After you have developed a clear intranet strategy as explained in my post ‘How to develop an intranet strategy‘ you then need to follow this with an implementation plan, publishing standards and a governance framework.
While every intranet is different there are some common factors that need to be considered so your intranet supports your business requirements:
- The size of your organisation will affect how you manage your intranet. If it is based in one location and you know everyone by their first name then it is likely you can manage your intranet on your own. If it has many thousands of people in many locations you will need a different approach and involve other people to help you manage your intranet.
- The type of organisation will affect how you manage your intranet. Is it streamlined on administration, informal decision-making? Or is it more formalised, committee driven, when making decisions on how publishing standards and intranet roles and responsibilities?
- The culture of your organisation will affect how you manage your intranet. Is it a very top down, command and control, culture with feedback discouraged? Or is it more open, democratic and consensual? Whether it is either or a mix of both will influence your approach to managing your intranet.
My first-hand experience and from working with clients is that intranets can be managed well no matter what size, type or culture your organisation has. It is how you approach this which is the critical success factor!
You can out more information on how to manage your intranet to help you.
Posted in best practice, content management, governance, help, intranet, plan, publishing, standards, strategy, training, value
Tagged best practice, content, governance, help, intranet, plan, publishing, standards, strategy, usability standards, value
Recently I posted on how to develop an intranet strategy and how to develop a digital workplace strategy. One of the key factors either strategy must consider is the growing needs of people who use mobile devices to access information needed to help with their work. I believe it is so important that it justifies its own strategy to help achieve the full benefits.
When developing a strategy for people who are mobile it is important you consider the following factors:
- Research with mobile workers what exactly their requirements are. Don’t guess! And don’t accept the experience is good enough just because the content or app can be accessed from mobile devices.
- Involve mobile workers in testing as you develop your intranet to make sure it will be a good experience for mobile devices before it is launched. Don’t assume it will just be alright on the day.
- Be clear how many different operating systems your organisation can justify supporting. While wanting to support the different operating systems for mobile devices it is stupid to aim to support every system. A balance between IT costs and capabilities with mobile users’ needs to be agreed.
- Decide on your approach to responsive or device specific designs for mobile users. Do you want/need to publish the same content in more than one place? Is the management of one piece of content too heavy for all types of devices that need to access it?
There are some key principles which you can apply to help you create a mobile strategy for your organisation. Find out more information on how to develop a mobile strategy.
Recently I posted on how to develop an intranet strategy and about Jane McConnell’s report ‘The Digital Workplace in the connected organisation‘. So it is perhaps inevitable this post is about how you develop your strategy for a digital workplace.
A digital workplace strategy is different to an intranet strategy for the following reasons:
- A digital workplace is much wider than an intranet. It may well have the intranet at its core but knowledge sharing and completing online processes are also covered by a digital workplace.
- A digital workplace will have a higher profile so more senior managers in your organisation will need and/or want to be involved as they can influence its direction.
- The impact of the digital workplace as a business tool will have a wider and sometime unforseen impact on the organisation and employees who use it.
- There will be more ‘sacred cows’ and ways people behave which they are very protective or defensive about which you will need to prepare good sound reasons for their removal or need to change.
- There will be a stronger expectation for you to justify and be able to show the benefits to the organisation for developing a digital workplace that you must include in your strategy.
There are some key principles which you need to include with your approach when creating a digital workplace strategy. For more information read how to develop a digital workplace strategy.
Intranet strategies can vary from one type of organisation to another. I have found from working with clients there are several common reasons why this is so:
- Size: A small start-up company with a close-knit team will have a different approach to a global organisation with over 100,000 employees in many locations.
- Type: What makes sense for a large manufacturing company won’t necessarily work for a government body or a small business.
- Purpose: What is different about your organisation? What is its purpose e.g. online marketing company, charity or public sector?
- Complexity: A global based organisation in different time zones with many activities compared with a small team who know each other by their first names.
- Culture: Is it a command and control approach or a more transparent, collaborative, open to criticism way that your organisation adopts?
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
Some organisations are starting to realise the potential of mobile
working can help employee’s productivity, engagement, and their work/life balance. But the reality is a lot of organisations aren’t there yet. Most will provide a poor user experience and be reluctant to invest time and money developing a rich mobile user experience.
Security and risk are concerns that often create the barriers to further mobile integration. How can you overcome these barriers?
In this post I will cover how your organisation can provide useful functionality for your employees while still mitigating or addressing the following risks:
Fear of the unknown
There may still a perception by some people in Legal, Security, and Regulatory parts of your organisation that because they don’t fully understand how increased use of mobile devices to access tools and information or share knowledge and problems can help it must be ‘bad’.
