Tag Archives: mobile

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!

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!

Is your digital workplace experience good or bad?

Intranets are now at a jumping off point to become digital workplaces. In 2015 organisations are no longer just talking about ‘digital’.  People are increasingly using different methods to connect whenever they need to.  When they connect it is to find information, use apps, share some news or ask for help with a work problem.

In my last post I recommended you have clear business requirements, the right direction set with a strategy, support from your stakeholders, and measures agreed that can demonstrate the benefits of your approach.

You also need people to have a consistently good experience every time, with every device, from every place to successfully transform your intranet into a wider digital workplaceWhat can you do make this happen?  I recommend you consider the following:

Within a governance framework you need to implement publishing standards for everything people use across your digital workplace.  People need to be familiar with what they access, no matter what device they use.  This saves time with people not stalling while they check everything before they start using it.

This is easier said than done though!  Firstly, you need to identify your business requirements for your publishing standards.  Once this has been done, you can then develop what publishers need to do to implement each standard.

The difficult bit is getting your publishing standards applied to all your content and apps, whatever device someone is using to access them.  But you have to do this to be consistent.  Without achieving this, people may doubt what they are using because it may look different and the experience vary too much.  For example:

  1. Ownership: Every piece of content and app has an owner who can be contacted for further information.  Think about how you need to show this for each device people may use.
  2. Timeliness: Every piece of content has a review date that gives people confidence they can rely on it being accurate and current.  Again, think about how this can appear for every device.
  3. Findability: Every piece of content and app, in whatever format is needed for each device, is indexed by your search engine so it can be found quickly.  Making sure it is properly tagged by your publishers will also help people find what they need more easily.
  4. Usability: Every piece of content and app should consider mobile users first.  That can be a big change of focus.  More and more, people will use a smartphone or tablet to access what they need.  Test your content and apps with these devices to get the user experience right.
  5. Navigation: Every piece of content and app needs to be linked together so you can quickly move from one to the other.  Menus need to work with every type of device and will need testing before implementation.  You don’t want oasis of content that are disconnected from each other by a digital desert.

You will need to include in your governance framework how you can achieve this.  Publishers will need to be trained on how to use the publishing tools obviously.  For collaboration tools that really should be by following simple guidance because they are very easy to use.

However it must also cover what your publishing standards are, why they need to be implemented and most importantly, how that will be achieved.  You need this for a common platform of knowledge and understanding across your publishing community.

Follow up the training for your publishers by educating them with simple processes to publish content, develop apps, etc., and support their publishing needs with guidance, Frequently Asked Questions, discussion groups.

Taking this approach will help give people a consistently good experience every time, with every device, from every place to successfully transform your intranet into a wider digital workplace.

 

My 2015 predictions

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!

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.

Mobile collaborating: easier said than done!

In one week I will be participating at the World Class Mobile and Social-Enabled Enterprises event on 5 and 6 June in Frankfurt, Germany.

If you are thinking of coming to one of the best mobile events in 2014 please use this code WCMSSPEAKYOURLASTNAME in the special requirements section on the registration form.

I will be running a workshop on mobile collaboration.  I intend to cover the barriers you can face that can prevent people being able to easily collaborate whenever they need to.

I will also show how you can either prevent these barriers or take action to overcome them and still succeed with mobile collaboration.

I hope you will join me!

 

How to collaborate while you are mobile

I am looking forward to participating at the World Class Mobile and Social- Enabled Enterprises event on 5 and 6 June in Frankfurt, Germany.

If you are thinking of coming to one of the best mobile events in 2014 please use this code WCMSSPEAKYOURLASTNAME in the special requirements section on the registration form.

I will be running a workshop on mobile collaboration.  I intend to cover how to can be worthwhile, making it easy, and gain the benefits of people collaborating while using their mobile device.

I will also be finding out more about the latest best practice case studies from Europe and North America and networking with the experts on mobile workplaces.