I have reviewed many intranets and have been amazed at the variety of publishing standards and how they are enforced. These vary from no publishing standards through to everything being locked down depending on the importance of complying with standards. More importantly it is the amount of time, effort, and money that is used to enforce people to comply with the standards when they publish information.
I sometimes think organisations lose the plot and forget to look at the costs being spent for the benefit being gained.
Your intranet needs standards to make sure your organisation complies with business, user, regulatory, and legal requirements in any country it operates in. The best approach is to have ‘smart’ standards that need the minimum time, effort, and cost which achieving the maximum effectiveness and benefits. How many of these questions can you answer “yes” to?
- Do you train your publishers on what your intranet standards?
- Do you also train your publishers on why your intranet has these standards?
- Do you educate and support your publishers with guidance to understand more about your standards?
- Do you embed any of your standards in the publishing templates e.g. branding, navigation menu?
- Do publishers need to comply with your standards before their content is published e.g. images need to have alternative texts before they can be used?
- Do you review content for compliance?
- Do you remind your publishers if their content is non-compliant?
- Do you remove content if no action by your publishers to comply?
- Do you measure how compliant your intranet is?
- Have you measured it more than once?
If you answered “yes” to all these questions then award yourself a gold medal!
If you answered “no” to any of these questions perhaps you had better contact me?
Posted in benchmark, best practice, content management, governance, intranet, publishing, standards, usability
Tagged accessibility, best practice, governance, intranet, publishing, standards, training, usability, value
When you are faced with implementing SharePoint 2010 your intranet needs the right standards to make the launch and ongoing use a great success.
How can you do this? Firstly you need to be clear why you have standards. The reasons why usually include:
- Legal: web accessibility, copyright and image rights
- Regulatory: compliance with country and international agreements
- Business: content reviewed regularly and up to date
- Users: content ownership clear, easy to use and find
Your intranet standards need to:
When using SharePoint 2010 I recommend five standards you must include. These cover the different types of content and tools that you can use with SharePoint 2010 ranging from accredited information through to collaborative discussions.
You need to be clear that all your information is managed and has an owner. Intranet managers need to be able to contact an owner if there is a problem with their content quickly and easily. People need to know who to contact if they need more information not shown or wish to check about anything that has been published. You need to reassure your senior managers that any risk has been removed of non-compliance from information not managed.
Your employees must be confident they are using the most up to date information. You need to clearly show a review date, in line with your information retention policy, for people to see. Your content must be reviewed regularly and be removed if it is no longer needed and out of date.
SharePoint 2010 permissions need to be correctly set so people only see the information they have permission to see. Get these right at an organisation-wide level to save time and effort later. Owners (site administrators) of content can decide at a site level who can have permission to create, edit, as well as view content published.
Your information must be usable and valuable to people using it. Use SharePoint 2010 webparts to create the experience research with people has shown is needed. Train your publishers on ‘tone of voice’ and ‘writing for the web’ to help achieve this. To use the full range of SharePoint 2010 features well you must make it easy for people to share views, discover other people and their skills, find the right information and use what they find with the minimum of effort and time taken.
This is not an optional extra. It is mandatory. You need to go that extra step beyond usable content and make sure your content is accessible to everyone whether they are impaired or not. It needs to meet WCAG 2.0 guidelines. Legal requirements do vary from country to country. For the UK AA level is the current expert recommendation.
What you need to do is check standards are complied with. This can be achieved by using people or outside auditors to check content or better still, if you can afford it, an automated compliance checker tool.
Posted in benefit, governance, intranet, SharePoint 2010, standards, usability, web accessibility
Tagged accessibility, collaboration, governance, intranet, sharepoint 2010, standards, usability standards
This is another example of BT’s intranet standards used to give users a great experience.
Most browsers, and especially those for people with visual impairment, allow users to adjust font sizes to suit their needs. Therefore, it is important that you do not fix font in an exact, or ‘absolute’, size because users may not be able to see it!
