Managing a Successful Intranet on a Tight Budget
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Mimi Garrity Denman Gave this presentation at the Ragan Communications "SharePoint for Communicators" conference in May of 2014.
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Managing a Successful Intranet on a Tight Budget
- 1. ©2014 Risk Management Solutions, Inc. Market Leader in Catastrophic Risk Models Natural catastrophes Terrorist acts Pandemic outbreaks Human longevity Managing a Successful SharePoint Intranet …with Two People on a Tight Budget Mimi Garrity Denman Director of Employee Communications
- 2. ©2014 Risk Management Solutions, Inc. A Unique Employee Base Scientists and Civil Engineers Software Engineers HR, Marketing, Finance, Support
- 3. ©2014 Risk Management Solutions, Inc. RMS: Global Offices Hoboken, NJ London Bloomington, MN Beijing Singapore JapanNoida and Delhi Peoria, IN Newark, CA
- 4. ©2014 Risk Management Solutions, Inc. Team and Approach
- 5. ©2014 Risk Management Solutions, Inc. Team is myself and a full-time contractor (HR org.) No IT help Use outside contractor only when absolutely needed I do all graphics for HR – no support from Marketing Some writing done externally Limited budget Multiple platforms: most do not use SharePoint as content repository
- 6. ©2014 Risk Management Solutions, Inc. Communications Grew Slowly than Fast 2012- Only one person All Corp. Comms Centralized- but no time for process Started 1/4ly All Hands CEO Blog 2013- Team of 2 Introduced Consistent Templates Sharepoint Intranet Branded all Comms Vehicles 2014- Team of 2 Extended Intranet (more functionality) More Employee Interaction Increased Social Collaboration Internal Communications Multimedia approach Basic Intranet (platform not viable) Campaigns- “Client” Support “How do I” Site
- 7. ©2014 Risk Management Solutions, Inc. Strategic Multimedia Approach
- 8. ©2014 Risk Management Solutions, Inc. RMS Internal Communication Goals Help Drive Performance Effectively communicate Be the “Single Source of Truth” Help adoption of new tools Help drive desired behaviors Speed, agility, trust and teamwork Create Bridges Create and support community Support collaboration Promote global understanding/diversity Support change management Support Engagement Educate employees on business strategy Recognize and celebrate achievements Company milestones Events Focus on values Listen and act
- 9. ©2014 Risk Management Solutions, Inc. Inside RMS (Our Intranet)
- 10. ©2014 Risk Management Solutions, Inc.
- 11. ©2014 Risk Management Solutions, Inc. What to keep: • Basic main and sub navigation • News carousel • Quick Links • People finder • Calendar feature • Social media links Not adding value: • Link to Flickr (not explained) • Link to Videos (not explained) • Small images below carousel • Archive (not intuitive or robust as designed) • “RSS feed” actually does not operate as an RSS and is confusing • Dependence on PDFs rather than pages • Style of calendar application
- 12. ©2014 Risk Management Solutions, Inc.
- 13. ©2014 Risk Management Solutions, Inc.
- 14. ©2014 Risk Management Solutions, Inc. Added: •Organization sites •Locations’ sites •Blogs •Archive (auto populated) •Enhanced search •Science and Tech corners •My Sites •Daily updates New platform: •Easy to use •Did not require IT support •More control •Authors throughout company •More design options – color! •Enhanced search •Science and Tech corners •My Sites •Metro Design
- 15. ©2014 Risk Management Solutions, Inc. Consistent branding Consistent color palette Limit fonts to two Use of grids Simple, clean, friendly Design Matters!
- 16. ©2014 Risk Management Solutions, Inc. Examples of RMS Internal Communication Vehicles
- 17. ©2014 Risk Management Solutions, Inc. HTML Newsletters
- 18. ©2014 Risk Management Solutions, Inc. CONFIDENTIAL: FOR INTERNAL USE ONLY 18 HOSTED BY: Hemant Shah Focus: Client Success
- 19. ©2014 Risk Management Solutions, Inc. CONFIDENTIAL: FOR INTERNAL USE ONLY 19 Today’s Agenda Q1 Financial Results Steve Robertson Impact Trek Announcement Hemant Shah Q&A RMS(one) Client Reactions Rourke McNamara and Matthew Grant Employee Engagement: Amelia Merrill RMS(one) Demo Nalini Natarajan
- 20. TOP OF MIND For Hemant, April 2014 e Discover what’s
- 21. THISWEEK May 12-16 Wednesday: Gateway Café Farmer’s Market, 11:30 am until 1:30 pm Thursday: Team Lunch- Spice Hut (Indian Food) Tuesday: Guest Chef Deepak Adhikari, modern Indian fusion styles, PRC cafe Thursday: Celebrate (one)@25!25
- 22. ©2014 Risk Management Solutions, Inc.
- 23. ©2014 Risk Management Solutions, Inc.
- 24. ©2014 Risk Management Solutions, Inc. Campaigns: College Recruiting
- 26. ©2014 Risk Management Solutions, Inc. 26
- 27. ©2014 Risk Management Solutions, Inc. Process
- 28. ©2014 Risk Management Solutions, Inc. Research Write Get approvals Reach out to employees… build relationships Monitor speaking engagements Attend town halls Science and Tech news feeds Intranet Process Source ideas Calendar Editorial Publish Maintain, flexible editorial calendar- long and short term Meet weekly to review Create art Create pages on SharePoint Link from Home Page Promote
- 29. ©2014 Risk Management Solutions, Inc. Time for a Tour DEMO
- 30. ©2014 Risk Management Solutions, Inc. Limited Resources? Process is Key. Weekly Schedule Monday: Editorial review, “Corner” update Monday: Assign articles, edit, follow up Tuesday: Create media wall graphics Wednesday: Prep newsletter Thursday: Create newsletter Friday: Slides, catch up – black out day + post articles Monday-Thursday
- 31. ©2014 Risk Management Solutions, Inc. Tips To Save Time While Ensuring Quality 1. Clearly defined roles and processes Hire the best people you can- clear roles and responsibilities (limited approvals) Set up easy-to-use consistent processes 2. Maintain a regular task list and calendar as much as possible Do whatever can be done ahead Think long and short term- consider “series” articles 4. Design matters Consistent color palette, font choice, etc. Eye catching photos break through information overload 3. Clear and creative writing Engaging and thought-provoking headlines 500 to 700 word articles, use subheads, lists, graphics to draw in the reader, guest authors
- 32. ©2014 Risk Management Solutions, Inc. mimi.denman@rms.com
- 33. ©2014 Risk Management Solutions, Inc. Questions? mimi.denman@rms.com
Notes de l'éditeur
- All vehicles
- 8
- Autonomy
- Ideas are everywhere
- Created the whole new site in about 4 months. Most of content was there and was current. Doubled the content by adding organizations and more. Trash talk Did not have a big launch – change management issues- just called it V2 Interesting challenge
- Explain that there was little or no branding before and it was all black and white and red. Vehicles did not have a consistent look Internal comms was sent out by established mailboxes like “employee communications” “FYI” or HR – I began to send all the major employee comms messages directly out from me. Helped build my own brand and put a human name and face to the messages.