www.alfalaval.com

Alfa Laval Share

Therese Tonning, Intranet ManagerGroup Internal Communications

How we moved from a potential content chaos to a stable measurable content environment

PLEASE NOTE! If you use material from this presentation, the source should always be mentioned.

www.alfalaval.com

Based at the headquarters in Lund, Sweden Group Internal Communications, Corporate Comms Background: Editorial/graphic/information design

www.alfalaval.com

How we moved from content chaos to a stable content environment

• Super short facts about Alfa Laval

• Alfa Laval’s Intranet Journey – what happened?

• Moving from YOUR content to MY content

• Results so far

• Lessons Learned

Short facts aboutAlfa Laval

www.alfalaval.com

Alfa Laval – a global company

• Alfa Laval is a leading global provider of specialized products andengineered solutions.

• No. Of employees, 16 000

• 28 Production units• 70 Service centres• Sales companies in 55

countries

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Key technologies

Heat transfer

Separation

Fluid handling

Alfa Laval’s intranet journeyWhat happened?

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History

• 14 year old intranet

• FrontPage/basement development

• 50 local intranets

• No governance

• Max 2000 visitors/day

• 40 editors

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The vision• Alfa Laval Share is…

My favourite place forfinding what I need,

sharing what I know and working together in Alfa Laval

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Result

• ONE global intranet

• Integrated Portal, collaboration and My Sites

• SharePoint 2010

• Launched 2012

• 9000 visitors/day

• Available 24/7

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After launch: Content explosion

In 1 year we went from 0 to…

• … 9000 portal pages

• … 3500 collaboration sites

• … 16 000 My Sites

• … 220 news flows

• … 200 comments

• + from 40 to 4000 editors

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Content clean-up

Moving from “YOUR” content to “MY” content What did we do?

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Quality statementContent on our intranet Alfa Laval Share shouldalways be:

• Correct, relevant and updated

• Written according to SEO guidelines

• Likable, linkable and searchable

Co Content = text, images, linksand documents on a page/site

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Content Lifecycle Process (CLP)

© Alfa Laval

1. Plan content

(when applicable)

2. Create/Editcontent

3. *(Re‐)Publishsite/page

4. Review

(within 6‐12 months)

*Triggers content lifecycle workflow(countdown 12 months starts)

Delete or archivecontent

Lifecycles

Portal pages - 12 monthsMy Sites - 12 monthsCollaboration sites - 6 monthsNews - removed from search after 1 month

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My Springboard(Alert to the editor that content

should be reviewed)

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My Portal Content(Easy access from My

Springboard)

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Review page(How to review, edit, republish

a page)

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End user view(What the employees will see when

browsing Share)

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Notification e-mails(Sent to the Information ownerwhen a page is not updated)

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Consequences‐ if a page is not reviewed

Step Time period Action

1 12 months and notification e‐mail sent + 10 weeks (= approximately 14½ months)

Text on page + text in footer saying content is not updated. 

2 14½ months Inaccessible/Unpublished

3 15½ months Recycle bin/Removed 

Most action is taken under step 1 thanks to the My Portal Content overview. 

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Launch activities• Positive messaging – A help!

• Posters, Post cards, E-mail banner, T-shirts, Movie

On site activities:

• Lunch demo’s, Competitions, Support hours

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Better control for central team

• Trend graph showing status

• List of green, yellow and red pages

• List of editors and information owners

• Quaterly follow-up

• Act proactively

Results so far

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What we see• Employees have come to accept the Content

Lifecycle Process and that ownership resides with those closest to the source.

• When the process was launched in May 2014, over 1,300 pages – or about 20 percent – of the total amount of content was out-dated. One year later, that figure was down to 8 percent.

• Less complaints about empty pages in search.

• A clean-up of information owners and editors happened when we started to make employeesaccountable for content.

Lessons Learned

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Lessons learned

• Test, test, test!

• Massive impact if launched the right way

• Start small and then build on that

• Communicate in a positive way. Start withmanagers!

• Trust the process

• Be prepared for tough discussions AND little sleepthe week before you launch

• Include option to enable/disable (if needed)

Thank you!Therese TonningIntranet Manager, Group Internal Communications

Mobile: +46708477209

therese.tonning@alfalaval.com

www.alfalaval.com