Intranet evolution

Intranet evolution: The road to the digital workplace

Guy Van Leemput

Luxembourg Intranet Group11 December 2012

Intranet evolution - 11 Dec. 2012 2

Content

1. Introduction: a brief history of intranets

2. Models for the Digital Workplace

3. Deep dive: social, mobile, governance

4. A glimpse of the future – examples from the J. Boye community

5. How to get there from here?


1. Introduction: a brief history of intranets


Once upon a time, the intranet was simple...

• Intranet 1.0 was all about:– Top-down communication

– Employee productivity

• Features:– Home page

– Corporate news

– Employee directory (managed by HR)

– Find forms, policies and procedures


In recent years, more & more capabilities have been added ...

Business processes and workflow tools

Mobile

Social

Collaboration


In the meantime, the landscape is changing rapidly...


People are changing...

• Generation Y is growing rapidly in the workforce– Internet native

– Mobile and social

– Technology savvy

– Expect flexibility from their employer


Technology is changing...

• The firewall isn’t what it used to be

• Cloud services hold many promises– Work from anywhere

– With any device

– At a lower total cost for the organization


Governance is changing (or breaking down...)

Who’s in charge of your intranet?


Even the word “intranet” is being questioned!

• Is the intranet...– Dead?

– Old-fashioned?

– Evolving into something different?

– Part of something bigger? Of a “digital workplace”?

– Alive & kicking?


Your challenge:Making sense of it all

• What do these trends mean for my organization?

• What should be the priorities?

• How can I build a roadmap that makes sense?


2. Models for the digital workplace


Jane McConnell’s 4 models for the digital workplaceSource: http://netjmc.com/intranet-strategy/digital-workplace/snapshot-of-the-digital-workplace

http://netjmc.com/intranet-strategy/digital-workplace/snapshot-of-the-digital-workplace


Deloitte: The Digital Workplace – Think, Share, DoSource: http://www.deloitte.com

http://www.deloitte.com/


IBF digital workplace maturity modelSource: Intranet Benchmarking Forum

Traditional Intranet

Advanced Intranet

Digital workplace

Instantmessaging

Documentmanagement

Twitterfeeds

E-mail

Internal socialnetworks

Collaboration toolsfor internal teams

HR systems

Employeeself-service

Phone book

Corporateinformation

Policies

News

Yammer

Collaboration toolsfor external partners

PC desktopTelepresence

Webconferencing

Externalsocialnetworks

CRM


3. Deep dive: Social, mobile, governance


Building block 1: Social intranet


Adoption of social intranets is on the rise

Social media are in various stages ofmaturity and implementation

Source: Digital Workplace Trends 2012, Jane McConnell, http://netjmc.com

http://netjmc.com/


Plenty of vendors offer rich social business software platforms

Gartner Magic Quadrant for socialbusiness software


Benefits / challenges

• Benefits:– Easier to locate expertise and skills– Reduced cycle time and higher quality of customer

proposals– Improved onboarding of new hires

• Challenges:– How to build a business case / convince senior

management?– How to motivate employees to use and contribute?


Building block 2: Mobile intranet


Who needs a mobile workplace ?

Fieldforce automation

Modern nomads

Working from home


Bring your own device (BYOD)

More than 80% of employed adults use some kind ofpersonally-owned electronic device for work-related functions:


Benefits / challenges

• Benefits:– (?) Work anytime, from anywhere, on any device– New applications (for instance, using QR codes or

location-aware services)– Increased productivity

• Challenges:– How to identify the ‘top tasks’ for mobile usage?– Make the right technical choices


Building block 3: Governance


Governance is about making decisions

• Decisions about:– Strategy / long-term objectives– Priorities for enhancements– Budget and how it is allocated– Technical platforms– Day-to-day management of the

intranet content


Often structured at 2 levels

• Day-to-day decisions: by department that “owns” the intranet– Most common: Internal communications, HR, IT– Role of an “intranet manager”– Manage the budget (within an agreed envelope)

• Bigger decsions: by intranet ‘board’ or ‘steering committee’– Group of senior managers– Most important stakeholders are represented (Internal

comms, HR, IT, Marketing & Sales, Business Units, ...)


