Why you need a mobile strategy

May 13, 2013 at 9:20 am | Posted in digital workplace, governance, intranet, research, strategy | 3 Comments
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In my last post ‘Letting the mobile genie out of the bottle‘ I said mobile is one of the key drivers for the transformation of intranets into digital workplaces which could become mobile workplaces but progress is patchy.  I asked how do you manage this so it benefits your organisation and people while managing the risks of bring your own device (BYOD), intellect property, consuming and contributing content, and using apps that are available anywhere, anytime?

It is no surprise if I say a mobile strategy to set you in the right direction is a good start to make.  Setting the right direction for your organisation with mobile is critical.  To do that you need to know why is your organisation considering mobile access to your intranet.  You need to develop a strategy aligned to your overall business strategy and other strategies that may conflict, support, or overlap with your mobile strategy e.g. IT, Communications, Security.

Your mobile strategy will need to show how it will help to improve the performance.  You need to first research how productivity can increase with people more mobile.  You need to find out which content and apps are most needed while people are mobile.  Ask people what tasks need doing most or have the biggest impact if done with a mobile device.

Without a mobile strategy, with clear priorities shown, there is little chance of creating a successful business case that can help people and your organisation.  But who should be responsible for sponsoring the implementation of your mobile strategy?

You need to find a senior manager who will champion this or, better still, a group of senior managers from across your organisation.  Consider who will have the biggest influence on your mobile strategy.  Check out who will be most affected by your strategy.  Lastly, who has the biggest interest in a mobile strategy being adopted.

Involve these people and any people they nominate in developing your strategy and working out the best way to get your organisation to adopt.

When you have achieved this you will need governance so your mobile strategy sets out and continues in the right direction.  More on this in a future post.

Letting the mobile genie out of the bottle

May 7, 2013 at 7:46 am | Posted in digital workplace, governance, intranet, mobile, strategy | 3 Comments
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Mobile is now one of the key drivers for the transformation of intranets into digital workplaces which could become mobile workplaces.  Progress is rapid but patchy.  Why is that?

I believe many organisations want to move towards greater mobile access to content, collaborative tools, and apps, but it is fear of the unknown which prevents them doing this.  Part of that fear is about letting the genie out of the bottle.

While there are some surprising examples of organisations like Yahoo! and Google reacting negatively (in my view) to this trend, many are starting to test the waters by putting a (mobile) toe in and finding it a warm and pleasant experience.  They are not getting out of their depth either by planning what to try out first, how it fits with the wider picture, and understanding the benefits.

How do you manage this so it benefits your organisation and people while managing the risks of bring your own device (BYOD), intellect property, consuming and contributing content, and using apps that are available anywhere, anytime?

It is no surprise if I say a mobile strategy and governance helps to achieve this.  Setting the right direction for your organisation with mobile which is supported by the right framework is vital.

Over the next few posts I will shed some light on how to manage mobile devices once people can use access their online environment.  What will help you most?  Let me know please…….

Join me at Intranätverk for an engaging, fun, and participating conference

April 23, 2013 at 8:05 am | Posted in digital workplace, governance, intranet, mark morrell ltd | 1 Comment
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It is less than one month to the start of the intranet conference, Intranätverk.  For three days, starting from 21 May, my good friend Kristian Norling will be hosting the biggest gathering of intranet professionals ever in Gothenburg.

Kristian says “The conference is arranged because there is a need to network, listen, learn and share knowledge amongst us intranet professionals. There is also a lack of really good intranet related conferences in Sweden. To my knowledge there has been no intranet related conferences arranged in Gothenburg or West Sweden for the last few years, if ever?

We strive for a balanced list of speakers. The goal is for it to be split equally between: women and men, practitioners and consultants, young and old, large and small organizations, private and public sectors and both multinational and Swedish organizations.”

Kristian has been working with intranets since 2001 and over the years he has experienced and participated in a lot of great conferences. He will use this knowledge and experience to help to make Intranätverk a great conference with a difference that shouldn’t be missed.

I will have the privilege to:

  • participate as a delegate listening to other great speakers on subjects including intranets, mobile, and SharePoint 2013
  • present on the benefits of a digital workplace
  • help delegates with a governance workshop

I am sure Intranätverk will be a great conference.  Why don’t you join us to help make sure it is?