Style sheets in content management systems will take care of font sizes, but if you create your own HTML & style sheets, you must use relative sizing, e.g. -1, or +1.
HTML <font> tag
You should use style sheets instead of the <font> tag to define font attributes. If you still have existing <font> tags within your site you should make sure they are relative and not fixed. You must then switch to style sheets at your next re-design.
Using styles for fonts
When using styles also always use the relative tags, such as percentage or plus and minus. For example if you want a headline to be bigger then use something like +2, or 150%, or ‘bigger’. Similarly, to make something appear smaller in scale to the rest of the page use -1, 75% or ‘smaller’.
The use of percentage, ‘em’ units or other ‘relative’ mechanisms to define the font size makes it easy for users to change the text size using their browser settings.
Testing should be done in the initial stages of creating a set of styles so that subsequent pages linked to the same style sheet will work:
- you need to check pages using the “Largest” and “Smallest” text size settings in the browser
- also test using a range of browser resolutions and settings to ensure the content does not become truncated or cause overlapping sections of content and text
- switch off the style sheet in the browser to ensure the content is still meaningful.
Posted in best practice, content management, intranet, publishing, standards, usability, web accessibility
Tagged accessibility, best practice, bt intranet, content, publishing, standards
When I asked a few weeks ago is your intranet breaking the law Janus Boye wanted me to cover other legal responsibilities we have. After a quick panic attack I recovered what poise I have and realised there are other areas where intranet managers, publishers and designers need to make sure their intranet is legal.
So here are key points you need to consider. I suggest you go to the Outlaw site for more details on legal information.
1. Information retention
We need to make sure we only retain the information needed by law and for the sound running of our organisation. But you need to consider whether you retain old copies of content. I know of someone who needed to show a copy of a web page as it was at the time of the incident to prove what guidance was actually being given to people.
2. Legal and regulatory frameworks
Like BT’s undertakings with Ofcom, you may need to meet regulatory requirements. This means there is often a need for some ‘knowledge firewalls’ to safeguard insider information in all sorts of industries such as the pharmaceutical, legal and banking industries. Incidentally the term ‘chinese wall’ is to be avoided according to Wikipedia.
This isn’t just personal. It could be commercial confidentiality too. If someone creates a page about issues with a piece of software how would they be affected?
4. Freedom of information (FoI)
This can be a big concern with intranet content. Anything published on your intranet may be subject to a FoI challenge. It could makes you less likely to share some details. This is probably likely to affect public service intranets most.
5. Data protection
Data Protection, particularly Personal Data and European Union rules for its use and storage, may affect your intranet systems, particularly HR systems.
Copying any content, especially an image, photo or multi-media file, from another website to insert on an intranet site is an infringement of copyright, unless you have permission from the copyright owner. To avoid any copyright problems restrict your uploading to content which you have created; colleagues, friends or relatives have created and given you permission to use; is provided by an official agency.
Posted in best practice, content management, governance, intranet, publishing, standards
Tagged accessibility, applications, governance, publishing, standards, users
My intranet could be breaking the law! Why? What? How?
Well if you have information or applications that is not accessible to everyone then you could be. Everyone, whether they have any impairment or not, need to have the same experience when using any intranet information or applications.
Legislation and codes of practice based on the WCAG web accessibility guidelines apply in most countries. US Section 508 and UK DDA 1995 being two of many examples I know of.
In BT we aim to achieve WCAG 2.0 standard. This is above the likely legal requirement for UK DDA 1995 and, more importantly, sets best practice for all users of BT’s intranet so they have a good experience whatever they use, whether they are impaired or not.
How are we doing this? Well, apart from my last post on how to use it as a lever for wider improvements, BT:
Follow the right approach and you won’t get a nasty surprise. It only takes one discriminated user and you could have a really big problem to solve.
Prevention is much, much, cheaper and better than curing a problem like this.
Posted in application, best practice, governance, intranet, publishing, standards, usability, user testing, web accessibility
Tagged accessibility, applications, best practice, bt intranet, content, publishing, standards, value