Tags: digital workplace, governance, intranet, mobile, strategy
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…….
Tags: digital workplace, governance, intranet
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?
Tags: benchmark, benefit, best practice, digital workplace, governance, research, strategy
I have recently been enjoying reading through Jane McConnell‘s latest Digital Workplace Trends Report for 2013. It is a feast of appetising information on the latest trends in the digital workplace. It gives great hints and tips. It is also very topical in view of the news about Yahoo! homeworkers and the known benefits of the DW that I have posted about recently.
The Digital Workplace Trends Report 2013 is very helpful for anyone who is involved with the digital workplace, whether you are starting to think about it, already planning how to transform your intranet, or wanting to check if what you have implemented is along the right track.
The real beauty in this great treasure trove of DW information for intranet practitioners will be:
- Trends – seeing how areas have stalled, accelerated, and the reasons why
- Layout – key findings shown as bullet points, graphs and bar charts to easily see key data
- Case study examples – a great addition and fascinating to read about real examples
- Dip in and out – choose to read one section, many, all sections. Whatever you decide this report will suit your needs.
If this was a printed instead of a digital document it would already be well-thumbed through with the corners bent by the times I have been reading sections again and again to learn more each time.
Don’t miss out on this unique research about the digital workplace.
Tags: digital workplace, governance, sharepoint 2010, standards, strategy
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!
Tags: collaboration, content, digital workplace, governance, publishing, standards, usability standards, users
In my last post on the digital workplace I talked about how you need a strategy to help you create a great digital workplace. Remember you’re not just doing this for the sake of it! Your aim is to demonstrate how it will support your organisation’s strategy and key priorities.
Once you have your strategy agreed you need to build a governance framework to help you to implement and manage your digital workplace. It is important all your digital workplace is managed to give the maximum benefit to your organisation, individuals and collectively, everyone. The right level of governance needed will balance the rewards to be gained while avoiding any risks. That doesn’t come naturally but through you establishing a good governance model.
The aim is to create a great online user experience that encourages people to feel comfortable shifting their how and where they work to a digital workplace. To do that you need a governance framework that includes:
You need to have a governance hierarchy that starts at the top with who is responsible for the digital workplace and flows through to who uses the it to publish, collaborate, complete tasks or just view content.
Who is responsible for developing the strategy, implementing the digital workplace and managing it? It is difficult for one person to have the knowledge, experience, and authority needed for so many key roles and activities. Neither is it best for it to be one person.
The best solution is to have a steering group with senior managers from key parts of the business most affected by or have most influence on your digital workplace. These senior managers should have decision-making authority not someone who has to refer back to his/her line manager and delay matters.
There may be dedicated roles for people responsible for collaboration, ways of working, etc., but they should ultimately report in to the steering group. You need to avoid competing groups of people implementing conflicting standards, designs, and ways to use the digital workplace. That gives a confusing and poor experience for anyone using it.
You really need a consistent level of governance across your digital workplace. By consistent I don’t mean the same but what everyone should expect.
People who publish in the digital workplace accredited types of content (policies, news, etc.) need a more rigorous approach is needed than for collaborative content where opinions and views change and require a lighter touch of governance.
People using the digital workplace to view content, complete tasks or share knowledge with each other, expect its look and feel to be similar. Tools can have minimal branding without great costs or customising. Features need to encourage you to use them more such as help links, contact points, with easily laid out and functional designs.
Integrating the different parts of the digital workplace is needed so they are seen as being connected and encourage you to use it more and feel comfortable.
One way to gain consistency is to have standards based on the needs of the organisation, regulation, legal and users. These can be applied appropriately across the digital workplace depending on their use. For accredited content (policies and procedures) you will apply all or most standards. For applications e.g. HR processes, it’s probable that most will apply too. But for collaborative content e.g. opinions, you will apply a lighter touch.
Alternatively you can create standards that only apply to certain information and applications to meet the purpose people need to use it for.
The aim has to be about getting the balance right. You don’t have to be too restrictive and stifle innovation and collaboration. But you can’t to be too loose and inconsistent and risk sensitive information leaking out. It’s not easy but the right balance is critical.
