Tag Archives: standards

Mobile collaborating: easier said than done!

In one week I will be 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 the barriers you can face that can prevent people being able to easily collaborate whenever they need to.

I will also show how you can either prevent these barriers or take action to overcome them and still succeed with mobile collaboration.

I hope you will join me!

 

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.

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.

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? :)

My 2014 predictions

I reviewed my predictions for 2013 and believe they are happening more as we move towards 2014.  So what has 2014 got in store for us?  Here are my five predictions:

Cloud

Organisations will more seriously consider what approach will best meet their requirements.  Factors that will need to be considered before a final decision is made are:

  • How much will it save compared with the costs of keeping it within the firewall?
  • Will you have better business resilience?  Will it remove the single point of failure problem?
  • What will be the levels of service?
  • Who do you trust with your data?
  • Will your content be secure?

Mobile

I know a lot has been said about mobile and how it is driving the transformation of intranets towards digital workplaces.  But how many employees still only use their smartphones for emails and texts?  Organisations need to get serious about realising the benefits and consider:

  • Increased productivity by people able to find information, complete tasks, share problems and knowledge when they need to without delay
  • Save accommodation costs and reduced dedicated workspace so people share as and when they need it
  • Support new ways of working with distributed teams and managers enabling and facilitating rather than controlling or limiting activity
  • Fear of the unknown is not a good business reason to stop employees using mobiles for their work
  • Bring your own device is a solvable problem when everyone wants to reach agreement over intellectual property, security and building trust and behaving sensibly

Collaboration

I am starting to see real examples of collaboration which showing through on business’ bottom line and getting the attention of senior manager.  This will bring benefits as it is taking more seriously and investment decisions are easier but the pressure to continue delivering larger savings will also increase.  Examples include:

  • Project teams sharing and creating online documentation without having to meet face to face or email each other
  • Solving problems more quickly using tools to find people with similar skills and experience
  • Sharing knowledge that helps others to solve problem and the organisation’s culture increasingly supporting this way of working

governance

Organisations are realising, especially if they are implementing SharePoint, that all the areas where content is published need to be managed.  The problems of gaps in information managed and risks it can create are being recognised more.  More robust frameworks are being developed and used.  Examples include:

  • Different types of content such as accredited e.g. policies, news articles, and collaborative e.g. comment in discussion group, blog post are being accepted
  • All the different areas for content are being joined up e.g. content management, document management, project spaces, and news.
  • A hierarchy which sets out roles and responsibilities help identify overlaps and gaps in managing information
  • Publishing standards are being applied in smarter ways taking less time and effort with digital workplace teams

Value

As intranets are transforming from their original purpose as communications tools towards digital workplaces that are critical business tools that people in that organisation increasingly need to rely on for their work, so their value is increasing and the need to measure that value.  Examples are:

  • Productivity savings are accepted in principle now even if the amount is not agreed by everyone
  • The impact on property usage and type is becoming more linked to new ways of working
  • The value an organisation places on a person’s digital assets e.g. knowledge in documents is starting to match that of any physical assets e.g. computer
  • Business resilience is critical to organisations and along with plans to use the cloud are plans to benefit from a more distributed workforce that no longer has to be in just one location

This is my last post of 2013.  I hope anyone reading this has had a great 2013, will have a relaxing break over the Christmas period, and be hoping for more success in 2014!

SharePoint: what does good look like?

A little while ago I asked ‘Is SharePoint ‘good’ or ‘bad?‘.  I believe it is how an organisation implements SharePoint that helps you feel if it is good or bad.

Building on this theme I will be presented the keynote address at IntraTeam’s event in Gothenburg on 4 December ‘SharePoint: What does good look like for?’.

I will cover how your approach is critical to achieving a good SharePoint experience – for you as well as for people using it – with the need for a strategy that sets the right direction and a governance framework to help you keep moving in that direction every day.

I will also be showing examples of what I believe good looks like with SharePoint.  I can’t share all of these publicly with you I’m afraid – you will have to be at the event to see all the examples – but I can share some here.  I hope you find them useful along with my steps to a good SharePoint experience.

If you need any further information or help with SharePoint please get in touch.

Valuing information tip 3: how to manage collaborative content

In this series of posts ‘Showing the value of your information’ I help you with tips and advice.  In my last post I covered  how to make sure your accredited content is up to date so people using it can rely on its value.  I now want to cover collaborative content in this post.

collaborative content

Collaborative content can be owned by everyone, an individual or community.  It can be an opinion expressed in a discussion forum or blog post.  It offers a personal view which may be right or wrong and may change frequently.  Other people can support and build on that view or challenge and change it.

Collaborative content is less stringently managed because it needs lower levels of trust.  Many of your publishing standards are optional for collaborative content e.g. no review date or security classification normally needed. However what you do need to see is the:

  • Name of contributor to a discussion thread
  • Name of blog owner
  • Name of person making a comment on blog post
  • Date (and time) when comments were made on discussion thread
  • Feedback link to raise issues with discussion forum owner e.g. report abuse

how to show its value

This is not so easy to manage!  Normally comments made in discussion threads or to blog posts on the internet are managed by the amount of continuing interest shown by the large number of people updating it.  The content remains on the internet but if fewer people use it, it won’t appear in the top search results or be prominent in discussion forums, unless you dig deep enough to find it.

When a comment in a discussion thread on your intranet is made that type of behaviour can’t be replicated.  Even the largest intranets only have a fraction of the number of users compared with the internet.  A different approach is needed which creates the dilemma I mentioned earlier.

You can remove discussion groups and blog posts if there has been no activity with them after a period of time.  An advance warning of what is planned if no one adds to the discussions can prompt it re-energising.  But if it doesn’t do this what should you do?

If the content can no longer be found then people don’t get distracted by out of date information when trying to share their views or solve a problem raised by someone else.  However it may be that nugget of wisdom is buried within a discussion thread and lost forever because it can’t be found.

A strong governance framework can help you to decide what content to keep, remove, or delete and who is responsible for making those decisions.