4 ways and 3 benefits using a wiki to develop policies

April 15, 2013 at 9:04 am | Posted in collaboration, community, engagement, intranet, social media, wiki | 5 Comments
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An organisation’s purpose involves how to manage how their people behave by encouraging, sometimes even mandating, how work tasks need to be carried out and by whom.  In my last post I asked ‘Why not use a wiki to develop policies?’.  How would using a wiki to develop work in practice?  Here are four ways to consider:

  1. You need to have the right culture which will encourage people to contribute and feel comfortable challenging what exists and being constructively critical.
  2. You need ground rules, or terms and conditions, or guidelines which set out clearly what the expected level of behaviour is for anyone using the wiki.
  3. Make sure the wiki is easy to create and edit as well as to read.  Anyone who has used Wikipedia will know it is a very different experience if you want to create/edit an article compared with reading it!
  4. I recommend the person responsible for the policy adds a draft – something which makes sense but its structure and content is loose enough to encourage people to edit – and asks anyone interested to contribute.  It is much easier to comment upon what exists than to start with a blank screen.

It is best to start with a policy that affects most or all people working in the organisation.  Choosing a Human Resources policy best fits that aim.  A policy on employee’s terms and conditions; holiday – how much and when it is taken; flexible working hours – shift patterns; and grading and pay rates.  All of these are policies people will have a view on what they believe is appropriate and will help build up a policy that is accepted by most other people.

Why should your organisation take such a risk?

My answer is “Why not?”  I believe there is very little to be risked if you pick your first policy to be one that has widespread interest and is not seen as being contentious.

One way to encourage stronger engagement with people within your organisation is to ask for their views and listen and act upon them.  Giving people the opportunity to shape a policy which affects them means there is a stronger chance of buy-in to the final version and the impact it has.

When organisations treat their people as adults with a chance to express a view you will generally find it is taken seriously and the outcome is very good.  This applies to blogging, micro blogging, feedback, and discussions that are moderated by the members of the group.

Here are three benefits to consider:

  1. It is probable that a better thought through policy will be developed that takes account of many more concerns and points than an expert or small project team could expect to include.
  2. It is likely to be completed in less time with less effort.  And if it doesn’t work an organisation should be honest and explain why e.g. too few comments, too negative, and pledge to learn from the experience.
  3. Less time, effort, and costs will be spent policing the policy in future if everyone has had the opportunity to influence its development.

So, go on, why not use a wiki to develop a policy in your organisation?

Reduced staff turnover savings in a digital workplace

March 20, 2013 at 9:42 am | Posted in benefit, best practice, collaboration, digital workplace, engagement, intranet, research, social media, value | 4 Comments
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This is the third in my series of posts showing examples of the savings organisations have made by shifting work to a digital workplace.  It draws on my previous posts on how you need to plan your strategy, governance, and management of content, tools, and services for a digital workplace.  This is essential to transform your intranet into a digital workplace.  The previous posts covered productivity savings and reduced absenteeism.

I will be using examples from the Digital Workplace Group‘s report ‘What is the financial value of investing in digital working?‘ that show what organisations taking the right approach can achieve.  This example covers how reduced staff turnover can improve engagement save costs impacting on your organisation’s financial bottom line.

How to reduce staff turnover

I posted on ‘How an engaged newbie can become a top performer‘ which showed that:

  • Performance management where you are measured on outcomes rather than time spent at work
  • Having the right collaboration tools in place with a good governance framework in place is needed
  • Having the right tools to connect from a hub, home or while on the move keeps you in touch with everyone

What organisations can achieve

  • Recent studies have found clear links that show new ways of working have a positive impact on staff turnover.
  • The value of reduced turnover from people telework for half the week is estimated at an annual $3,350 per teleworker.
  • If a quarter of a business’ workforce leaves each year, and the average pay is $35,000, it could easily cost a 1,000-person organisation $4m – $10m a year to replace employees.
  • Employees with flexible working arrangements are more likely to be satisfied, productive and committed – and stay with their employer in the long term.
  • The digital workplace is a key component in reducing absenteeism through flexible work options.

Examples

  1. More than 91% of Cisco’s 2,000 survey respondents say being able to telework issomewhat, or very, important to their overall satisfaction.
  2. In a 2009 survey by the Society for Human Resource Management, 80% of HRprofessionals felt that flexible work arrangements have a positive impact on employee retention. Some 75% felt it helps them attract employees. And 86% felt it improved employee commitment.
  3. In Accenture’s 2012 Women’s Research – The Path Forward, 64% of respondents said that they stay in a job longer if offered flexible working.
  4. Canada’s Top 100 employers competition has found that employees who are given the option to telecommute report greater loyalty.
  5. 82% of Fortune Magazine’s 100 best companies to work for in 2011 offer telecommuting opportunities to workers.

If I was working in Yahoo! or Google I would want to consider how this evidence stacks up with their policies on homeworking.  Wouldn’t you?

My next post in this series will be on property savings.

