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Mimi Garrity Denman Gave this presentation at the Ragan Communications "SharePoint for Communicators" conference in May of 2014.
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©2014 Risk Management Solutions, Inc.
Market Leader in Catastrophic Risk Models
Natural catastrophes
Terrorist acts
Pandemic outbreaks
Human longevity
Managing a Successful SharePoint Intranet
…with Two People on a Tight Budget
Mimi Garrity DenmanDirector of Employee Communications
©2014 Risk Management Solutions, Inc.
A Unique Employee Base
Scientists and Civil Engineers
Software Engineers
HR, Marketing, Finance, Support
©2014 Risk Management Solutions, Inc.
RMS: Global Offices
Hoboken, NJ
LondonBloomington, MN
Beijing
Singapore
JapanNoida and Delhi
Peoria, IN
Newark, CA
©2014 Risk Management Solutions, Inc.
Team and Approach
©2014 Risk Management Solutions, Inc.
Team is myself and a full-time contractor (HR org.)
No IT help
Use outside contractor only when absolutely needed
I do all graphics for HR – no support from Marketing
Some writing done externally
Limited budget
Multiple platforms: most do not use SharePoint as content repository
©2014 Risk Management Solutions, Inc.
Communications Grew Slowly than Fast
2012- Only one person
All Corp. Comms Centralized- but no time for process
Started 1/4ly All Hands
CEO Blog
2013- Team of 2
Introduced Consistent Templates
Sharepoint Intranet
Branded all Comms Vehicles
2014- Team of 2
Extended Intranet (more functionality)
More Employee Interaction
Increased Social Collaboration
Internal Communications
Multimedia approach
Basic Intranet (platform not viable) Campaigns- “Client” Support “How do I” Site
©2014 Risk Management Solutions, Inc.
Strategic Multimedia Approach
©2014 Risk Management Solutions, Inc.
RMS Internal Communication Goals
Help Drive Performance
Effectively communicate
Be the “Single Source of Truth”
Help adoption of new tools
Help drive desired behaviors
Speed, agility, trust and teamwork
Create Bridges
Create and support community
Support collaboration
Promote global understanding/diversity
Support change management
Support Engagement
Educate employees on business strategy
Recognize and celebrate achievements
Company milestones
Events
Focus on values
Listen and act
©2014 Risk Management Solutions, Inc.
Inside RMS (Our Intranet)
©2014 Risk Management Solutions, Inc.
©2014 Risk Management Solutions, Inc.
What to keep:• Basic main and sub navigation • News carousel• Quick Links• People finder • Calendar feature• Social media links
Not adding value:• Link to Flickr (not explained)• Link to Videos (not explained)• Small images below carousel• Archive (not intuitive or robust as designed)• “RSS feed” actually does not operate as an
RSS and is confusing• Dependence on PDFs rather than pages• Style of calendar application
©2014 Risk Management Solutions, Inc.
©2014 Risk Management Solutions, Inc.
©2014 Risk Management Solutions, Inc.
Added:• Organization sites• Locations’ sites• Blogs• Archive (auto populated)• Enhanced search• Science and Tech corners• My Sites• Daily updates
New platform:• Easy to use• Did not require IT support• More control• Authors throughout company• More design options – color!• Enhanced search• Science and Tech corners• My Sites• Metro Design
©2014 Risk Management Solutions, Inc.
Consistent branding
Consistent color palette
Limit fonts to two
Use of grids
Simple, clean, friendly
Design Matters!
©2014 Risk Management Solutions, Inc.
Examples of RMS Internal Communication Vehicles
©2014 Risk Management Solutions, Inc.
HTML Newsletters
©2014 Risk Management Solutions, Inc. CONFIDENTIAL: FOR INTERNAL USE ONLY 18
HOSTED BY: Hemant Shah
Focus: Client Success
©2014 Risk Management Solutions, Inc. CONFIDENTIAL: FOR INTERNAL USE ONLY 19
Today’s Agenda
Q1 Financial ResultsSteve Robertson
Impact TrekAnnouncementHemant Shah
Q&A
RMS(one)Client ReactionsRourke McNamara and Matthew Grant
Employee Engagement:Amelia Merrill
RMS(one)DemoNalini Natarajan
TH
IS W
EEK
May 12-16
Wednesday: Gateway Café Farmer’s Market, 11:30 am until 1:30 pm
Thursday: Team Lunch- Spice Hut (Indian Food)
Tuesday: Guest Chef Deepak Adhikari, modern Indian fusion styles, PRC cafe
Thursday: Celebrate (one)@25!25
©2014 Risk Management Solutions, Inc.
©2014 Risk Management Solutions, Inc.
©2014 Risk Management Solutions, Inc.
Campaigns: College Recruiting
©2014 Risk Management Solutions, Inc. 26
©2014 Risk Management Solutions, Inc.
Process
©2014 Risk Management Solutions, Inc.
Research
Write
Get approvals
Reach out to employees…build relationships
Monitor speaking engagements
Attend town halls
Science and Tech news feeds
Intranet Process
Source ideas Calendar Editorial Publish
Maintain, flexible editorial
calendar- long and short term
Meet weekly to review
Create art
Create pages on SharePoint
Link from Home Page
Promote
©2014 Risk Management Solutions, Inc.
Limited Resources? Process is Key.
Weekly Schedule
Monday: Editorial review, “Corner” update
Monday: Assign articles, edit, follow up
Tuesday: Create media wall graphics
Wednesday: Prep newsletter
Thursday: Create newsletter
Friday: Slides, catch up – black out day
+ post articles Monday-Thursday
©2014 Risk Management Solutions, Inc.
Tips To Save Time While Ensuring Quality
1. Clearly defined roles and processes
Hire the best people you can- clear roles and responsibilities (limited approvals)
Set up easy-to-use consistent processes
2. Maintain a regular task list and calendar as much as possible
Do whatever can be done ahead
Think long and short term- consider “series” articles
4. Design matters
Consistent color palette, font choice, etc.
Eye catching photos break through information overload
3. Clear and creative writing
Engaging and thought-provoking headlines
500 to 700 word articles, use subheads, lists, graphics to draw in the reader, guest authors
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