Models: RACI / Responsibility Matrix

• RACI: Responsible – Accountable – Consulted – Informed

• Build a Responsibility Matrix

Level 1: Home page and top-level navigationLevel 2: First-level landing pages & 2nd-level navigationLevel 3: All lower-level content pages and navigation items

Role Level 1 Level 2 Level 3

Intranet Manager Responsible Consulted Informed

Departmental Content Owners N/A – Propose Accountable &

ResponsibleAccountable & Responsible

Intranet Board Accountable Informed N/A


4. A glimpse into the future…


Some examples that will show us:

• The Digital Workplace is not science fiction!

• Many companies have implemented pieces of the puzzle

• No single company has built (yet) the full solution


Mobile (UK Houses of Parliament)


Mobile (Sprint)


Home page of social intranet of ABN AMRO

‘Rooms’ = communities

Idea managementarea

Discussion groups

Blog

Knowledgemanagement


Collaboration home page of Omron

All collaboration-relatedinformation and linkson a single page

Omron Netherlands


Extended profiles and collaboration (1/2)


Extended profiles and collaboration (2/2)


Integration and usability are keypresence locator

Integrated withOutlook calendar

Integrated withHR holidaysapplication


Personal profile at Swisscom


Integrated applications increase productivity

Productivity applicationslinked to your user profile:Find prospects along your route(Omron Netherlands)


Integrated applications increase productivity

Business intelligenceintegrated with theintranet


The digital workplace at Standard Chartered…


… and the technology to support it


5. How to get there from here?


Step 1: How can the intranet help to achieve certain business objectives?

Business objective Role for the intranet

Strengthen the culture of the organization: “One company, one mission”

- Intranet as platform for communicating the message- Single intranet for all subsidiaries, newly acquired

companies, ...

Expand through acquisitionUser-friendly intranet to minimize time required for new staff to get fully operational

Growth through product innovationSocial intranet that supports- Idea generation- Cross-silo collaboration and project teams

Cost control / efficiencyMany ways to save costs and improve employee productivity

…


Step 2: Who are the stakeholders and what do they expect of the digital workplace?

Stakeholder Expectation

CEO- Promote ‘one company’- Platform for major announcements

Human Resources- Platform for employee self-service- Intranet to support flexible working hours,

work-life balance program, …

Sales teamsAccess to customer data at any time (at airport, during client meeting, …)

Internal communications departmentIntranet to promote single corporate identity

ITAvoid proliferation of platforms; keep the intranet infrastructure manageable and secure

...


Step 3: Prioritize your actions and put them on a timeline – your roadmap is ready!

Put proper governancemodel in place

Why? - Current governance structure is broken down

- Many initiatives are being taken without proper management

Agree on intranet strategy

- Current strategy has no company-wide support

- Different departments have different views on priorities

Integrate existingSharePoint environmentwith rest of intranet

Introducesocial intranet

......


What have we learned today?

1. The intranet is evolving from a traditional intranet 1.0 into a digital workplace

2. The surrounding landscape is also evolving: people, technology, governance

3. Align with organizational objectives and with your stakeholders to build your roadmap


Want to learn more?From J. Boye

– Join one of the many J. Boye groups of web and intranet professionals

– Check out the J. Boye blog

– Benchmark your intranet against our 400+ members

From other sources– NetJMC: Yearly ‘Digital Workplace Trends’ report (Jane McConnell)

– Step Two Designs: A Week in the Digital Workplace (James Robertson)

– Intranet Focus: Digital Workplace Implementation Checklist (Martin White)

– Infocentric Research: White Paper on the digital workplace (Stephan Schillerwein)

http://jboye.com/groups/

http://jboye.com/blog/

http://jboye.com/advice/intranet-benchmarking/

http://netjmc.com/

http://www.steptwo.com.au/

http://www.intranetfocus.com/

http://www.infocentricresearch.com/

http://www.infocentricresearch.com/

The international communityfor web and intranet professionals

Thank you!

Contact:

Guy Van [email protected]@jboye

mailto:[email protected]

http://www.jboye.com/

Documents

Intranet evolution