How To Govern An Intranet, intranet webinar presentation by Toby Ward, Prescient Digital Media

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How To Govern An Intranet
Toby Ward
@TobyWard
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Think About… 2
• Who owns your intranet?
• Does everyone know who the owner is?
• Does the owner have real intranet authority?
• Do other groups want ownership?

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• No senior champion
• Middle managers in communications and IT
• Limited budget and power
• No plan or vision
• Silos & sprawl lead to user frustration & waste
• Conflict can ensue
• Stalls – often for years
Typical Intranet 2

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Poll: Your Governance
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Prescient Digital Media
16 years of planning, designing, building and sustaining
Intranets & Digital Workspaces
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…
2001 2005 2011
Expand client-based
across North America
and Europe.
Growth
Expand significant
solutions for the entire
Digital Workplace.
Digital Workplace
Toby Ward launches
Prescient in Toronto.
Start
Full implementation services,
and SharePoint expertise.
Implementation
Focus on assessment,
planning and governance of
intranets.
Intranets
Our History
16 Years of Success
Win multiple awards including the
prestigious Webby and Golden
Quill Awards.
Awards
2016
New offices in New York City
& Vancouver
Add Office Locations

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DISCOVERY STRATEGY REDESIGN IMPLEMENT
User experience design,
from wireframes to
complex design.
Design
Understanding needs,
requirements, and future
state vs best practices.
Assess
Development, integration.
desktop, mobile.
technology agnostic.
Build
Strategic planning,
governance, content and
change management.
Plan
We assess, plan, design, implement and help run world-class intranets and digital workplaces. Prescient Digital Media
has delivered for more than 200 clients, with many Fortune 500 and big brand leaders. We work with many
technology platforms and have world-class expertise in SharePoint.
Listen. Understand. Deliver.
End-to-End Services
OPERATE
Content creation,
solution management
analytics, optimization.
Run

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ASSESS PLAN DESIGN RUNBUILD
Everything required to go redesign and launch; from concept to live. We plan it all, and work with your internal teams to deliver.
Concept to Live
Complete Solution

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Clients
250 and Growing
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9Intranet Conference

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IntranetGlobalForum.com
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• C-level executive
• The champion should have power and influence
• Understands the value of the website & the potential
• Needs to be involved, but not on a day-to-day basis
• Only attend an occasional meeting
The Key to Intranet Success 4

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• What does your organization value?
• Success is more than dollars
• Customer / employee satisfaction
• User productivity
• Awareness / Message retention
• ROI is more than just hard cost savings
• Productivity benefits
• Time to market
Talk The Talk 12

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Intranet Process
First Dedicated Intranet Methodology
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Governance is key to planning 14

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Intranet Planning Pyramid © 2011 – 2017 Prescient Digital Media
Vision
Mission
Objectives
Goals (KPIs)
Functions (Applications)
User Tasks (Behavior)
Scope
Detail
Strategic Planning 15

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• The intranet is not just a tool – it represents the whole business
• Silos kill – no group can operate in isolation
• Employees demand consistency
• Consistent message
• Consistent navigation
• Consistent interface
The Whole Business 16

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• Decentralized (most common in larger orgs.)
• No single owner
• Driven by policies and guidelines
• Organic growth, often leads to site sprawl
• Centralized (more common in small orgs.)
• Single owner (usually department)
• Bureaucratic
• Highly controlled
Traditional Governance 17

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• Collaborative / Federated
• Steering Committee / Council
• Decentralized content ownership; centralized platform
• Bureaucratic
• Centralized Hybrid
• Single owner (usually department)
• Bureaucratic
• Centrally controlled
Modern Governance 18

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• Champions: Chief Operating Officer, CIO
• Owner: SVP, Internal Communications
• Steering Committee (10):
• Representation from: IT, HR, Internal Communications, Europe,
USA, UK
• Members must be representative of the global organization
• Editor-in-Chief: Employee Communications
Typical Structure 20

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20Strictly Confidential © 2015 Prescient Digital Media Not For Distribution
Centralized Hybrid 21

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21Strictly Confidential © 2015 Prescient Digital Media Not For Distribution

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Intranet Team Responsibilities
Role Responsibilities
Corporate Core Team Provide governance and program management
Online Content Managers Oversee the daily running of the intranet and activities:
• Publish approvals (where required)
• Upload corporate collateral
• Train and support content owners
Content Owners • Update content and ensure consistency
• Can delegate some part of the updates or changes to
other members of the team/department by making
them editors
NCR Governance 23

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Content Templates 24

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Mandatory Keywords

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No Anonymous

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• Editorial policy defining:
• Content types: front-page news vs. static content
• How content is developed, formatted, presented
• Limitations on technical and graphic elements
• Roles and responsibilities of publishers, editor etc.
• Standardization Policy
• Compliance details for platform, templates and style guide
• Email Usage Guidelines & Policy
• Taxonomy (Managed Term Store)
Policies 27

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The Coca-Cola Company
20 One-Billion Dollar Brands
500+ products worldwide
$44B Revenue
Scale & Complexity
123,000 users
60% non-office based
35% millennials
Coca-Cola Connect
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Business Goals 31

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Consolidation of Multiple Intranets
Many Sites Around The World
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Governance Is Key 33

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The Journey Is Far From Over 34

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• Executive champion
• Detailed model, with roles and responsibilities
• Forced keywords, and expiry controls
• No anonymous content
• Strong policies for use, content creation, collaboration
Top 5 Keys to Governance 35

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The New Social Intranet
Next Webinar – April 27, 1pm EDT
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Intranet Insight Newsletter
PrescientDigital.com > Newsletter for notifications on future events
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38Intranet Conference

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IntranetGlobalForum.com
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Questions
Use panel on right to submit a question
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PrescientDigital.com
Vancouver • Toronto • New York
416.926.8800
@PrescientDigitalMedia @Intranet2 IntranetBlog.com
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