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Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily

Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily. Erin Glenn , SharePoint Administrator Goodwill Industries serving Central Virginia and Hampton Roads. About Me. Agenda. Pain Points Current State Analysis Approach Timeline Go-Live

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Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily

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  1. Turning a “Wild Wild West” Intranet Into One That Helps Users Find Information Quickly and Easily Erin Glenn, SharePoint Administrator Goodwill Industries serving Central Virginia and Hampton Roads

  2. About Me

  3. Agenda • Pain Points • Current State Analysis • Approach • Timeline • Go-Live • Lessons Learned

  4. Have You Heard This Before? • Search • Navigation • Poor Naming Conventions • Stale Content I Can’t Find Anything!

  5. Current State Analysis Getting leadership to understand… • Intranet vs. Team/Collaboration Sites • SharePoint Maturity

  6. Definitions Intranet Team Sites “Public Sites” “Private Sites”

  7. SharePoint MaturityCompetencies Core Competencies Source: https://www.nothingbutsharepoint.com/sites/eusp/Documents/SharepointMaturityModel2.pdf

  8. SharePoint MaturityCompetencies Advanced Competencies

  9. SharePoint Maturity Level Definitions Maturation

  10. Maturation SharePoint Maturity ModelCore Concepts Maturation

  11. Maturation SharePoint Maturity ModelAdvanced Concepts Maturation

  12. SharePoint MaturityGoodwill Evaluation

  13. Current State - Content • Mix of intranet and team site content throughout • Multiple places for similar content • Empty and old sites/content • Usability/Findability Issues • Design for standard resolution • Use of text vs. SharePoint list • Search • Navigation • Flash Buttons

  14. Current State - Configuration • Databases • Load Balancing • Security • Service Packs • Backups • SQL Maintenance • Memory • Services

  15. ApproachHigh-Level

  16. ApproachPhase 1: Separate Intranet/Team Site Content Intranet • Engage focus group • Global navigation • Global content layout (contacts, FAQs, docs/forms) • Validate existing content • Provide new content • Engage Marketing & Communications • Home page design • Communications strategy • Engage site owners • Prioritize sites • Cleanse existing content • Communications strategy to site members/team

  17. Estimated Timeline Begin Discussions RE: Communications Plan Begin Meetings With Site Owners Intranet Complete-Ready for Go Live All Team Sites Been Redesigned Begin Team Site Meetings Begin Analysis of Existing Forms & Workflows Meet with Focus Group Reorg of Team Sites-Done Begin Meetings & Modifications to Existing Forms &Workflows Intranet Home Page and Layout Decisions Begin Analysis of Remaining Team Sites Modifications Complete to Existing Forms & Workflows Begin Intranet Construction Begin Meetings & Modifications with Site Owners Begin Team Site Reorg Ready for more! Jul 2012 Aug Sep Oct Nov Dec Jan 2013 Feb Phase 1 Separate Intranet & Team Site Content Phase 2 Analyze & Rebuild Team Sites Phase 3 Forms & Workflows

  18. Actual Timeline Begin Discussions RE: Communications Plan All Site Content Due 12/31/12 7/15/12 Intranet Home Page and Layout Decisions Create Training Artifacts 1/2/13 Begin Intranet Content Discussions with Site Owners and Content Managers 7/22/12 Focus Group Kick Off Go Live Weekend 8/2/12 1/25/13 10/16/12 Begin Intranet Construction GO LIVE!!! 8/5/12 2nd Navigation Card Sort 1/28/13 10/23/12 Overview Sessions Begin Navigation Card Sort 1/29/13 9/20/12 Content Manager Training Sessions Begin 2/14/13 Jul 2012 Aug Sep Oct Nov Dec Jan 2013 Feb Mar Phase 1 Separate Intranet & Team Site Content

  19. Go Live • Occurred over an entire weekend • Moved Team, Project and Private sites around to new site collections (used Axceler’s ControlPoint) • Set GPO and DNS entries • Copied remaining list items • Re-created some workflows • Set new incoming email on specific libraries

  20. SharePoint MaturityWhere We Are Today

  21. What Went Well? • Database Backups • Communications • Quick Reference Guides • “Where It Was/Where It Is” Matrix • Overview Sessions • General • By Audience (Store Management and Departments) • Required training for Content Managers • All issues/questions routed via Help Desk

  22. Lessons Learned • Outlook list connections break • Content creation took longer than expected (new content that did not exist) • People don’t know their own content

  23. The Ugly! The old GoodPoint

  24. Home Page

  25. Home Page – 1024x768

  26. Company Information

  27. Department Site

  28. Stores

  29. E-Library

  30. Search Results – From Home

  31. Search Results – From Department

  32. Search Results – From Department

  33. The Useful! The new GoodPoint!

  34. Questions?

  35. Want to know more? • Need to catch me? • erin.glenn@verizon.net • Following me on Twitter? • @erinbglenn • Reading my blog? • www.erinbglenn.com • Let’s connect… • www.linkedin.com/in/ebglenn

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