Tag Archives: help

3 steps to manage documents successfully

Governance doesn’t just cover intranets.  It covers wider areas e.g. digital workplace and smaller focused areas e.g. web sites.  Recently I helped to improve how a client managed their documents.

There was little guidance to show the best way to use the existing file sharing systems.  There was no clear connection between policies that affect how documents are managed and how they were being applied on a day-to-day basis.

There were no examples showing how documents should be managed or help, contact points or places to share a problem or knowledge.

I recommended a governance framework containing consistent, relevant, up-to-date guidance to help people make the right decisions when creating and managing a document.  It included:

1  Standards

The standards set out how people behaved when:

  • Naming a function, project site or document
  • Creating, updating, sharing, approving, archiving and deleting a document
  • Setting permissions
  • Understanding their role and its responsibilities

2  Help

Making the right advice available to reduce the burden on the Document Management System owner by:

  • Online discussion group, open to everyone to ask questions, share hints and tips, and help solve issues raised.
  • Frequently Asked Questions: create FAQs to answer the same questions being asked regularly that give the definitive answer that people can refer to and save time.
  • How to guides: Guidance in the form of ‘How to…’ guide that contain practical hints and tips on using the Document Management System.

3  Training

Support people needing face-to-face training on how to use the Document Management System with further online training that helps to reinforce the changes people need to make.

Book cover - Digital success or digital disastersFor more practical best-practice examples of good governance try 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

I wrote a book about governance: ‘Digital success or digital disaster?’

Book cover - Digital success or digital disastersWhen an intranet loses its usefulness over time, and people become disengaged and end up working around it rather than through it, I often find that the strategy and governance have been neglected.

Even a strong and appropriate strategy will founder if the governance isn’t in place to execute it.

I see governance as the foundation of a great intranet, and by ‘great’ I mean an intranet that is useful, useable, and supports the organisation’s goals and people’s needs.

I often blog about intranet governance, but my brand new book offers a lot more than I could ever drip-feed via short posts.  Writing a book has helped crystallise my thinking around governance, and delve deep into my past experience as an intranet manager, and as a consultant.

Take a look at my book now – it’s called ‘Digital success or digital disaster?’ and I mean for it to be relevant to intranets, collaboration, digital workplace and mobile workspace governance, while focussing on intranets.

I’m so pleased to have it published through Intranätverk, it’s been great to work with Kristian Norling and his team.  Seeing the final book on my tablet has made the months of writing all worth the effort.  I’m thrilled to be able to offer you my experience, guidance, and tips and hope you’ll consider my book a toolkit to better governance and a better intranet.

Please take a look at what the book offers you and your organisation – this is a ‘business book’ that should help organisations of every size, but I also hope it’s of interest to individual practitioners and ‘lone intranet managers’. I think this book can support you.

* Digital success or digital disaster? – Book available now.

* Follow me on Twitter – let me know what you think!

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.

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!

Help with intranets, digital workplaces, collaboration and SharePoint

Thinking about what is the best way to implement SharePoint 2010?

Are you looking for good examples of managing intranets?

Are you planning how to transform your digital workplace?

Maybe you want to use collaboration tools to increase employee engagement?

Now you can find helpful information on all these areas in one site.  It combines my first-hand experience managing BT’s intranet with my knowledge and help improving other intranets to show how you can improve your intranets and digital workplaces.

If I can help you further please contact me whenever you want to.

SharePoint strategy + implementation – ask a pioneer!

Are you planning to start using SharePoint 2010?
Do you need help with your SP2010 implementation?
Are you unsure of your SP2010 governance, standards, strategy?
Are you unsure how to use SP2010 for collaboration, content management, document management or search?
Are you looking at alternatives to SP2010?

If you have answered yes, maybe just nodded your head slightly, then I can help and work with you.

I have first-hand SP2010 experience of planning right the way through to post-implementation……and have got the scars to prove it!

Whether you need a call, demonstration (online or face to face), workshop, training, consultancy or implemention, I can help.

So just let me know by a comment, email – markmorrell.ltd@gmail com, Skype (mark.morrell58), call +44 (0) 771 338 5309 or even visit me in Brighton! :-)

Why not use my first-hand experience and wider intranet knowledge for your benefit?

How to be better digital workplace professionals

Are you still buzzing from IBF 24 like me?  I’m thinking about how to improve digital workplaces inspired by the great examples shown and discussed.  I’m also thinking how digital workplace people are recognised more for the role we do.

On IBF 24 in 2010 I had a great discussion with Mark Tilbury, William Amurgis and Christy Season.  A LinkedIn group, Intranet Career Path, was created to help digital workplace career progression especially within an organisation.  I also acted on my own advice to become a digital workplace freelancer to widen my knowledge, skills and experience! :-)

On this year’s IBF 24 I again discussed with Christy and Mark how we can improve career prospects for digital workplace people and continued this discussion on Twitter.  My take on the discussions came down to three ideas.  What are your thoughts on them?

Training for new digital workplace people 

People become digital workplace professionals for a variety of reasons.  Sometimes it is a planned career move, a natural progression maybe from communications or you just stumble into this role by accident.

There is help out there: books by Martin White, Michael Sampson and James Robertson; training from Clearbox Consulting; wiki/book project I’m helping Kristian Norling and James Royal-Lawson with.  But it isn’t easy to find out what learning exists or someone to help you unless your organisation belongs to the Intranet Benchmarking Forum, Step Two, IntraTeam or J Boye communities.

We need:

  • More training on digital workplace principles, standards, skills, role and contribution to an organisation’s success
  • It more easily available either online or provided by new or existing learning providers who understand the digital workplace.
  • It to be consistent and transferable from one country to another.

Professional qualifications that are recognised widely

I am not aware of a professional qualification that covers the digital workplace.  I know there are several discussions and plans for an academy or qualification but nothing exists yet.

We need:

  • A recognised academic route to a professional qualification.
  • Our individual knowledge and skills recognised in a collective way globally.
  • The professional qualification to be accepted by businesses and seen to be of value by senior business executives.

Business qualifications cover digital workplace

Small businesses seem to ‘get it’ better about the value digital workplace professionals contribute.  I’m sure the frequency of direct contact with CEOs and Directors helps greatly to achieve this.  For larger organisations it is more difficult to achieve that visibility.  It is also hard sometimes to show what a digital workplace professional brings to an organisation.

We need:

  • Important business qualifications to include the contribution of the digital workplace.
  • The value digital workplace professionals add.
  • Acceptance by senior executives of the need for digital workplace prefessionals and succession planning.

So, is this the right approach?  What are the next steps?  Who can help?