In this webinar, Toby Ward, President and CEO of Prescient Digital Media describes our process for creating an intuitive, visually-appealing intranet design that employees will actually want to use. View the webinar recording: http://www.prescientdigital.com/articles/view-how-to-undertake-an-intranet-redesign SUMMARY: Undertaking an intranet redesign can be a complicated but rewarding experience. With so many stakeholders to appease, many intranet professionals find themselves in over their heads when trying to take on projects of this size and complexity on their own. Success at redesigning your intranet is as much about preparation and planning as it is execution. Often, the most successful intranet projects are those that involve key stakeholders from the get-go, as employees are much more likely to use something they help create. This can work wonders for long-term adoption and participation. Having the right plan is essential to getting the end result you desire - an intuitive, visually-appealing intranet design that employees will actually want to use. DISCUSSION TOPICS INCLUDE: - Key considerations and best practices for every intranet redesign project (getting executive support, gathering business requirements, and establishing your strategic direction). - What makes a great intranet design, and how do you get there? - Strategies for getting buy-in from your colleagues. - Lessons from some of the world's best intranet designs. AUDIENCE: This webinar is perfect for all internal communications professionals, including those that are considering (or are in the middle of) an intranet redesign project. View the webinar recording: http://www.prescientdigital.com/articles/view-how-to-undertake-an-intranet-redesign

1. Intranet Redesign
Toby Ward
© 2013 Prescient Digital Media Not for distribution
Watch the webinar recording instead

2. Agenda
• Business case
• Planning
• Design
• Q & A

3. #intranet2
@tobyward @intranet2

4. About Us

5. World Leading Intranet Experts
• 12 years of profitable history
• Dozens of Fortune 500 Clients
• World-Renown Thought Leaders; 150+ intranets

6. Clients

7. First ever intranet methodology

8. First to define & study “social intranet”

9. PrescientDigital.com
• Hundreds of articles
• Dozens of white papers & reports
• Dozens of case studies & videos
• Access to multiple social media channels

10. The Business Case

11. More than ROI
• A business case should weave a complete story
– Cost / benefits
– Return on investment
– Opportunities created

12. Identify the problems / needs

13. Business Requirements
• 10 interviews = good sample
• Circulate questionnaire before interview
• Know the situation before going in
Analysis
• Write up notes as soon after as possible
• Look for trends & themes

14. • Approximately 20 questions
– Multiple choice and open text
– Qualitative and quantitative
• Provide survey intro with
– Project overview
– Details on participation incentive if any
Analysis
• Synopsis of each question
• Trends
Employee Survey

17. 17
• By employee type, geographic location, business unit
• 8 people = good session (10+ = too many)
• Ask questions, promote discussion
• Use screen shots from similar industry and company size
if possible
Analysis
• Paragraph format with quotes
• Bar graph for screen shot ratings
– Averaged overall rating graph
Focus Groups

18. Assessment Scoring © 2002 – 2013 Prescient Digital Media

19. Research & Assessment

20. Guessing

22. Benchmarking
© Prescient Digital Media S T R I C T L Y C O N F I D E N T I A L N O T F O R R E P R O D U C T I O N O R D I S T R I B U T I O N
0
1
2
3
4
5
6
7
8
9
10
Look & Feel Usability Layout Content Tools & Innovation Planning &
Resources
Overall Rating
CA 6.5 5 6 7 6 4 5.7
Cisco 8 9 9 10 10 9 9.3
IBM 8 9 8 8 9 9 8.5

25. Planning

26. Perspective
• 1/3 of IT projects exceed budgets and schedules by almost
100% in small to mid-size companies (Gartner)

27. Deliver the plans & design

28. • Strategic planning
• Governance & policies
• Business case & ROI
• Functional planning
• Information architecture
• Wireframing
• Design
• Content management
• Change management
Planning Stages

29. Mission Statements
• Our mission is to connect people with the ultimate
places to play.
• To improve organizational effectiveness &
communications by enabling employees to access
timely, relevant info & applications where, when &
how they need it.

30. Objectives & Goals - Definitions
• Goals
– Qualitative
– Something worked toward, or striven for
– Something toward which effort is directed
• Objectives
– Quantitative
– End result of an endeavor/effort
– SMART
• Specific, Measurable, Attainable, Realistic, Time Defined

32. Governance
Defines the ownership and management model.
o Management team
o Roles & responsibilities
o Decision making process
o Policies & standards

33. The champion
• C-level executive
• The champion should have power and influence
• Understands the value of the website & the potential
• Needs to be involved, but not on a day-to-day basis
• Only attend an occasional meeting

34. Collaborative
Editor-in-Chief
(Director of Communications)
Editorial Committee
(Content Owners)
Communications
Committee
Development
Committee
Finance
Hospital
• Planned Giving
• Annual Fundraising
• Major Giving
• Operations
Hospital
Communications
Technical
• Corporate Depts
Content Authors
• Business Unit Depts
Internet Council
(Internal & External Participation)

35. Hybrid Centralized

36. 37
Content Workflow
Author/
Contributor
Content
Content
Owner
Intranet
Project
Manager
Approved Yes
No
Post to
CMS
Translation
required?
Publish
live to
intranet
File in
CMS DB
No
Yes
Translation
/ GMS
Re-write/
update
required
Verify
translation
Translation
correct
Yes
No
Approved Yes
No
Require
Mngm
Review
No
Senior
Management
Approver
Yes
Approved
Yes/No
Document reaches
expiry threshold
CMS
workflow
sends notice
to content
author/owner
Content
owner/author
reviews
content
Content
Requires
Update
Yes
Content owner/author
saves content with
note in workflow that
no changes to
document made

37. Information Architecture

38. Wireframes

39. Deliver the plans & design

40. Design

41. One person approval

42. Design by Committee

43. Creative Brief
• Review & incorporate brand guidelines
• Determine color palette
• Determine font types, sizes, headers, etc
• Use of images / icons
• Technical parameters / limitations

45. Business driven design

46. Designer ‘free reign’

47. Design Concepts
• Review creative brief with brand guidelines
• Apply colors, style and images to wireframes
• Review concepts and fine tune
• Get approvals

50. Next webinar
Social Intranet
Case Study
June 19, 12:30 EST

51. Intranet Insight > PrescientDigital.com

52. SocialBiz.ca

53. Questions?

54. toby@prescientdigital.com
www.PrescientDigital.com
www. IntranetBlog.com
@TobyWard
416.986.2226
55
Toby Ward