Intranets - Vision, Approach and Best Practices by Optimus BT

Enterprise 2.0 Consultants

Building the next generation of Powerful, Interactive
Applications that integrate content, data and documents
with user driven content and self service features

The Vision, Approach, Best
Practices and Components for
Implementing Intranets 2.0

Agenda

What is our vision for Implementing Intranets?

1. Our Vision for Building Intranets 2.0
An overview of our vision for Implementing Intranets

What are the best practices and features for Implementing Intranets 2.0?

2. Features and Best Practices of Intranets 2.0
An overview of the best practices and features for implementing Intranets 2.0

What components are available for implementing Intranets 2.0?

3. Intranet 2.0 Framework Components
An overview of our Intranet 2.0 framework Components

Why Optimus BT?

4. Approach and Differentiating Factors
An overview of our approach and differentiating factors for implementing Intranets 2.0

2. Features and Best Practices for Implementing Intranets 2.0
Web 2.0 Design and User
Experience
Intranets 2.0 follow the best design
principles and best practices of latest
technological trends like Web 2.0
and Social Networking. This provides
the end users with a pleasant and
“Delightful” experience on the
intranet that ultimately helps in
graceful acceptance of the intranet
as the platform of choice for finding
and managing all relevant
information, business tools and
other artifacts and improves the
“Stickiness” factor of the intranet.

Accessibility options
Multi Level Navigation Easy to use options for
Dynamic multi level accessibility that will enhance the
navigation that allows users user experience
to access the top
information areas of the Search
Intranet Search toolbar placed in a visible
and easily accessible location
Quick Links allows users to find information in
Quick access to commonly a quick and filtered manner
used links
Important Notifications
Event Calendar This includes Message from the
Quick view of calendar president / CEO / Secretary
displaying the dates on among others
which events are held

Today’s Events
A Summary list of events
that are currently being held

Top Searched Keywords
Easy access to the top search
keywords that are being used by
Most used Tools end users across the organization
Quick access to the mostly
used tools on the Intranet
Rich media Integration
Integration of upcoming videos,
latest training videos, event
videos among others to be
Site Map delivered online to the end users
Augments the top level
navigation system with
access to other important
pages


Sharing Tools
Tools that can be used by end
Social Collaboration users to easily share information
Tools and build community networks
Tools like classifieds, blogs,
wikis, discussions, scrapbook Important Contacts
etc. allows end users to Access to profile information of
come together and important people for quick
collaborate on various contact
activities in a social manner.
Polls / Surveys
Easy to use polls and surveys that
can help gather organizational
statistics on various focused
topics

Social Networks
Helps build a community of
people focused on expertise,
topics or area of interest to
ultimately proactively grow the
organizational knowledge base

Personalization and Choice
Dedicated areas provided to the end
users through “My Sites”. These sites
are completely user focused and
provides the tools, documents,
information and other artifacts “In
Context” to the user’s preferences,
tagging and networking behavior.

My sites also allows end users to
socialize their profiles and ideas with
other people and peers within the
organization


FAQs and Knowledge Base Community Management
Provides quick access to detailed Foster active communities within
information on knowledge items your organization that are focused
within the organization. and contribute to the enterprise
knowledge base in a collaborative
and social manner.

Enterprise Calendaring
Provides a centralized, easy to use
and self service based calendaring
functionalities. Allows to manage
events and event subscriptions, as
well as end users to collaborate and
provide opinions on the various
events within the organization

Enterprise Staff Directory
Provides central access to all the
contacts and contact profiles within
the organization. Promotes social
collaboration. Allows end users to
find contacts across the organization
through easy to use but powerful
metadata based search
functionalities.

“A good intranet is built on the premise of avoiding the frustrations of
information overload whenever possible through a logical site
structure, functional search engine and a content-management
approach that values quality over quantity.
!
Innovation
More sophisticated sites feature virtual communities and and Collaboration
Knowledge and
collaborative tools, as well as business and financial tools that Management Communities
integrate the intranet into day-to-day work processes.”

