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Finding the right digital tools for your internal communication strategy
1. 1
Quadriga 6th Conference Internal Communication
Finding the right
digital tools for your
internal
communication
strategy
Berlin
29.10.2015
Stephan Schillerwein
stephan@schillerwein.net
www.schillerwein.net
www.intranet-matters.com
@IntranetMatters
Offices:
- CH â Klingnau (AG)
- CH â S. Antonio (TI)
Digital * Work * Design
3. 3
Source: Vin Jones, Business Practices That Refuse To Die #44: Email Trees,
http://www.youtube.com/watch?v=QIqA_YKeboc
4. 4
Hard facts about our current Ways of Working
25
%
Time-loss due to information
overflow and interruptions
29
%
Reduction in organisational
performance
63
%
Managers taking business
critical decisions w/o the
right information
3h Time spent searching per
week (other sources: up to
2hrs per day!)
20
%
Usage of talents, ideas and
experience of employees
85
%
Employees who could be
more productive if work was
better organised
62
%
Companies that donât trust
their own information
82
%
Outdated, inefficient,
ineffective ways of working
(from emp. perspective)
10
%
Employees that master their
IT-tools
70
%
Customer interactions that
lack critical informationen
5. 5
Sources for previous slide
1. Basex: âInformation Overload: Now $900
Billion â What is Your Organizationâs
Exposure?â, 2008,
http://www.basexblog.com/2008/12/19/infor
mation-overload-now-900-billion-what-is-
your-organizations-exposure/
2. Capgemini, 2008 (as cited in: Stephen E.
Arnold, Martin White: Successful Enterprise
Search Management)
3. Capgemini: âThe Information Opportunity
Reportâ, 2008,
http://www.uk.capgemini.com/news/pr/pr16
05/
4. IntraFind/Datacom Research, 2013,
http://www.intrafind.de/de/unternehmen/do
wnload-
center/index.php?page=category&cat_id=59
5. Internal survey among ABN Amro Bankâs
100'000 employees
1. Workplace Productivity Report,
http://www.stuff.co.nz/the-
press/news/8928152/Digital-stress-
overwhelming-workers-study
2. AIIM Industry Watch: âState of the ECM
Industry 2011â
3. Ricoh: «A New Perspective: Ricoh Document
Governance Index 2012»,
http://thoughtleadership.ricoh-
europe.com/chde/anewperspective
4. Jeff Fernandez: âHow the 'Digital Skills Gap'
Bleeds $1.3 Trillion a Year From US
Businessesâ, 07/2014,
https://smallbusiness.yahoo.com/advisor/39-
digital-skills-gap-39-bleeds-1-3-
103000171.html
5. Omega Management Group Corp. and Coveo:
âThe Knowledge-Driven Support Organization
and its Impact on the Customer Experienceâ,
2011, http://www.coveo.com/en/resources-
and-
videos/Harsh_Realities_for_Contact_Centers?
mkt_tok=3RkMMJWWfF9wsRoluqzBZKXonjH
pfsX64%2BQsWKeg38431UFwdcjKPmjr1YEHT
8R0dvycMRAVFZl5nQ9XDOWa
7. 7
Intranet and Digital Workplace Maturity Stages
LevelofWorkOptimisation&BusinessValue
LevelofIntegration,Culture-dependency,Requirements,âŠ
Time&Maturity
1. Generation:
Info-Intranet
Passive
âSystems of Recordâ
2. Generation:
Work-Intranet
Active
âSystems of Engagementâ
3. Generation:
Digital Workplace
Integrated
âSystems of Contextâ
Generation 4+:
The Future
Pro-active
âSystems of Intentâ
Stephan Schillerwein, version 1.6 â
Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License
Simple
Medium
Advanced
Generic Social Collaboration and
Process Support
Advanced and specific Social
Collaboration and Process
Support
âŠ
âŠ
Communication & Information
Infrastructure
& Cross-system
functions
ca. 80 %+ of all
Companies are
still here
ca. 15 % <5 %
Scope & Use
Cases
? Success ?
8. 8Picture Credits: Ed Schipul «silver bullet», https://www.flickr.com/photos/eschipul/4160817135/
Technology is not a âŠ
9. 9
What are the right
digital tools for
your internal
communication
strategy?
14. 14
Barclays
Best mobile Intranet came out
of âŠ
⊠Digital Business
Transformation
17â000 «Digital Eagles» take customers,
potential customers und co-workers
into the digital world.
Video: https://www.youtube.com/watch?v=Tymv-6XO5JU
20. 20
If you ask the wrong questionsâŠ
âą Wrong answers!
âą Wrong decisions!
âą Weak arguments!
Plus: it can take a long
time until you noticeâŠ
21. 21
Donât start a [Digital Tool of Choice] project!
