Category Archives: digital workplace

Why you need good principles for good governance

Always remember why you are developing your governance framework. With this framework, your strategy has clear direction, relevance, and resources needed to continue the momentum created. The framework is essential for a well-managed intranet from which your organisation benefits and which provide a consistently good experience. This is what people love to find and will encourage them to use it more to help them more with their work.

The purpose of a governance framework is to ensure you balance business needs with the user experience. Every intranet is different depending on the size, type, and culture
of the organisation it supports. However, there are some key governance principles that are common to their success.  These principles are:

  1. Know your organisation
  2. Define the scope
  3. Put people first
  4. Achieve the maximum
  5. Compare and benchmark
  6. Do what you say you will do
  7. Keep it legal

You can find a detailed explanation of each principle in this post with slides.

While these principles will vary in importance to you when you develop your approach to good governance, they are all important. In particular, you ignore the first at your peril. It is critical that you know your organisation well so you can plan and prioritise as you develop your governance framework.

Once you are clear on the first principle, you can follow through the other six and apply them appropriately depending on what you require for good governance. Keeping to these principles will help you to set the right direction you need to take and adapt to any changes that affect your organisation.

It may take more time and effort to follow these principles when creating the governance framework. However, when you set this against time saved in future if your framework is awed, it will feel a wise investment. Having a firm foundation in place at the outset will give you the confidence to move forward in the right direction and with the right approach.

Book cover - Digital success or digital disastersMy next post will cover how to develop a governance framework.  If you can’t wait for this, you can find out now about how to develop the right governance framework.  For practical best-practice examples try ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.

The right intranet strategy in 6 steps

In my first post in this series ‘What are the benefits of good governance?’ I said that intranets are now at a jumping off point to become digital workplaces. With an increasingly complex set of information, collaboration tools and applications developing your intranet, setting your strategy in the right direction is critical.  Your governance framework needs to support this strategy and manage everything in your intranet.

1. Understanding

You need to develop a clear strategy that will set the direction and pace of improvement for your intranet. Firstly, you need to have a good understanding of what type of organisation you work in and where it is going. Once you know and understand the strategy of your organisation, you will be able to set the right direction for your intranet, ensuring that it supports the organisation’s strategic priorities.

2. Alignment

If you want your intranet to be relevant and valued, this must happen. It must also align with other strategies for business areas and functions that may affect your strategy e.g. IT and Communications. The strategy will set out the scope it covers and help you to develop the right governance framework you need for the intranet.

3. Governance

The strategy also needs to show that governance on a day-to-day basis will be at the heart of your plans, to help keep your strategy on course and in the right direction. It will be the firm foundation for you to build your improvements needed for the intranet to meet your organisation’s needs in the future.

4. Priorities

You can group the activities needed around the quick wins you can gain in the short term; the bigger achievements in the medium term that may take more resources as well as time to meet; with strategic benefits you can deliver in the longer term. Be realistic about the amount of benefits you can deliver so you do not raise expectations too high. You also need to be clear how you will measure these benefits to demonstrate the changes. This is critical to your integrity with stakeholders’ views and opinions on you and your intranet.

5. Understanding

You need to aim for a strategy that ts with your organisation’s values and purpose, not just its priorities. It is no good trying to get everyone to run before walking. You need to understand what the intranet needs most and how you can deliver that. Getting that right makes it much easier to apply the best governance that is most appropriate and will help.

6. Communication

Lastly, your stakeholders have to agree and adopt your strategy. To increase your chance of success, make sure you present your strategy in a way they can easily understand. Your approach should be to invest as much time connecting with your stakeholders as aligning your strategy with their plans and policies. Follow this approach and you will be more successful in gaining approval for your strategy and requests for funding with business cases.

Book cover - Digital success or digital disastersIf you can’t wait for my next post, you can find out now about how to develop the right governance framework.  For practical best-practice examples try my book ‘Digital success or digital disaster?‘.  Read the introductory chapter to find out more.

