Tag Archives: benefit

How to make a great start to 2016!

The start of a new year gives you the chance to make a fresh approach.  One area you may consider is improving how you manage your intranet, digital workplace, collaboration tool or site.

Have you a clear strategy that is aligned with other business area or function strategies?  Is it supported by a strong governance framework?  Most importantly, do people have a consistently good experience?

I have found having these helps people to be more productive and effective.  A consistently good overall experience helps achieve these benefits.  People need this every time they go online.  Whatever they want to do, they need to be able to rely on it.  It needs to give them confidence that it will always meet their requirements.

This benefits their organisation too.  People use it more frequently.  They are confident they can easily find what they need.  They know they can rely on the integrity of the information and applications.  Most importantly, it will help them with their work.  Organisations recognise it supports their business requirements.  They are viewed as valuable, even business critical, in achieving their strategic goals.

How do you achieve this consistently good experience?  Is it using a publishing technology?  Is it the visual design?  Is it the access people have?  It may well be that some or all of these do contribute to this.

However, having a clear strategy aligned with your organisation’s strategy, supported by a strong governance framework definitely helps.

Book cover - Digital success or digital disastersBased on 20 years experience, I have written for you ‘Digital success or digital failure?‘.  It is a practical, experience-based approach to growing and managing a successful intranet, digital workplace, collaboration tool or site.

Every approach is based on my experience with many practical examples, strategic guidance and quick tips to help you plan or turnaround an unloved intranet, digital workplace, collaboration tool or site.

Buy a copy of my book and keep it by your side so you can refer to it whenever and wherever you need to!

What is the right governance for a digital workplace?

My recent posts ‘What exactly is a digital workplace?‘ and ‘What is the difference between a digital workplace and an intranet?‘ generated some good discussions on Twitter and LinkedIn.  I want to stay with the digital workplace theme for my last post of 2015 and bring in how you manage it.

What is the right governance model for a digital workplace?  We know that a digital workplace is different from an intranet, even an advanced intranet, so how does that affect the way it is managed?

Maybe even more importantly is how you manage the transformation from an intranet to a digital workplace so you gain all the benefits and none of the drawbacks as it happens.

Who develops and implements the strategy?

Digital workplace principles need to be put into your own organisational context.  A group of senior stakeholders, representing key business areas and functions across the organisation, can steer your digital workplace strategy.  This enables a fuller, more complete picture of what is needed, the right direction to set, and who should lead, to be agreed and accepted.

What should everyone expect from a digital workplace?

Everyone should gain from a digital workplace although they will have different expectations depending on their roles and responsibilities.  This can vary from being more productive because all the applications and information are now accessible through to finding news and discussions with people who can help you solve work problems online.

Being able to connect whenever and wherever you need to from whatever device you have also reduces stress, avoids delays and improve your quality of working life.

What standards are needed for a digital workplace?

A governance framework is needed with publishing standards forming a key part.  Standards are needed for:

  • Legal requirements: accessibility, personal information available
  • Business requirements: usability, design, navigation, findability, ownership and information retention
  • Employee needs: terms and conditions that encourage people to want to work in a digital workplace
  • Security needs: confidential information protected, permissions model adopted
  • Technical support: platform functionality, server support, agreed levels of service.

Gaining confidence working in a digital workplace

Anyone who plans to work remotely, especially if they are the first person in that team, wants to have the same or better experience than where they currently work.  You gain confidence when the information and tools you need for work are always available to use.  You feel confident that your personal information is there for you (and only you) to use still.  You don’t feel any discrimination because you are working remotely from your manager, team, customers and other employees.

Only through consistently good experiences like this will it happen.

More informationBook cover - Digital success or digital disasters

For more information on how to develop the right strategy or governance framework I offer some great, practical advice, to help you in my book ‘Digital success or digital disaster?‘.  You can try it first by reading the introductory chapter to find out more.

Right requirements + right approach = right technology

It can be daunting when faced with the chance to improve your intranet or digital workplace by updating or replacing the technology you use.

I had mixed feelings when I was an intranet manager: good that I could make a difference; bad when thinking how I need to make the right decision!

Here are some steps I recommend you take to make sure you have a good outcome.

business requirements

Make sure you have a complete a set of business requirements.  The better informed you are on what your organisation will require, the more likely you are to meet their needs.

Check with stakeholders what they need.  What are their biggest pain points?  What works well and they want more of?

Present the business requirements in a way that helps everyone to understand what is needed.  This helps avoid misunderstandings and delays.

