- Grundfos is a global pump manufacturer founded in 1945 with over 17,000 employees worldwide. It currently uses an intranet called Insite built on Lotus Notes. - A review found Insite is useful but information is difficult to find and the structure needs improvement. Users want better search and personalization. - Grundfos plans to develop a new digital workplace framework to improve communication, collaboration, and connections between employees globally through an upgraded intranet and enterprise social networking tools. This aims to better support the company's business goals.

1. The Digital Workplace – From Content to
Collaboration Martin @Risgaard Rasmussen
IOM Summit, Cologne, September 2013

2. @Risgaard

3. Introduction: Grundfos - The world’s
largest manufacturer of pumps…
@Risgaard

4. Grundfos in brief
• Founded in 1945 by Poul Due Jensen
• Annual production of more than
16 million pump units
• The world’s largest manufacturer of
pumps and pump systems
• Turnover of DKK 21 billion (EUR 2.84 bn) in
2011
• More than 17,000 employees worldwide
Ownership
The Grundfos Purpose
Grundfos is a global leader in advanced pump
solutions and a trendsetter in water technology.
We contribute to global sustainability by
pioneering technologies that improve quality of life
for people and care for the planet.
@Risgaard

5. Introducing the Grundfos Intranet - Insite
Facts
• Home grown solution based on Lotus Notes
• Separate author and reader environment
• Integration between document management
and intranet
39 local portals
320+ global and local sites
~10 new sites in progress
Insite Organisation
2 people (~1,5 FTE) in IT
100s of editors throughout the company
In-house Notes development team
@Risgaard

6. Insite 2001 – 2013
@Risgaard

7. Where are we today?
• Everybody knows Insite = 94% of the users visits at
least once per week
• The intranet is perceived as useful – although it is
perceived as more useful for the company than for
the individual.
Challenges
• Scalability of Notes solution is good, but the way it
scales is challenging with every new site being a
separate silo.
• Tasks drive usage of the intranet, but information
(and how to complete tasks) is hard to find.
50,87%
19,13%
13,70%
5,12%
What is on the 300 most popular
pages on Insite?
News
Tasks (minus
find ppl)
Shortcuts to
somewhere else
Canteen Menu
@Risgaard

8. What does our users say?
INSITE must be like GOOGLE. Easy to use, easy to find what you
are looking fore.
Everyone must be abel to use our INSITE. Old and young :-))
We employees need to participate more, we
can not let all the work in your hands since
there is now way you can find out what is
happening in all Grundfos companies around
the world. It is not fair to say how satisfied I
am with this section if I don't participate.
With a growing number of employees, many promotions,
and multiple acquisitions, keeping up to date on people's
roles and responsibilities is a huge challenge. Insite is the
perfect place to keep an up-to-date organizational chart of
our company.
We have stopped using Insite since it is
loaded with information that is impossible
to locate. Implement a real search function
or skip the idea of Insite.
My impression is, that good and relevant information
is available on Insite. The challenge is to find it. A good
search function would be great and add to the use and
functionality of the sites.
The overall structure needs a redefinition with better menues. It looks like
that has not been a "growing strategy" for it and all areas have their own
structure
I'm sorry, but my job is to run the machines. I only have
computer access in case of an E-MAIL
@Risgaard

9. How about a new intranet project?
@Risgaard

10. The intranet as a project…
*Does not include any customisation or compatibility with your current solutions and we are not in any way liable for any
inconveniences that an upgrade may cause. Training? HA! You wish… but it sure is a really pretty box, innit?
PS. Send more money…
@Risgaard

11. Vision vs. development
”The intranet will be THE ONE PLACE to access tools in
our digital workplace to increase efficiency and to
continuously support our business goals”
Is this what continuous support looks like??
@Risgaard

12. Minding the gap…
Downside to the sustained development model
• Limited internal ressources compared to big platform
vendors like eg. Microsoft or IBM
• Internal politics and culture may impeed momentum
• Mounting pressure from consumerisation and user’s
expectation
The result is a widening gap between the outside online
world and the company intranet which must be closed.
The importance of Change Management
• Sustained model requires little change mgmt and
training = it has become an uncommon task.
Change management begins the minute you start
planning how to close the gap.
Gap - Sustained development vs. the internet
Unfreeze
ChangeRefreeze
Lewin's Change Management Model
@Risgaard