What are the benefits of good governance?

This is the first post in a series of posts helpng you to find out what the benefits of good governance.

Intranets are now at a jumping off point to become digital workplaces. Organisations are no longer just talking about ‘digital’. They are now starting to take steps, sometimes slowly and tentatively, towards transforming their online content and apps into something that is better coordinated. People are connecting better now with their digital workplace or intranet whenever and wherever they need to be. This is helping them to be more productive and effective at work.

While this is great news for you, there is also pressure to make the right decisions. You need to choose the right direction and invest in the right technologies, skills, and resources. This could be called your ‘once in a career’ opportunity to turn all your long-held dreams into the digital reality you have wished for. It can also place a great amount of responsibility on you to get it right.

So, what do you need to do? How can you turn this into the proudest moment in your career rather an underwhelming disappointment? For your intranet to transform successfully into that wider digital workplace where people can collaborate, have mobile access and apps on demand, you need to consider what steps to take.

In my next post I will start to explain how a strategy supported by governance will give you the strong foundation you need to improve your intranet. The strategy for the intranet will set the direction to help people to be more productive and effective with their work. Your governance framework will keep you moving in the direction you have set for your strategy. It will support it by giving people the consistency they require.

Combined, these will encourage people to use the intranet more. They will be confident with the integrity of the content and applications that help them. To achieve this, your intranet needs to become (or remain) a critical business tool that supports your organisation’s key priorities. It has to benefit the people who access it for their work whenever and wherever they need to.

Book cover - Digital success or digital disastersIf you can’t wait for my next post, you can find out now about how to develop the right strategy and governance framework.  For practical best-practice examples try my 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.

How to make a great start to 2016!

The start of a new year gives you the chance to make a fresh approach.  One area you may consider is improving how you manage your intranet, digital workplace, collaboration tool or site.

Have you a clear strategy that is aligned with other business area or function strategies?  Is it supported by a strong governance framework?  Most importantly, do people have a consistently good experience?

I have found having these helps people to be more productive and effective.  A consistently good overall experience helps achieve these benefits.  People need this every time they go online.  Whatever they want to do, they need to be able to rely on it.  It needs to give them confidence that it will always meet their requirements.

This benefits their organisation too.  People use it more frequently.  They are confident they can easily find what they need.  They know they can rely on the integrity of the information and applications.  Most importantly, it will help them with their work.  Organisations recognise it supports their business requirements.  They are viewed as valuable, even business critical, in achieving their strategic goals.

How do you achieve this consistently good experience?  Is it using a publishing technology?  Is it the visual design?  Is it the access people have?  It may well be that some or all of these do contribute to this.

However, having a clear strategy aligned with your organisation’s strategy, supported by a strong governance framework definitely helps.

Book cover - Digital success or digital disastersBased on 20 years experience, I have written for you ‘Digital success or digital failure?‘.  It is a practical, experience-based approach to growing and managing a successful intranet, digital workplace, collaboration tool or site.

Every approach is based on my experience with many practical examples, strategic guidance and quick tips to help you plan or turnaround an unloved intranet, digital workplace, collaboration tool or site.

Buy a copy of my book and keep it by your side so you can refer to it whenever and wherever you need to!

What is the right governance for a digital workplace?

My recent posts ‘What exactly is a digital workplace?‘ and ‘What is the difference between a digital workplace and an intranet?‘ generated some good discussions on Twitter and LinkedIn.  I want to stay with the digital workplace theme for my last post of 2015 and bring in how you manage it.

What is the right governance model for a digital workplace?  We know that a digital workplace is different from an intranet, even an advanced intranet, so how does that affect the way it is managed?

Maybe even more importantly is how you manage the transformation from an intranet to a digital workplace so you gain all the benefits and none of the drawbacks as it happens.

Who develops and implements the strategy?