Self Service and
The Intranet should be a Strategic Asset to the Organization Intranet
User and
User
• Comprehensive strategies need to exist around the plan, design and Departmental
Empowerment
Business Tools
goals of the intranet implementation

The Intranet Should be the “Single Source of Truth” for Corporate and E
business information x
t
• Every piece of information must reside on the intranets, be it corporate r
Secure Data Web 2.0 Tools
news, resources, or documents along with rich media files like videos, a and Interactive
audios and interactive tools. Exposure and n
utilization Rich Media
e
• It must serves the user community by providing tools like powerful Support
t
search and user context based navigation capabilities s
• It must provide targeted content using integrated content management
systems

The Intranets Should gradually evolve to being a Business tool
• Intranet will be a centralized business tool for the organization
• Applications and utilities will be implemented that would promote
cross departmental process and automation
• Moreover, Extranets will work together with the Intranets to provide Customers, Partners,
Vendors Etc.
and extended Enterprise which reaches out to the customers, partners
etc.

Self Service / Self Help and user Empowerment According to industry surveys, organizations whose
• The Notion of Self Service / Self Help involves providing tools and intranets have been strategically redesigned to deliver
utilities to the users that allow them to carry out common tasks without content in a simplified format have seen increases in
having to login to multiple systems or depend on the help desk or usage of almost 100 percent.
administrative community
• The value of user empowerment is being recognized, and new
technologies like Web 2.0 are embraced that provide self service
capabilities and put the user in control of the content and information National Geographic has webcam feeds that would be
residing on the intranets the envy of most organizations, including one focused
• More and more tools like Blogs, wikis etc are implemented to allow on Alaskan grizzly bears.
communities to be built by the users for information sharing - Intranet Design Annual 2007

Knowledge Management
• Knowledge-sharing initiatives should start with a candid assessment of
the tools employees may be lacking to improve their job performance,
as opposed to preconceived notions of what would be nice to have At JPMorgan Chase, the
intranet homepage is viewed 620,000 times per day, so
Rich Media Experience even one superfluous
• The intranets will integrate rich media like video, audio files and flash headline that required one second to scan would cost
content for training, and live conferencing from within the intranets. the company the equivalent of
22 full-time employees in lost productivity
Democratization of the Intranets - Intranet Design Annual 2007
• Future trends like Web 2.0 would change allow users to be able to
contribute to the intranet with the same power if not less along with
the Corporate Communications and the IT departments

Personalization and Choice Personalization is used to streamline information
• Users will have their own personal space on the intranet with tools and delivery and to present the right material, at the right
utilities for managing and configuring the information that is pertinent time, to a user’s intranet desktop.
to the users will be included - Intranet Design Annual 2007

Mirroring the Outside World Dow uses English for most global content, but translates
• Tools that are provided for socialization and surveys on the intranet like the most important content
star ratings, communities etc., makes more sense when implemented in into six other languages (Dutch, German, French, Italian,
the intranet environment Portuguese, and Spanish).
It also translates selected content into Chinese, Greek,
Globalization of Search Japanese, and Thai
• The users are in need of a search capability within the intranet that -Intranet Design Annual 2007
would allow them to perform targeted search on different types of
documents, to find people only, or to do similar searches

Multinational Intranets
• By delivering the intranet content with multi-lingual support will go a
long way in breaking the barriers of culture and location, and would
truly integrate the teams across the world to work seamlessly together Features of Intranet 2.0

• Focuses on user needs — not technology promises

People Based Infrastructure • Directly supports the organization's goals and
• Providing local information, research and knowledge from around the processes
world, Beta testing new tools and features, Delivering hands-on
assistance and training to employees in local languages, Offering • Enables collaboration and communities
feedback on intranet content, other knowledge management initiatives,
and cultural differences that enhance the tool's effectiveness. • Inspires learning, innovation and new thinking
through sharing best practices
Wikis and Blogs
• Promotes and delivers bottom-line results
• Blogs and wikis allow users to bring out the real “Wisdom of the
Crowds” by facilitating the users to participate in focused communities
and share information and voice opinions freely within the intranet.
• Blogs and wikis are the framework that would pave way for better
communication, collaboration and co-operation within the users