The best way to handle this approach is to research what other organisations have done with mobile. You should focus on:
- Successful examples of adoption
- Competitors with your organisation who are ahead of you
- Lessons to learn where mobile hasn’t worked
- Prepare how and what you are going to share
- Identify the right stakeholders
People who do not fully understand why you authenticate can be over cautious and create many layers of authentication. The ‘just in case’ approach will just strangle the use by mobile devices of the apps and content you need to use to help you with your work.
Why would you use your mobile to access something online that takes just a few seconds if you have to enter usernames and passwords several times before you can get to it that takes several minutes? It’s just not going to happen. You need to explain:
- What people are being asked to authenticate for e.g. use apps
- Why authentication is needed e.g. protect intellectual property
- How authentication can have maximum effect for minimal impact with ‘smart’ authenticating used only when needed and not duplicating at every level; different levels of authentication based on type of content or app to be used
- Building security into your mobile device so your authentication feeds through to the content and apps to be accessed if possible
- BYOD – is personal mobile devices the best way or should you stick with company mobile devices?
Your organisation needs to be resilient and always able to survive whatever potential crisis it may face. This means supporting your employees wherever and whenever they are using their mobile devices. By having people in many locations your business is more resilient to these unforeseen events when they happen. Mobile can help by:
- Removing the ‘single point of failure’ problem with office based people all in one location
- Accelerating the recovery time from a ‘crisis’ to provide service to customers especially if face to face visits are needed e.g. employees with mobiles in different locations
- Showing better value made in infrastructure and data centres investment with availability 24/7 for when mobile workers need to use it
Addressing these concerns with your key stakeholders will help you remove the barriers preventing you from giving your mobile users the functionality and good experience needed to help with their work.
Posted in application, benefit, intranet, mobile, strategy, value
Tagged applications, benefit, bt intranet, digital workplace, mobile, value
I was asked recently “How do you sell the idea of mobile to senior executives so they ‘get it’?” Good question! My experiences with mobile have shown me there are four questions you need to be answer when you need to promote the idea of mobile with senior managers and show the benefits a good mobile experience can bring. They are:
Who are your stakeholders?
You know you need to gain sponsorship and support for your ideas with mobile. But who are the right senior executives to be your key stakeholders? You need to identify the senior people who:
- Will be affected most by your ideas for mobile
- Will be most influential in your ideas being adopted
They may not be the most obvious person so think carefully about who you need to build a relationship with so they understand what you want to do and what their role will be.
Without their ‘buy-in’ your ideas for mobile will go nowhere fast and, sadly for you, will probably just stay as ideas.
What is your strategy?
Have a proposal you can use as a basis for any conversation with your stakeholders. This needs to be some form of a strategy that sets out:
- What you are aiming to do e.g. reduce time taken to solve problems
- Why you believe this is needed e.g. improved productivity
- What the scope of your strategy is e.g. apps, collaborating tools, governance
- What are your priorities e.g first phase connectivity, second phase apps development
- When will it be implemented e.g. 3 months for phase 1
You need to have this ready to show people and be able to answer questions about how it affects your organisation, stakeholders, and people who need to use mobiles or need to be more mobile in how they work.
What are the benefits?
You need to show what the likely benefits of people using mobiles and being more mobile can bring to your organisation. Any benefits that show on the bottom line will be taken more seriously. You need to consider:
- Reduced office space needed as people work more from different places e.g. home, local hub, while travelling
- Increased productivity as people don’t have to wait until they are using a PC in an office to act on requests or ask for help
- Reduced travel costs as people share online, on calls, on video using their mobiles any work problems they need help with
- More engaged people with flexibility to balance their personal life with work commitments and reduce stress
Some of these are obvious savings but can be harder to prove. Your approach needs to show how you would measure these as well as indicate the benefits that can be made.
How will you implement it?
Make sure you have thought through how you can going to turn your idea for mobile into reality. Don’t be so aspirational that senior execs can see it could be unrealistic and lose it and your credibility. But it needs to inspire people by showing it can be done and justify their sponsorship by:
- Getting approval and funding for it
- Deciding who will lead the project and accept who makes the decisions
- Having regular reviews of progress made
- Identifying resources available to make it happen
Don’t fall over at the last hurdle by not having a plan showing how you can implement your idea for mobile. It may show a lack of confidence in your abilities to make this happen.
You can find more information about mobile or contact me for advice.
Posted in benefit, collaboration, digital workplace, governance, intranet, mobile, plan, strategy, value
Tagged benefit, best practice, collaboration, digital workplace, governance, mobile, money, plan, strategy, value