Tag Archives: best practice

Why you should go to Intranatverk 2014

Are you going to one of the best conferences in Sweden for 2014?  I’m talking about Intranatverk 2014 of course!

Intranätverk is an intranet conference for those of you who want more than presentations.  You will help to create an engaging, fun and participating conference, where everyone can learn from each other.

Intranätverk 2014 takes place, 20-22 May, 2014 in Gothenburg, Sweden at Folkets Hus Konferens.

  • 20 May is swedish intranet day, all presentations in Swedish.
  • 21 May is the international intranet day and the presentations will be in English.
  • 22 May is the workshop day, with workshops by Tony Byrne and Martin White.

Intranätverk in numbers:

The delegates will be intranet managers, editors, architects, communication as well as digital managers and IT specialists from the business side.

The conference is arranged because there is a need to network, listen, learn and share knowledge amongst intranet professionals.  There is also a lack of really good intranet related conferences in Sweden, where you can learn and share experiences.

This conference is founded and organised by Kristian Norling.  Kristian has been working with intranets since 2001 (almost as long as me!) and over the years he has experienced and participated in a lot of great conferences.  This knowledge and experience, together with your knowledge and experience and that of all the participants and speakers, will make Intranätverk 2014 even better than in 2013.

Sadly I won’t be able to make it this year but last year at Intranetverk 2013 I had 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

It was a great conference and I am sure Intranätverk 2014 will be one you should not miss.

How to manage your intranet

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:

  1. 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.
  2. 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?
  3. 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.

How to collaborate while you are mobile

I am looking forward to participating at the World Class Mobile and Social- Enabled Enterprises event on 5 and 6 June in Frankfurt, Germany.

If you are thinking of coming to one of the best mobile events in 2014 please use this code WCMSSPEAKYOURLASTNAME in the special requirements section on the registration form.

I will be running a workshop on mobile collaboration.  I intend to cover how to can be worthwhile, making it easy, and gain the benefits of people collaborating while using their mobile device.

I will also be finding out more about the latest best practice case studies from Europe and North America and networking with the experts on mobile workplaces.

 

Chaotic or consistent: What is your intranet experience?

I recently wrote a guest post on how you can change a chaotic intranet experience into a more consistent and better experience.  I showed how a governance framework that has roles, responsibilities, and publishing standards that are implemented smartly can encourage people to use the tools and information more frequently and deeply with consistent design, features and structure.

You can read ‘Chaotic or consistent: What is your intranet experience?’ here.

How to develop a strategy for SharePoint

Recently I posted on how to develop an intranet strategy and how to develop a digital workplace strategy.  I now want to cover SharePoint because it is used by so many organisations.  I have covered in earlier post if SharePoint is good or bad and what organisations need to do to help decide if it is.

This post focuses on a strategy for using SharePoint.  Note it is NOT a SharePoint strategy!  This is a mistake organisations have made and it can have serious consequences.  A strategy for SharePoint needs to consider far more than just implementing technology:

  1. Be afraid, very afraid, of implementing SharePoint without a clear set of business requirements.  Make sure SharePoint is the best match for these requirements.
  2. Have clear priorities for what SharePoint needs to help with first.  Without these how will you know what can requirements can be met first or have the biggest impact on your organisation?
  3. Make sure you have a robust governance framework in place before you start using SharePoint.  You will need it!  I find it is the most common reason for causing problems.
  4. Make sure you also have a clear structure, an information architecture, that is logical and predictable for people using SharePoint to find what they need.
  5. Consider the culture and wider behaviour that exists across your organisation before you start using SharePoint.  They need to fit so the features can be used to their full benefit.

There are some key principles which you can apply to help you create a strategy for SharePoint to be good for your organisation.  Find out more information about how to develop a strategy for SharePoint.

How to develop a digital workplace 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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.

The Digital Workplace in the connected organisation

I have recently been reading Jane McConnell’s report ‘The Digital Workplace in the Connected Organization‘.  You will have to go a long way and use a lot of effort to find another research report that will be as interesting, insightful and better value for money.  If you haven’t bought a copy then please consider seriously doing so.

What is new this year?

The Digital Workplace Scorecard

The main innovation is the Digital Workplace Scorecard, which is based on the nine dimensions of the digital workplace model described in this report. The Scorecard works from self-assessment: scores are calculated based on several hundred data points from the responses to the online survey questions.

All participants receive (privately) their own scorecard and can compare themselves to others in their industry by looking at the industry-specific scorecards or to the Early Adopters. All industry scorecards are published in the report.

The digital workplace in the context of the organization

This year’s report represents a major step forward in understanding how the digital workplace impacts and is impacted by organizational processes, structures, leadership, culture and mindset. The survey covered these points in addition to the traditional questions about people capabilities, mobile services, finding expertise, sharing knowledge and so on.

