Implementing a digital workplace… in a world of change

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Mads K. BoldsenLead business consultantØrsted A/S

1/3 of our Digital Workplace Team

Working with intranets and collaboration solutions since 2006Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities.

The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions.

www.linkedin.com/in/madskboldsen

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Mads K. BoldsenLead business consultantØrsted A/S

1 / 3 of the Digital Workplace Team

Working with intranets and collaboration solutions since 2006

Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities.

The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions.

www.linkedin.com/in/madskboldsen

The Ørsted Way Let’s create a world that runs entirely on green energy

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Wind Power Distribution & Customer Solutions

Bioenergy & Thermal Power

–Global leader in offshore wind with 3.8GW installed

–Active in all parts of the value chain - develop, construct, own and operate offshore wind farms

–Largest power distributor in Denmark with 1 mill. customers

–Developing green, innovative and cost efficient customer solutions

–#1 in Danish heat and power generation with 25% of market

– Innovative waste-to-energy technology (Renescience) and energy storage solutions

5,700 employees

Scandinavia, United Kingdom, Germany,

The Netherlands, USA and Taiwan

Our geographic footprint

5 February 2018

Ørsted Digital Workplace

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Available to all colleagueson desktop, tablet and smartphone.

Building blocks

– Wizdom

– A few custom web parts

– SharePoint Online

– Office 365

SharePoint On-premise

SharePoint Online / Office 365

Our intranet history

2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

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Global intranet -“Vital” for

DONG Energy

Merging local intranets into

Vital

Implementing a global

Workspace portal

Implementing records

management compliant

workspace portal

Implementing Digital

Workplace

SP 2003 SP 2007 SP 2010

Yammer groups

FEW350+ active groups

last 6 months

Implementing Digital

Workplace

Situation in 2016 > Highly customized Intranet

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Intranet Main– Vital frontpage (web part configs on page)– News, list news in a selected channel

(Business unit, location or topic)– News tab web part (Show news

categories on Frontpage / News frontpage)

– News archiving (Archives are manually created/updated)

– Language support on news (translation possibilities)

– In the media (web part listing news tagged with “In the media” value)

– Featured stories (High lighting selected stories/movies in a web part)

– Locations (Config of sap/URL connections)– Number of employees on location (shows

number of employees on location – from SAP)

– Organization (Config of sap/URL connections)

– Phonebook (Config of web part settings/urls)

– Department overview (Org chart)– Department search (allows for search in

SAP department names > to department sites)

– Names of Employees in department (shows employees in a specific department)

Intranet other– Language support on content pages

(Multi language content web part)– Tab lists (custom formatted lists)– MyLinks (listing current users list items

from MyLinks functionality)– * Whistleblower– Vital data site (lists, activity map tags,

names of business units, campaigns, featured stories, language (label translations + available languages), locations for tagging in news, topics for tagging in news, quick-access link lists, top navigation, other minor settings)

– Content Life Cycle setup (page expiration

/ email notification to editors, visual indicator to end users)

– 404 bad links setup (email reports to editors upon bad links)

Tools– Tools frontpage (Config of template

settings)

Workspaces– Workspace front page (web part configs

on page)– My Team Sites (web part to list team sites

the user is member of)– Team site overview (Alphabetic list of

team sites available)– Team site search (text search)

Where we wanted to take our intranet

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The Digital Workplace provides a coherent gateway for work related activities, focusing on enhancing work productivity - a joined environment supporting communication, collaboration and connectivity.

Coherent gateway for Ørsted info, services and tools

Core intranet Intranet behavior Digital Workplace

CommunicationsPhone directoryDocumentsCorporate Information

Social featuresMobile accessCollaborationSelf-servicePresencePersonalized / TargetedTranslated / multi lingual

Business process supportSocial toolsMobile appsLine of business appsIntegration of people and work dataSuppliers / External partnersConnect - Communicate – Collaborate

People

ProcessTechno-

logy

To harvest the benefits from a true Digital Workplace, the following three elements must be nurtured

PeopleRaising employee engagement via Information and training through out the changes.Adoption is key

ProcessNew ways of working must be aligned with the actual business processesBusiness goals must be met

TechnologyTechnology must provide solutions to support the processes and the people involved.Technology must be an enabler

Pre-analysis > Project recommendation

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4DKK Millions/year

Cost savings

Evergreen

Continuously development

DesktopTablet

Mobile

Platform support

74%

86%Scope coverage

Project execution time5 MO

NT

HS

Best in class elements

User friendly

editor

experience

Predictable low cost

Year 1 Year 2 Year 3

SA

FE

TY

F

EA

TU

RE

SC

OS

T

Low risk Well tested

Proven track record

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Project tender process – Locating a 3rd part intranet product and vendor

During the tender phase, we evaluated a number of intranet products based on the prioritized requirements for functionality:

– News

– Phonebook and organization charts

– Content pages and documents

– Quality control of content via Life Cycle Management)

– Mobile access

– Language variation

– Statistics / Analytics

– Editor experience

– Self Services and forms

– Personalization

– Social features (commenting etc.)

