Leading an Intranet Redesign planning training Dionne Gerety

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Leading an Intranet Redesign planning & training Dionne Gerety internal communication lead

Leading an Intranet Redesign planning & training Dionne Gerety internal communication lead

We didn’t just bury a intranet, we laid to rest the way we have

We didn’t just bury a intranet, we laid to rest the way we have been communicating for 10 years.

We used to have three communications representative contributing content. & One person managing content.

We used to have three communications representative contributing content. & One person managing content.

Slow or no updates.

Slow or no updates.

One-way communication.

One-way communication.

Lack of employee engagement and no networking opportunities.

Lack of employee engagement and no networking opportunities.

Not considered a resource by employees.

Not considered a resource by employees.

Old software.

Old software.

Now employees have ownership in the company intranet.

Now employees have ownership in the company intranet.

Constant Evolution Our goal is to constantly evolve from where we started.

Constant Evolution Our goal is to constantly evolve from where we started.

We wanted to avoid the “Ready…fire…aim” process.

We wanted to avoid the “Ready…fire…aim” process.

How do we get employees to change the way they have been communicating for

How do we get employees to change the way they have been communicating for ten years? We needed: • • Employee engagement communication plan. Executive support. Subject Matter Expert/ Department support. Governance model for the new intranet.

Research & Planning • • • Interviews with existing content managers & contributors, employees,

Research & Planning • • • Interviews with existing content managers & contributors, employees, departments/SME & executives. Focus groups. Card sorting. Online survey. IT resource evaluation. Understanding of challenges.

We incorporated our key findings from research and communication challenges to develop the Information

We incorporated our key findings from research and communication challenges to develop the Information Architecture (IA). • • • Content management was bad and outdated. Lack of employee engagement. One-way communication. Little to no use to employees. Old technology.

Version 7

Version 7

The old intranet and the way we communicate lacked Governance.

The old intranet and the way we communicate lacked Governance.

New Governance Model

New Governance Model

Our new intranet is ready for content ü ü ü Research & planning. IA

Our new intranet is ready for content ü ü ü Research & planning. IA approved. Design approved. Governance model in place. Executive support. Intranet project team in place.

Content Owners Who are Content Owners and what do they do? • • Main

Content Owners Who are Content Owners and what do they do? • • Main source of content, news for their specific organization. Provide ideas and suggestions for future content. Support content and information needs of their area. Provide feedback/suggestions from their area of expertise. Add appropriate documents. Make requests changes/enhancements to their page. 38 Content Owners. Need to be knowledgeable in Share. Point.

Content Owner training

Content Owner training

Our Business section

Our Business section

Way for employees to network or find SME

Way for employees to network or find SME

Ability to add new workflows and process

Ability to add new workflows and process

Blog posts & comments feature Allows direct communication and feedback to blog contributor. Most

Blog posts & comments feature Allows direct communication and feedback to blog contributor. Most blog posts are from leadership.

Polls or quizzes Encourages education of our business, employee engagement and recognition of different

Polls or quizzes Encourages education of our business, employee engagement and recognition of different roles in our company. Draws about 150 participants per poll.

Sample of Tools & Resources page Popular Item section pulls most popular documents accessed

Sample of Tools & Resources page Popular Item section pulls most popular documents accessed by employees.

Departments & Projects page sample

Departments & Projects page sample

Employees can create their own Community and be content contributors

Employees can create their own Community and be content contributors

Employees submit their own news stories for homepage features About 600 stories submitted since

Employees submit their own news stories for homepage features About 600 stories submitted since Dec. 18, 2016

Editor-in-Chief approval process Allows Corporate Communications to review and edit and manage content before

Editor-in-Chief approval process Allows Corporate Communications to review and edit and manage content before publishing.

Two-way communication More than 700 employee comments submitted since Dec. 2016.

Two-way communication More than 700 employee comments submitted since Dec. 2016.

Can be customized by each user • • Add your own links to internal

Can be customized by each user • • Add your own links to internal and external sites. Reorder links.

Enhanced Search Function • • Searches entire intranet and documents. Can narrow down search

Enhanced Search Function • • Searches entire intranet and documents. Can narrow down search by: - Everything (all results). People. News stories. Web pages. Documents (Word, Excel, PDF).

The intranet changed other communication channels Old newsletter: - Took about four hours to

The intranet changed other communication channels Old newsletter: - Took about four hours to plan and publish once a week. Time sensitive. Less personal and focused more on companywide issues only. Company pushing information to employees. No feedback opportunities.

The intranet changed other communicate channels Current newsletter: - Drives employees to the intranet.

The intranet changed other communicate channels Current newsletter: - Drives employees to the intranet. Takes about 30 minutes to compile and send once a week. No deadlines. Real-time information. Includes employee spotlight stories and company information.

We don’t know what the future holds for our intranet… But it’s up to

We don’t know what the future holds for our intranet… But it’s up to employees to decide.