How to build a new SharePoint Intranet in less than two months with limited resources

How to build a new SharePoint Intranet in two months with very little budget, one part-time project manager, some outside help and 80 volunteers... and live to tell the tale

Mimi Garrity Denman

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The clock is ticking.

You have 60 days…

People

Process

Technology

People

Process

Technology

Plan

Design Phase

ImplementationPhase

Investigative Phase

% Adoption

The Investigative

Phase

The Investigative Phase

Business Requirements

Technical Planning

User Experience

Governance

Organizational Readiness

Studied Nielson 2008, 2009, 2010

Individual Interviews (over 25)

Took all courses on Lynda.com

Hired outside team to study “Farm”

Watched Ragan Comms Summits

Built on a SharePoint

2010 platform

Customizable by locations in

key areas

Easily updated and maintained

by content owners

Great design and usability

Will add to our culture and productivity

SharePoint 2010 strategy and infrastructure established

Governance model complete

Meetings held with design team

Steering Committee re-engaged

Basic site outline proposed

Content owners identified

Top “must haves” determined

Wireframes created

Tech requirements analysis completed

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Core Site Map for GreenSpaceTaleo

GreenSpace

Home page with Localization area

Organizations

HR

Locations

How Do I?

Dept. Collaboration

depts.taleo.com

CIT• Infrastructure•Applications•Etc

Services• Technical• Customer• Etc.

Marketing• Assets• Narratives• Message boards• Projects

Team Collaboration

teams.taleo.com

Projects

Projects

Projects

My Sites people.taleo.com

User

User

User

Etc.

Publishing Collaboration

tools

TBD

Access by all Taleo Employees

Access only bydepartment

Access only byteams w/ permission

Ind. Site and profile

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GrassRoots Projects

Employee Events

Locations

How do I…?

Social Media Best Practices

Training

New Hire Instructions

SharePoint Collaboration Best Practices

Engagement and Rollout

GreenSpace

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GrassRoots Projects: How do I…?

• Suggestion: one page• 12 categories (3 columns X 4 rows)

• Drop down menus?

• Need to gather and maintain content

• Need approved team content owners by category

• Need to work with subject matter experts

• HR, Facilities, Finance, etc.

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GrassRoots Projects: New Hire Instructions

• All in one central location

• Create simple training PPTs/videos

• Need to gather and maintain content- need approved team content owners by category

• Need to work with subject matter experts (HR, Facilities, etc.)

Coupa

Lawson

Eloqua

Salesforce.com

Email and Phone Set Up

Network Connect

Taleo Performance

Online Benefits EnrollmentMobility Request

WebEx and InterCall Set Ups

Chatter

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2011

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• Governance Model Infrastructure completed

• SharePoint Platform selected

• TIP* launched

August• Catapult

Selected• Completes

Assessment

Sept 22GrassRoots kickoff meeting

Mid-OctoberPresent plans to Mimi

Mid-SeptCatapult begins planning process

September 30Hold first GrassRoots Project meeting

October 7Hold 2nd meeting

October 30Deadline for GrassRoots content

Dec 1Site goes

live!

Content being collected from all sources

development, stabilization

Early September• Research

conducted• Basic site plan

written• Call for

Volunteers

2009

GreenSpace/GrassRoots TimeLine

October 14 Hold 3rd mtg

deployment

*Name of original intranet

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How Will We Communicate?

• Use WebEx WITH Cameras on!

• Record all meetings

• Create simple project plans on PowerPoint

• Use this deck as reference for consistency

• Make sure tasks have dates and accountability by person/s

• Post everything on the GreenSpace Collaboration site

• We need to “drink our own champagne”

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GrassRoots Key Dates

Major Task Date

Sign up for Working Group September 22-29

Participate in your chosen first Project Meeting (Mimi will send invites to all- accept the appropriate one)

September 30

Select leader and communications contact September 30

Assign initial tasks September 30

Hold second meeting (leader will send invites) October 7

Report on findings/suggestions to Mimi w/o October 10

Hold third meeting October 14

Final content due October 28

SITE GOES LIVE! December 1

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Agenda Introductions (briefly please)

• Name, Role, Location, Why you joined GrassRoots

• Select a Communications Specialist to take notes

• Go to your project page (after this slide) and review overall goals/notes

• Brainstorm ideas (please capture them all in writing)

• Select a project leader (any volunteers?)

