A modern intranet is a must in every organization. These slides list the key steps needed for your intranet launch and the pain points to consider along with ways to avoid them.

1. Intranet Project
Roll-out Strategy & Pain Points to consider
2017

2. eXo at glance
COMMUNITY CLIENTS
PRODUCTCOMPANY
Founded: 2003
HQ: San Francisco, CA
110 employees in 3 countries
VC-backed, round A
Social Platform for Enterprise
Support, Maintenance & Services
On-Premise, Cloud & Mobile
19 Languages
100k+ eXo Tribe members
90k+ Facebook followers
8k+ Twitter followers
Growing every day

3. Are you about to lead an intranet project?
Social intranet is leading the digital workplace evolution as it
• provides new opportunities for real-time collaborations
• supports the shift of your digital transformation
• maximizes employee engagement, knowledge sharing, and productivity.
If you are planning to modernize your company intranet, then
these slides are for you.

4. Step 1: Identify your champion, which
is usually a team.
As a senior executive, you’ll first need to
identify a team that will own the intranet
project.
The team will usually include a business
consultant (external or internal) and a
technical representative (usually internal).

5. Step 2: Define your requirements.
The business/functional consultant will
• interview a number of users,
• launch user surveys,
• compile a list of reasons why the current setup does not
satisfy users
The technical consultant will list constraints linked to internal IT
systems and legacy, such as type of servers, databases, cost
types, etc.
The team will produce a document listing project
requirements and constraints.

6. Step 3: Choose a solution.
The team sizes up the project budget based on an
RFI* or its market knowledge and puts together an
RFP* based on the findings from step 2.
Ideally, you will quickly find a vendor with a solution
that corresponds to all your requirements, that is
compliant with your IT constraints, and with an
offer that is in line with your budget.
RFI: Request for Information
RFP: Request for Proposal

7. Step 4: Implement your intranet project.
Once your intranet project is drafted on
paper, the vendor provides resources that
have been agreed upon.
The vendor puts the solution in production
and provides some admin and technical
training to the teams responsible for
maintaining the project internally.

8. Step 5: Launch your intranet.
Once your intranet is ready to go, you need to
roll it out to your users.
Whether you do so gradually or all at once,
there will be a communication campaign around
the project to build anticipation and excitement,
and to facilitate adoption.

9. Step 6: Onboard your users.
Now that your intranet is up and running,
you need to ensure adoption.
The user onboarding phase lasts several
years and requires user training and follow-
ups, as well as some animation and
community management.

10. Step 7: Maintain your intranet.
Once your intranet is in production, it
needs to be maintained technically and
animated.

11. Watch out for the pitfalls.
Not everything will go according to plan.
The truth is there will be plenty of pitfalls
that can challenge your intranet project
success.

12. The Biggest Pain Points
Non-existence of an ideal solution
Lack of integration focus
Over-ambitious rollout
Time Consuming
Poor user requirements capture
Insufficient change management

13. Time Consuming
• Projects often last longer than expected.
• Each of the steps of a typical intranet project
may last much longer and, consequently,
cost you more.
Take your time
→ Avoid putting a particular deadline on this part
of the project. Do it without taking shortcuts until it
is satisfactory.

14. Non-existence of an ideal solution
• Think through relevant KPIs as soon as possible with your
first test roll-out.
• Use KPIs relevant to your goals: social metrics for
engagement, document storage volume for knowledge...
→ Your solution provider can help you in this task.
• There is no solution that perfectly suits all your
feature requests, IT constraints, and budget.
• A missing feature will require additional
money.
Prove your ROI

15. Poor User Requirements Capture
• Ensure your survey sample representativity: analyze your company demographics.
• Challenge your surveys: conduct several surveys, changing the questions depending on
the previous results.
• Express usage scenarios.
• Keep listening to users throughout the project: as your users’ requirements may
change.
• The team member defines a user panel, prepares and
launches a survey, then interprets the results and translates
them into features.
• The information from users is only partially accurate and
honest from the get-go.
→ You end up with a forgotten tool that nobody uses.
Challenge your surveys & keep listening to users

16. Lack of Integration Focus
Identify which integrations are critical to have from the get-
go,
using two basic criteria:
1. What % of users use the application, and
2. How active is the usage?
• Most intranet projects focus on features rather than the overall
user experience.
• Teams choose to treat the intranet as a separate service, instead
of putting it at the center of the employee experience.
Design an Integrations Roadmap

17. Over-ambitious Rollout
• Design a gradual roll-out plan, starting with a
small group of users and teams.
• This gradual roll-out plan varies depending on
your company size.
• A sudden roll-out may cause project failure.
• Over-ambitious rollout does not allow for
proper user training and onboarding.
Design a gradual roll-out plan and stick to it

18. Insufficient Change Management
• The human factor in an intranet project is always underestimated.
• Change management and adoption constitute 80% of the project
success or failure.
Invest in change management
Your change manager will help you:
• express the most critical requirements & identify potential blockage points.
• organize, filter & prioritize user feedback.
• onboard your users, introduce your KPI metrics & drive continuous adoption
throughout the project.

19. Do you want to succeed with your
intranet project?
• We have helped our clients alongside
their internal collaboration initiatives.
• Download our guide to have a better
understanding of what works and what
does not.

20. If you want to know more, feel free to get in
touch with
Charles Magral
EVP of Client services
Veronika Mazour
Chief Operating Officer

21. Thank you.
community.exoplatform.com
www.exoplatform.com