1. Where is it? Designing an intranet where
information finds you!
Sava Politis
Kartic Kapur

2. Presentation Overview
?Why Santos had to redevelop their Intranet
?Solutions that were developed
?Examples of tasks undertaken
?Demo
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3. Did you know?
4.5 hours
spent searching for
documents per week
3

4. Santos – A brief history
?Leading Oil and Gas Producer for more than 50 years
?ASX Top 30 company
?2400 employees. Over 4000 staff, including contractors
?Offices in Adelaide (HQ), Brisbane, and Asia Pacific
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5. Intranet History
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6. WHY ?

7. The Problems
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8. Lack of Governance
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9. Lack of Governance – Use Case
Hi Kate!
My team would like to reuse the IS
Policy that you developed 2 years
ago.
Could you point us in the right
direction?
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10. Lack of Governance – Use Case
Hi Greg,
To be honest, I can’t remember
which team site I uploaded it to.
Try searching for ‘IS Governance’ on
the Intranet.
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11. Lack of Governance – Use Case
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12. Lack of Governance – Use Case
Frustrated, less productive user
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13. Inadequate Search Functionality
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14. Inadequate Search functionality
“Google Instant search... reduces the average
search time by two to five seconds”
guardian.co.uk (2010)
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15. Inadequate Search functionality
Outdated Results
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16. Inadequate Search functionality
Search relevance
not intuitive.
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17. Misaligned Information Culture
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18. Misaligned Information Culture
? ‘Putability’ vs. ‘Findability’
? Network-drive mentality
SharePoint
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19. Misaligned Information Culture
Sh
are
Po
int
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20. Misaligned Information Culture
• Information stored and updated via email opposed
to Intranet
?Attachment culture vs. hyperlink culture
?No single Source of Truth
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21. CAN WE FIX IT
?

22. The Solution
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23. IM Framework
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24. IM Framework
Managed Metadata Security Open for All
Controlled Site Provisioning Ownership of Content
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25. Training
25

26. Training
Publisher training Lunch n Learn
Training videos
Refresher courses Proactive Support
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27. Navigation
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28. Navigation
Forget organisational hierarchy
People are looking for Hierarchies Change
topics not teams
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29. Navigation
?‘Card Sorting’ exercise
Latest News Induction Company
Profile
Communities
Vision
Drilling statement
Oracle
Performance
Review
Policies
Engineering
Travel
Announcements Booking
Events
Career
Planning
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30. Navigation
?‘Card Sorting’ exercise
Work and
Home Tools Knowledge Our Business About Santos
Career
Career Vision
Latest News Oracle Communities Drilling
Planning statement
Announceme Performance Travel Company
Policies Engineering
nts Review Booking Profile
Events Induction
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31. Navigation
?Advantages
- Appreciation of enormity and importance of task
- Helped forge relationship with business users
- Made users feel responsible for their content
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32. Navigation
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33. Search
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34. Search
?Important to involve
Contextual Search users
?Provide feedback
mechanism
Word and PowerPoint Slideshow
Best Bets
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35. Business Engagement
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36. Business Engagement
Endorsement from CEO
?Recorded a video to share with
whole company
Business Managers
?Introduce the concepts
?Set expectations on ownership and effort required
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37. Business Engagement
Change Champion
How?
?Formalise role
?Regular meetings
Who? What?
?Understand business ?Responsible for
and technology coordinating content
?Liaison between creation and migration
business and IT ?Ongoing improvements
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38. Business Engagement
Workshops
Content Structure Collection
Structure
•Shop front •Consistent
window Layout
•Not based on •Structure
team Content
structure
Migration (parties)
•Train them
•Help them
•Provide extra hands
for busy users
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39. Business Engagement – Culture
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40. Keywords
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41. Keywords
Information ‘pull’ model similar to targeted online advertising
Source: http://www.news.com.au
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42. Mapping the solution
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43. Mapping the solution
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44. Mapping the solution
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45. Mapping the solution
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46. Lessons Learnt
?Don’t reinvent the wheel, reengineer it.
?Communication is key – internal AND external
?A good Intranet is the marriage of culture, content and
technology.
?Provide adequate training
- users take ownership and therefore require less support
?Keywords centrally managed
?Align marketing material with the corporate culture
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47. Demo
Stop! …Demo time
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