• Determine tasks and action items

• Reminder next meeting is October 7

• Leader needs to set up on WebEx

• Add major tasks to SharePoint site – assign a member and date

• Communications Specialist – post meeting notes on Project Site and send an email to Mimi when completed (mdenman@taleo.com)

• Members of Team – complete tasks and post responses, add links, ideas, etc. on your project site

The DesignPhase

Set expectations: phased approach

(Name) Org Chart – (Month, Year)

Name, Title

NameTitle

Responsibility

Responsibility

NameTitle

Responsibility

Responsibility

Name Title

Responsibility

Responsibility

NameTitle

Responsibility

Responsibility

NameTitle

Responsibility

Responsibility

Name Title

Responsibility

Responsibility

NameTitle

Responsibility

Responsibility

Name/admin Name, HR Business Partner

Name, Finance Business Partner

Finalized design for six templates

Gathered content for all

Built out 78 unique sites

Trained over 40 contributors

Finalized layouts and copy for launch campaign

Purchased web parts

The Implementation

Phase

Implementation

Roll out email campaign

Finalize content

Finalize GrassRoots best practices

Train content owners

Continue work on IT integration

Create posters and banners

Order gifts and certificates

Plan launch day

GreenSpace

Email Campaign

From the ad page, click site actions/edit page.

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Now you can edit anything on this page by typing in the text boxes, adding new images or using the ribbon on top to make changes. Please see notes.

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is hereby granted to

for your spirit of volunteerism and lasting contribution as a member of

Awarded: October, 2011

Awarded by: Caroline Japic, VP Corporate Communications and Mimi Garrity Denman, Director of Internal Communications

Certificate of Appreciation

Chet Mason

Launch Plan

Overview Goals Vehicles

Banners Posters Gifts Day of event activities

Launch Plan

Goals Taleo employees from all locations:

Recognize volunteers

Excited about GreenSpace Curious to learn more Encouraged to enter contest to win prize Inspired to contribute and give feedback Long-term…break down silos through

collaboration and understanding

Launch Plan

Posters 24 x 18 Locations: public areas

Lobby Cafes Other?

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Launch Plan

Gifts Globe squeeze balls

All Grassroots members (see spread sheet)

All Content owners (see spread sheet) WITH SIGNED CARDS

Globe Tumblers GrassRoots Leaders Head of IT Key team members

Shipping Address Exptd Arrival date Taleo Contact Posters* Banners**

Gifts

Dublin, CA 94568 11/28/11 Melissa Van Hagan 10 1 English x

Sunrise, FL 33325 11/28/11 Melissa Johnston 6 1 English x

Jacksonville, FL 32256 11/28/11 Melissa J 6 1 English x

Quebec City G1K 9C5 11/28/11 Audrey 10 1 English, 1 French x

Sydney, 2000 11/28/11 Helen Nassos 2 1 English X and Melbourne

Chiswick High Road, London, W4 5RP 11/28/11 Sandrine Angelo 4 1 English x

5 Hammersmith Grove, W6 0LG London 11/28/11 Sandrine Angelo 3 1 English

Paris 11/28 Sandrine Angelo 1

92500 Rueil Malmaison 11/28/11 Sandrine Angelo 1 x

30-415 Kraków, Poland 11/28/11 Thierry Noel 2

Naperville, IL 11/28 1

Petaluma, CA 11/28 2

Edinburgh 1

Amsterdam 1

*based on number of employees. Basic art will be provided and can be translated and printed if desired.**limited # based on cost

LOCATION PAGE

DEPARTMENT PAGE

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Weekly Newsletter

Built out 78 unique sites

Trained over 40 contributors

1/3 of all eligible employees entered contest

Time to publish went from 48 hours to 10 minutes for news stories

80% visited at least once daily

Editorial calendar created

Education continued

How do I? page- very successful

Some bugs

Great collaboration between IT and communications

Launch promotion essential

Collaboration is everything

Support of senior management

Don’t underestimate training

Brand your site-make it appealing

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http://denmancommunications/ragan

mgd@denmancommunications.com