13. The Grundfos Intranet Framework

14. The Digital Workplace - Overview
@Risgaard

15. The Grundfos Digital Workplace Framework
Communication
Examples
- Corporate news
- Local updates
- Press monitoring
- Blogs
Self Service
Examples
- Time registration
- Invoice handling
- Buy & Sell
- Online forms
Collaboration
Examples
- Activity streams
- Team sites
- Communities
- Idea generation
Connection
Examples
- Microblogging
- Personal profile
- Content sharing
- Friend & follow
@Risgaard

16. New Insite – 4 Guiding Principles
Connect people,
tools, and tasks
1
A clean, lean portal
with access to
relevant tools
3
Ensure global
reach AND local
presence
2
Be available.
Anywhere. Any
time. Any device.
4
@Risgaard

17. New Insite Drivers – 6 themes
Business themes
1. Connection - Rich profile that will enable people to connect, share, and make competencies
visible.
2. Communication - A setup and tool that enable wider, more granular distribution for eg.
news and feedback – including distribution to mobile devices – also outside the Grundfos
firewall, eg. for blue collars with little or no access to computers.
3. Collaboration – Integration of other collaboration solutions used in Grundfos making it
easier to work together on projects and initiatives not depending on location and working
hours.
4. Transactions – Easy, personalized access to common daily tasks to increase efficiency.
Foundation themes
5. Search – all content must be easily searchable.
6. Personalisation – Content will be presented based on the user’s profile and he/she will be
given a high degree of flexibility to tailor content to meet individual needs.
@Risgaard

18. Our Intranet Vision
“The Grundfos Intranet will be the global culture
bearing platform where Grundfos employees
communicate, connect, and collaborate to get their
daily work done in a efficient and flexible manner.”
@Risgaard

19. Our first step: Enterprise social networking

20. Global Working Culture in Grundfos
The Global Working Culture initiative is born
out of Carstens Bjergs intent of creating a
global organisation where everyone works
and collaborates as effectively as if all were
‘sitting under the same roof’.
-Global Working Culture charter, 2011
*Check out Simon Sinek on TED – ”Start With Why” http://www.ted.com/talks/view/lang/en//id/848
There’s also a book, but just stick to the TED talk if you don’t want to end up asking yourself WHY you bought the book…
@Risgaard

21. Social Business Strategy Framework
CONNECTIVITY
• Improved cross company
collaboration
• Increased speed to expertise
COST REDUCTION
• Lower communication costs
• Reduced operational costs
• Reduced travel and meeting cost
PRODUCTIVITY
• Faster product development cycles
• Shorter customer support cycles
• Better decision making
REVENUE
• Improved global sales and marketing
effectiveness
• Customer satisfaction and retention
Digital Literacy
• Training Programs
• Workshops
• Smartworker
• Collaboration Guide
Networked Culture
• Leadership Development
• Maturity Assessments
• Communication & Collaboration
• Lead Node Networks
Community Mgmt
• Internal Communities
• Branded Online Communities
• Leadership Component
Change drivers
• Top-down Vision, Communication Plan, New InSite,
Mobile Engagement & Work, Governance
• Bottom up: Pilots, Viral Adoption, Local Problem Solving.
Pilot projects
Cultural Change
Business Results
@Risgaard

22. Starting in one corner…
@Risgaard

23. @Risgaard

24. Global Talent Event 2013
The Challenge:
48-hour strategic assignment to be solved by 4 global
teams – no travelling allowed.
The approach:
• Utilize virtual collaboration tools to stay connected.
• High degree of autonomy – focus on tasks
• Work 24/7 with virtual handover to participants in
other parts of the world.
The result:
• 3 out of 5 from top mgmt engaged on Yammer
• A ”WOW” experience for many participants
• Great solutions at a fraction of the normal cost
@Risgaard

25. Intranet
@Risgaard

26. Cloud or no cloud…
The greatest intranets are the
ones that fit the organisation…
…not the ones that are built on
the latest version.
@Risgaard

27. Comments? Questions?
Martin Risgaard Rasmussen
@Risgaard
http://connaxions.wordpress.com
Thank you!

28. www.socialbusinessjourney.com
…blogs about Grundfos’ Social Journey
@SocBizJourney
Read more on…
Christian Martin Thomas