Budget

You now have the business requirements.  From these you need to build your business case.  This needs to show what the improvements will be.  More importantly, you need to demonstrate the benefits – how much and how quickly – to be gained.

How much money is available?  Is there a time limit for when the money has to be spent?  Who needs to approve your business case?

You need to gain approval and understand what the conditions are that you need to achieve.

Working with it

You have the budget and the business requirements now.  The next stage is to work with your IT partners to find the best technical solution. It is usual for your priorities to differ from IT.

You may want the best technical solution; IT want a solution that fits with their technical skills and experience.  You may want to stagger the changes so people can accept the changes gradually; IT may want a ‘big bang’ approach because they need to reduce their costs supporting existing technologies quickly.

Proper engagement, clear understanding, agreed priorities and roles and responsibilities help to avoid different approaches becoming huge barriers that prevent progress being made.

Only when you have reached this stage can you use the budget and requirements to assess the possible technical solutions that could help.

Testing

You now have agreed which technical solutions you need to investigate further.  This leads to the next stage of testing.  You need to be shown how each solution can meet your business requirements.  The best way is to test it on your own digital environment.

Agree with the provider of the technical solution what you require and for how long.  Develop your business requirements into user stories or journeys that replicate typical examples of how people use your intranet.

Have criteria to show the results and understand the differences between each new technical solution.  If you are only testing one then compare it with your existing technology you use.

Outcome

You now have assessed the technical solution(s) by testing the business requirements.  You have a winner that demonstrates it can improve how people use the intranet or digital workplace.

But can you afford it?  The costs may restrict your choice.  Maybe the second best solution is far more affordable and best for your organisation?  Decide on the solution that will gain you the most benefits.

Next agree how it will be implemented.  What is the top priority?  Understand timescales.

Most importantly, have a governance framework and information architecture that supports your strategy before you start implementing your new technical solution.  Without these success will be more difficult to achieve!

more information

Book cover - Digital success or digital disastersFind out more information from my new book ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.  A license to share the ebook with publishers across your organisation is available.

Great intranets need the right governance to succeed

For anyone who reads my posts, you will know I call myself the Intranet Pioneer.  Recently I met a friend and digital consultant who jokingly referred to me as the “Intranet Guv’nor” because of my book about governance ‘Digital success or digital disaster ‘ that helps show people how to manage their intranets and other digital spaces better.

While I appreciated the joke, it did make me think about the meaning of governance.  Depending on who you ask, you will get a different response on what they think it is.  Sometimes it even creates a sense of fear!  People think it is ‘bad’ because it will stop you doing ‘good things’ online.

What do I mean by governance?  It is a word which has been described in different ways by many people with lots of diagrams and flow charts.  However, the problem is not what governance is for – it is how you apply it online. So let me be very clear here.  Governance is good and can be easy to apply well within an overall framework.

A governance framework covers:

  • The roles and responsibilities for different participants in your organisation (intranet manager, stakeholders, publishers and users)
  • The standards and processes for making decisions and through which objectives are set for all information and applications
  • Monitoring the actions, policies and decisions of intranet publishers and users

I have found the best intranets help people to be more productive and effective.  A consistently good overall experience helps achieve these benefits. People need this every time they use your intranet.

Whatever people want to do, they need to be able to rely on your intranet delivering it.  It needs to give them confidence that it will always meet their requirements.  Without this, people will be less productive and effective with their work.

This benefits their organisation too. People use their intranet more frequently.  They are confident they can easily find what they need.  They know they can rely on the integrity of the information and applications.

It is having a strong governance framework supports an intranet or digital strategy, aligned with the organisation’s strategy.

Book cover - Digital success or digital disastersFind out more information on how to avoid this conflict sinister underwebs from my new book ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.  A license to share the ebook with publishers across your organisation is available.

3 steps to demonstrate the full value of your intranet

It is not enough just to set up a governance framework underpinning your strategy.  While they are prerequisites for a well-managed intranet, you also need to measure and demonstrate the benefits the intranet provides for your organisation, especially if you need further investment in the intranet or its governance.

Traditional Return On Investment (ROI) financial benefits usually have the biggest impact on your organisation, especially on those approving financial spend.  However, there are other types of benefits with significant value.  You need to consider all of the following to justify the benefits of good governance:

  • Financial benefits that impact on the bottom line of your organisation’s financial results
  • Quantified, non-financial benefits, such as improved productivity
  • Unquantified, non-financial benefits such as culture changes

Some benefits are easier to measure.  Other benefits have greater prominence with your stakeholders.  The amount of benefit measured may also vary. Sometimes you may find the amount is so large, the benefits can be difficult to justify as achieved.  You will need to judge the best benefits to justify investment in the intranet.

