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7 Signs Your Intranet is Failing (...And How to Fix It!)Presented by Daniel Cohen-Dumani
Housekeeping Webinar is being recorded 45 minute session 15 minute Q&A session at the end Slides and recording will be available after the session Send in your questions! Type your questions in the Go-to-Webinar Question Box on
the right side. We will answer questions live at the end of the presentation.
You will receive a survey after the webinar, please provide feedback!
Daniel Cohen-DumaniFOUNDER AND CEO, PORTAL SOLUTIONS
@dcohendumani
Blogger: SME for Portal Solutions and OneWindow
Digital Workplace Today Blog
Areas of Interest:Portal and Collaboration,
Productivity and Efficiencies
“A passion for Simplicity and Speed to Market”
Our Speakers
Session Learning Objectives The seven signs of a
failing intranet Using the right tool(s) for
your organization's needs Governance planning Setting goals and
measuring ROI The overwhelming
importance of having a plan
PollHow many Intranet Redesigns/Rebuilds have you experienced over the past 10 years?• 1• 2• 3• 4• Don’t know
Intranet Lifecycle
0 1 2 3 4 5 60
1
2
3
4
5
6
7
8
9
Content
Usability
New Intranet
Redesign Redesign
‘The volume of content held in an intranet and the usability of the
intranet are inversely proportionate. When content grows usability inevitably
decreases and vice versa.’
7 Signs Your Intranet Is Failing
1. Adoption Is Dropping
Usage Is Decreasing
Users are Complaining
Your Leadership and Some Users Don’t Know There is an Intranet
2. Collaboration Is Failing
Your Intranet Is Just a Dumping Ground for Content
Collaboration Happens Outside (Email, IM, Other Systems)
Users Can't Find What They Need
3. Content Discovery Features are Inadequate
Your Search Engine Returns Too Many Irrelevant Results
Users Can’t Find What They Need, They Keep Asking Questions!
4. Your Intranet Is Difficult to Update
It Takes Days, Not Minutes to Update Content and Features on Your Intranet
Outdated Information
5. Your Platform Is Outdated or Costly to Maintain
Have You Looked at the Cost of Your platform, and Is It Time for an Upgrade?
6. You are Wasting Money on Third-Party Resources
You Have a Large Team of Developers and Technical Resources Required to Maintain Your Intranet
7. Your IT Team Wants to Keep Control
Intranet Should Be Dynamic and Constantly Updated
Your Organization should Promote Grass-Roots Content Updates
So, How Do You Fix This? Ensure you define your objectives Plan for constant adoption and measure Design an intranet that is engaging, constantly
updated and leverage the latest trends and technology advancements
Ensure your intranet can scale when content surge Promote Discovery vs. Navigation Enable modern conversations and social features
Use the Right Tool for Your Organization’s Needs Group Conversations Document repository Communication workspaces Collaboration workspaces Content discovery News updates and stories People and team org charts Application catalogs Forms and workflows Presence and peer to peer communications
What Are the Key Factors in Keeping an Intranet Sustainable?• Establish what the intranet is for. • Be realistic in what you can do. • Establish a roadmap for continuous improvement for
your intranet• Always look to the long term and avoid short term
gains that cannot be sustained• Manage content centrally, decentralized where it
makes sense• Adopt the “lean” techniques
A Good Governance PlanStrategy
Ownership
Roles and Responsibilities
Policies and GuidelinesFeedback
Support
Training
Governance Plan Template
Setting Goals and Objectives
Don’t Mix Goals and Objectives
Sample GoalsReplace email as the only means of communication
Reduce time to produce reports and proposals
Improve ability to staff to contribute content
Improve content findability and discovery
Improve company effectiveness
Provide the most current and accurate information
Sample ObjectivesTo reduce the number of mass distribution emails by 50% by providing a reliable standard source for current and up to date information
Improve the employee engagement baseline metric on email volume – Decrease the use of email so that 25% of employees feel it is manageable
To increase employee engagement and participation in news commenting and stories update
To automate the 10 most used forms and processes
To reduce employee attrition by 10%
PollDo you measure or have you measured your Return on Investment?• Yes• No• Don’t know• What is ROI?
ROI – Sample Metrics 22% increase in employee engagement Increase in colleague satisfaction to 97% across
frontline staff Staff-generated ideas delivering in excess of $1M
avoided costs per year 60% reduction in internally distributed campaign
material delivering approximately $1M cost benefit in 2013
Link your ROI to Business Benefits and Outcomes
The Importance of Intranet Planning
• Identify Key Stakeholders
• Needs Analysis• Strategic Impact• Organizational Issues and Roadblocks
Research
• Strategic Initiatives• Tactical Initiatives• Metrics for Measurements
Recommendations
Company Strategy
The Importance of Intranet PlanningA few tips- Keep your project small and allow for flexibility and changes- Manage expectations; users tend to become cynical and the
intranet team will get discouraged. Small projects are easier to manager and ensure greater success
- Sustainability is also important. Don’t satisfy yourself with short term improvement, aim for the long term. Don’t claim victory after a few months, instead continue with iterative improvement and ensure Usability and Performance are maintained
- Keep a few simple metrics
Final Thoughts- If you feel like your intranet is failing (check the 7
signs), it is time to act- Don’t view your intranet project as yet another
technology project- Define your goals, objectives and governance- Aim for smaller improvement with constant iterative
lean releases - Put your approach in question, look at options (Build,
Buy or Hybrid)- Constantly measure usability, usage and learn from this.
Without a few metrics you can’t measure improvement
Q&A
Thank you. Learn more about intranet trends:http://www.onewindowapp.com/blog
Next StepsSee if a ready to go intranet is right for your organization.Yes, I’d like to find out.http://www.onewindowapp.com/contact