How Capital Power Overcame 7 Common SharePoint Intranet Challenges
•Als PPTX, PDF herunterladen•
2 gefällt mir•731 views
Watch a recording of the webinar here: http://hubs.ly/H07H2Lw0 Watch Robin Morgan, Intranet Project Lead at Capital Power, share his learnings from a recent intranet redesign project. Like many organizations who have implemented custom-built Intranets on SharePoint and Office 365, Morgan and his team came to recognize the inefficiencies and complexities the system created for everyday business operations. You will learn how the power company developed an Intranet that is: - Flexible and easy to use for all users including content authors - Cost effective to maintain, manage and grow - Mobile responsive for anytime, anywhere access - Trusted with search results that are always relevant - Consistent for user experience across the board - Well maintained with governance that makes it so
Empfohlen
Empfohlen
Weitere ähnliche Inhalte
Was ist angesagt?
Was ist angesagt? (20)
Ähnlich wie How Capital Power Overcame 7 Common SharePoint Intranet Challenges
Ähnlich wie How Capital Power Overcame 7 Common SharePoint Intranet Challenges (20)
Kürzlich hochgeladen
Kürzlich hochgeladen (20)
How Capital Power Overcame 7 Common SharePoint Intranet Challenges
- 1. How Capital Power Overcame 7 Intranet Challenges with SharePoint Online & Office 365
- 2. Robin Morgan • Upgrading Capital Power to SP 2010 to 2013 • Passionate about analyzing data for decision making • 16+ years designing and implementing intranets Intranet Project Lead, Capital Power krmorgan@capitalpower.com
- 3. INTRANET INNOVATION AWARDS What we’re all about Dynamic Owl are Thought Leaders in: • Beautiful and functional Intranets based on organization business needs • Promoting innovation, engagement and collaboration in organizations using best of breed technology • Intranets based on SharePoint and Office 365 that embraced by all levels an organizations • SharePoint consultingservices • Microsoft Gold Partner and Managed Partner • End-to-end SharePoint Implementations • 3x Microsoft SharePoint MVP’s on staff • Branham ICT Companies to watch 2nd place 2015 • Commended entry Intranet Innovation Awards 2015 Bonzai Intranet Introduction http://bonzai-intranet.com/
- 4. Some of our Awesome Clients 300K Active Users per day Bonzai Intranet Introduction http://bonzai-intranet.com/ 45+ Deployments of Bonzai to real customers
- 5. Today's Agenda Solutions to Challenges7 Intranet Challenges Q&A
- 6. Question 1 Do you believe your Intranet environment is effective? http://bonzai-intranet.com/
- 7. Question 2 What challenges does your (intranet) need to resolve? http://bonzai-intranet.com/
- 8. 20162013 7 Common SP Intranet Challenges
- 9. 1. Inflexible & Costly to Manage Custom Intranet solution built on SP 2010 Difficult for end-users to edit and update content Required technical knowledge to make changes (css, javascript, html) No support, maintenance, or ongoing improvements http://bonzai-intranet.com/
- 10. Cost of Custom Solution http://bonzai-intranet.com/
- 11. Cost of SaaS Solution http://bonzai-intranet.com/
- 12. 2. Not Mobile Responsive Intranet only accessible through private network Third-party application required for devices to access intranet Hindered adoption http://bonzai-intranet.com/
- 14. 3. Over-crowded Homepage No sense of content hierarchy to crease a sense of priority Lack of information architecture Content not targeted to employee interests/information needs http://bonzai-intranet.com/
- 15. Homepage Before http://bonzai-intranet.com/ What’s important to me? Where should I focus my attention? What content is newly added? What content do my colleagues care about?
