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The road to the digital workplace
Guy Van Leemput
Intralife 2012Oslo, May 24th, 2012
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Content
1. Introduction: a brief history of intranets
2. Models for the Digital Workplace
3. Deep dive: social, mobile, governance
4. A glimpse of the future…
5. How to get there from here?
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1. Introduction: a brief history of intranets
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Once upon a time, the intranet was simple...
• Intranet 1.0 was all about:– Top-down communication
– Employee productivity
• Features:– Home page
– Corporate news
– Employee directory (managed by HR)
– Find forms, policies and procedures
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In recent years, more & more capabilities have been added ...
Business processes and workflow tools
Mobile
Social
Collaboration
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In the meantime, the landscape is changing rapidly...
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People are changing...
• Generation Y is growing rapidly in the workforce– Internet native
– Mobile and social
– Technology savvy
– Expect flexibility from their employer
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Technology is changing...
• The firewall isn’t what it used to be
• Cloud services hold many promises– Work from anywhere
– With any device
– At a lower total cost for the organization
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Governance is changing (or breaking down...)
Who’s in charge of your intranet?
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Even the word “intranet” is being questioned!
• Is the intranet...– Dead?
– Old-fashioned?
– Evolving into something different?
– Part of something bigger? Of a “digital workplace”?
– Alive & kicking?
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Your challenge:Making sense of it all
• What do these trends mean for my organization?
• What should be the priorities?
• How can I build a roadmap that makes sense?
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2. Models for the digital workplace
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Jane McConnell’s 4 models for the digital workplaceSource: http://netjmc.com/intranet-strategy/digital-workplace/snapshot-of-the-digital-workplace
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Deloitte: The Digital Workplace – Think, Share, DoSource: http://www.deloitte.com
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IBF digital workplace maturity modelSource: Intranet Benchmarking Forum
Traditional Intranet
Advanced Intranet
Digital workplace
Instantmessaging
Documentmanagement
Twitterfeeds
Internal socialnetworks
Collaboration toolsfor internal teams
HR systems
Employeeself-service
Phone book
Corporateinformation
Policies
News
Yammer
Collaboration toolsfor external partners
PC desktopTelepresence
Webconferencing
Externalsocialnetworks
CRM
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3. Deep dive: Social, mobile, governance
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Building block 1: Social intranet
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Adoption of social intranets is on the rise
By end 2011, social media are in various stages ofmaturity and implementation
Source: Digital Workplace Trends 2012, Jane McConnell, http://netjmc.com
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Plenty of vendors offer rich social business software platforms
Gartner Magic Quadrant for socialbusiness software, August 2011
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Benefits / challenges
• Benefits:– Easier to locate expertise and skills– Reduced cycle time and higher quality of customer
proposals– Improved onboarding of new hires
• Challenges:– How to build a business case / convince senior
management?– How to motivate employees to use and contribute?
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Building block 2: Mobile intranet
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Who needs a mobile workplace ?
Fieldforce automation
Modern nomads
Working from home
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Bring your own device (BYOD)
More than 80% of employed adults use some kind ofpersonally-owned electronic device for work-related functions:
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Benefits / challenges
• Benefits:– (?) Work anytime, from anywhere, on any device– New applications (for instance, using QR codes or
location-aware services)– Increased productivity
• Challenges:– How to identify the ‘top tasks’ for mobile usage?– Make the right technical choices
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Building block 3: Governance
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Governance is about making decisions
• Decisions about:– Strategy / long-term objectives– Priorities for enhancements– Budget and how it is allocated– Technical platforms– Day-to-day management of the
intranet content
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Often structured at 2 levels
• Day-to-day decisions: by department that “owns” the intranet– Most common: Internal communications, HR, IT– Role of an “intranet manager”– Manage the budget (within an agreed envelope)
• Bigger decsions: by intranet ‘board’ or ‘steering committee’– Group of senior managers– Most important stakeholders are represented (Internal
comms, HR, IT, Marketing & Sales, Business Units, ...)
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Models: RACI / Responsibility Matrix
• RACI: Responsible – Accountable – Consulted – Informed
• Build a Responsibility Matrix
Level 1: Home page and top-level navigationLevel 2: First-level landing pages & 2nd-level navigationLevel 3: All lower-level content pages and navigation items
Role Level 1 Level 2 Level 3
Intranet Manager Responsible Consulted Informed
Departmental Content Owners N/A – Propose Accountable &
ResponsibleAccountable & Responsible
Intranet Board Accountable Informed N/A
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4. A glimpse into the future…
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Some examples that will show us:
• The Digital Workplace is not science fiction!
• Many companies have implemented pieces of the puzzle
• No single company has built (yet) the full solution
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Mobile (UK Houses of Parliament)
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Mobile (Sprint)
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Home page of social intranet of ABN AMRO
‘Rooms’ = communities
Idea managementarea
Discussion groups
Blog
Knowledgemanagement
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Collaboration home page of Omron
All collaboration-relatedinformation and linkson a single page
Omron Netherlands
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Extended profiles and collaboration (1/2)
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Extended profiles and collaboration (2/2)
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Integration and usability are keypresence locator
Integrated withOutlook calendar
Integrated withHR holidaysapplication
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Integrated applications increase productivity
Productivity applicationslinked to your user profile:Find prospects along your route(Omron Netherlands)
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Integrated applications increase productivity
Business intelligenceintegrated with theintranet
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5. How to get there from here?
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Step 1: How can the intranet help to achieve certain business objectives?
Business objective Role for the intranet
Strengthen the culture of the organization: “One company, one mission”
- Intranet as platform for communicating the message- Single intranet for all subsidiaries, newly acquired
companies, ...
Expand through acquisitionUser-friendly intranet to minimize time required for new staff to get fully operational
Growth through product innovationSocial intranet that supports- Idea generation- Cross-silo collaboration and project teams
Cost control / efficiencyMany ways to save costs and improve employee productivity
…
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Step 2: Who are the stakeholders and what do they expect of the digital workplace?
Stakeholder Expectation
CEO- Promote ‘one company’- Platform for major announcements
Human Resources- Platform for employee self-service- Intranet to support flexible working hours,
work-life balance program, …
Sales teamsAccess to customer data at any time (at airport, during client meeting, …)
Internal communications departmentIntranet to promote single corporate identity
ITAvoid proliferation of platforms; keep the intranet infrastructure manageable and secure
...
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Step 3: Prioritize your actions and put them on a timeline – your roadmap is ready!
Put proper governancemodel in place
Why? - Current governance structure is broken down
- Many initiatives are being taken without proper management
Agree on intranet strategy
- Current strategy has no company-wide support
- Different departments have different views on priorities
Integrate existingSharePoint environmentwith rest of intranet
Introducesocial intranet
......
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What have we learned today?
1. The intranet is evolving from a traditional intranet 1.0 into a digital workplace
2. The surrounding landscape is also evolving: people, technology, governance
3. Align with organizational objectives and with your stakeholders to build your roadmap
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Want to learn more?From J. Boye
– Join one of the many J. Boye groups of web and intranet professionals
– Check out the J. Boye blog
– Benchmark your intranet against our 400+ members
From other sources– NetJMC: Yearly ‘Digital Workplace Trends’ report (Jane McConnell)
– Step Two Designs: A Week in the Digital Workplace (James Robertson)
– Intranet Focus: Digital Workplace Implementation Checklist (Martin White)
– Infocentric Research: White Paper on the digital workplace (Stephan Schillerwein)
The international communityfor web and intranet professionals
Thank you!
Contact:
Guy Van [email protected]@jboye