We Love Our Intranet 5-Day Intranet Engagement Jump Start

• Sr. Manager at Protiviti

• SharePoint 2007, 2010 & 2013

• Office365 Fangirl

• Specialize in content strategy, information architecture,

SharePoint governance

Linkedin.com/in/mswearingen

@mswearingen

25% are committed to building their ECM, RM and

collaboration around SharePoint. For 22% it remains

their ECM system of choice for the foreseeable future,

and 28% will stick to it for the next few years – in total,

75% remain committed. Only 8% are looking

elsewhere right now.

Qu

alita

tive Im

po

rtan

ce R

ati

ng

A new and simplified

user experience

Store and sync your

documents

Share your stuff

Keep projects

on trackOrganize and keep

teams in sync

Find what

you need

Find the right

people

Access your stuff

from anywhere

125

150

175

200

225

0% 10% 20% 30% 40% 50% 60%

Quantitative Appeal Rating

Engineering, Research & Development Operations, Manufacturing & Logistics Sales, Marketing, PR & Communications

Administration, HR & Legal Services Accounting, Finance & Procurement All

Share best practices across geographies

Gather & process forms from employees

Improve and monitor business processes

Pull data and build financial reports

Align Sales and Marketing teams

Store, sync and share your documents

Continuous, Iterative, Sustainable

Better Information

User Adoption

Employee Productivity

Employee

Engagement

• Reduced requests for ‘help’ from

various departments

• Content Value Ratings

• Site Usage Metrics

• Relative timeliness of project

completion

• Relative success of project completion

• Survey

Benchmarking Tools

Definitions

Measurable Outcomes

Activities

• Increase intranet usage by 3%

• Users learn at least 3 new things about intranet features during the campaign

• Capabilities assessment scores rise

• Possible answers I can successful complete this task I’ve used this feature, but I want to learn more This task doesn’t apply to me I know this feature is available, but I’ve never used it I’m not familiar at all with this feature I would like additional training on this topic

• Combined raw scores for answer #2 and #6 to get “additional training score”

• Combined raw scores for #4 and #5 to get “familiarity score”• Combined “additional training score” and “familiarity score”

10

11

Final scores sorted from high to low. High scores become target for

further training initiatives.

Innovator Early

Adopter

Early

Majority

Late

Majority

Laggards

Novice X X X

Power

User

X X

Expert X X

Metrics

• Number of visitors per day/week

month (line chart)

• Number of visits per day/week/month

(line chart)

• Top Profile/My Sites based on views

• Site Content refresh rate (sites, pages, web part edits)

• Private Site usage

• Page loads

• Broken Links

• Top Content (page views and unique views) for pages,

documents and lists by site collection

• Track usage through time and compare time frames

• Track usage of links for various campaigns

• Track Banner Usage as a whole and for specific items in

the carousel

• Top content on ionP as a whole, for each form factor

• Most likes for pages and documents

• Most Comments for content

• Top click paths for landing pages

• Visit duration

• Visit frequency based on location and role

• Bounce Rate

• Updates to profiles/My Sites

• Completeness of Profile

• Visits to profiles based on role and

location

• Browser Types

• Device Type

• Browser Types based on device

• Segment Audience based on role

and location

• Number of Posts on feeds

• Top Contributors

• Top Contributors based on role and

location

• Number of likes/comments/replies

• Duration of visits

• Drilldown visits by location and role

• Compare visits by location and role

• Number of Visits by site collection or site

• Number of entrances by page

• 1 month planning and preparation period

• 5-day We Our Intranet! Campaign

• 1-2 week follow up and review period

• Extended cycles based on feedback

• Getting executive participation

• Setting your schedule

• Gathering your expert team

• Preparing all collateral materials and takeaways

• Administering Capabilities Assessment

• Stocking your prize closet

• Long-term editorial calendar

• The executive team should be at the forefront of all of these activities

• Participating, judging competitions, training, moderating

• Picking the right week

• Marketing each day Money Monday

Training Tuesday

Working Wednesday

No-attachment Thursday

Feature Friday

• Who is going to lead each of these days?

• What are their responsibilities?

• What are your expectations for your team?

User Adoption Artifact Example

Communications Mediums E-mails Communications to user base about upcoming dates, milestones

E-mail Templates

User Lists (defining your users for training ‘SharePoint Super Stars’; Content Owners and Authors;

Executives)

Lunch & Learn

1-1.5 hour lunch time

events include presentation

and Q&A

SharePoint 101 – Providing users with a base knowledge of what SharePoint can do to help them

demo common tasks

Managing Project Documents– Part I

Managing Project Documents – Part II

Managing Lists – Using lists to drive automation, task management, communications

Using SharePoint Newsfeed

SharePoint and Office

SharePoint Readiness

Videos (Examples)

Overview of SharePoint

Quick tutorials on SharePoint basics (Lists, Libraries, Search)

What to expect with SharePoint

One-Page Flyers Quick step-by-step written instructions for common SharePoint actions

Uploading a document, saving directly from Office, adding an event or announcement, posting to the

Newsfeed, etc.

• Identifying the ‘comfort’ level of your staff with various SharePoint activities

• Identifies anomalies

• Identifies training targets for Training Tuesday

• Starbucks Cards

• Keurig

• Fit Bits

• Kindle Fires

• iPads

• Any and all gift cards

• Cold, hard, cash

• What does the next year look like for your organization?

• What milestones should be promoted on the Intranet?

• How should they be promoted?

• What additional campaigns should you run through out the year to maintain participation? Thought leadership campaign

Business case competition

Finding a balance

Business-task based training

Real-to-Life Scenarios

Time Room 1 Room 2 Room 3

9-10 a.m. Our Intranet 101: Getting Started Managing Your Team’s Documents:

Part I

Integrating with Outlook

10-11 a.m. Panel Discussion: How we made the

Intranet work for us

Managing Your Team’s Documents:

Part II

Effectively Searching

11 a.m.-Noon Integrating with Outlook Our Intranet 101: Getting Started Managing Your Team’s Documents:

Part I

Lunch Lunch Lunch Lunch

1-2 p.m. Managing Your Team’s Documents:

Part I

Using Excel and SharePoint Effectively Searching

2-3 p.m. Our Intranet 101: Getting Started Integrating with Outlook Using Excel and SharePoint

3-4 p.m. Effectively Searching Managing Your Team’s Documents:

Part I

Managing Your Team’s Documents:

Part II

4-5 p.m. Managing Your Team’s Documents:

Part II

Panel Discussion: How we made the

Intranet work for us

Integrating with Outlook

Happy Hour Happy Hour Happy Hour Happy Hour

• Challenge colleagues to work differently and use the intranet to improve one aspect of their work today. Best use of intranet -- All submissions received by 5 p.m. winner and prize announced Thursday a.m.

• Executives

• Management

• Team members

• All put up an outlook rule that they will not accept ‘internal’ attachments from co-workers this day. Everything must be an intranet link.

• Roll out 1-2 new features for staff Food Truck Tracker

Weather and Traffic Widget

OOO Calendar

• Follow up capabilities assessment

• Review of site metrics

• Development of User Group

Maggie SwearingenMaggie.Swearingen@Protiviti.com

@MSwearingen

Thank You!