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How To Govern An Intranet

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

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How To Govern An Intranet

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  1. How To Govern An Intranet ©2016 Prescient Digital Media. All Rights Reserved. How To Govern An Intranet Toby Ward @TobyWard 0

  2. ©2016 Prescient Digital Media. All Rights Reserved. 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? ©2016 Prescient Digital Media. All Rights Reserved. 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?

  3. ©2016 Prescient Digital Media. All Rights Reserved. • 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 ©2016 Prescient Digital Media. All Rights Reserved. • 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

  4. ©2016 Prescient Digital Media. All Rights Reserved. Poll: Your Governance 3 ©2016 Prescient Digital Media. All Rights Reserved. Poll: Your Governance 3

  5. ©2016 Prescient Digital Media. All Rights Reserved. Prescient Digital Media 16 years of planning, designing, building and sustaining Intranets & Digital Workspaces 4 ©2016 Prescient Digital Media. All Rights Reserved. Prescient Digital Media 16 years of planning, designing, building and sustaining Intranets & Digital Workspaces 4

  6. ©2016 Prescient Digital Media. All Rights Reserved. 5 … 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 ©2016 Prescient Digital Media. All Rights Reserved. 5 … 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

  7. ©2016 Prescient Digital Media. All Rights Reserved. 6 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 ©2016 Prescient Digital Media. All Rights Reserved. 6 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

  8. ©2016 Prescient Digital Media. All Rights Reserved. 7 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 ©2016 Prescient Digital Media. All Rights Reserved. 7 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

  9. ©2016 Prescient Digital Media. All Rights Reserved. Clients 250 and Growing 8 ©2016 Prescient Digital Media. All Rights Reserved. Clients 250 and Growing 8

  10. . ©2016 Prescient Digital Media. All Rights Reserved. 9Intranet Conference

  11. . ©2016 Prescient Digital Media. All Rights Reserved. IntranetGlobalForum.com 10

  12. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  13. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  14. . ©2016 Prescient Digital Media. All Rights Reserved. Intranet Process First Dedicated Intranet Methodology 13

  15. . ©2016 Prescient Digital Media. All Rights Reserved. Governance is key to planning 14

  16. . ©2016 Prescient Digital Media. All Rights Reserved. Intranet Planning Pyramid © 2011 – 2017 Prescient Digital Media Vision Mission Objectives Goals (KPIs) Functions (Applications) User Tasks (Behavior) Scope Detail Strategic Planning 15

  17. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  18. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  19. . ©2016 Prescient Digital Media. All Rights Reserved. • Collaborative / Federated • Steering Committee / Council • Decentralized content ownership; centralized platform • Bureaucratic • Centralized Hybrid • Single owner (usually department) • Bureaucratic • Centrally controlled Modern Governance 18

  20. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  21. . ©2016 Prescient Digital Media. All Rights Reserved. 20Strictly Confidential © 2015 Prescient Digital Media Not For Distribution Centralized Hybrid 21

  22. . ©2016 Prescient Digital Media. All Rights Reserved. 21Strictly Confidential © 2015 Prescient Digital Media Not For Distribution

  23. . ©2016 Prescient Digital Media. All Rights Reserved. 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

  24. . ©2016 Prescient Digital Media. All Rights Reserved. Content Templates 24

  25. . ©2016 Prescient Digital Media. All Rights Reserved. Mandatory Keywords

  26. . ©2016 Prescient Digital Media. All Rights Reserved.

  27. . ©2016 Prescient Digital Media. All Rights Reserved.

  28. . ©2016 Prescient Digital Media. All Rights Reserved. No Anonymous

  29. . ©2016 Prescient Digital Media. All Rights Reserved.

  30. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  31. . ©2016 Prescient Digital Media. All Rights Reserved. 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 30

  32. . ©2016 Prescient Digital Media. All Rights Reserved. Business Goals 31

  33. . ©2016 Prescient Digital Media. All Rights Reserved. Consolidation of Multiple Intranets Many Sites Around The World 32

  34. . ©2016 Prescient Digital Media. All Rights Reserved. Governance Is Key 33

  35. . ©2016 Prescient Digital Media. All Rights Reserved. The Journey Is Far From Over 34

  36. . ©2016 Prescient Digital Media. All Rights Reserved. • 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

  37. . ©2016 Prescient Digital Media. All Rights Reserved. The New Social Intranet Next Webinar – April 27, 1pm EDT 36

  38. . ©2016 Prescient Digital Media. All Rights Reserved. Intranet Insight Newsletter PrescientDigital.com > Newsletter for notifications on future events 37

  39. . ©2016 Prescient Digital Media. All Rights Reserved. 38Intranet Conference

  40. . ©2016 Prescient Digital Media. All Rights Reserved. IntranetGlobalForum.com 39

  41. . ©2016 Prescient Digital Media. All Rights Reserved. Questions Use panel on right to submit a question 40

  42. . ©2016 Prescient Digital Media. All Rights Reserved. PrescientDigital.com Vancouver • Toronto • New York 416.926.8800 @PrescientDigitalMedia @Intranet2 IntranetBlog.com 41

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