3. Our Intranet Framework Components
Enterprise Staff Directory Features
• Integration with Active Directory
• Selectable fields soured from local list to
improve performance (sync periodically
with AD)
• Integrate Results from My Site
• Simple Search
• Configurable Scope
• Optional Advanced Search
• Advanced Search
• Customizable Search Scope (AD
only)
• Customizable Labels
• Search Results
• Configurable Views
• Detailed View
The Enterprise Staff directory Component provides centralized directory • Summary View
management functionality, and can be easily utilized in any of your • Thumbnail View
SharePoint sites. The Staff directory can be used to manage directory at
the enterprise or departmental level and provides a host of easy to use • Browse (A-Z)
features including metadata based search, configurable search result • Pagination
views and simple administration options.
• Link to My Site, Email Page

Events and Calendaring Features
• Multiple Views
• Grid (Monthly, Weekly, Daily)
• List
• Summary
• Mouse Hover Tool Tip Views
• Filters
• By Various Metadata (Venue,
Category, Event Type etc.)
• Activities
• Alerts, Reminders
• Export to Outlook
• Color Coding based on Metadata
• New Event Request with workflow

The Calendaring Component for SharePoint provides centralized
calendaring and event management functionalities which can be
configured at the departmental, individual or enterprise level. The
Calendaring component provides integrated search, filtering, color
coding and event provisioning workflow with a centralized and easy to
use administrative interface.

Classifieds Features
• User Posting
• Administrator Managed Categorization
• Views
• Classic
• List
• Gallery
• Sorting
• Recent
• Popular
• Recommended
• Filters
• Post date
• Category
• Price Range
This component allows employees to advertise products they wish it • Post Type
buy/sell, or offer their services within the organization. Users looking to • Administration
buy things can find posts using filters, search and categorized sorting
• Auto Delete
features. The component allows end users to post content in a self
service manner with an easy to use interface. • Auto Expiration

Surveys / Poll Component Features
• Survey Creation
• Survey Templates
• Polls
• Surveys
• Tests
• Wizard type
• Skip logic Option
• Survey Preview
• Greeting and Closing Page
• Fully customizable fields
• Image attachments
• Survey Publishing
• Security Settings for results, user choice
• Administrator Option
• Invite to participate
• Rules for survey expiry
The Survey / Poll component is a customized SharePoint web part that • Survey Results
allows for self service and on demand creation of polls and surveys. This • Basic Graphical Views
component can be used at the enterprise, departmental or team level.
• Simple Tabular Views
The components ships with in built survey templates, making it easy to
create and manage polls and surveys, and can be dragged and dropped • Email Results
on any page on your SharePoint Site. • Export Results

Location Finder (Google Map Web Part) Features
• Google Map integrated into Web part
• Administrator configured markers to point
location
• Zoom In/ Zoom Out
• Select Marker to View details

The Location Finder component is a Customized SharePoint web part that
can be used on any page within your SharePoint site. This component
can be easily used to find locations of your various offices across the
world with an easy to use interface. The component can be deployed
with minimal configuration.

Tools Tray Features
• Administrator managed links to popular tools
shown as a bar below the page (as in facebook)

The tool tray provides quick access to productivity components like
search, home page, site map, feedback, RSS feeds, media gallery, chat
among others. This tool tray can be docked on page corner and can be
used in any of your SharePoint sites. The links and images in the tool tray
can be provisioned or removed by the administrator

Content Teaser Features
• Web part with Image and Text content sourced
from list
• Simple Image positions with predefined layout
(left of text, above text etc.)
• Configurable text, image area

This tool aggregates summary information from backend SharePoint lists
and shows it in a teaser format on any of your SharePoint pages. This
web part allows you to configure the text and image that needs to be
displayed to the end users, and then provides re-direct links to the actual
article or content artifact that is related to the teaser content.

Global Tab Based Navigation Component Features
• Two layered hierarchy of Tab items
• Positioning only on top

This custom component allows for dynamic configuration and display of
your top level navigation system. Administrators can easily configure the
two levels of navigation, and the navigation hierarchy in an easy to use
interface. The component provides in built support for SharePoint
themes, so that you can seamlessly use it in your sites without custom
effort to correct the look and feel.