– Education and manuals

– Governance re. solution control

– Future improvements to the product (roadmap)

After the tender process and product evaluations, the Wizdom product came out at the top of the list.

The Wizdom product excelled among others in the following areas:

– Supporting the editors in easy setup of forms on the pages

– Editorial overview of content page lifecycle and validation status

– Smooth editorial interface for editors

– Built-in statistics tools

WizdomIntra

Active

Unily

Valo

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Challenges along the way

Challenges along the way

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Language support

News, pages, navigation,

breadcrumb and more

NewsPersonalized targeting on country, BU,

location topics and language

Site structureInformation architecture (Technic vs

functionality)

Mobil access

Access and login to be seamless -

without any challenges

People search

phonebook and org. diagram

Working out loud

Transforming into Ørsted forced us to

secrecy

Azure Content Content in Azure not

searchableFAQ, LinkColl

FUN FACTThe insider list grew from 30 people

to more than 1000 in a year.

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Three of the things we did right

Migration – deletion of more than 10.000 pages

Evaluation criteria

– The page has been edited with the last 12 months

– The page has been visited within the last 4 months

– The page content owner is still employed in the company

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Total pages: 24.304

GREEN

5.129To be migrated

YELLOW

7.830To be considered

RED

11.345To be deleted

Meets ALL 3 criteria Meets 1 or 2 of the 3 criteria Meets NONE of the 3 criterias

21%

32%

47%

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Mega menu – Information architecture

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Process

– Information Architecture Workshop.

– Search statistics

– Visitor statistics

– User survey

– 2 x possible mega menus created with external agency

– Internal online click test on these 2 models

– Mega menu in final draft

– Finalized after final feedback from editors.

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Mega menu – online click testHow do I sign up for a course? - Menu model #1

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2

Mega menu – online click testHow do I sign up for a course? - Menu model #2

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Communication tool – Our 5 key benefits

A major restructuring of Vital navigation resulting in a main menu that is more intuitive, reducing the time

looking for.

All company news is presented in a single news section. Social networking

capabilities subscribe

One Company

News

Improved Navigation

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Full access to Vital functionality on all devices.

The new Vital enables employees to stay in touch and productive, regardless

of location.

Mobile Access

Easy access to the most widely distributed and commonly used digital

workplace tools directly from Vital

Digital Workplace Transition

People search for description (About Me),

projects, skills, expertise.Supporting a networked

organization.

Improved People Search

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Fin

al

pro

du

ct

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What made it all possible?

Small but dedicated cross organisational

project team

Project team was true to the “One

Company” mindset –towards editors, news setup and management

Editors managed content following a

clear migration strategy

Content structure and main navigation build on tested and proven information

architecture

Project team supported the philosophy of

“standard” – for as far as possible.

Ability to deviate from “Standard”

where absolutely needed (keeping the old organizational

diagram alive)

Assistance from external partners like

Wizdom, Make, Great works, Wintra,

Findwize

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Performance?

Adoption

– Corporate News article

– Yammer posts

– Road shows on major location (DK, DE, UK)

– Floor walks on major location (DK, DE, UK)

– Chief editor / editor meetings, skype sessions and education and training in the One Company philosophy

– Open Office / Workshops

– Pop Up info stands at canteens

– Launch video (shown at all possible events + on the new Digital Workplace)

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What happened at launch?Adjustments

– Disable Office Graph (documents in Delve profiles)

Launch movie

https://www.youtube.com/watch?v=Ft5XdXhQJys

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How was our baby received?

Externally

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1st place

INTRA.net reloaded Berlin

2018

Internally

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2 x Intranet Satisfaction Survey

Before launchSept 2017460+ respondents

6 months After launchMay 2018260+ respondents

Internally

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Findings

People don’t change their habits just because you change the technology

Feedback on new solution VERY similar to that on the old solution.

Areas to work on improving:Page structure and People search

Next steps

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Increase visibility of

Country News and

Local News

Enforce governance on all levels

GDPR related initiatives

End user adoption

activities / training / info

campaigns

Surface key metrics

Integrate more Office 365 services

Optimize content

according to end-to-end

user journeys

Extending people

properties

Re-enabling Delve

Improving life cycle mngt

on all content

Adjust language

handling and -navigation

Optimizing search

experience

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Let’s create a world entirely on green energy