- 16. Homepage After Overview of Bonzai 1.5 http://bonzai-intranet.com/ Clear attention drawn to important news and announcements Content targeted to users based on role, department, location Social cues to indicate what colleagues care about
- 17. Question 3 Can your rely on your Intranet’s search engine? http://bonzai-intranet.com/
- 18. 4. No Trust in Search Employees could not find the information they needed to do their jobs Global search pulled results from the entire SP site collection No consistency in secondary navigation http://bonzai-intranet.com/
- 19. Advanced search…that works! Employees can now find what they are looking for in seconds Type ahead search helps to narrow down results and provide suggestions Trust in search has been earned http://bonzai-intranet.com/
- 20. 5. Missing Team Site Governance Plan Employees could post content wherever they wished No understanding difference posting to Intranet vs. Team Site Employees would post content to Team Sites when better suited for the intranet http://bonzai-intranet.com/
- 21. What we did to create governance…. http://bonzai-intranet.com/ We assigned an owner to every page of content on the new intranet We reduced the number of permissions groups – currently 2 Developed a process with HR to ensure page editors and approvers remain up-to-date
- 22. 6. Inconsistent User Experiences Inconsistent editing and approval process for publishing all types of content Created difficulties for site editor’s, approvers and administrators Made training an issue as there were too many variables to cover http://bonzai-intranet.com/
- 23. Bonzai provided this consistency Editing and approval process is now the same for editors, admins and approvers These features are built into the Bonzai Intranet platform and Sharepoint The result: content and new information delivered faster http://bonzai-intranet.com/
- 24. 7. Outdated Design Poor design and custom work resulted in no change to intranet for 4+ years Lack of internal resources with technical capabilities to make changes Employees dreaded using the intranet http://bonzai-intranet.com/
- 25. Capital Power’s Intranet Today
- 26. Capital Power’s Intranet Today
- 27. Capital Power’s Intranet Today
- 28. Capital Power’s Intranet Today
- 29. Results Since Re-design Improved employee communications Increased productivity and time saved Improved engagement and better usage Better tracking with Google Analytics 39,847 Page Views 1,406 Documents Loaded 38% Targeted Content 3,924 Users http://bonzai-intranet.com/
- 30. Q&A 2013 2016
- 31. bonzai-intranet.com @bonzaiintranet sales@bonzai-intranet.com +1 (844)-547-2662 675 W.Hastings, Vancouver B.C. V6B 1N2 You Digital Workplace on SharePoint & Office 365
Hinweis der Redaktion
- Michal to open presentation
- Michal to introduce Robin Robin Morgan has spent the past 16 years designing and implementing Intranets for small to large organizations. Specializing in Information Architecture and User Experience, Robin is passionate about helping companies realize the potential of their intranet investments. Using a data-centered approach to guide decision-making, Robin has helped leading organizations implement intranets that provide proven business value. He recently led the implementation of Capital Power’s intranet re-design project wherein the team significantly decreased Intranet maintenance costs and increased Intranet engagement.
- over 300k users per day
- Michal With a show of hands how many of you believe your intranet environment is effective?
- Michal Ask this question to garner the consensus that many face similar challenges to what Capital Power did You are not alone! We’ve worked with many organizations who faced similar challenges. You’re in luck because here today we have an intranet champion who spearheaded a lot of change in Capital Power’s intranet I’ll hand the mic over to Robin so he can tell you all about it
- Robin: Like many in this room, Capital Power contracted an external company to design their custom SharePoint Intranet (x years ago) which required those with highly technical capabilities to make changes post-launch. Unfortunately, the custom site was extremely rigid, making content editing a challenge. After identifying the need to upgrade to a more recent SharePoint version, we recognized that a complete re-design was required as much of the custom design and functionality would break. We desperately needed…. An Intranet that could be managed day-to-day by individuals with no technical skills – Capital Power’s Intranet has a single dedicated resource with no formal technical training (html/CSS/JavaScript/digital design), the Intranet needed to be built so that it could be managed post launch by staff with limited technical abilities and knowledge. No internal technical support – with the exception of actual outages – no internal technical resources available for support, maintenance, or ongoing improvements to the Intranet.
- Robin: Taking into consideration our current needs, we considered the long-term costs of developing (internally) an intranet that would be properly managed and estimated that it would cost roughly 500,000 over five years. These estimates are very conservative as they don’t take into account how much it might actually cost to create the added functionality Capital Power’s Intranet might need over the years.
- Robin: We also considered moving completely away from SharePoint but recognized quickly this would have been an internal nightmare considering we had years of investment in the product… Thankfully for SaaS-based solutions like Bonzai we have been able to decrease our costs significantly…. Robin to talk a bit about the other SaaS solutions they were looking into and why Bonzai seemed like the obvious choice
- Robin: Capital Power’s custom-built SharePoint Intranet was not responsive on mobile devices—it was virtually impossible to access their Intranet from anything other than a desktop. In addition, staff needed to access a private network and install a third-party application for first-time logins; acting as a barrier to user adoption. If you notice the image on the slide, I can guarantee you that our intranet now looks this beautiful on every device – any employees can access it anywhere, at anytime without having to waste time downloading third-party applications Robin to add: use cases of user-driven results that came from new responsive intranet
- Robin: Today, much like what you see in this slide, our intranet now looks this beautiful on every device – any employees can access it anywhere, at anytime without having to waste time downloading third-party applications Robin to add: use cases of user-driven results that came from new responsive intranet
- Robin: Too much content on the homepage – needed to reduce the amount of content, create a sense of priority, target messaging, update feature content more frequently, and improve the quality of the communications (i.e. pictures & stories) Information Architecture (IA) is the structural design of shared information and environments. Without proper IA, Capital Power ended up with a homepage that was packed with information that all had equal weighting. Employees had no idea which content was most important. We needed for content targeting, dynamic content publishing, and intuitive IA so people can find what they need quickly.
