Category Archives: benefit

Benefit from finding your content easily

Many organisations find it difficult to see the benefits from publishing standards.  I remove the barriers to show the benefits from each publishing standard in my next few posts.  Publishing standards aim to:

  • Improve the overall user experience
  • Make people using your intranet more satisfied with it
  • Improve people’s productivity
  • Benefit your organisation
  • Improve people’s quality of work

It is vital that all information is easy to find by people who need to use it for their work. The amount of extra effort required by a content owner to publish findable content is minimal. However, the impact can be dramatic for the people who need to use it. It is important your intranet search engine can give content the right priority so people can find it using logical words or phrases.

In my experience intranet search engines have received an undeserved press by people using them to find or rather not able to find the content they need. People’s expectations have risen with their internet experience with little consideration of how Google achieves this. There is a phrase I have heard many times to explain this problem of “garbage in – garbage out” which I can understand.

Benefits

Knowing that you are helping people find the right information across your intranet gives three main benefits:

  1. People using your intranet will save time by finding the information more easily. Having a publishing standard on findability that encourages content owners to use all available tools to help people reinforces this.
  2. For you it is also important you can reinforce the right behaviour with content editors by having mandatory fields for metadata. This supports your guidance that sets out why it is worthwhile adding metadata and the content to your A-Z.
  3. Your organisation can be confident of improving productivity with a good search engine and its scope means there is all published content is searchable and indexed.

Are there other benefits you have found?  Please let me know.

In my next post I will cover secure and private content.

Benefits from up to date content you can rely upon

The problem many organisations find difficult is seeing the benefits from publishing standards.  I remove the barriers to show the benefits from each publishing standard in my next few posts.  Publishing standards aim to:

  • Improve the overall user experience
  • Make people using your intranet more satisfied with it
  • Improve people’s productivity
  • Benefit your organisation
  • Improve people’s quality of work

People must be confident they are using the most up to date information.  They need to clearly see a review date to be assured it is not out of date. Content must be reviewed regularly to comply with your organisation’s Information Retention Policy. As a minimum this will normally be at least once every 12 months by the owner or editor for accredited content and probably less for some content such as news articles. Owners should remove content that is no longer needed and out of date or update it so it remains relevant.

To actively manage and update your intranet content I find that having a ‘last updated date’ showing for each page of content can give people added reassurance that it is.

Benefits

Knowing that content available on your intranet that you use is up to date has three main benefits.

  1. People using your intranet they have confidence in the content available. They can rely on it being up to date and it encourages them to use your intranet more frequently and more extensively with each visit.
  2. You can be reassured it complies with the Information Retention Policy and will be reviewed regularly. Your publishing templates ensure the review dates have to be completed correctly before content can be published.
  3. Your organisation can be confident from a risk management perspective that only content that is up to date, managed and updated is available. Out of date content is removed and either deleted or archived depending on its status.

Are there other benefits you have found?  Please let me know.

In my next post I will cover content needing to be secure.

The benefits from knowing who owns all your intranet content

The problem with many organisations is their difficulty seeing the benefits of publishing standards and why they are needed.  I will remove the barriers by showing the benefits from each publishing standard in my next few posts starting with content ownership.  Publishing standards aim to:

  • Improve the overall user experience
  • Make people using your intranet more satisfied with it
  • Improve people’s productivity
  • Benefit your organisation
  • Improve people’s quality of work

If you want people to use your intranet and value how it helps with their work they need to be confident the information they use is clearly owned.  You need to be able to contact an owner if there is a problem with their content quickly.  People need to know who to contact if they need more information or wish to check about anything that has been published. It is vital that you manage all the information consistently and appropriately across your intranet.

Benefits

Knowing who owns each piece of content published across your intranet has three main benefits.

  1. People using your intranet will not be delayed trying to find out who to contact for more information. It also avoids other people being asked if they know who can help with the content with extra time wasted. Having the owner’s details linked to a directory that is automatically being updated gives people confidence they can easily contact the right person.
  2. For you it is also important from a governance view to have a complete picture of who owns what across your intranet. You can easily spot any gaps in ownership and take appropriate action. You can also audit all content and have a contact for any problems identified.
  3. Lastly your organisation can be confident it has removed the risks of intellectual property and sensitive information leaking outside of it because there isn’t any clear ownership for it. This helps reduce the risk of any damage to its brand and reputation.