Multi Tab Web Part Features
• One Page Configured for each tab
• Contents configuration for each tab like
configuring any other available web part

This component allows you to showcase multiple items / content
artifacts within one web part. The component is easily configurable and
end users can define the tabs and as well the content that has to be
displayed under each of the tabs.

File / Video / Slide / Photo Sharing Component Features
This is a customized component that aggregates information from • Upload files
backend lists and allows end users to add / remove files, add metadata to • Add Metadata
the files, browse, search and filter files. This component also provide the • Browse files
Share Option where in end users can upload the file through the
• Search Files
component and invite others to share the file through alerts.
• Filter by Category
• Display file with icon image

Slide Reader Component
• Read PowerPoint slides from the site
This component reads slides from your document / slide libraries and
provides you with the capability of online slide shows with slide • Ability to view full screen slide show
navigation capabilities. This component can be easily dragged and • Paging
dropped on any of your SharePoint sites. • Move to first/ Last Slide

Video Player Component
• Play flash videos
This custom component is capable of reading and displaying flash video
and popular video format files online through your intranet interface. • Video control options
You can easily add the component on your sites and easily configure it to • Play, Pause, Mute, End, Start, Volume Control
play videos with minimal configurations • Full Screen

Photo Browser Features
This is a Web part that displays photos in pre defined formats. The web • Support all basic formats (TIF, PNG, JPG, GIF)
part is also capable of displaying photos as slide shows by directly • View full Screen
reading it from your picture or document library • View Photo as slide shows

Rate / Recommend
• Add feature to any list to rate on items
This components allows you end users to rate intranet artifacts like
discussions, documents, pictures videos etc. This can be easily • Auto Calculate average rating
configurable in a self service manner and can be used on any of your
intranet page and works with any of SharePoint in built or custom lists.

Commenting
• Comment on any list items using a rich text
The Commenting feature can be easily attached and activated on any editor
SharePoint lists or libraries. The component allows end users to comment
• Capture commenter, with time stamp
on the content artifacts and captures the comments with date/time
stamp. • Comments Counter

Bookmark / Favorite Features
This is a custom bookmarking component that can be attached to any • Bookmark a page
lists / libraries or pages. End users can easily bookmark their favorite • Add a title to bookmark
items on the intranet with title and summary aggregation capabilities • Integrate with My Bookmarks web part

Font Size Control
• Control font size for text area
This component allows for changing the font size of the contents on the
page, and is a very useful accessibility tool.

Flag as Inappropriate
• User shall flag a content as inappropriate for
This feature can be attached to any SharePoint based lists, and allows the any list based items
end users to flag list items as inappropriate. The feature will
• Alert author or Administrator of this event
automatically alert the administrator on the event for further actions.
• Hide or Delete content flagged as inappropriate

Add a Tag Component Features
This component provides end users with the ability to add free text tags • User ability to add free text items tags in a
through a simple popup based interface. simple pop-up
• View tags added by other users

• Shows the list of top searched word
Top Search Keywords • Can be applied for any configured search scope
This component pulls up the list of top searched keywords and can be (e.g. top searched photos, top searched user)
configured for any search scope. You can configure the minimum and within the same site
maximum font size, colors etc. which will be utilized to display the • Set Font Color, Style
keywords based on the search volume • Set maximum and minimum font size
• Set font sorting
• Show/ Hide count

Most popular / Recent
• Configurable for single list only
This component aggregates the most popular content artifacts like list
items and documents based on the number of clicks on the content • Displays list items using a click based counter
artifacts by the end users. • Configure list column to display to user
• Show/ Hide Count in web part

Why Optimus BT – End to End Solutions in SharePoint

100 + SharePoint Projects Including

Intranet 2.0
Customer Collaboration Portal
Project Collaboration
Six Sigma Project Mgmt
Calendaring
User Management
Document Management
Sales Enablement
Public Websites
Multilingual Websites
CRM Integrations
Productivity Mash ups
Blogs
HR Portal & Workflows
Business Intelligence with
SharePoint
Idea Management Portals
And Many More…

Why Optimus BT – Marquee Customers

Why Optimus BT - Design and User Experience that Delights the End users
Borrowing from the best design practices of
Web 2.0 and social networking
Our designs are the reflection of the best
design practices of latest technologies like
Web 2.0 and Social networking
Our user experience design and
recommendations are based on
comprehensive research carried out by our
design team and integrate best of breed
experience within our solutions to provide
the end users with a “Delightful
Experience”

