mike-greene.com@webdes03
Anatomy of an IntranetTriangle SharePoint User Group
January 5, 2016
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mike-greene.com@webdes03
IntroductionB&R Business Solutions
• Solution Architect
• Based in Raleigh, North Carolina
Professional Experience
• Microsoft SharePoint Stack since 2007
• Consulting and Professional Services since 2010
• Public Web Design since 2003
Hobbies
• SharePoint Saturday & User Group SpeakerRIC, VB, ATL, AUS, TPA, RDU
• Leadership Council, Triangle SharePoint User Group
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Agenda• What is an Intranet
• Requirements Gathering
• Goals of Your Intranet
• Governance Plan/Committee
• Information Architecture
• Branding, UI/UX
• User & Content Owner Training
• Deployment & Rollout
• Adoption
• Intranet Checklist & Tools
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What is an Intranet
• Corporate website accessed only by internal users/employees
• Corporate news, information, alerts, forms
• Department information, contacts
• Document sharing and collaboration
• Company-wide social (Yammer)
• Enterprise search
• Employee self-help, FAQs, discussions
• Employee directory
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IntranetInternal Users OnlyCorp. CommunicationsEmployee CollaborationEnterprise Search
InternetPublic WebsiteProduct InformationSales ConversionsMarketing
ExtranetInternal/External UsersSuppliers, Vendors, Customers and/or Business Partners
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Requirements Gathering
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Requirements Gathering
Planning
• Identify Project Sponsor
• Identify Stakeholders• Marketing
• Communications
• Information Technology
• Human Resources
• Executive Team
• Schedule
• Budget
• End User Feedback
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Content
• Define Information Architecture
• Site Structure
• Content Types
• Enterprise Keywords
• Enterprise Content Strategy
• Main Content Buckets
• Navigation Strategy
• Identify Content Owners
• Search & Content Discovery Strategy
Design
• Corporate Branding Guidelines/Requirements
• Device & Mobility Strategy
• Browser Requirements
• User Experience Expectations
• Page Structure
• Key Page Elements
• Identify Custom Solutions
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Define Measurable Goals for Success
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Define Measurable Goals
Short Term Strategy
Identify initial deployment goals, such as migration from an existing migration platform, upgrade of an existing intranet, or rebranding exercise.
Define Intranet Roadmap for initial and follow-on releases.
User & Content Owner Training Strategy
User Adoption Strategy
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Information Architecture
Content Strategy
Enterprise Search
Strategy
Collaboration
Social
User Experience
Governance
Adoption
mike-greene.com@webdes03
Define Measurable Goals
Long Term Strategy
Most Intranet deployments follow the software lifecycle of their platform.
Define a strategy to continuously grow, develop and build on your Intranet throughout its’ lifecycle.
Think Maturity Curve, ie:Crawl, Walk, Run
Business Solution platform of choice.
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Initial Rollout
Decentralized Management
Business Solution Buy In
User Self Service & Enterprise Wide Decentralization
Continuous Improvement & Business Solutions
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Governance Plan & Committee
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Governance Committee
• Bipartisan Group Charged with:• Maintaining & Enforcing Governance
• Platform Evangelism, Motivation of Use
• Business Solution Positioning & Process Enablement
• Addressing Open Issues/Concerns
• Ensuring Business Value is Realized
• Mix of Technologists, Stakeholders, Sponsors & Power Users
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Governance Committee
Platform Goals
Corporate Strategy
Department Needs
Business Processes Automation
Collaboration
End User Needs
mike-greene.com@webdes03
Governance Plan
• Platform Architecture• Infrastructure, Backup &
Restore, Disaster Recovery, Maintenance, Testing, Custom Development
• Content Strategy• Lifecycle Management,
Records Management, Metadata, Navigation
• User Experience• Permissions, Search,
Policies/ProceduresBranding
• Users• Permissions & Roles, Content
Targeting, Personalization, User Profile Management
• Operations• Support, Training, Escalation
Paths, Knowledgebase, Helpdesk
• Metrics & Performance• Platform Goals, Maturity,
Success Factors, Monitoring, Auditing
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Information Architecture
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Core Information Architecture
• Site Topology• Web Applications• Site Collections• Subsites
• Site Navigation• Content Types
• Content Type Hub• Enterprise Content Strategy
• Content Databases• Managed Metadata & Enterprise Keywords
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Information Architecture Benefits
• Standardized Data Types• Better Content Discoverability
• Search Refinement
• Dynamic Rollups
• Intuitive Navigation Context
• Prioritized System Restore/Recovery
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Policy
Procedure
Form
News
Report
Contract
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Content StrategiesCorporate Communications
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Empower Social & Collaboration
Business Process Enablement
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Content StrategiesCorporate Communications
• Company, Product, Industry News
• Benefits Information
• Alerts
• Upcoming Events
• Leadership Blogs
• Stock Ticker
• Current Weather
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Empower Social & Collaboration
Business Process Enablement
mike-greene.com@webdes03
Content StrategiesCorporate Communications
• Company, Product, Industry News
• Benefits Information
• Alerts
• Upcoming Events
• Leadership Blogs
• Stock Ticker
• Current Weather
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Empower Social & Collaboration
• New Employee, Birthday & Award Announcements
• Employee Directory
• User Self Service
• Office Web Applications
• OneDrive
• Distributed & Delegated Management
Business Process Enablement
mike-greene.com@webdes03
Content StrategiesCorporate Communications
• Company, Product, Industry News
• Benefits Information
• Alerts
• Upcoming Events
• Leadership Blogs
• Stock Ticker
• Current Weather
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Empower Social & Collaboration
• New Employee, Birthday & Award Announcements
• Employee Directory
• User Self Service
• Office Web Applications
• OneDrive
• Distributed & Delegated Management
Business Process Enablement
• Content Rollup
• Popular Content
• Document Ratings
• Records Management
• Forms
• Workflow
• Enterprise Search
• Search Driven Applications
• Business Intelligence
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BrandingUI/UX
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Branding Components
• Master Pages
• Page Layouts
• Cascading Style Sheets (CSS)
• JavaScript
• Content Types
• User Controls
• Custom Web Parts
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Branding for User Adoption
• Branding (UI/UX) is a Critical Component to User Adoption
• Consistent Look & Feel
• Enhanced User Experience
• Organization Specific Customizations
• Device Strategy
• Gamification
• Dynamic Content Driven Homepage
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Sample Homepage
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Device Strategy
• What Types of Devices?