Digital workplace principles need to be put into your own organisational context.  A group of senior stakeholders, representing key business areas and functions across the organisation, can steer your digital workplace strategy.  This enables a fuller, more complete picture of what is needed, the right direction to set, and who should lead, to be agreed and accepted.

What should everyone expect from a digital workplace?

Everyone should gain from a digital workplace although they will have different expectations depending on their roles and responsibilities.  This can vary from being more productive because all the applications and information are now accessible through to finding news and discussions with people who can help you solve work problems online.

Being able to connect whenever and wherever you need to from whatever device you have also reduces stress, avoids delays and improve your quality of working life.

What standards are needed for a digital workplace?

A governance framework is needed with publishing standards forming a key part.  Standards are needed for:

  • Legal requirements: accessibility, personal information available
  • Business requirements: usability, design, navigation, findability, ownership and information retention
  • Employee needs: terms and conditions that encourage people to want to work in a digital workplace
  • Security needs: confidential information protected, permissions model adopted
  • Technical support: platform functionality, server support, agreed levels of service.

Gaining confidence working in a digital workplace

Anyone who plans to work remotely, especially if they are the first person in that team, wants to have the same or better experience than where they currently work.  You gain confidence when the information and tools you need for work are always available to use.  You feel confident that your personal information is there for you (and only you) to use still.  You don’t feel any discrimination because you are working remotely from your manager, team, customers and other employees.

Only through consistently good experiences like this will it happen.

More informationBook cover - Digital success or digital disasters

For more information on how to develop the right strategy or governance framework I offer some great, practical advice, to help you in my book ‘Digital success or digital disaster?‘.  You can try it first by reading the introductory chapter to find out more.

What exactly is a digital workplace?

Recently several people have asked me what exactly is a digital workplace.  I start by defining the digital workplace as:

Work is what you do, not where you go to.”

While the digital workplace will vary depending on each organisation’s size, culture and structure, you will be able to all of these:

  1. Work in any location:  At home, in your own or anyone else’s office, on the train, or ideally anywhere that suits you at the time you need to.
  2. Complete tasks work online:  Make a room booking, checking a person’s contacts details, searching for information you need, or reading the latest news.
  3. Use any device:  Use your laptop, a shared PC, a smartphone  or tablet anytime, anywhere.
  4. Share information:  Be able to use collaboration tools to help other people.
  5. Solve problems: Ask for help from people you may not know in discussion forums and shared workspaces.
  6. Search:  From one place across all the places where information is and you have permission to access.

Of course, how your digital workplace is managed with a governance framework is critical to how good and integrated the experience will be.  You can find more here on how to get it right.

I will post next about the difference between an intranet and a digital workplace.

What is the difference between a digital workplace and an intranet?

In my last post, I defined what exactly a digital workplace is.  But it can be easy to confuse an intranet with a digital workplace.  With advanced, hybrid, intranets there is a path that you can take to transform from one to another.

An intranet has a more limited role that a digital workplace.  Typically an intranet contains corporate news and documents e.g. policies. Publishing will probably use content and document management systems for accredited content.  A digital workplace will also have collaborative content and use:

  • Collaboration tools e.g. blogs, wikis, podcasts
  • Micro blogging tools e.g. Yammer, Twitter
  • Knowledge sharing/building e.g. team wikis and share workspaces
  • Applications/tools e.g. HR tools, online training, sales performance
  • Processes e.g. approving decisions, compliance checks

The organisation’s culture will encourage and see the benefits of a digital workplace.  It won’t succeed if that is not happening.  It is likely that people can access a digitalworkplace wherever they happen to be and whenever they need to.

It is also far more likely people can use different devices to access what they need AND the content or apps will display in a usable way because mobile devices are considered critical business tools by the organisation.

Advanced, hybrid, intranets will be somewhere between a traditional intranet with news and policies but not have an integrated digital workplace.

A good test is to see what the strategy and governance framework says and does.  The aims and scope as well as the user experience indicate how far down the journey you are.