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Intranet content management (webinar)

The webinar presentation deck for "Intranet Content Management in a Social World" webinar, presented by Toby Ward, Founder, Prescient Digital Media. <br><br>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.<br><br>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:<br><br>- Rules for creating intranet content <br>- Intranet governance<br>- Empowering employees to create the RIGHT CONTENT <br>- Dos and Don'ts for content management and SharePoint

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Intranet content management (webinar)

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  1. Intranet content management (webinar) 1 INTRANET CONTENT MANAGEMENT In a Social World

  2. 2 TOBY WARD Founder, Prescient Digital Media

  3. • “The search engine sucks.” • “I can’t find anything.” • “I just use email.” Typical Intranet 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? 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?

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

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

  7. Document Management (DM)

  8. Web Content Management (WCM)

  9. Enterprise Content Management (ECM)

  10. . T H E I N T R A N E T E X P E R T S

  11. . 15Intranets & Digital Workplaces

  12. . 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

  13. . Clients

  14. . 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.

  15. . 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

  16. . 20The Intranet Gateway Gateway to the Digital Workplace CRMSocial RMS Shared Drives DAM Email eNewsletter eMarketing Website Extranet ERP Intranet

  17. . Intranet Process First Dedicated Intranet Methodology 21

  18. . Governance is key to planning 22

  19. . • 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

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

  21. . 25Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Centralized Hybrid 21

  22. . 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

  23. . • 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

  24. . 24

  25. . Keywords Are Mandatory

  26. . • 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

  27. . Content Management Lifecycle

  28. . • 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

  29. . CMS Technology

  30. . • 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 CMS Features

  31. . • $0 - $ Millions • Business + functional requirements determine cost • Final budget will be determined by the end solution CMS Budget

  32. . 44Genuine Parts Company Intranet Portal The main intranet powered by SharePoint 750,000 page views per day Digital Assistant powered by their own proprietary solution called Workgrid. AI Powered Digital Assistant 22,000 + Users Genuine Parts Company, best known for the NAPA Auto Parts brand, has 1000 company owned stores 5000 independent stores, and 57 distribution centers. © Genuine Parts Company. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.

  33. . 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:

  34. . Newsletter – Keeps Users Coming Back

  35. . Design First / Mobile First Philosophy

  36. . Process BEFORE Platform

  37. . Maintenance & Service Level Agreements

  38. . Continuous Improvement

  39. . 51Microsoft Office 365 The main intranet powered by SharePoint 750,000 page views per day The ubiquitous cloud solution is the main technology platform for the Microsoft digital workplace.. Office 365 100,000 + Users The technology giant uses their own solutions internally with employees and operates in more than 100 countries.. © Genuine Parts Company. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.

  40. . Company division: Microsoft 365 Marketing

  41. . Company division: SharePoint, OneDrive, Yammer & Office engineering “OXO Commons”

  42. . 54Capital Power SharePoint Intranet The main intranet powered by SharePoint 750,000 page views per day The ubiquitous cloud solution is the main technology platform for the Microsoft digital workplace.. Office 365 100,000 + Users The technology giant uses their own solutions internally with employees and operates in more than 100 countries.. © Capital Power. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.

  43. . capitalpower.com Desired end result Prioritized content

  44. . capitalpower.com Desired end result Engaging content

  45. . capitalpower.com Desired end result Enhanced document search

  46. . capitalpower.com Desired end result Enhanced search: Content

  47. . capitalpower.com Desired end result High-interest employee content

  48. . capitalpower.com Desired end result Content targeting

  49. . 61Liberty Mutual Digital Workplace Assistant The main intranet powered by SharePoint 750,000 page views per day Digital Assistant powered by their own proprietary solution called Workgrid. AI Powered Digital Assistant 50,000 + Users Liberty Mutual is a large, Fortune 500 financial services company with more than 50,000 employees. © Liberty Mutual. Contents are material, non-public, confidential & proprietary. Unauthorized distribution or distribution prohibited.

  50. . The Complexity of Today’s Workplace Today’s Workplace Digitizing processes and transactions has led to enormous complexity MOBILE SOCIAL CLOUD ANALYTICS

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