• How will Users Connect?
• Responsive Design?
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Branding Process
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Cap
ture
Re
qu
irem
en
ts
Corporate Branding Guidelines
SharePoint Platform Requirements & Dependencies
User Experience Expectations
Navigation Strategy
Lo
w F
ide
lity W
ire
fra
me
s
Sketches focused on User Experience
• Navigation
• Page Layout
• Content Structure
• Key PageElements
• Usability
Used for Internal reviews OnlyH
igh
Fid
elit
y C
om
ps
True to Life Representation of Finished Product
• Accurate Colors
• Sizing
• Page Features
• Element Design
“Pixel-perfect”
So
luti
on
Develo
pm
en
t
Develop Solution Package
If Selecting a Design Firm:
• Review their Processes & Methodology
•Check Relevant SharePoint Experience
•Review Previous Work
•Ensure Wireframes & Comps are Carefully Reviewed
User
Accep
tan
ce T
esti
ng
Develop Testing Plan
Deploy Final Solution to Staging Environment
Select Beta Users for Testing
Test Common Use Cases & Exercise Testing Plan
De
plo
ym
en
t &
Ro
llou
t
Communicate Rollout & Go-Live Strategy
Deploy Solution to Production
Continuous Improvement
mike-greene.com@webdes03
Customization Guidelines
• Defined by Governance Plan & Overseen by Governance Committee
• What Forms of Customizations are Permitted (ie: No Code, Sandbox, Full Trust Farm Solutions)
• Leverage Out-of-the-Box (OOTB) Solutions Ahead of Custom Solutions
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User & Content Owner Training
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User & Content Owner Training
• Many Organizations Overlook Importance of User Training
• Training & Empowering Users Leads to:• Better Content Lifecycle Management• Better Adoption of SharePoint as a Platform• Cleaner & More Consistent Data• Better Information Discovery• End User Self Service• Decentralized Management of SharePoint
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Common User RolesEnd User orConsumer
• Browses Intranet
• Consumes News
• Reads Documents
• Authors/Edits Documents
• Completes Forms
• Performs Searches
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Content Owner orSite Administrator
• Manages Permissions
• Authors/Edits Pages
• Power User
• Identifies Business Process Enablement Opportunities
• Evangelizes SharePoint
• Level 1 or 2 EndUser Support
SharePointAdministrator
• Level 3 Support
• Topology Management & Oversight
• Solution Implementation
• Solution Management
• Overall Platform Maintenance & Health
mike-greene.com@webdes03
Deployment & Rollout
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Deployment & Rollout
• Must Have Communications Strategy
• Must Have User Training• Content Authors
• End Users
• Implement Initial Quick Wins• Short Duration, Low Risk, High Visibility Efforts
to Promote SharePoint & Drive Adoption
• Early Adopters
• 12-18 Month Roadmap
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Server Topology
• Plan for Scalable Architecture• Never Use a Single Server
• Scale Up & Out As Necessary
• Plan for Three Environments• Development/Test
• Staging
• Production
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Adoption
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Adoption
• Set the Vision; What Will SharePoint Do?
• Grassroots Focus on Specific Business Areas/Units
• Relevant Use Cases
• Educate and Demonstrate Value
• Empower People
• Build Relationships; Support Champions
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Intranet Checklist Formal Requirements
Device & Content Strategy
Measurable Success Criteria
Governance Plan & Bipartisan Oversight Committee
Enterprise Content Strategy
Training Plan & Strategy
Implementation Team
User Adoption Plan
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Tools XMind
Mind Mapping Toolxmind.net FREE
Balsamiq MockupsDesign/Wireframing Toolbalsamiq.com $79
SharePoint Maturity ModelLong Term Goals & Strategysharepointmaturity.com FREE
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Q&A
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@webdes03