Tag Archives: governance

Digital equality for a better work/life balance

I have read with interest recent articles and events that show how intranets and digital workplaces are helping to create a greater sense of freedom and better work/life balance leading to more equality.

It is a view I have held for many years since I experienced the benefits working from home at BT with flexible hours and clear responsibilities and priorities to help me.

Equality

In the UK official figures show that women aged 25-54 are more stressed than their male colleagues, with this pressure peaking for those aged 35-44, when many women are juggling family responsibilities, such as caring for children and elderly parents.

One way of relieving some of that stress would be flexible hours and location policy.  However this can normally only be achieved if the culture is right and you have remote access to the information and work processes on the intranet.

Reduced working hours

In Spain, the employment minister, Fátima Báñez, announced a push to let Spaniards finish work at 6pm, rather than 8pm. The government has also said it is willing to consider, as part of a series of measures designed to improve work-life balance, reversing the Franco-era decision that put Spain in the wrong time zone.

Some companies in Sweden are moving to a six-hour working day in a bid to increase productivity and make people happier.  “The eight-hour work day is not as effective as one would think,” says the CEO of Filimundus.

“To stay focused on a specific work task for eight hours is a huge challenge.  In order to cope, we mix in things and pauses to make the work day more endurable.  At the same time, we are having it hard to manage our private life outside of work.”

The aim is for people to be more motivated to work more intensely while in the office.  Again without access to the right information and work processes on the intranet this will be more difficult to achieve.

Work/life balance

Working Families is a UK work-life balance organisation. The charity helps working parents and carers and their employers find a better balance between responsibilities at home and work.  They also share best practice with case studies highlighting the achievements of winners and nominees for Top Employers for Working Families Special Awards.

Work related stress already costs Britain 10.4 million working days per year. The human costs of unmanaged work related stress extends far beyond this. A key way to protect your mental health against the potential detrimental effects of work related stress is to ensure you have a healthy work-life balance.

Summary

The examples for the Flexible Working category show this is not rocket science.  It is something that organisation of different type, size and purpose can succeed with.

I am NOT claiming that a good intranet or digital workplace will magically lead to this happening.  There are many factors to be considered and acted upon.

What I AM claiming is that a strategy for people having access to the right information and work processes whenever and wherever it is needed.  Careful planning to implement the strategy is essential.  Making sure everything is well-managed and can be relied upon being accessible and reliable.

It doesn’t happen by chance or overnight.  Organisation need to realise the value of their intranet or digital workplace first and to understand how it is the foundation for improving people’s productivity.  That’s where we need to step up to the mark!

Governance’s growing importance

During 2016 I have heard more and more people talking about:

  • the importance of good governance,
  • the need for a sound foundation,
  • clear roles and responsibilities,
  • publishing standards

that underpin and help their intranets and digital workplaces to be well-managed and successful.

It has been heartening this year to go to conferences and see examples demonstrated of good governance principles being applied successfully.

Governance is not a phrase or concept but something critical and practical that needs to be applied correctly so your intranet and digital workplace can succeed.

We work in different:

  • organisations that may be large, complex matrixes or small, simple structures
  • cultures that may be open and democratic or central and autocratic
  • publishing models with a central team or decentralised so everyone can publish content
  • publishing technology that needs to be managed and meet your requirements

How your intranet and digital workplace is managed is critical to its success.  Your requirements are understood by senior managers.  Your priorities are clear and accepted..

But where the problems start is knowing how to achieve this.  That is where the examples shown by intranet professionals help guide people.  They help to explain the ‘how’.

It is something I have worked on in different roles for the last 20 years.  There is no ‘one way’ to do this.  My book sets out different approaches and my blog posts also help shed light on what you could do.

I hope as we start to look forward to 2017 that you find the best way you can improve your intranet and digital workplace.  By finding relevant practical examples that meet your requirements you can make the improvements you want.

Secrets of a well managed SharePoint intranet presentation

Recently I had the privilege to speak at SharePoint Congress 2016 about the secrets of a well-managed SharePoint intranet.  Using my book ‘Digital success or digital disaster‘ as a reference I covered the need to have an effective strategy to set the right direction for your intranet.

You need a good governance framework to make sure you continue in the right direction.  It give the strong foundation to manage your intranet on a daily basis.

What became clear from my conversations with intranet professionals during the day is that governance has a higher priority now.  Each version of SharePoint is more complex and challenging to be managed effectively.  What was needed and how that can be implemented are big questions that people find difficult to answer completely.

My presentation can help answer some of these questions.  They can be found here along with other related presentations that may be helpful to you.

Book cover - Digital success or digital disastersIf you want more help on governance you can find out more detailed information and examples in ‘Digital success or digital disaster?‘.  Why not try the introductory chapter for free or contact me?