Great examples of Digital Workplace productivity savings

February 27, 2013 at 9:24 am | Posted in benefit, best practice, digital workplace, engagement, intranet, research, value | 8 Comments
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This is the first in a series of posts showing examples of the benefits and savings organisations have gained by shifting work to a digital workplace.  It draws on my previous posts on how you need to plan your strategy, governance, and management of content, tools, and services for a digital workplace.  This is essential when transforming your intranet into a digital workplace.

I will be using examples from the Digital Workplace Group’s report ‘What is the financial value of investing in digital working?‘ that show what can be achieved if your organisation can take the right approach.  My first example is how improved productivity can lead to huge savings in your time working and show on your organisation’s financial bottom line.

How to make the savings

I have posted on what you need to do to make productivity savings:

  • Usability: clearly labelled content that’s easy to find
  • IT capability: right tools to make best use of digital workplace
  • Security: confidence in privacy of sensitive content
  • Involvement: contribute to plans, make your needs known

What can be achieved

Organisations that have implemented these successfully have found:

  • Improved productivity is the benefit that will have the most impact with senior management
  • Work that happens in traditional offices is often inefficient
  • Employee engagement is stronger with flexible working
  • Engaged employees work harder and better
  • Increased productivity through people working half the week from home
  • Flexible work programmes improve productivity
  • Investment is needed to increase productivity through new ways of working programmes

Examples

  1. BT now has 15,000 homeworkers out of 92,000 people who are 20% more productive (I know!  I have been a homeworker for many years)
  2. Microsoft improved productivity by 28 minutes per person per day ($86m) through use of unified communications technology
  3. UPS homeworkers increased productivity by 17% and job satisfaction by 86%

There are more examples and details in ‘What is the financial value of investing in digital working‘.  My next post in this series will cover declines in absenteeism.

It’s March…so it must be IntraTeam 2013

February 25, 2013 at 9:23 am | Posted in best practice, digital workplace, intranet, mobile, search, social media | 1 Comment
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Like when the crocuses and snowdrops are followed by daffodils flowering in spring, the IntraTeam conferences in Copenhagen is a key part of my intranet calendar in March.  This will be my third time at this conference but my first purely as a delegate and not as a speaker.  I’m really looking forward to absorbing the knowledge to be gained, networking with existing friends while making new ones, and feeling the pulse of where intranets and digital workplaces are going next!

So, what does IntraTeam 2013 have in store for us from 5 -7 March?  Well it has its own Twitter hashtag #iec13 so please follow that if you haven’t already.

To start with on 5 March there is a full day of workshops covering the digital workplace, mobile video, transforming intranets, and HR portal.  Quite a variety to choose from.

That sets us up nicely for the main course on 6 and 7 March with the main speaker sessions.  Starting with Jane McConnell and her Digital Workplace Trends 2013, we move on over the two days to cover corporate intranets, gamification, storytelling, social video, mobile intranet, search and much, much, more!

For dessert we have the legendary networking dinners where Kurt Kragh Sørensen, Owner, IntraTeam A/S @IntraTeam plays host to a great experience of fun, laughter, and great conversation on intranets.

It’s giving me quite an appetite before I have even arrived!

This conference will give you ideas on how to communicate, share knowledge and create value with your intranet, SharePoint solution and enterprise search.

It’s a great opportunity not to be missed.

Congres 2013, SharePoint and Digital Workplace – all together!

February 18, 2013 at 9:38 am | Posted in digital workplace, governance, intranet, SharePoint 2010, strategy | 1 Comment
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I am really looking forward to my first time at the Congres intranet conference, Congres 2013 (Twitter #intra13), on 18 and 19 March in Utrecht, Holland.  Many people have told me about the great time they have networking with other intranet people and learning from the workshops and presentations given by great speakers.

I am very pleased to be asked to run two workshops on SharePoint and the Digital Workplace on the first day and a breakout session on the second day.  For those of you who have not heard about this (where have you been ?!) this is the fifth annual Intranet conference designed for senior managers, communication people, information and IT professionals engaged in intranets, enterprise social media and corporate employee portals.

Speakers this year include Luis Suarez – The Evolving Knowledge Web Worker, Euan Semple, Eaun Semple – The Future Proof Intranet, business as usual?, Jonathan Phillips – The Coca-Cola Intranet: from research to delivery and Steven van Belleghem – Internal Communication is dead.

Congres 2013 (#intra13) offers you the opportunity to learn about current innovative intranet solutions, new developments and best practices. In addition to acquiring all that knowledge, the networking as a big factor at the conference.

And if you want to find out more about how to plan and implement strategies for the Digital Workplace and SharePoint and how to manage them, join my workshops and say “hello’ in person as well as on Twitter, etc.  I will be very pleased to welcome you!

