When I first got involved in 1996 with intranets people could only access them from their desktop PCs at their normal place of work. The pages of content were hosted on a server probably in the same room or building they worked in. What was on offer was limited to news, policies and some tools e.g. People directory.
Haven’t things changed a lot since then as we move towards 2015!
Intranets are transforming into digital workplaces offering people an amazing choice in information and applications and wider use e.g. you can collaborate with people in different locations, share and rate content and complete processes online. You can access your intranet or digital workplace from any device e.g. smartphone, tablet and laptop from any place using wi-fi, etc., and at any time with data centres operating 24/7.
What does this mean for 2015? Here are my predictions.
1. Take the right direction
Intranets are now at a jumping off point to become digital workplaces. You need to make sure you take the right direction and invest in the right technologies, skills, and resources. In 2015 good digital workplaces will be created because there is a plan supported by a clear strategy. Your plan, based on agreed business requirements, will have prioritise actions, and stakeholder support. These are essential to have a digital workplace that supports your organisation.
2. consistently good experience
People will need to access your content and applications from any device, any time and from any place even more in 2015. Their experience needs to be consistently good every time with publishing standards within a governance framework applied to make this happen to all content and apps. People will then be familiar with what they access no matter what device they use. Good publishing standards will mean productivity gains will be achieved as people avoid stalling while they check before they use anything.
3. know where everything is
More organisations will consider moving to the cloud in 2015. But you need to manage this well to make this successful. You a good governance framework to manage all the content and applications, with an information architecture that has the same scope and approach. It’s no good trying to manage your content, etc., if you don’t where it is! And if you don’t know, how can people find what they need for their work? Plan the structure of your digital workplace to harmonise with your governance framework before you start.
4. show you are worth it
With the global economic climate unlikely to improve greatly in 2015, organisations will demand greater justification for any improvements you plan. You need to demonstrate the benefits your digital workplace can provide. Having a strategy, governance framework, and information architecture will indicate you do support your organisation’s goals. However, to show the full benefits you will need to look beyond traditional financial ‘ROI’ to wider benefits that also help your organisation. If you can do this, and you will have the resources you need in 2015.
Have you made any plans? Good luck and have a great 2015!
Posted in benefit, digital workplace, governance, intranet, mobile, plan, standards, strategy, value
Tagged benefit, bt intranet, digital workplace, governance, intranet, mobile, plan, standards, strategy, value
I have been fortunate to work with and view many sites, intranets, digital workplaces, mobile and collaborative spaces since 1996. Many technology features and fads aimed at helping people have a good experience have come and gone. However, throughout this time, having a clear strategy with good governance to support your intranet, has consistently been shown to help meet your organisation’s key priorities and add measurable value.
Your strategy sets the direction you need to move in with a clear scope and set of aims to be achieved, aligned with other related strategies and overall strategy for your organisation.
Your governance framework helps your strategy continue in the right direction. It will show how you manage everything and how everyone can work together. It will cover scope, purpose, roles and responsibilities, publishing standards and support, and resources needed.
The main reason for a strategy and governance framework is the benefits to be gained from applying it well. The time and effort are the same but the impact can vary so you don’t always achieve a consistently good experience.
Measuring all the benefits and showing the value to your organisation of a critical business tool will improve your credibility and help to justify future investment.
With that in mind I have re-designed my site to focus on Strategy; Governance; and Measuring Value.
Please contact me if you want to find out more.
Posted in benefit, best practice, collaboration, communication, digital workplace, governance, intranet, mobile, Office 365, SharePoint, strategy, value
Tagged benefit, best practice, collaboration, communication, digital workplace, governance, intranet, measure, mobile, sharepoint, strategy, value
I recently posted about the challenges organisations face as they move from having online content and tools hosted firmly on their estate to renting space in the cloud.
I believe the way forward is to have a governance framework and information architecture with the same scope to avoid gaps in content being managed or not being found. Both need to be in harmony and included in any digital strategy.
If you want to join the live breakfast talk in Gothenburg, or online seminar and final panel discussion and Q&A using G+ Hangout, it is on 20 November 8.00AM – 10AM Central European Time.