For me, this is the critical goal to aim for. Are you confident using the information and tools in your digital workplace? Does it encourage you to use the digital workplace more?
The answer has to be ‘YES!’ to these questions. Having the right governance framework with standards consistently applied and clear roles and responsibilities are vital to a successful digital workplace.
Tags: communication, digital workplace, governance, intranet, plan, strategy
Communicators’ first priority is to communicate. Their first reaction to collaboration between employees using blogs is to increase the frequency of communications and their prominence on the intranet.
But digital workplaces are used by employees primarily to do things or find information or people, not to read communications. They still do read communications but it is not their main purpose or first priority.
This is a dilemma that communications will need to resolve as they find a new role that continues to add value to the organisation that is more strategic. It is NOT a good approach to seek to own the digital workplace from the view of communications being its main purpose. It isn’t.
While communications still has a key role, increasingly it is human resources, knowledge management and business functions that are largely affected by or have a high influence on how the digital workplace is created that are increasingly involved.
A group of senior representatives who are stakeholders in the digital workplace should form something like a digital board, responsible for strategy, high-level decisions, and priorities for collaboration, communications, tools, and mobile use.
This group should have cross-organisational recognition and support that needs to be seen to be acting in their interests. A clear strategy and prioritised action plan for the short term with owners and timescales will achieve that.
But there still needs to be a leader of the digital board whose authority is accepted. The obvious choice would be the CEO of the organisation. However the reality is the CEO probably won’t have enough time to focus on leading the digital board.
The next best solution is for the CEO to nominate someone or, if not possible, for there to be a senior person who is naturally seen as the ideal candidate by other digital board representatives. The main criteria are someone whose finger is on the pulse of the organisation, is involved and aware of the key decisions being taken, and has the respect of everyone involved.
It is essential to have the right people in place who own the digital workplace strategy and future direction it will take that will benefit both the organisation and everyone working in it.
Am I unfair in my views on internal communications?
Who do you believe are the best people and functions to own the digital workplace?
Tags: best practice, content, governance, intranet, publishing, sharepoint 2010, training
Have you decided what is the right approach to review and rebuild your content in SharePoint 2010?
I will post about the different approaches organisations can take towards who is best placed to rebuilding the existing content in SharePoint 2010 in my next few posts. This builds on my other SharePoint 2010 posts.
Firstly, I want to set out what content editors need training for. This usually happens when you are implementing SharePoint 2010. You may already be using an earlier version of SharePoint or different publishing tool. However it can be used as ‘business as usual’ when you have new content editors who replace existing publishers.
I’m not talking about the training content here. There are many good training courses – both online and face to face – that can help you with that need. I’m also leaving aside the ‘super users’ who have administrative rights for site collections, etc., and just focusing on the vast majority of people who need to publish content.
Content editor training
This training should be ‘just in time’ so content editors can start using it immediately. The longer there is a delay between when you have been trained and you start using it, the greater the risk you will do something wrong or differently because you have forgotten.
Where it is a straight forward and simple activity online training can meet this learning need. However for more complex activities face to face training may be the best way.
A good tip is to reinforce any face to face training with short online videos or podcasts that ‘show and tell’ how to d it the best way. Use the test of ‘Is it easier to go through the online training module than to contact someone for help and advice.
Content editors need to first review their existing content. Is it still relevant? Does it need to be re-written? The aim is to only have the content that is still needed. Most migrations find a very high percentage of content is deleted for various reasons when reviewed. That content should be updated for accuracy, tone of voice, and any change of context e.g. to fit with any other content in another web part that could be merged.
The content rebuild should be the first task after your training. You need to have all your content ready before you can link it together.
Content linking and styling
Once all the content has been rebuilt you can restore the links and fix any broken links as the content will have entirely new addresses (URLs). Then you review each page to ensure that it is styled and written correctly.
Content structure and navigation
The final stage will be checks on the intranet homepages/portals, global and site navigation menus, that any content needs to be ready for launch.
My next post will cover the first approach you can consider for how you rebuild your content.