Mimi Garrity Denman gave this presentation at A Ragan Communications "SharePoint for Communicators" Conference in 2013. How to build a new SharePoint Intranet in two months with very little budget, one part-time project manager, some outside help and 80 volunteers... and live to tell the tale

1. How to build a new
SharePoint Intranet in
two months with very
little budget, one part-
time project manager,
some outside help and
80 volunteers...
and live to tell the tale
Mimi Garrity Denman

2. 2

3. The clock is ticking.
You have
60 days…

4. People
Process
Technology

5. People
Process
Technology
Plan

6. Design
Phase
Implementation
Phase
Investigative
Phase
%Adoption

7. The
Investigative
Phase

8. The Investigative Phase
Business
Requirements
Technical
Planning
User
Experience
Governance
Organizational
Readiness

9. Studied Nielson 2008, 2009, 2010
Individual Interviews (over 25)
Took all courses on Lynda.com
Hired outside team to study “Farm”
Watched Ragan Comms Summits

10. Built on a
SharePoint
2010 platform
Customizable
by locations in
key areas
Easily updated
and maintained
by content
owners
Great design
and usability
Will add to our
culture and
productivity

11.  SharePoint 2010 strategy and
infrastructure established
 Governance model complete
 Meetings held with design team
 Steering Committee re-engaged
 Basic site outline proposed
 Content owners identified
 Top “must haves” determined
 Wireframes created
 Tech requirements analysis
completed

13. 13
Core Site Map for GreenSpace
Taleo
GreenSpace
Home page with
Localization area
Organizations
HR
Locations
How Do I?
Dept.
Collaboration
depts.taleo.com
CIT
•Infrastructure
•Applications
•Etc
Services
•Technical
•Customer
•Etc.
Marketing
•Assets
•Narratives
•Message boards
•Projects
Team
Collaboration
teams.taleo.com
Projects
Projects
Projects
My Sites
people.taleo.com
User
User
User
Etc.
Publishing Collaboration
tools
TBD
Access by all
Taleo Employees
Access only by
department
Access only by
teams w/ permission
Ind. Site and profile

14. 14

15. 15
GrassRoots Projects
Employee Events
Locations
How do I…?
Social Media Best Practices
Training
New Hire Instructions
SharePoint Collaboration Best Practices
Engagement and Rollout
GreenSpace

16. 16
GrassRoots Projects: How do I…?
• Suggestion: one page
• 12 categories (3 columns X 4 rows)
• Drop down menus?
• Need to gather and maintain content
• Need approved team content owners by category
• Need to work with subject matter experts
• HR, Facilities, Finance, etc.

17. 17

18. 18
GrassRoots Projects: New Hire Instructions
• All in one central location
• Create simple training PPTs/videos
• Need to gather and maintain content- need approved team
content owners by category
• Need to work with subject matter experts (HR, Facilities, etc.)
Coupa
Lawson
Eloqua
Salesforce.com
Email and Phone Set Up
Network Connect
Taleo Performance
Online Benefits Enrollment
Mobility Request
WebEx and InterCall Set Ups
Chatter

19. 19
2011
19
• Governance Model
Infrastructure
completed
• SharePoint Platform
selected
• TIP* launched
August
• Catapult
Selected
• Completes
Assessment
Sept 22
GrassRoots
kickoff
meeting
Mid-
October
Present plans
to Mimi
Mid-Sept
Catapult
begins
planning
process
September 30
Hold first GrassRoots
Project meeting
October 7
Hold 2nd
meeting
October 30
Deadline for
GrassRoots
content
Dec 1
Site goes
live!
Content being
collected from all
sources
development,
stabilization
Early
September
• Research
conducted
• Basic site plan
written
• Call for
Volunteers
2009
GreenSpace/GrassRoots TimeLine
October 14
Hold 3rd mtg
deployment
*Name of original intranet

20. 20
How Will We Communicate?
• Use WebEx WITH Cameras on! 
• Record all meetings
• Create simple project plans on PowerPoint
• Use this deck as reference for consistency
• Make sure tasks have dates and accountability by person/s
• Post everything on the GreenSpace Collaboration site
• We need to “drink our own champagne”

21. 21

25. 25
GrassRoots Key Dates
Major Task Date
Sign up for Working Group September 22-
29
Participate in your chosen first Project Meeting
(Mimi will send invites to all- accept the appropriate
one)
September 30
Select leader and communications contact September 30
Assign initial tasks September 30
Hold second meeting (leader will send invites) October 7
Report on findings/suggestions to Mimi w/o October 10
Hold third meeting October 14
Final content due October 28
SITE GOES LIVE! December 1

26. 26
Agenda
 Introductions (briefly please)
• Name, Role, Location, Why you joined GrassRoots
• Select a Communications Specialist to take notes
• Go to your project page (after this slide) and review overall goals/notes
• Brainstorm ideas (please capture them all in writing)
• Select a project leader (any volunteers?)
• Determine tasks and action items
• Reminder next meeting is October 7
• Leader needs to set up on WebEx
• Add major tasks to SharePoint site – assign a member and date
• Communications Specialist – post meeting notes on Project Site
and send an email to Mimi when completed (mdenman@taleo.com)
• Members of Team – complete tasks and post responses, add links,
ideas, etc. on your project site

27. The Design
Phase

28. Set expectations: phased approach

33. (Name) Org Chart – (Month, Year)
Name, Title
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name
Title
Responsibility
Responsibility
Name/admin
Name, HR
Business Partner
Name, Finance
Business Partner

34.  Finalized design for six templates
 Gathered content for all
 Built out 78 unique sites
 Trained over 40 contributors
 Finalized layouts and copy for
launch campaign
 Purchased web parts

