The webinar presentation deck for "Intranet Content Management in a Social World" webinar, presented by Toby Ward, Founder, Prescient Digital Media.
Learn how to create, publish, and manage great content across multiple departments and publishers; and how to ensure old and bad content is renewed, archived or deleted.
A how-to 60-minute webinar hosted by Toby Ward, founder of Prescient Digital Media and the Digital Workplace & Intranet Global Forum conference series. You will learn:
- Rules for creating intranet content
- Intranet governance
- Empowering employees to create the RIGHT CONTENT
- Dos and Don'ts for content management and SharePoint
3. • “The search engine sucks.”
• “I can’t find anything.”
• “I just use email.”
Typical Intranet 3
4. Think About… 2
• Does everyone know who owns the intranet?
• Do you have detailed content policies?
• Do you have detailed job descriptions for content creators/publishers?
• Does all content have an expiry date?
7. • Effective content management requires:
• Organizational processes and rules
• Motivated and active providers and writers
• Engaged users
• Technology
CM Requirements
16. 16
•
…
‘
2001 2005 2011
Expanded client base
across North America
and Europe.
Growth
Expanded solutions for the
entire Digital Workplace.
Digital Workplace
Launched in Toronto.
Start
Full implementation services,
and SharePoint expertise.
Implementation
Focus on assessment, planning,
governance of intranets.
Intranets
Intranet Experts for 17 years
Multiple awards including the prestigious
Webby & Golden Quill Awards.
Awards
2016
New offices in New York City
& Vancouver
New Office Locations
18. From Concept to Live
End-to-End Services
• User experience design
• Information architecture
• Dynamic wireframes
• Navigation flows
• Taxonomies
Design
• Stakeholder engagement
• Constituent analysis
• Focus groups
• User surveys
• Content analysis
• Technical ecosystem
assessment
Assessment
• Development
• Configuration
• Integration
• Content migration
• Desktop, mobile.
• Technology agnostic.
• Expertise in SharePoint
Implementation
• Strategic plan
• Solution roadmap
• Engagement plan
• Governance model
• Content management plan
• Social/collaboration strategy
• Technical architecture
Planning
• Content creation
• Operations management
• Change management
• Solution product
management
• Analytics
• Search optimization.
Operations
Listen. Understand. Deliver.
19. 19The Digital Workplace
It's people and process, not merely technology
Technology is an enabler, not an
outcome
Technology
Every intranet must have a
strategy with measurable goals
Planning
Adequate staffing, budget, and
change management
Resources
A detailed & documented
ownership & management model
Governance
The digital glue that binds
together the digital workplace
Search
Content is king, and what people
seek and need
Content
20. 20The Intranet Gateway
Gateway to the Digital Workplace
CRMSocial
RMS
Shared
Drives
DAM
Email
eNewsletter eMarketing
Website
Extranet
ERP
Intranet
23. • 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 23
26. 1. Detail content publishers, types & needs
2. Determine content structures & current practices
3. Determine how to measure effectiveness
4. Define user requirements and access/rules (e.g. personalization)
5. Define processes, rules, and guidelines
6. Define content storage/retrieval mechanism & review software (CMS)
Planning
27. • Date
• Expiry date (e.g. 18 months for new; 6 months for team site)
• Name (author / publisher) with email link to person
• Terms of use
• Forced ‘closed’ meta tags
• Optional ‘open’ tags
Every page must have
36. • Assessment: of current content and processes.
• Creation: of detailed information architecture and wireframes,
taxonomy, metadata, workflow and documentation including policies.
• Publishing: posting, applying tags, categories, expiry date, etc.
• Management: repurposing, rewriting, creating, maintaining,
monitoring, and archiving.
• Maintenance: storing, accessing, reusing/repurposing and resourcing.
• Measurement & Growth: analytics and analysis.
Content Management Plan
39. • Content Management Policy:
• 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
45. Security Groups and Content Matrix
• Complex User Base
• User Mgmt. System
• Internal & External AD
• Clean Peoplesoft Data
• Clean AD Groups
• Security Matrix
Getting it right:
62. The Complexity of Today’s Workplace
Today’s Workplace
Digitizing processes and transactions has led to enormous complexity
MOBILE
SOCIAL
CLOUD
ANALYTICS
63. And From this Complexity
We Heard From Employees…
Missing Important Communications
Employees were frequently missing important
announcements and time-sensitive reminders.
Delayed Approvals
Managers were losing approvals amongst other emails,
blocking important work or requests from being completed.
Too Many Login Screens
Many systems do not support Single Sign-On, requiring
employees to manually type their username and password
over and over.
Too Many Steps
If often took 10-15 clicks for employees to complete simple
transactions like approving an expense report or timesheet.
Time Wasted Context Switching
Employees would lose valuable time jumping from one system to
another to complete tasks or lookup common information.
Disconnected Corporate Systems
With each corporate department buying their own best-in-class SaaS
and vendor systems, it left a siloed impression of these groups.
Ignored Intranet Content and Communications
Information on the company intranet and other communications
weren’t personalized enough for employees to actually stop and read.
Complex Employee Experience
With no system to bring it all together, each vendor or SaaS product
had a completely different user experience from the other.
Difficulty Finding Information
Employees didn’t have a single tool to ask basic employee questions
like “what is the time off policy?”, ”what’s on the café menu?”, or “how
do I report a system outage?”
Cognitive Overload
With too many systems for employees to use, key information
and tasks were spread across multiple systems wasting
valuable employee time and increasing frustration.
64. 90% of the data in the world
today has been created in the
last two years alone
Source: IBM
65. Background
Management
Meeting
NEW
Workgrid
Starting in late 2013, Liberty Mutual began work on
what would become a digital assistant for the
enterprise.
In 2014 we iterated through prototypes of the tool and
evolved the digital assistant based on employee
feedback.
In early 2015 we did our official launch of the digital
assistant with Liberty Mutual managers first, followed
by the remaining 50,000 employees.
67. Microapps
Persistent micro-apps that highlight
important information from your work,
employee systems, and more.
Changes and edits in the
apps sync back to the source
system.
Reduce the need for
employees to log into many
systems.
68. Unlike email, they expire (no need to
manage / delete them).
Ensure employee has seen the
notification before it archives.
Elevates company and team information
outside of email.
69. Mixing Transactions and Content
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