 

A roadmap for SharePoint governance

A ‘well-managed SharePoint intranet‘ is a phrase you rarely hear.  Why?  It is because SharePoint’s complexity can overwhelm you. What are the right steps to managing all the SharePoint features you need to use?

There are many publications on how well SharePoint can be managed, but few written by people with first-hand experience who achieved this. As the former BT Intranet manager, I implemented and managed a SharePoint intranet and, since leaving BT, help clients with their SharePoint challenges.

Using examples from my book ‘Digital Disaster or Digital Success‘ I will show you how the right strategy, governance framework and smart publishing standards give you a well-managed SharePoint intranet. I will help you avoid the most common mistakes people make. I will also show the benefits you gain from taking the right approach.

At SharePoint Congress 2016 on 22 September in Utrecht my keynote presentation ‘The secret of a SharePoint intranet‘ will cover what you need for a well-managed SharePoint intranet. After my keynote I will hold a breakout session to explain the next steps you need to take in ‘A roadmap for SharePoint governance’.

This session will explain how you take the right steps that help you to manage SharePoint permissions, roles and responsibilities, features like Master Pages, Content Types and SharePoint Designer. Developing a governance framework that covers all of these will help you discover the secret to a well-managed SharePoint intranet.

I hope to see you at SharePoint Congress 2016. It is a fantastic chance for you to find out more about SharePoint from some great speakers. If you can’t attend, then you can find out more about managing SharePoint intranets successfully from my book.

 

The secret of a well-managed SharePoint intranet

A ‘well-managed SharePoint intranet‘.  How often to see those words in the same sentence?  Not that often.  Why?  Because SharePoint’s complexity can overwhelm you when managing your intranet.

There are many publications on how well a SharePoint intranet can be designed and managed, but there are few written by people like me who has first-hand experience achieving this. As the former BT Intranet manager, I developed the strategy and implemented a SharePoint intranet and, since leaving BT, help many clients as the Intranet Pioneer with their SharePoint challenges.

I will show why one SharePoint intranet will succeed while others will fail. At Congres 2016 on 22 September in Utrecht my keynote presentation ‘The secret of a SharePoint intranet‘ will cover how you can have a well managed SharePoint intranet.

Using examples from my book ‘Digital Disaster or Digital Success‘ I will show you how the right strategy, governance framework and smart publishing standards give you a well-managed SharePoint intranet. I will help you avoid the most common mistakes people make. I will also show the benefits you gain from taking the right approach.

I hope to see you at Congres 2016. It is a fantastic chance for you to hear from great speakers covering the topics you want to find out more about. And there’s all that great networking!

If you can’t attend Congress 2016 then you can find out more about managing SharePoint successfully from my book. I plan to post my slides in October after the event takes place.

4 ways to measure intranet benefits

It is not enough to set up a governance framework to underpin your strategy. They are prerequisites for a well-managed intranet.  You also need to measure and demonstrate the benefits the intranet provides for your organisation, especially if your strategy needs further investment in the intranet or its governance.  Implementing technologies, e.g. SharePoint, doesn’t come without a price tag.

Traditional Return On Investment (ROI) financial benefits usually have the biggest impact on your organisation, especially on those approving financial spend.  However, there are other types of benefits with significant value.  You need to consider all of the following to justify the benefits of good governance:

  • Financial benefits that impact on the bottom line of your organisation’s financial results
  • Quantified, non-financial benefits, such as improved productivity
  • Unquantified, non-financial benefits such as culture changes

Some benefits are easier to measure.  Other benefits have greater prominence with your stakeholders.  The amount of benefit measured may also vary.  Sometimes you may find the amount is so large, the benefits can be difficult to justify as achieved.  You will need to judge the best benefits to justify investment in the intranet.

An example would be a change in people’s behaviour that increases productivity with time saved.  This may appear to deliver a large amount of benefits.  However, showing what people do with that time saved can be harder.  Are they working better or on other work tasks, or are they relaxing and having more time to talk with colleagues?  It can be demanding finding a suitable benefit.

You can choose how to measure the benefits your intranet provides.  You can also decide when is a good time to measure the benefits e.g. interviewing people before and after a major change to assess its impact on their work activities.  There are different approaches to take when you measure these benefits.  Examples could be online polls, in-depth interviews, audit, etc.  You need to consider how much time you have to measure the benefits, what resources you can call upon, and whether you need external expertise.

There are also benefits that come under the category of cost avoidance.  Publishing standards for security or accessibility help to change people’s behaviour.  That reduces the risk of unnecessary costs from their previous behaviour.

When you are communicating the benefits, I help clients to provide examples that senior stakeholders will easily recognise.  It helps to get their attention and support when you demonstrate how the intranet benefits your organisation.  It will depend on the benefit you are measuring to decide on the best approach. Nevertheless, whatever approach you choose, talk their language, explain your methods, and show easy to understand examples and comparisons.  Your stakeholders will accept the benefits more quickly.

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

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.