35. The
Implementation
Phase

36. Implementation
Roll out email campaign
Finalize content
Finalize GrassRoots best practices
Train content owners
Continue work on IT integration
Create posters and banners
Order gifts and certificates
Plan launch day
GreenSpace

37. Email Campaign

38. Taleo GreenSpace
Quick Start Guide for GreenSpace Content Authors
December 11, 2011 Client Confidential Page 1 of 22
Maintaining Your Site
Introduction to the Organizational Page Layouts
There are two welcome page
options available for your
site; the default page layout
(shown to the right) and a
tab-based layout (shown
below). Both include a site
image, welcome text, an
employee spotlight, links,
documents, and events /
announcements. The
information pages (i.e.
secondary site pages) are
shown as either a list, or a
set of tabs depending on the
layout selected.
When your new site is
first provisioned, you will
see that it is created with
some sample content in
order to help you see how
the various elements work
together. This sample
content can be toggled
on/off from the site settings
screen (see the section
titled ‘Adding/Removing
Sample C
o
ntent’ later in this
document.
Figure 2: Default Page Layout
Figure 1: Organizational Page with Tabs
Taleo GreenSpace
Quick Start Guide for GreenSpace Content Authors
December 11, 2011 Client Confidential Page 7 of 22
Saving and Publishing Changes
There are five important concepts to understand when working with SharePoint pages:
Check-Out – a lock placed on the page when you begin editing in order to prevent others
from attempting to edit the same page at the same time. Pages are checked-out
automatically when you begin editing a page.
Save – creates a draft copy of the page on the SharePoint server that only you will see. Can
be used often while making changes in order to ensure that your work is safely stored on the
server.
Check-In – saves the current draft copy of the page and releases the lock placed on the file
when you began editing. Checked-in files can be viewed and subsequently checked-out for
further edits by other authorized content authors for the site.
Publish – promotes the current copy of the page from draft to final and (once approved)
makes the page visible to all site visitors.
Approval – If approval workflows are enabled, pages must be approved before they are
visible to general site visitors, depending on the settings chosen for your particular site,
approval may be a one-step activity, or it may be an approval workflow consisting of one or
more steps with email notification and associated task tracking.
Saving, Check-In, and Publishing are all accomplished from the ribbon when working on a page.
Publishing a Page
1. While the page is in edit mode, click the Publish tab of the ribbon
2. Click the Submit button
3. (Optionally) Enter comments in the Submit for
Approval window. Comments entered here will
be visible to the individuals conducting the
approval
4. Click Continue
5. If the standard approval workflow is enabled on
the site, the workflow initiation window will
appear allowing you to set specific guidelines for the approval process (such as Due Date),
and allow you to CC: the request to interested parties

39. From the ad page, click site actions/edit page.
39

40. Now you can edit anything on this page by typing in the text
boxes, adding new images or using the ribbon on top to
make changes. Please see notes.
40

41. is hereby granted to
for your spirit of volunteerism and lasting contribution as a member of
Awarded: October, 2011
Awarded by: Caroline Japic, VP Corporate Communications and Mimi Garrity Denman, Director of Internal Communications
Certificate of Appreciation
Chet Mason

42. Launch Plan
Overview
 Goals
 Vehicles
 Banners
 Posters
 Gifts
 Day of event activities

43. Launch Plan
Goals
 Taleo employees from all locations:
 Recognize volunteers
 Excited about GreenSpace
 Curious to learn more
 Encouraged to enter contest to win prize
 Inspired to contribute and give feedback
 Long-term…break down silos through
collaboration and understanding

44. Launch Plan
Posters
 24 x 18
 Locations: public areas
 Lobby
 Cafes
 Other?

46. 46

47. Launch Plan
Gifts
 Globe squeeze balls
 All Grassroots members (see spread sheet)
 All Content owners (see spread sheet)
 WITH SIGNED CARDS
 Globe Tumblers
 GrassRoots Leaders
 Head of IT
 Key team members

48. Shipping Address Exptd Arrival date Taleo Contact Posters* Banners** Gifts
Dublin, CA 94568
11/28/11 Melissa Van Hagan 10 1 English x
Sunrise, FL 33325
11/28/11 Melissa Johnston 6 1 English x
Jacksonville, FL 32256
11/28/11 Melissa J 6 1 English x
Quebec City G1K 9C5
11/28/11 Audrey 10
1 English,
1 French
x
Sydney, 2000
11/28/11 Helen Nassos 2 1 English
X and
Melbourne
Chiswick High Road, London,
W4 5RP 11/28/11 Sandrine Angelo 4 1 English x
5 Hammersmith Grove, W6
0LG London 11/28/11 Sandrine Angelo 3 1 English
Paris 11/28 Sandrine Angelo 1
92500 Rueil Malmaison
11/28/11 Sandrine Angelo 1 x
30-415 Kraków, Poland
11/28/11 Thierry Noel 2
Naperville, IL 11/28 1
Petaluma, CA 11/28 2
Edinburgh 1
Amsterdam 1
*based on number of employees. Basic art will be provided and can be translated and printed if desired.
**limited # based on cost

50. LOCATION PAGE
DEPARTMENT PAGE

51. 51

54. Weekly Newsletter

55.  Built out 78 unique sites
 Trained over 40 contributors
 1/3 of all eligible employees
entered contest
 Time to publish went from 48 hours
to 10 minutes for news stories
 80% visited at least once daily
 Editorial calendar created
 Education continued
 How do I? page- very successful
 Some bugs
 Great collaboration between IT and
communications

56. Launch promotion essential
Collaboration is everything
Support of senior management
Don’t underestimate training
Brand your site-make it appealing

57. 57
http://denmancommunications/ragan

58. mgd@denmancommunications.com