- Robin: It wasn't until the new Intranet launched that we started receiving feedback about how"clean &simple"the design was - "so much easier to use". All elements on the page had equal weighting There were 4 different types of news(that were all just news) No data being collected to ensure content on the homepage was really the right information to be displaying on the homepage No alternatives meant everything deemed "important" wound up on the homepage
- Robin: Most used is Quick Links – on average –16, 600 clicks each month Favourite – initially Market Place now it's Milestone Awards(Spotlight) Feature news story
- Michal Ask this question to garner the consensus that many face similar challenges to what Capital Power did You are not alone! We’ve worked with many organizations who faced similar challenges. You’re in luck because here today we have an intranet champion who spearheaded a lot of change in Capital Power’s intranet I’ll hand the mic over to Robin so he can tell you all about it
- Robin: Employees simply could not find the information they needed to do their jobs. When using the global site search, results would pull pages and pages of results from both the intranet and team site environments, making it difficult to find information. Queries often pulled irrelevant results and outdated documents. There was no consistency to how secondary navigation looked and functioned across publishing sites, sometimes it would disappear completely or change when you navigated between pages on the same site. No technical work had been done to improve the quality of results in SharePoint.
- Robin to speak on how employees have regained trust in search, and the items most commonly searched for on the intranet Michal to speak to Bonzai search functionality and how it works with office 365
- Robin: Lack of proper SharePoint governance since inception meant that employees could post content wherever they wished with no understanding of the audience and benefits of choosing one location over another (i.e. Intranet vs. Team site). As a result, Capital Power ended up with an extremely small Intranet (less than 500 static pages), and extremely large Team Site environment where it was very difficult to find what you were looking for. The key to longevity and success of a SharePoint environment is mandated governance for its internal environments. Capital Power’s former team site environment had no governance plan. Employees published content to team sites, when the Intranet would have been the better location, which resulted in an extremely large team site environment.
- Robin: An up-to-date & accurate list of site owners and editors came out of our content and document audit and review. We have lumped all editors into two groups – based on security trimming, not by site or department. The biggest issue with website Governances isn't the set up – it's the ongoing maintenance – how do you ensure lists are still relevant six months from now. - Talk about HR Process Would also be good to briefly talk about the governance plan and how it has been enforced
- Robin: Inconsistent features and functionality with SharePoint out-of-the-box made adoption very difficult. Training was also an issue because each element worked differently. Capital Power needed a solution with a consistent user experience across the board. In particular, they needed a consistent editing and approval process for publishing all types of content. This rang true for both those consuming content and navigating the Intranet and for site editor’s, approvers and administrators. Robin: elaborate on the difficulties this caused for end-users
- Consistent UI/UX across Bonzai templates, whether it's News, Events, Spotlight are consistent. If you know how to publish a news page, you can figure out how to build a Spotlight page. Now more confident that when we train someone they will be able to edit any type of page. Since launch I've received less than 5 emails asking for tech support for page publishing.
- Robin: As I mentioned earlier, Capital Power’s intranet was a custom SharePoint build done by an external company. There were no internal resources with the technical capabilities to make any modifications to the site post launch. Nothing changed on the Intranet for more than 4 years.
- Feel free to use whatever screenshots you like, Robin! I just had these ones on file. Perhaps you can talk about your top three favourite designed pages/features that extend SP functionality.
- Robin:
- Robin:
- Robin:
- Robin: Improved employee communications – one of the most common employee complaints when it comes to intranets is “the information I see isn’t relevant to me”, the second biggest complaint “there’s too much information on the homepage”. We are now targeting all employee messaging on the homepage based on country, province/state, city and organizational structure. Since launch we have published a total of 24 events (8 events – 33% targeted) and 60 announcements of which (21 announcements - 35% targeted) Productivity – many employees have commented/left feedback about how much easier it is to find information on the new Intranet. This is the result of improved navigation (form & function), single document repository and improved search (form & function). Quick access to commonly used (external applications) has been successful (10,500 click events in 3 weeks), document downloads (800 downloads in 3 weeks) Engagement – Marketplace over 2000 page views in the 6 weeks since launch, and 20 posts which is half the number posted the previous year (for 12 months). People are providing feedback when stuff doesn’t work – we’ve received 10 list items since launch. Tracking - tracking is early days right now. We’re using GA for page traffic data, and Tag Manager for measuring document downloads and links to pages outside of our environment. SharePoint search data and GA are used to report on search queries – both successful and not.