I have written many blog posts on SharePoint based on my first-hand experience from developing strategies through to the full implementation of features such as TeamSites, MyProfile, etc.
One of the most common requests I get from clients is “How is the best way to manage their intranet while using SharePoint?” This question is asked because SharePoint is a ‘big beast’ and needs a more rigorous and broad governance framework that is good enough for the challenge.
Your approach needs to consider:
- Restricting use: stopping some features from being used e.g. SharePoint Designer
- Encouraging best practice: making sure guidance and training are available
- Preventing problems: checking content before it is published
Each of these approaches can support your governance strategy for
SharePoint. The key is to understand what you need to use SharePoint for most of all.
My first-hand experience at BT and from working with clients is that well planned and managed governance is good enough to gain the benefits from using SharePoint. It is how you approach this which is the critical success factor!
You can out more information on how to build good SharePoint governance to help you.
Posted in benchmark, best practice, content management, digital workplace, governance, intranet, plan, publishing, SharePoint, SharePoint 2010, standards
Tagged benchmark, best practice, bt intranet, content, digital workplace, governance, intranet, plan, publishing, sharepoint 2010, usability standards
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
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:
- Effective headlines: help people choose what to read
- Images: attracting interest and conveying meaning
- Links: how to link to pages and files
- Layout: how to structure articles for scanability
- How to help people search for, and find, your content
- Content: write for your audience, not for your boss
- Documents vs pages: when to use PDF, Word, and other formats
- Engage: writing to start a conversation
- Channels: how to reach the right audiences with your content
- 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!
Posted in best practice, communication, content management, engagement, help, intranet, mobile, publishing
Tagged best practice, communication, content, engagement, help, intranet, mobile, publishing
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:
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?
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
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
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
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!
Posted in collaboration, communication, content management, digital workplace, governance, intranet, mobile, news, SharePoint, standards, value
Tagged blog, bt intranet, collaboration, communication, content, digital workplace, governance, intranet, mobile, publishing, sharepoint, standards, value