Original Research for Best of Breed Feature
Adoption
Our solutions are driven by original market
and solution feature research done by our
teams on the latest trends and best of
breed platforms to provide you with the
right type of feature sets on the right type
of technology platform so as to tailor the
solutions to seamlessly address the
specific business needs of your
organization
Our research based approach is also
focused on helping our customers in
flushing out the requirements – allowing
our customers to spend minimal time and
effort in requirements discovery

Why Optimus BT - Web 2.0 Adoption

Blogs / Wikis

Rich Media Integration

Web 2.0 Design

Tagging /
Bookmarking

Intuitive Navigation

Components and Framework based Implementation Methodology

We follow a component and re-usable
framework based development approach
when implementing our solutions to provide
value to our customers

With our experience of developing more than
100 projects to a variety of customers we
have developed the following frameworks and
components -

Enterprise Calendaring
Social Staff Directory
Company Classifieds
Scrapbook
User Provisioning
E-procurement
Issue Management
Idea Management
Social CRM
Bookmarking & Tagging

Why Optimus BT - Agile Development Methodology – Adoption of Scrum

DAILY
SCRUM MEETING

DEMONSTRABLE,
QUANTIFIABLE AND
PROJECT SPRINT WORKABLE
BACKLOG BACKLOG SOFTWARE AT THE
END OF EVERY 2-4
WEEKS

Why Optimus BT – Collaborative Engagement Model

Why Optimus BT – Utilization of Collaborative Technologies

Collaborative Project Management System

Gotomeeting
Online Meeting and Webinar Tool

Why Optimus BT – Integration of Social Networking / Media Features
We help spread the awareness and
the benefits of implementing Social
Networking and Social media based
features within enterprise solutions
to our customers

For customers to whom we have
implemented public internet
presence websites, we provide social
media marketing services to provide
the maximum exposure to build a
large customer community and
generate quality business

Why Optimus BT

Turnkey Consulting
We involve the key stakeholders right from the early stages of the project and as often to provide them
with the benefit of true exposure to the complete vision, strategy, roadmap and benefits of the solution
implementation

Provide end to end training to our customer teams for operationalizing the solution and to help the
support and administration teams to be 100% ready from the first day of the roll out

We are focused on not only delivering quality software, but also provide our customers with additional
recommendations on the best practices, architecture, technology platforms, add-ons, user experience
and design, collaboration processes among others and deliver solutions that are tailored specifically to
suit your organizational business needs

Expert Support and Maintenance
Our expert support and maintenance teams become an escalation path for your internal teams to
troubleshoot and resolve issues, manage configurations and get training on the usage and
administration aspects of the deployed solutions

Our support and maintenance teams are accessible through dedicated email and phone and will be
available 24/5

Why Optimus BT

Our Commitment
100% success in implementation of the solution for your organization
We solve the bugs and defects in the solution implementation even after release at no price

Total commitment to support the solutions – end to end

We continue to provide recommendations and upgrades to the software in areas where we think our customers
can derive the maximum business value

Costs and Cost Savings
We utilize a lot of collaboration software and technologies like gotomeeting, project collaboration
systems among others to help our customers save the costs and time spent on travel etc.

We utilize our onsite and offsite teams to support our customer projects and provide our services at
blended rates – allowing our customers to get the best of both worlds in a cost effective manner

All the customer communication, support and deliver teams, both onsite and offsite are retained
employees of Optimus BT – providing our customers with the benefit of retaining the quality and
consistency of work done by following a single methodology of our teams

We also look for partnering with our customers on commercializing the solution if we find opportunities
in which the commercialized product would benefit across industries and business models

We follow a cost sharing model with our customers if we commercialize the solution so as to reduce the
overall cost of the implementation, as well as benefit our other customers

Creative Commons

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Noncommercial-No Derivative Works 3.0 United States License. To view a copy
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send a letter to Creative Commons, 171 Second Street, Suite 300, San
Francisco, California, 94105, USA.

Intranets - Vision, Approach and Best Practices by Optimus BT

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