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.
Knowing who owns each piece of content published across your intranet has three main benefits.
- 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.
- 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.
- 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.
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.
Posted in benefit, best practice, digital workplace, governance, intranet, standards
Tagged benefit, best practice, digital workplace, governance, intranet, standards
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:
- Productivity improvements: time saved solving problems using SharePoint instead of meeting in person to do this. There are the costs of travelling avoided too.
- Savings in hardware, support costs and licences from moving content and tools on existing technology to SharePoint.
- 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
Posted in benefit, best practice, content management, intranet, SharePoint, SharePoint 2010, value
Tagged benefit, best practice, digital workplace, intranet, sharepoint, sharepoint 2010, value
I recently wrote about how you should manage your intranet. A governance framework based on your business requirements is a good approach to take to achieve a well-managed intranet.
Part of your business requirements will need your organisation to comply any laws that apply in any country you operate in. A strong governance framework will help avoid the risks of non-compliance with all legal requirements in the most effective way. It is better to look at the bigger picture and be consistent rather than have a local, fragmented, approach.
Factors you need to consider are:
- The impact on your organisation’s brand and reputation if it is non-compliant with a legal requirement. Is it really a risk worth taking? Can you foresee all the fallout from the publicity?
- It is not something you should just pay ‘lip service’ to. You need to be serious about meeting not just the letter of the law but the spirit of it too. It can have many positive benefits if approached in the right manner rather than seen as inconvenient and a hindrance.
- Living the values of your organisation by being able to demonstrate that employees are respected by your intranet complying with all legal requirements. This may also encourage people to join your organisation rather than a competitor.
My first-hand experience and from working with clients is that intranets that are legally compliant by using best practice examples have a positive impact on your organisation and your intranet role. It is how you approach this which is the critical success factor!
You can out more information to help your intranet avoid the legal risks.
I have the great privilege of delivering the keynote address on 13 November at the IntraTeam Event in Stockholm. I will be showing delegates how to sell the idea of mobile to senior executives with examples of how a good experience along with a great plan can convince decision makers in your organisation.
This builds on previous posts on mobile which you may have missed before over the past year. I have shared my presentation here for you to find out more mobile.
I am looking forward to meeting some old friends as well as make new friends during this conference. If you can’t make the conference then you can follow on Twitter #IES13 to find out what is happening.
If you can’t make the conference but would like to meet up with me please contact me as I have some limited free time on 12 – 14 November while I am in Stockholm.
Posted in benefit, digital workplace, engagement, intranet, mobile, plan, strategy, value
Tagged benefit, digital workplace, engagement, intranet, mobile, plan, strategy, value