You can also read these posts about how to move to the Cloud:
- Wagon Trains to the Cloud: The most common challenges you are likely to face and how you may overcome these
- Pace-Layering the Building Blocks in the Cloud: How Office 365 and SharePoint can play a part in moving to the Cloud
- Housekeeping rules within the Habitat: How they can help join up your organisation online using their collaboration tools and features
- The Curator – how to cultivate the habitat: Engagement and how sorting and categorisation of artifacts form the curation and cultivation process
- Content Governance – life cycle and reach: Governance and how content should be managed in the Cloud
Posted in content management, digital workplace, engagement, governance, intranet, Office 365, plan, search, SharePoint, standards, strategy
Tagged digital workplace, engagement, governance, intranet, office 365, plan, search, sharepoint, strategy, usability standards
I was asked by Fredric Landqvist, my good friend and Information Architecture genius, to contribute to a series of posts on the challenges organisations face as they move from having online content and tools hosted firmly on their estate to renting space in the cloud.
We believe the way forward is to have a governance framework and information architecture with the same scope to avoid gaps in content being managed or not being found. Both need to be in harmony and included in any digital strategy.
We will help you to consider the options and guide on the following steps:
- Strategy: Goals you are aiming for
- Plan: Moving content to the cloud
- Information Architecture: Structuring your content
- Governance Framework: Managing your content
You can also join our live breakfast talk in Gothenburg, or online seminar and final panel discussion and Q&A using G+ Hangout, the 20th November 8.00AM – 10AM Central European Time
I hope you enjoy reading them as much as I enjoyed contributing to them. :)
Posted in content management, digital workplace, governance, intranet, SharePoint, standards, strategy
Tagged content, digital workplace, governance, intranet, office 365, sharepoint, standards, strategy
Last week the people of Scotland took part in an historic vote to decide on the level of democratic governance they felt best met their requirements. Did they want to have a full devolved level of governance where they made all their own decisions? Or did they want to have a framework balancing the right level of central direction or strategic governance while meeting local requirements?
I thought it sounded familiar and I realised how our intranets have a similar approach. If your intranet is out of touch with what your organisation, users, and publishers need to help them then you haven’t got the balance of governance right.
So, what are the lessons we can draw from this to help how we manage our intranets – whether they are based in Scotland or global?
- Keep in touch with everyone involved in how your intranet is managed and used.
- Find out what they require and plan how to meet their needs. No last minute pledges that are not fully thought through!
- Have a framework with roles, responsibilities for all levels that can be flexible to meet new priorities.
- Make sure your approach to governance is in tune with the culture of your organisation and mood of people using your intranet.
- Don’t be afraid to ask people what their view is and hold the equivalent to a referendum to find out.
Posted in governance, intranet, publishing, standards, strategy, user testing
Tagged governance, intranet, publishing, standards, strategy, users
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:
- 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.
- 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?
- 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.
Posted in best practice, content management, governance, help, intranet, plan, publishing, standards, strategy, training, value
Tagged best practice, content, governance, help, intranet, plan, publishing, standards, strategy, usability standards, value
Recently I posted on how to develop an intranet strategy and how to develop a digital workplace strategy. One of the key factors either strategy must consider is the growing needs of people who use mobile devices to access information needed to help with their work. I believe it is so important that it justifies its own strategy to help achieve the full benefits.
When developing a strategy for people who are mobile it is important you consider the following factors:
- Research with mobile workers what exactly their requirements are. Don’t guess! And don’t accept the experience is good enough just because the content or app can be accessed from mobile devices.
- Involve mobile workers in testing as you develop your intranet to make sure it will be a good experience for mobile devices before it is launched. Don’t assume it will just be alright on the day.
- Be clear how many different operating systems your organisation can justify supporting. While wanting to support the different operating systems for mobile devices it is stupid to aim to support every system. A balance between IT costs and capabilities with mobile users’ needs to be agreed.
- Decide on your approach to responsive or device specific designs for mobile users. Do you want/need to publish the same content in more than one place? Is the management of one piece of content too heavy for all types of devices that need to access it?
There are some key principles which you can apply to help you create a mobile strategy for your organisation. Find out more information on how to develop a mobile strategy.