The digital workplace…and the weather!

February 5, 2013 at 9:11 am | Posted in digital workplace, intranet | 4 Comments
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As many of you in the UK already know we experienced some bad winter weather in January (yes, even snow in Brighton!).  I have seen my neighbours struggling to get their cars started to drive through the snow and ice on the roads.  Other neighbours who commute to work by train have seen these cancelled or delayed because of problems caused by the bad weather.

All these I have heard or seen while working from my digital workplace, nice and warm, broadband connection strong and reliable, reflecting on the difference in my working day compared to theirs.  Judging by the time they leave for and get back from work, the expressions on their faces, and their conversations at the weekend it makes me appreciate how good my workplace is.  I also am sure I was more productive work-wise as well as being happier.

I believe this boils down to another example of what is a good “work/life balance”.  I can choose where I work – home, local hub, cafe, etc. – so it suits me for whatever I need to do each day.  Obviously running my own business gives me 100% flexibility.  But even if I was working for an organisation shouldn’t I be able to choose where I work that is of benefit to me as well as my employer?

Thankfully I also heard other neighbours and friends were able to work from home instead of their office while travelling was difficult.  Even better most of these were asked by their employer or got quick agreement to their request to work away from their normal place of work.

I do wonder how the recent bad winters in the UK, plus London-based financial and other major businesses learning from the Olympics and Paralympics experience, is helping to raise the level of awareness about the benefits of the digital workplace.  Combining better business resilience and employees availability is a winning combination!

From a work/life balance it’s pretty good to use a digital workplace when the weather is sunny and warm in the summer too.  And it’s very nice in the spring and autumn too in my humble opinion.

What do you do when the weather is bad?  Do you see a trend where you work for more people able to choose where they work when weather conditions are bad?

How to be more productive in a digital workplace

January 23, 2013 at 12:09 pm | Posted in application, benefit, collaboration, community, digital workplace, intranet, mobile, research, usability, value | 3 Comments
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OK, so you now have a digital workplace strategy showing the direction you need to move in; a governance framwework to show who is responsible for what with standards, etc, to give you a fantastic online experience; policies and values that encourage you to use a digital workplace and benefit from them.

Now I will show how you can be more productive using a digital workplace:

Usability

It is critical that the time you use in a digital workplace is not wasted.  That means having clearly labeled information, direct route to the information, able to use the information whatever device (laptop, tablet, smartphone) you have, and be able to edit the information as well as read it.

And it’s not just information, you need to find people who can help you or you want to share some knowledge with.  Having an easy to use people finder helps as well as finding collaborative content in discussion groups with other people with similar needs or interest.

Finally if you are mobile your time is limited.  You need fast access to apps and services you need to use e.g. booking travel, hotel room, invites for meetings, hire care.  The list is long but you need to get to each task in a short time and complete each task quickly.

IT capability

You need to have the right tools and access to gain the full benefits from a digital workplace.  Your organisation needs to fund and provide laptops, smartphones, tablets as well as an internet connection and monitor screens for homeworking.  Having the right choice of devices means you can always use the digital workplace whenever you need to – checking people finder, completing tasks, sharing information.  This means you can be more productive and aim for a better work/life balance.  No more waiting to get to an office before you can do your work.  And with the right device you can do your work better, maybe faster too.

You need reliable access to your digital workplace when you need it.  If your organisation gets it wrong then you probably won’t use the digital workplace so much.  Your IT network needs to be reliable for speed and availability.  If it is frequently down for a hour or so you won’t trust it and become reluctant to use it.  If it is slow then you will vote with your feet and stay in a physical office where you can contact people and work better.

Security

You must be confident you have secure access to your digital workplace.  Your organisation needs to be confident it will not be abused by anyone away from their physical workplaces.  For example if you want to check your pay record online you want 100% confidence only you can do this.  Likewise if you need to access sensitive information online the organisation also needs 100% reassurance only those with the right permissions, like you, can use it.

To be fully productive you need to use these services with confidence about how secure they are in a digital workplace.

Involvement

Your organisation needs to develop and have available the things you need to do your work.  Research will be needed before your digital workplace can be used.  You should be involved and asked questions like:

  • What is the information you need?
  • What applications do you need for your work?
  • What collaborative tools do you to share?
  • Will any device work in your digital workplace?

All of these need to be addressed before you need them.  It may take your organisation time, effort, and money to research fully what is needed.  However it will be seen as an investment in the months afterwards when you start using your digital workplace because it helps you to be more productive.

Please contact me if you need my help or leave a comment on this post.  My next post will cover how the weather can help your digital workplace.

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