Twenty-three “In Practice” Cases

“The Digital Workplace in the Connected Organization” contains 23 “In Practice” cases that are developed in more detail than in previous years. The organizations selected for these cases stood out during the data analysis process, either because of high scores or because their comments and examples are relevant to challenges many organizations are facing today.

There are so many great insights and highlights that I was spoilt for choice on what to write about.  Three highlights for me are:

Mindset

Jane identifies this as a critical factor defined as ‘the values, expectations and ways of thinking that determine how people and organizations act’.  My experience with intranets successfully transforming into digital workplaces requires senior managers to lead and encourage employees to change their way of working.  Even more important is for senior managers to demonstrate by example how they are using it to help themselves for employees to follow.

just starting

Many organisations have just started to adopt digital workplace ways of working.  Many of my clients are in this position.  Factors like access to real-time information, finding out information from people you don’t know and resilience when bad weather or other problems can affect service.  Adopting the digital workplace can help to remove these major business issues with benefits of improved customer service and productivity savings.

mobile

As Jane says in her report ‘People are increasingly deciding how they want to work and which tools suit them best regardless of corporate policies.’ with organisations recognising this as becoming the new reality with many employees saying they are ‘discouraged but accepted’ when using personal devices for their work.  To me that feels like a major shift from a year ago and one of my 2014 predictions.

Overall this research can be referred to many times as you continue your jouney to a fully integrated digital workplace for your organisation.

How to develop an intranet 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:
  1. 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.
  2. Type: What makes sense for a large manufacturing company won’t necessarily work for a government body or a small business.
  3. Purpose: What is different about your organisation? What is its purpose e.g. online marketing company, charity or public sector?
  4. 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.
  5. Culture: Is it a command and control approach or a more transparent, collaborative, open to criticism way that your organisation adopts?
There are some key principles which you can apply to help you create a great intranet strategy, no matter what organisation you are in.  Find out more information about how to develop an intranet strategy.

A recipe for managing your intranet

There are many ingredients that go into your recipe for how you can manage your intranet well.  Few organisations are excellent with how they manage their intranet.  Even fewer are prepared for their intranets to transform into digital workplaces and take advantage of the benefits on offer.

It is no good looking at a menu for managing an intranet and choosing a few items from the menu that are easy to do.  If you are expecting by doing this people using your intranet will get an improved, consistent, experience you will be sadly disappointed.  If only it is that simple! :)

From first-hand experience as the BT Intranet manager and from the wider view when consulting helping clients with the right approach for their intranet this is my recipe to successfully manage your intranet.

Starters, entree or first course

  1. Have a set of business requirements: your business strategy, values and priorities will help you
  2. Have a set of user requirements: satisfaction surveys, online polls, feedback will be good indicators
  3. Know who your stakeholders are: the senior managers who will champion and support you

Main course

  1. Develop your intranet strategy: scope and align it with your business strategy
  2. Set a few key priorities: what will benefit your business most
  3. Create your governance hierarchy: roles, responsibilities, reporting lines
  4. Define your publishing standards: base them on business, legal and user requirements
  5. Design your information architecture: where people using your intranet expect to find content, etc.

Afters, Dessert or sweets

  1. Measure the benefits: Track your progress with your project plan
  2. User satisfaction: Survey people to assess any change in their views
  3. User engagement: Analyse your statistics for changes in usage

Following this recipe should give you a dynamic intranet, engaging content with plenty of energy for future improvements!  Why not give it a try or would you add any side dishes or change the menu? :)

10 free guides to help you create intranet content

It is not often that I recommend on my blog information to read that I believe is helpful and easy to read.  Today is an exception (not just because I played a very small part in its creation)! :)

ClearBox Consulting with Kilobox Communiqué noticed that while on the top level of intranet sites there is good quality content, as you get into the lower levels standards start to drop.  Often people have been trained on the publishing tool but had little guidance on how to get the most from an intranet as a channel e.g. how to write headlines, how to phrase links, etc.

They have created an excellent set of 10 FREE guidelines, each 1-2 pages long, covering the following topics in plain English:

  1. Effective headlines: help people choose what to read
  2. Images: attracting interest and conveying meaning
  3. Links: how to link to pages and files
  4. Layout: how to structure articles for scanability
  5. How to help people search for, and find, your content
  6. Content: write for your audience, not for your boss
  7. Documents vs pages: when to use PDF, Word, and other formats
  8. Engage: writing to start a conversation
  9. Channels: how to reach the right audiences with your content
  10. Mobile content

I recommend you read and share these with your publishers to help improve the overall experience people have with your intranet.

Thanks Sam and Wedge!