Intranet projects - Dos and Don'ts
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Case study presenting a generic approach for relaunching an intranet. It provides guidelines for how to define the purpose, the scope and setting up the project all based on the experiences drawn from the relaunch of the EUMETSAT Intranet. The Dos and Don'ts and Challenges slides are especially useful for anyone about to relaunch an intranet. About the EUMETSAT Intranet relaunch project: The old intranet was not much used, content was hardly ever updated and users looked for information elsewhere. The project set out to deliver an intranet that would inspire users to use the intranet as the information tool combined with really easy contribution for everyone. All possible aspects were taken into account to ensure a success; graphical design, information structure, collaboration tools, etc
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Intranet projects - Dos and Don'ts
- 1. Intranet Projects Dos and Don’ts Niklas Sinander Enterprise Information Manager EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 2. EUMETSAT Mission Monitoring weather and climate from space 24/7 hours a day, 365 days a year International organisation 550 employees 30+ nationalities Darmstadt, Germany EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 3. agenda issues approach dos and don’ts some major challenges EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 4. issues Difficult to find information Information in different systems Cumbersome to contribute Static content No or little sharing of information EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 5. approach Quick fix or Full blown EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 6. the quick fix Address only the main pain points Re-organise information Improve access to information in other systems Upgrade cumbersome contribution tool Tell contributors to update their areas Do not involve the users EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 7. the full blown approach Holistic view Vision Define objectives Gather needs Aggregate and Analyse Define scope Project set-up Execute and deliver! EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 8. vision "better fulfill the user and organisation needs" “intranet shall be the main tool for communication” EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 9. define objectives Support to Work Efficient tool which helps employees in their work Effective Communication Informing the employees at EUMETSAT Interactive Working Area A living intranet for sharing work related information Employee Space Settle in and live section on Intranet EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 10. gather needs Existing ICT Survey results User workshops • What’s good • What’s bad • What’s missing Seeding ideas EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 11. thinklet If I would have asked my customers what they wanted, they would have answered: Faster horses Henry Ford EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 12. aggregate and analyse Drop Page Fields Here Count of Solution Area 80 70 60 50 Objective Support to Work Interactive Work Area Employee Workspace Communication 40 30 20 Integration EUM/GES/VWG/11/1578 Issue 1 04/07/11 New Site design platform Stellent based application Web application - existing Web application - new zMisc Information to users Keep as is Misc Outside scope of project Survey Lunch cam Leaves&missions Floor plan Action Tracker Update existing tools (DBS) wiki, blog wiki SiteStudio Search Collaboration Buy&Sell Update of navigation Platform upgrade Hummingbird integration Filesystem integration Email integration 0 Update of layout 10
- 14. project set up Project Content System Project Team User Ref Group Contributors EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 15. project execution Traditional waterfall Phase 1 Platform Integration with other systems Wiki (originally phase 2) Phase 2 Intranet Messaging Discussion Forum EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 16. time line Phase 2 delivered User Workshops Phase 1 delivered Follow Up releases Initial discussion 2006 EUM/GES/VWG/11/1578 Issue 1 04/07/11 Project Kick Off 2007 2008 2009
- 17. some project data Deployment, 100 Project Management, 650 Verification, 1150 Definition, 780 Design, 440 Implementation, 3000 EUM/GES/VWG/11/1578 Issue 1 04/07/11 Total: 6120 man hours
- 18. dos and don’ts What went well What could have been done differently EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 19. what went well – Do Define a vision and plan how to achieve it Get buy in from management Put a governance structure for the intranet in place Gather needs – not requirements Involve users in different phases Consider COTS, Open source and inhouse mix Define Big bang or smaller increments Communicate and create awareness Provide training Provide Intranet introduction for all new personnel Allow for user concerns and address it EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 20. what could have been done differently - Don’t exclude content from the project define the information architecture in isolation have too high expectations on users using the intranet for user to user interactions EUM/GES/VWG/11/1578 Issue 1 04/07/11
- 21. some major challenges Which problems do you try to solve? Does a strategy and/or objectives exist? Management buy in? Expectations – main stakeholders, users, … ? Need for Governance – project and operational? Scope? Waterfall or agile? User involvement? Life after the project? EUM/GES/VWG/11/1578 Issue 1 04/07/11