Content)
Collaboration
(Working together, Connecting &
Sharing Knowledge)
Infrastructure Functions & cross-«Building Block» Functions
Transaction
(Processes, Applications &
Integration)
Personal Dashboard
v. 3.1

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Intranet and Digital Workplace Maturity Stages
1. Generation:
Info-Intranet
Passive
“Systems of Record”
2. Generation:
Work-Intranet
Active
“Systems of Engagement”
3. Generation:
Digital Workplace
Integrated & Connected
“Systems of Context”
Generation 4+:
The Future
Self-acting
“Systems of Intent”
Stephan Schillerwein, version 1.9 –
Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License
Simple
Medium
Advanced
Generic forms of Social
Collaboration, Knowledge
Sharing and Process Support
Advanced and specifc forms of
Social Collaboration, Knowledge
Sharing and Process Support
…
…
Communication & Information
ca. 40 % <10 %
«Top-down»-Paradigm Paradigm of connected, open, self-organised, agile Work Environment
ca. 50 %+ of all
Companies are
still here
Infrastructure
& Cross-system
functions
Scope of the
Intranet / DWP
Time&Maturity
LevelofWorkOptimisation&BusinessValue
LevelofIntegrationanddependencyonchange&culture

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WHY A «BUISNESS CASE»
APPROACH?
A quick Overview of the Process («how to»)

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A ‘DWP Business Case’ is much more about «taking
the right perspective(s)» than just …
Picture credits: «Münzstapel mit dem Text ROI - Return on investment (Kapitalrendite)» by Marco Verch
Licence: Creative Commons 2.0, https://www.flickr.com/photos/160866001@N07/33726671818

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Many Projects that don’t take a Business Case
approach make use of the «Worst Practise #1»
Assumptions!
Not involving those who
it is for or involving
them, but asking the
wrong questions!
Ford’s «Faster Horses»

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It starts before the Project starts!
Phase 5: Überführung in den laufenden Betrieb (Benutzung & Unterhalt)
Phase 4: Implementierung & Einführung
Technologie & Funktionalitäten Inhalte & Metadaten Organisation Veränderung
Phase 3: Konzeption
Roadmap Lösungskonzept
Content- &
Metadatenkonzept
Organisationskonzept Veränderungskonzept Systemevaluation
Phase 2: Analyse & Strategie
Analyse Strategie (sofern nicht über Programm abgedeckt)
Phase 1: Initialisierung (eines Projekts)
Scope des Projekts Projekt-Setup Setup «1. Welle»
Initialisierung & Ausrichtung des Programms
Scope des Programms Programm-Setup Vision & Strategie Planung der Projekte
Phase 0: Vorprojekt (Business Case)
xPhasePM:Projektmanagement
xPhaseKOM:Projekt-Kommunikation
Stephan Schillerwein, version 3.7 –
Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License
ÜbergreifendeProgrammsteuerung

xPhaseCHA:Veränderungsinitiative

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Don’t start with ‘Analysis Techniques’ but with
what you need to know!
Who is the
audience of the
Analysis Results?
Let them tell you
their questions
to be answered
Evaluate typical
questions
Consolidate
the data
Choose the
topics of the
analysis
Choose the
formats

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An Overview of typical Analysis Topics
Intranet & System
Landscape
• Systems
• Channels
Requirements & Areas of
Added-Value
• Problems & Potentials
• Process- & Applications-
Analysis
• Concrete Use Cases
Communications & Content
• Content-Requirements
• News-Analysis
• Migration-Analysis
• IA-Analysis
• Analysis of Internal
Communications
Ways of Working
• Task Typologies
• Time losses
• DWP User Journey
• Current Working Styles
Framework & Organization
• Strategy Analysis
• Culture Analysis
• Conditions & Dependencies
• Stakeholder Analysis
• Success Factor Analysis
• Business Capabilities
• Transformation Analysis
Cross-topic
• Benchmarking
• 360° Assessment
• Case Studies & Peer-Analysis

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The Result: Rich Data that answers the
Questions identified (and much more)
Raw Data Basic Stats
31%
19%
50%
Categorize!
Benchmarking Deep Dive Insights
0% 50% 100%
IT-Dienstleister
Finanzdienstleister
Öffentlicher…
Industrieunterne…
Öffentliche…
Versicherung
…

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Next step: create a Whitepaper
Vision
Critical Success Factors
Core Behaviours
Goals
Fields of Activity
v. 2.5
StrategyExecution
 «Digital»
 «Change»
 «Misc.»
Scope
Planing of Execution
 Planing of Program/Project
 Cost-Benfit-Analysis

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Now that you have the Business Case, you can …
.. be sure that you
have the «Big Picture»
… make well-founded
decisions
… can jump-start the
next Phases

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ABOUT US


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Schillerwein Net Consulting
Positioning – Services – Experience
Expert Advice
since 2006
100%
Independent
Work
like a Network
Picture credits: Taro Tayler «Canton Trade Fair», https://www.flickr.com/photos/tjt195/380173157/in/album-72157618065013458/
Small by design with a high level of
specialization and expertise
Exclusive focus on what’s best for our
clients, no contracts with software vendors
Access to the right person for any job via
our international partner network
Digital Work-
place: A-Z
Enabling better
digital & agile Ways of Working
50+ Clients
It’s a great pleasure to help our customers
achieve more
From 1 Step to
Full Project
Dedicated support in key or all steps of
your Digital Initiative
Business
Perspective
Making it work from within your
organization
100 to >100k
employees
We have done work for companies of all
sizes, complexities and industries
From 1 day to
>2 years
We support you from one-off workshops to
long-term multi-mandate programs

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About Stephan Schillerwein
▪ 20+ years of experience in Digital Media and Information
Management, specializing in Digital Transformation of Work
through “New Ways of Working” enabled by Intranets, Social
Collaboration and Digital Workplaces etc.
▪ Formerly Online and Intranet Manager at several large
enterprises and Director at the Intranet Benchmarking Forum
▪ Business computer scientist – speaks language of “both sides”
▪ Partner of the Worldwide Intranet Challenge
CEO & Principal Consultant
140+
Projects
80+
Clients
0
Vendor
Contracts
1
Global
Net-
work
400+
Seminar
Particip.
250+
Bench-
marks

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Selected Clients

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Let’s continue the
Conversation !
Digital Transformation of Work