An example would be a change in people’s behaviour that increases productivity with time saved.  This may appear to deliver a large amount of benefits.  However, showing what people do with that time saved can be harder.  Are they working better or on other work tasks, or are they relaxing and having more time to talk with colleagues?  It can be demanding finding a suitable benefit.

Remember to:

  1. Choose how to measure the benefits your intranet provides.
  2. Decide when is a good time to measure the benefits e.g. interviewing people before and after a major change to assess its impact on their work activities.  There are different approaches to take when you measure these benefits.
  3. Consider how much time you have to measure the benefits, what resources you can call upon, and whether you need wider expertise.

Book cover - Digital success or digital disastersFind out more information on how to manage your publishing community and intranet from my new book ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.  A license to share the ebook with publishers across your organisation is also available.

How can new publishers comply with your intranet standards?

Implementing publishing standards that meet your organisation’s requirements helps create a consistently good experience for people accessing your intranet.

They are critical to you implementing a successful governance framework.  The publishing standards will support your intranet strategy, publishing model, roles and responsibilities.

All your content owners and editors need to comply with the publishing standards.  Knowing this, people will access your intranet and use it more, confident in the integrity of the content and applications and aware that you ensure publishers comply with each standard.

And that can be the weakest link in your governance framework!  How do you continue to provide that consistently good user experience with new publishers?

I am talking about publishing accredited – news articles, company policies, etc. – content, not collaborative – blogs, discussion groups, etc. – in this post.

Your governance framework must cover how you manage new content owners and editors.  This is the best way to sustain the baseline you have established for best practice.  Without it, people will inevitably see a decline when they access your intranet.  Their productivity and effectiveness risks declining and affecting their overall work performance.

There are five actions that you need to consider taking so new publishers are good publishers:

  1. Induction training on how to use the publishing tool.  This is not just about what to use it for.  It includes how to use the publishing templates.  It needs to covers features like global navigation bar, content owner, review and last updated dates.  By explaining why this is important it helps encourage best practice.
  2. Have good communications channels so new publishers can keep up to date with the latest news that affects them.  Publishers should be able to ask other publishers for help and get answers.  New publishers should feel they are fully informed about how they use the intranet.
  3. Offer clear online guidance and best practice tips on how to publish on the intranet.  Reinforce this when you contact content owners and editors e.g. email, discussion group, conference call or webinar.
  4. Invite all new publishers to join a discussion group covering publishing topics to help develop a broader understanding.  It is much easier (and cheaper) to have peer-to-peer conversations where practical tips are shared quickly with each other.
  5. Have one set of publishing templates that you manage.  Keep publishing simple and easy to encourage best practice.  One publishing process will save content owners and editors’ time.  It avoids the temptation to try alternative methods or create more templates.Book cover - Digital success or digital disasters

Find out more information on how to manage your publishing community and intranet from my new book ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.  A license to share the ebook with publishers across your organisation is also available.

7 principles for good intranet governance

An effective governance framework is essential for a well-managed intranet.  It can be the deciding factor between a good user experience, greatly valued, and a poor user experience with little benefit.  Every intranet is different depending on the size, type, and culture of the organisation it supports.  However, there are some key governance principles that are common to their success.

Recently I spoke at Intranatverk about this based on my book  ‘Digital success or digital disaster?‘ which is a practical, experience-based approach to growing and managing a successful intranet.  My slides ‘7 principles of good intranet governance’ are avilable for you to share.

The alternative to governance can be chaotic anarchy.  Posing risks to security and intellectual property provides an awful experience for those who still use your intranet.  Where governance can start to get confusing and difficult is in how it is applied.  Applying these governance principles leads to a good outcome:

  1. Know your organisation
  2. Define the scope
  3. Put people first
  4. Use all resources
  5. Compare and benchmark
  6. Do what you say you will do
  7. Keep it legal

Think about how you build a house with the foundations, walls, floors, windows, doors and finally the roof.  It would not make sense for you to have windows, doors, and a roof only.  The same applies to your governance framework.

These principles for good governance are not like a menu that you choose which items to have and leave others alone.  You need to follow all of these to build a strong foundation to improve your intranet and implement your strategy.

Read the introductory chapter of my new governance book to find out more.  A license to share the ebook within your whole organisation is also available.