Social Intranet Content Management - Content management principles - Rules for creating intranet content - Writing for the intranet - Empowering employees to create the RIGHT CONTENT - Dos and Don'ts for CMS's and SharePoint

1. Social content management:
Managing content in the
social intranet
Toby Ward, CEO, Prescient Digital

2. About Me
11/19/201
4
Confidential © 2012 Prescient Digital Media

4. World Leading Intranet Experts
• 13 years of profitable history
• Dozens of Fortune 500 Clients
• World-Renowned Thought Leaders
• 200+ intranet projects
• Highly specialized
First to study & formally define “social intranet”

5. Select Clients

6. #IntranetForum
@tobyward

7. Slides
www.Slideshare.net/Prescient

8. CM Defined

9. Content Management (CM)
• The means by which content is created, stored, accessed,
and reused

10. Document Management (DM)
SharePoint 2013

11. Web Content Management (WCM)

12. Enterprise content management (ECM)

13. Effective CM
• Effective content management requires:
– Organizational processes and rules
– Motivated and active providers and writers
– Engaged users
– Technology

16. Wordpress

17. SharePoint 2013

18. Planning

19. Six Major Principles (CM)
• Create & publish content in a timely manner
• Reduce the cost of publishing content
• Organize content to support work processes
• Delineate roles & responsibilities for managing content
• Develop policies to guide content development &
management
• To use one tool to publish information across different
sites

21. 1/3 of IT projects exceed budgets and
schedules by almost 100% in
small to mid-size companies
(Gartner)

22. 22
Key lessons
• Executive champions = success
• Planning
• Change management, change management
• Sometimes you get what you pay for
• Content is king

23. Philips built Connect Us with influencers
Built Trained Shaped Launched
Built in 11 weeks
Trained our
influencers
 Ballet, symphony, orchestra, choral companies would add a needed diversity to our
 Inside a “test community” on functionalities and rules of engagement
23
community
 Create a broader tolerance for diversity within the community
 Elevate the level of entertainment available
 Held bi-weekly training sessions
 One-on-one session with our leaders
Getting buy in
Launched via
word of mouth

24. CM Lifecycle

25. Content Management Lifecycle
 Plan / govern
 Write / edit
 Approve
 Template input
 Keywords /
metadata
 Version / expiry
controls
 Review
 Control
 Archive /
delete
Publish
© 2014 Prescient Digital Media

26. Create

27. CM Planning
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.
customization/personalization)
5. Define processes/guidelines for content management, review,
and development
6. Define content storage/retrieval mechanism & review
software (e.g.. SharePoint, Sitecore, EpiServer, etc.)

28. CM Plan
• Assessment: of current content and processes.
• Creation: of detailed information architecture and
wireframes, taxonomy, metadata, workflow and
documentation including policies.
• Management: repurposing, rewriting, creating, maintaining,
monitoring, and archiving.
• Maintenance: storing, accessing, reusing/repurposing and
resourcing.
• Measurement & Growth: analytics and analysis.

30. Publish

31. EPiServer

32. SharePoint 2013

33. Every page has….
• 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
• Sharing and/or social features (e.g. commenting)

35. Intranet Dashboard

36. Plone

37. SharePoint 2013

38. Elcom

39. CMS Technology

40. CMS varieties
• Web content management (WCM)
• Document management (DM)
• Records management (RM)
• Digital asset management (DAM)
• Portal
• Social media platform
• Enterprise content management

42. Top features
• User-friendly content authoring, multiple authors
• Versioning (version & date control/expiration)
• Content approval workflow (gate-keeping)
• Database and template creation
• Database management
• Dynamic page generation
• Link management
• Personalization
• Access control and security
• Search
• Analytics
• Social media

43. Vendor evaluations
• Undertake macro evaluations
• Tailored product demos
• Open or closed (invitation) RFP
• Closed RFP to specific vendors will shorten the decision cycle
but narrow the field
• RFP process is normally 2 weeks to 2 months depending on the
complexity of the project
• Send out RFP

44. Budget
• $0 - $ Millions
• Business + functional requirements determine cost
• Final budget will be determined by the end solution

45. For as little as $1,999

47. Social Specifics

48. One or more social media tools
74% Most popular:
•Blogs
•Discussion
•Instant Messaging
Social Business Study, 2014

49. Blogs
55%
Have blogs on their intranet
18% enterprise
deployment
36% limited
deployment
5% have no plans
Social Business Study, 2014

50. Social specifics
• All content is governed by the Code of Content
• No anonymous posting
• Social computing guidelines should be published
• Seed content with comments / promote discussion
• Cross-link to relevant discussions, blogs, wikis, etc.

51. ‘Share’ and ‘Ask for help’ buttons
Facilitate support and increase traffic
Let employees play a
role in disseminating
information—and allow
them to share their
thoughts on it
Let employees request
and offer assistance
related to content
51

52. BlueTube
Integrating video into the enterprise
‘Share’ & ‘like’ Give
employees the
opportunity to show
their support of content
‘Comment’ box: Enable
employees to engage in
dialogue around video
content
• Pushes link into the
activity stream of the
followers. 52
Viral
promotion of the video

53. Social Business Intelligence infographic
reports
Data driven insights to help us in understanding and improving the community
53

54. Social Business Intelligence infographic
reports
Data driven insights to help us in understanding and improving the community
54

55. Social Business Intelligence infographic
reports
Data driven insights to help us in understanding and improving the community
55

56. DIRECTV

57. 57

58. 58
#2: Form a Guiding Coalition
 CEO and Direct Reports
 Top 150 Leaders
 I.T. Leaders
 Governance model – Enterprise
Collaboration Council

59. 59
#3: Create a Vision
Make it easy for DIRECTV employees
to connect, collaborate, access and share information
in multiple settings,
leading to greater engagement and productivity,
better decision-making and increased innovation

60. CORE Genius Award
Presented at Team Meetings
60
#6: Create Quick Wins
 Highlight success stories
 Launch CEO and leader blogs
 Transition existing intranet content
Mike White, CEO
Joe Bosch, EVP
Chief HR Officer
Romulo Pontual, EVP
Chief Technology Officer
Paul Guyardo, EVP,
Chief Revenue &
Marketing Officer
Mike Benson, EVP
Chief Information Officer
Caroline Leach, VP,
Communications
Leaders Using Blogs to Engage Their Teams, Broader Workforce

61. 61
#6: Create Quick Wins
Mike White, CEO

62. The Numbers to Date . . .
121,000+ 3,600
YTD (as of May 9, 2014)
62
13,000
daily page views
and at least that many
fewer emails in inboxes
communities
from every DIRECTV
Department; 1/3 are public
pieces of content
50% are documents uploaded
or created in CORE
85%
adoption
by the U.S.-based
employees (excludes
CSRs, Technicians)
CORE scope of use is at / ahead of other companies using
these platforms.
8,099
3,716
881
Active users
Participating users
Contributing users

63. www.PrescientDigital.com

65. Poll
• What should the next webinar be on?
– Social intranets
– SharePoint 2013 -> 2015
– Governance
– Design
– Something else

66. Intranet Insight > PrescientDigital.com

67. Questions

68. toby@prescientdigital.com
www.PrescientDigital.com
www. IntranetBlog.com
@TobyWard
416.926.8800
68
Toby Ward