Tag Archives: standards

Collaborative intranets for engagement must be accessible to everyone first

My thanks to @dianarailton who tweeted an article ‘UK retailers still failing to meet web accessibility standards‘.  With so many barriers in stores if you are disabled, shopping online from the comfort of your home is an attractive option.  Furthermore, under the Equality Act 2010 all retailers must provide access to their goods online as well as in store.

There were several common themes why all of the web sites failed to meet the Level AA of the WCAG 2.0 guidelines.  This means that disabled people would face difficulty in buying a product on each site, with half of the sites completely inhibiting people at certain points in their journey.

The Equality Act 2010 applies to intranets as well as external sites in the UK.  Other countries have similar laws their intranets need to comply with.

Are you serious about engaging with people and collaboration?

How can an organisation engage with all its employees if a minority cannot use the intranet?  How do employees collaborate using the tools on the intranet if some people cannot access them?  First, your intranet must be accessible for this to achievable.

When I hear people talk about making their sites accessible, some still think as long as the design can be read by JAWS for people who are blind.  It does!  But the scope is far wider than that for a site to be truly accessible to everyone.

It is accepted that 10-20% of people have some form of disability.  This includes people whose finger joints become stiff or eyesight needs glasses and the size of text to be enlarged.  Most of these disabilities happen just through the normal ageing process and wear and tear on life at work and home.

For your intranet to be fully accessible these barriers that prevent employees fully engaging and collaborating must be removed.

How to make your intranet accessible?

Wearing my governance hat I believe you need to take the following steps:

  1. Have a governance framework that covers how content is published and who is responsible for creating and managing it.
  2. Have an Accessibility publishing standard that refers to the WCAG guidelines and explains how a publisher creates accessible content.
  3. Have publishing templates that mean content can be enlarged to allow everyone to read it.  Have images with mandatory fields to describe what they show as alternative text for people unable to view the images.
  4. Provide training to help educate your publishers to understand why this is important and how they comply.
  5. Audit random samples of content to ensure it complies with the Accessibility standard.

If you put all these steps in place you will have a solid foundation for your intranet.  You can encourage people to engage with your organisation and to collaborate with each other.

You can then be confident you can reassure your stakeholders this will happen.

 

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.

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.

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.