Operations: Go Live, Use & Sustain
Phase 4: Build & Implement
Stream a: Technology Stream b: Content & Structure Stream c: Organisation Stream d: Change & Adoption
Phase 3: Prepare & Design
Roadmap Solution Concepts Organisational Concept Change & Adoption Concept System Evaluation
Phase 2: Explore & Envision
Analysis Vision & Strategy Business Requirements
Phase 1: Project Initialisation
Project Scope Project Setup
Phase 0 (Pre-Project): Business Case & Strategic Direction Plan
xPhaseA:Project&ExpectationManagement
xPhaseB:Communication
Stephan Schillerwein, version 3.0 â
Licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License
22. 22
Pre-Project: understanding what itâs really about
Understand
whatâs there
Understand
the Business
Discover
Patterns
Create a
Blueprint for
the Future of
Work
27. 27
Root-causes on all layers of an organisation
38%
37%
26%
SHARED VALUES
STRATEGY
STRUCTURE
SYSTEMS STYLE
STAFF
SKILLS
28. 28
About every 2nd problem cannot be adressed by
technology
57%
43%
Intranet
NON-Intranet
29. 29
1st Generation isnât an option at all, 2nd just an
intermediate step
5%
14%
46%
34%
1%
1. Generation
1. Generation - teilweise
2. Generation
3. Generation
4.+ Generation(en)
30. 30
Typical minimal time loss and potential for
raise in productivity
40min/employee/day
30
20
Time lost
Productivity potential
Real raise in productivity
31. 31
ïWith a foundation like that, it is even possible
to overcome what happens in each digital
project âŠ
32. 32
What a typical Digital Project looks like
Pre-Project Specification Implementation
Scope & Benefits
Expectations
Usage
33. 33
How to overcome this situation
Scope & Benefits
Expectations
Value Drivers
Productivity
Core Behaviours
Project as Pilot of New Work
Biz-focussed Strategy
Value based Use Cases
Target Groups
Value based System Evaluation
CostïłValue Ratio
of Functionalities
Driving Adoption
Controlling of Value
ïŻïŻïŻ Holistic Approach focused on Work Practises not Workplaces, Work Tools, Channels, etc. ï°ï°ï°
Pre-Project Specification Implementation Usage
34. 34
A [Digital Tool of Choice] needs Transition
on all Layers
Today (Current State)
Shared Values
Strategy
Structure
Systems
Style
Staff
Skills
Future (Target State)
Shared Values
Strategy
Structure
Systems
Style
Staff
Skills
The «7S» as definied by McKinsey («The McKinsey 7S Framework»)
Requirements, Solution Concept,
System Evaluation, âŠ
Business Case
Change Management,
Culture, Ways of Working,
âŠ
36. 36
«Digital Internal Comms Tools» doesnât even exist
as a market segment
IntranetCMS
All-in-One
Portals
«On Top»
Products
Intranet Suites
ECM
Social
Collaboration
Workflow &
BPM, ACM
Integration
Layers
Other Systems
with Intranet-
Functions
âŠ
Each box contains dozend or even hundreds of vendors
37. 37
But some market segments matter more than
others âŠ
= potential core systems
= potential «add-on»-systems
IntranetCMS
All-in-One
Portals
«On Top»
Products
Intranet
Suites
ECM
Social
Collaboration
Workflow &
BPM, ACM
Integration
Layers
Other
Systems with
Intranet-
Functions
âŠ
40. 40
Discover many innovative examples
http://www.gilleran.net/internal-communications-apps-social.html
Screenshots taken from (from top to bottom):
https://www.hipchat.com/ , http://www.waggl.it/how-it-works ,
https://weekdone.com/ , https://www.vocoli.com/
41. 41
But please keep in mind:
Find out which Use Cases matter to your people
5% 5%
1%
5%
4%
1%
3%
10%
9%
9%
3%
4%
1%
2%
2%
4%
1%
2%
4%
1%
4%
7%
1%
6%
3%
1%
43. 43
How do we integrate the
potential of digital and social
technologies as what they
are â enablers of new ways
of working â into our internal
communications strategy?
45. 45
About Stephan Schillerwein
ï§ Extensive experience (15+ years) in Digital Media
and Information Management, specializing in
Digital Work Design through Intranets, Social
Collaboration and Digital Workplaces
ï§ Formerly Online and Intranet Manager at several
large enterprises and Director at the Intranet
Benchmarking Forum
ï§ Business computer scientist â speaks language of
âboth sidesâ
ï§ Author, conference speaker, seminar trainer, âŠ
ï§ Partner of the Worldwide Intranet Challenge
Intranet & Digital
Workplace Advisor
120+
Projects
60+
Clients
0
Vendor
Contracts
1
Global
Net-
work