Are there other benefits you have found?  Please let me know.

In my next post I will cover content being reviewed and up to date.

Why sites keep you coming back for more

The sites I use most frequently for the latest news or to order something I want to buy or to help me with a problem e.g. travel directions are not unique sites. There are alternative sites I could choose to use but I don’t. I keep using the same ones. Why is that?

Firstly the site I keep using obviously meets my needs but if we take news sites as an example there are many that provide the latest news. It is not just that it provides me with news, there are other reasons why. A new design may be compelling for the first time and new features may also encourage me but to keep me coming back again and again it needs something more.

It is more likely to be the consistency in the look and feel; navigation to help me find related content quickly; help when I need to find out more e.g. contact the content owner so I am confident that I can rely on what I read as being accurate and up to date. In other words it is a place that is well-managed and applies some form of governance to give me a consistently good experience whenever I use it. That is what keeps me coming back for more.

When I think of some of the great internet sites I use like Amazon, Wikipedia, BBC News, it is because they also have a great governance framework which is the foundation to giving me a great experience every time I visit them. Without it these sites would miss something which would sooner or later make me try an alternative.

The same analogy that I have applied to a web site will also apply to any mobile app, intranet, digital workplace or collaboration tool. The size and complexity of the online space being managed is irrelevant. The same principles of governance will always apply. Those which are well-managed will be used more because they give a more consistent user experience and can be relied upon more to provide whatever you need.

Since 1996 when I first started my journey with intranets, collaboration tools, digital workplaces and mobile workspaces I have appreciated how important it is to have a governance framework that supports its purpose. It can be the crucial factor that causes a quicker adoption, increased usage and higher satisfaction with people to help with their work.

Improve collaboration to increase employee engagement

This week I will be running a workshop on mobile collaboration at the World Class Mobile and Social-Enabled Enterprises event on 5 and 6 June in Frankfurt, Germany.  While I will be focusing on how to make it easier to collaborate while mobile, this post covers the wider area of collaborating online.  Most importantly how it can increase employee engagement and how that benefits an organisation.

Many people are now very savvy about how they use the internet to share knowledge, build up contacts, help solve a problem.  This especially can apply to new recruits who choose your organisation to work for.

There are four factors you need to consider when improving how people collaborate online that can increase employee engagement:

  • Easy to use tools: remove any barrier that may prevent people using these tools.  If there is one, people tend to use it as a reason not to use it!
  • Improve the culture: make it easy for people to share problems and want to share their knowledge and be recognised for doing this.
  • Change how people work: empower people and allow them to collaborate when they need to – this means considering mobile and remote working rather than always working at one place.
  • The bottom line: be able to measure the benefits to your organisation – increased sales, more productivity, higher customer service.

My first-hand experience at BT and from working with clients is you can increase employee engagement because people want to work for an organisation that values collaboration.  It is your approach which is critical!

You can out more information on how to improve collaboration to increase employee engagement to help you

Mobile collaborating: easier said than done!

In one week I will be participating at the World Class Mobile and Social-Enabled Enterprises event on 5 and 6 June in Frankfurt, Germany.

If you are thinking of coming to one of the best mobile events in 2014 please use this code WCMSSPEAKYOURLASTNAME in the special requirements section on the registration form.

I will be running a workshop on mobile collaboration.  I intend to cover the barriers you can face that can prevent people being able to easily collaborate whenever they need to.

I will also show how you can either prevent these barriers or take action to overcome them and still succeed with mobile collaboration.

I hope you will join me!

 

Getting the full value out of SharePoint

I recently posted on how you create a strategy that helps you to implement SharePoint successfully.  I then posted on how you to develop the right level of governance to manage SharePoint well.  But how do you gain the full benefits that SharePoint offers?  And how should you be measure it?

There are three areas you should prioritise:

  1. Productivity improvements: time saved solving problems using SharePoint instead of meeting in person to do this.  There are the costs of travelling avoided too.
  2. Savings in hardware, support costs and licences from moving content and tools on existing technology to SharePoint.
  3. Business intelligence can lead to opportunities to increase revenue through quicker responses to sales leads and customer service problems.

You may have other areas.  The key is to understand what business benefits you could gain from using SharePoint.

My first-hand experience at BT and from working with clients is that you benefit from using SharePoint.  It is your approach which is critical!

You can out more information on how to measure the full value of SharePoint to help you