Category Archives: SharePoint

The lowdown on publishing standards

Publishing standards are key to providing the right foundation for your intranet.  Your organisation will invest in the technology needed to publish information but technology will not be enough.  For people to be more productive, they need to be confident in the integrity and reliability of what they use and technology alone does not deliver that.

Publishing standards make that critical difference.  They form the basis for your intranet’s user experience to be consistently good.  These standards need applying to different types of content and tools.  You can set up publishing standards based on the following requirements:

  • Information policies
  • User needs
  • Legal
  • Regulation

The publishing standards you should consider are:

  • Ownership
  • Timeliness
  • Security
  • Findability
  • Usability
  • Accessibility
  • Navigation
  • Copyright
  • Compliance

As well as making your intranet the best experience for people using it, you also need to make it a good publishing experience.  The better the processes and support offered, the more likely it will be that publishers will follow the standards.  Make it easy for publishers to seek the right guidance by providing it on the intranet, saving everyone’s time.

With confidence in the integrity of your intranet content and applications, people will want to use them more frequently and become more productive.  To ensure that this happens, you also need to take steps to ensure publishers comply with each standard.  Compliance, implemented in a smart way, can be simple, effective, and of great benefit to your intranet users.

Find out more detailed information and publishing standards best-practice examples in ‘Digital success or digital disaster?‘.  Try the introductory chapter for free.

How to get the right balance for governance

To make sure you get the right balance and gain the full benefits of an intranet or digital workplace, you need a clear strategy and purpose for how well it is managed.  By following the direction set by your strategy and principles defining its purpose the next steps are to develop the governance framework.

Defining the scope of your governance framework creates clarity for people in your organisation on what is included or excluded.  This is important if your intranet transforms into a digital workplace. As your intranet changes in its size and scope, so your governance framework will need to change to reflect this.

Create confidence that you have a clear purpose for the intranet.  Show how it supports yourorganisation’s goals.  This will make it easier for you to make the changes needed to the way your intranet is managed and developed. Your organisation should be clear about the reasons for these changes.  It will then be confident they will improve its effectiveness, and benefit people using the intranet.  Sharing your strategy and governance framework with your stakeholders will reassure them why they are supporting you.

You need to define your publishing model.  You should design it to provide the right conditions for a consistently good experience.  This applies whether people are publishing or accessing information or applications on your intranet.

It may be that you start with one model and then change to another in the future.  This will depend on your organisation and your intranet’s needs. Here are four examples of publishing models for you to decide which is most likely to meet your requirements:

  1. Centralised
  2. Decentralised
  3. Outsourced
  4. Hybrid

Once you have chosen the publishing model that will meet your requirements, you should follow the principles for good governance, as you develop a governance framework that includes:

  1. Scope
  2. Purpose
  3. Roles and responsibilities
  4. Publishing standards
  5. Publishing support

When developing your governance framework, consider including the different types of content – accredited and collaborative – and applications.  You should also factor in how people use the intranet when implementing your framework.

Once you have your scope and purpose outlined, you need to ensure everyone is clear about their responsibilities.  Having a hierarchy that links all the roles together and shows their responsibilities creates that clarity.  It also helps everyone to understand clearly how their activities affect other people.  Making it available on the intranet also gives it transparency and can prevent any confusion or misunderstandings.

Your governance hierarchy should have three levels.  Firstly, the strategic level for roles responsible for setting the direction for your intranet.  The intranet owner, champion, stakeholder and a steering group are all roles who can have responsibility for your strategy.

At the hub level, the intranet manager is the conduit in the governance hierarchy between the strategic and operational levels.  This role implements the decisions made about strategy, direction and timing of implementation.  Good communication channels and decision-making help everyone to understand what is happening and how they may be affected.

Lastly, at the operational level, you have the intranet team members and the wider publishing community.  These roles are responsible for implementing the strategy operationally, with day-to-day activities of publishing, editing, managing, reviewing, updating and removing content.

Book cover - Digital success or digital disastersFind out more about practical best-practice examples in ‘Digital success or digital disaster?‘.  Why not read the introductory chapter?

Intranet governance book – print edition

When I first started as an intranet manager, many years ago, I didn’t know where to find good practices or guidance. Blogs came along that shared people’s experiences and, over time, accepted approaches used. Social media has brought many intranet managers together in a loosely coupled network, which is different to a decade ago when organisations had a vacuum around them, denying external conversation.

This networking is good and valuable, because you don’t always want to search and wade through off-topic pages. Just like in the workplace, you often want to ask someone. Your personal network extends the knowledge available to you, even more so than Google.

But still, people wonder where to start, how to learn about the different ways of approaching intranet management and improvement. There are only so many questions you can ask on LinkedIn and only so many slightly irrelevant blog posts you can tolerate!

When I was an intranet manager, I felt I needed a practical guide to intranets that I could always have by my side to help me. Something that was based on first-hand experience so I could easily learn from it and how it related to my intranet.

It’s here that I trust my book on intranet (and website) governance fills a need; ‘Digital success or digital disaster?’ is now available in print (paperback) for delivery worldwide. When you order the printed book, the ebook is sent to you immediately. So there’s virtually no waiting.

As I’ve written my book from my hands-on experience within large organisations, and from my recent work with a wide variety of companies, I hope ‘Digital success’ will stand the test of time and be a valuable reference for you. It’s 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’.

Following the guidance given in this book, based on best-practice examples, you can make the right decisions more easily. You will be more confident the decision you make will achieve the improvements you want. Make your life easier and your intranet better by keeping this book with you to help lead the way!

“A practical, systematic, approach to intranet governance. Every intranet manager would find value in going through this with their team.”
Sam Marshall, ClearBox Consulting

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!

For new intranets it is day 100, not day 1, that is important

With every intranet I have helped to create, encouraging people to be more effective and improve their productivity, two things have been at the forefront of my mind.  You need to:

  1. Be clear who is responsible for the content, design and structure of it.
  2. Have a governance framework that supports stakeholders, partners and publishers.

While it is vital you have a big impact when you launch a new intranet, it is not just about creating a great design on day 1.  It is the ongoing need to appeal to people to continue using it.  Content and applications that people need are, of course, helpful but having good governance is the only way to make sure the benefits of day 1 continue consistently through to day 100 and onwards during the lifetime of your intranet.

After nearly 20 years working with intranets, I appreciate how important it is to have a governance framework that:

  1. Keeps your strategy moving in the right direction
  2. Sets out who is responsible for managing it
  3. Matches publishing standards with business requirements
  4. Supports content owners and editors

These can be the crucial factors that help your new intranet.  Quicker adoption, increased usage and higher satisfaction are all achieveable if you take the right approach with governance.

I find these factors encourage people using your intranet to be more effective and improve their productivity, bringing greater benefits to your organisation.  It helps your stakeholders to see how your intranet can be a critical business tool that supports their key priorities!

It’s time for a change

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.

Are you moving to the Cloud?

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:

  1. Wagon Trains to the Cloud: The most common challenges you are likely to face and how you may overcome these
  2. Pace-Layering the Building Blocks in the Cloud: How Office 365 and SharePoint can play a part in moving to the Cloud
  3. Housekeeping rules within the Habitat: How they can help join up your organisation online using their collaboration tools and features
  4. The Curator – how to cultivate the habitat: Engagement and how sorting and categorisation of artifacts form the curation and cultivation process
  5. Content Governance – life cycle and reach: Governance and how content should be managed in the Cloud