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Intranet Governance by Toby Ward, Prescient Digital Media

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Intranet Governance by Toby Ward, Prescient Digital Media

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  1. Intranet Governance by Toby Ward, Prescient Digital Media Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Intranet Governance Toby Ward & Michael Rudnick April 13, 2016

  2. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Governance Defines the ownership and management model • Management team • Roles & responsibilities • Decision making process • Policies & standards Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Governance Defines the ownership and management model • Management team • Roles & responsibilities • Decision making process • Policies & standards

  3. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution www.Slideshare.Net/Prescient Strictly Confidential © 2016 Prescient Digital Media Not For Distribution www.Slideshare.Net/Prescient

  4. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Introductions • Toby Ward – President • Michael Rudnick – Managing Partner Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Introductions • Toby Ward – President • Michael Rudnick – Managing Partner

  5. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution About Prescient Digital • Worlds’ leading intranet consulting firm – Strategy, design, implementation, support • Recognized thought leaders • First to define & study “social intranet” • Trusted 14+ year track record • Clients across industries, global geographies, functional areas Strictly Confidential © 2016 Prescient Digital Media Not For Distribution About Prescient Digital • Worlds’ leading intranet consulting firm – Strategy, design, implementation, support • Recognized thought leaders • First to define & study “social intranet” • Trusted 14+ year track record • Clients across industries, global geographies, functional areas

  6. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Representative Clients Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Representative Clients

  7. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution @tobyward Twitter hashtag Strictly Confidential © 2016 Prescient Digital Media Not For Distribution @tobyward Twitter hashtag

  8. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Intranet Insight > PrescientDigital.com Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Intranet Insight > PrescientDigital.com

  9. Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Poll Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Poll

  10. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Detailed Governance Model?

  11. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Think About… • Who owns the intranet? • Does everyone know who the owner is? • Does the owner have real intranet authority? • Do other groups want ownership?

  12. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Typical Intranet • Lacking an executive champion • Middle managers in communications and IT • Limited budget and influence • Limited plan or vision – often not aligned to business strategy • Silos & sprawl lead to user frustration & waste • Conflict ensues • Stalls – often for years • Throwing new technologies at the problem won’t solve it

  13. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution C-level champion C-level Power

  14. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution The Champion • C-level executive • The champion should have influence • Understands the value of the intranet & the business potential • Needs to be involved, but not on a day-to-day basis

  15. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Talk The Talk • What are your company’s business goals? • What does your organization value? • Success is more than dollars & cents – Customer / employee satisfaction – User productivity – Awareness / message retention • ROI is more than just hard cost savings – Productivity benefits – Time to market – Culture change

  16. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Talk The Talk Walk the Walk

  17. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution First Ever Intranet Methodology

  18. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Deliver The Plans & Design

  19. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Intranet Planning Pyramid © 2011 – 2015 Prescient Digital Media Vision Mission Objectives Goals (KPIs) Functions (Applications) User Tasks (Behavior) Scope Detail Strategic Planning

  20. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution The Whole Business • The intranet is not just a tool – it represents your whole business • Silos kill intranets – no group/function can operate in isolation • Employees demand consistency and continuity – In messages – In navigation – In user interface – In the overall experience (no matter what the device)

  21. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Governance Models • Decentralized (common in larger organizations) • No single “owner” • Driven by policies and guidelines • Organic growth, often leads to site sprawl • Centralized (common in small organizations) • Single owner (usually department) • Bureaucratic • Highly controlled

  22. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Governance Models • Collaborative / Federated • Executive champion • Steering Committee / Council • Decentralized content ownership; centralized platform • Centralized Hybrid • Single owner (usually department) • Bureaucratic • Highly controlled

  23. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Collaborative Governance (Healthcare) Editor-in-Chief (Director of Communications) Editorial Committee (Content Owners) Communications Committee Development Committee Finance Hospital TBD • Planned Giving • Annual Fundraising • Major Giving • Operations Hospital Communications Technical • Depts Content Authors • Depts Internet Council (Internal & External Participation)

  24. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Case Study: Collaborative/Federated

  25. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

  26. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution 26Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Centralized Hybrid

  27. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

  28. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution NCR Governance 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 such as: • 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

  29. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Content Management System

  30. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Case Study: Hybrid, Centralized

  31. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution 31Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Content Area Owners Editor in Chief Intranet Advisory Council Intranet OwnerIT Support Government Services DiversityHealthcare Services/ Laundry Finance Education Market Corporate Services Key Geographies Co-Champions Steering Committee HR Supply Management Marketing Law IS&T Communications Centralized, Hybrid Content Contributors

  32. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Sample Structure – Centralized Hybrid • Champions: Chief Operating Officer, CIO • Owner: SVP, Internal Communications • Steering Committee: – Representation from: IT, HR, Internal Communications, Europe, USA, UK – Members must be representative of the global organization • Editor-in-Chief: Employee Communications

  33. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Day-to-day Management • Home page, corporate content & news owned by Editor-In-Chief • Training of the content owners done by IT • Content owners adhere to standardization policy and ensure their content is: – Up to date – Written in web format – Appropriate for their target audience

  34. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Champions • Champions will participate in: – Supporting owner and committee – Representing intranet to senior executive – Source of funding – Trouble-shooting and conflict resolution

  35. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Owner • Maintains the intranet vision & mandate • Manages policy development • Approves project prioritization • Monitors performance against objectives • Allocates resources and budgets

  36. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Intranet Steering Committee • Chaired by Intranet Owner • Includes HR, IT, Comms, and sometimes divisional representatives • Brings insight from the whole organization • Discusses policy, evolution of site and drives future enhancements • Provides input, reviews and signs off on plans & policies • Troubleshooting

  37. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Policies & Standards

  38. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Standards & Policies Explicitly defined and documented standards & polices are a CRITICAL NECESSITY to... • create a uniform user experience • protect and secure information and intellectual property • contain sprawl and reduce associated costs • ensure accuracy and consistency of content

  39. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Policies • 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

  40. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Taxonomy • Editor-in-Chief to implement a complete corporate taxonomy guided by business and function need for: – storing, cataloguing and ‘tagging’ content • A taxonomy ‘rule book’ in tandem with a new Content Management System will ensure effective meta tagging and content categorization by all publishers

  41. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution SharePoint Considerations

  42. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution SharePoint Adoption 70%Apprx. Adoption in Med-Large size Organizations 55% For social media 20% To power main intranet or portal

  43. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Sprawl

  44. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution BT SharePoint Collaboration Source: Richard Dennison, BT

  45. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution BT SharePoint Collaboration Source: Richard Dennison, BT

  46. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

  47. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Transfield Team Sites Source: Intranet Innovation Awards / Transfield Services, Step Two 1. Request a Team Site 2. Learn “When” & “What” to use a team site for 3. Read the Quick Reference Guide 4. Review the Team Site user guidelines 5. Checklist for establishing a new site 6. Enroll in a Team Site workshop 7. Watch a Team Site video tutorial 8. Follow a Team Site user tour

  48. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution Third-Party Applications for SharePoint 57%Have augmented SP 2010 with additional products such as Jive, AvePoint, Nintex, etc. Gartner, “SharePoint Adoption”

  49. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

  50. . Strictly Confidential © 2016 Prescient Digital Media Not For Distribution

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