Anatomy of an Intranet: Key Components and Best Practices
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The document is a presentation on building an intranet given by Mike Greene of B&R Business Solutions. The presentation covers defining requirements like goals, information architecture and governance; content strategies around communications, collaboration and business processes; branding, training users and content owners; deploying in stages; and ensuring adoption. The goal is to provide guidance on the anatomy of a successful intranet implementation.
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Anatomy of an Intranet: Key Components and Best Practices
- 1. mike-greene.com@webdes03 Anatomy of an Intranet Triangle SharePoint User Group January 5, 2016 1/5/2016 Anatomy of an Intranet 1
- 2. mike-greene.com@webdes03 Introduction B&R Business Solutions • Solution Architect • Based in Raleigh, North Carolina Professional Experience • Microsoft SharePoint Stack since 2007 • Consulting and Professional Services since 2010 • Public Web Design since 2003 Hobbies • SharePoint Saturday & User Group Speaker RIC, VB, ATL, AUS, TPA, RDU • Leadership Council, Triangle SharePoint User Group 1/5/2016 Anatomy of an Intranet 2
- 3. mike-greene.com@webdes031/5/2016 Anatomy of an Intranet 3
- 4. mike-greene.com@webdes03 Agenda • What is an Intranet • Requirements Gathering • Goals of Your Intranet • Governance Plan/Committee • Information Architecture • Branding, UI/UX • User & Content Owner Training • Deployment & Rollout • Adoption • Intranet Checklist & Tools 4
- 5. mike-greene.com@webdes03 What is an Intranet • Corporate website accessed only by internal users/employees • Corporate news, information, alerts, forms • Department information, contacts • Document sharing and collaboration • Company-wide social (Yammer) • Enterprise search • Employee self-help, FAQs, discussions • Employee directory 1/5/2016 Anatomy of an Intranet 5 Intranet Internal Users Only Corp. Communications Employee Collaboration Enterprise Search Internet Public Website Product Information Sales Conversions Marketing Extranet Internal/External Users Suppliers, Vendors, Customers and/or Business Partners
- 7. mike-greene.com@webdes03 Requirements Gathering Planning • Identify Project Sponsor • Identify Stakeholders • Marketing • Communications • Information Technology • Human Resources • Executive Team • Schedule • Budget • End User Feedback 71/5/2016 Anatomy of an Intranet Content • Define Information Architecture • Site Structure • Content Types • Enterprise Keywords • Enterprise Content Strategy • Main Content Buckets • Navigation Strategy • Identify Content Owners • Search & Content Discovery Strategy Design • Corporate Branding Guidelines/Requirements • Device & Mobility Strategy • Browser Requirements • User Experience Expectations • Page Structure • Key Page Elements • Identify Custom Solutions
- 8. mike-greene.com@webdes03 Define Measurable Goals for Success 8
- 9. mike-greene.com@webdes03 Define Measurable Goals Short Term Strategy Identify initial deployment goals, such as migration from an existing migration platform, upgrade of an existing intranet, or rebranding exercise. Define Intranet Roadmap for initial and follow-on releases. User & Content Owner Training Strategy User Adoption Strategy 91/5/2016 Anatomy of an Intranet Information Architecture Content Strategy Enterprise Search Strategy Collaboration Social User Experience Governance Adoption
- 10. mike-greene.com@webdes03 Define Measurable Goals Long Term Strategy Most Intranet deployments follow the software lifecycle of their platform. Define a strategy to continuously grow, develop and build on your Intranet throughout its’ lifecycle. Think Maturity Curve, ie: Crawl, Walk, Run Business Solution platform of choice. 101/5/2016 Anatomy of an Intranet Initial Rollout Decentralized Management Business Solution Buy In User Self Service & Enterprise Wide Decentralization Continuous Improvement & Business Solutions
- 12. mike-greene.com@webdes03 Governance Committee • Bipartisan Group Charged with: • Maintaining & Enforcing Governance • Platform Evangelism, Motivation of Use • Business Solution Positioning & Process Enablement • Addressing Open Issues/Concerns • Ensuring Business Value is Realized • Mix of Technologists, Stakeholders, Sponsors & Power Users 1/5/2016 Anatomy of an Intranet 12 Governance Committee Platform Goals Corporate Strategy Department Needs Business Processes Automation Collaboration End User Needs
- 13. mike-greene.com@webdes03 Governance Plan • Platform Architecture • Infrastructure, Backup & Restore, Disaster Recovery, Maintenance, Testing, Custom Development • Content Strategy • Lifecycle Management, Records Management, Metadata, Navigation • User Experience • Permissions, Search, Policies/Procedures Branding • Users • Permissions & Roles, Content Targeting, Personalization, User Profile Management • Operations • Support, Training, Escalation Paths, Knowledgebase, Helpdesk • Metrics & Performance • Platform Goals, Maturity, Success Factors, Monitoring, Auditing 1/5/2016 Anatomy of an Intranet 13
- 15. mike-greene.com@webdes03 Core Information Architecture • Site Topology • Web Applications • Site Collections • Subsites • Site Navigation • Content Types • Content Type Hub • Enterprise Content Strategy • Content Databases • Managed Metadata & Enterprise Keywords 1/5/2016 Anatomy of an Intranet 15
- 16. mike-greene.com@webdes03 Information Architecture Benefits • Standardized Data Types • Better Content Discoverability • Search Refinement • Dynamic Rollups • Intuitive Navigation Context • Prioritized System Restore/Recovery 1/5/2016 Anatomy of an Intranet 16 Policy Procedure Form News Report Contract
- 17. mike-greene.com@webdes03 Content Strategies Corporate Communications 171/5/2016 Anatomy of an Intranet Empower Social & Collaboration Business Process Enablement
- 18. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 181/5/2016 Anatomy of an Intranet Empower Social & Collaboration Business Process Enablement
- 19. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 191/5/2016 Anatomy of an Intranet Empower Social & Collaboration • New Employee, Birthday & Award Announcements • Employee Directory • User Self Service • Office Web Applications • OneDrive • Distributed & Delegated Management Business Process Enablement
- 20. mike-greene.com@webdes03 Content Strategies Corporate Communications • Company, Product, Industry News • Benefits Information • Alerts • Upcoming Events • Leadership Blogs • Stock Ticker • Current Weather 201/5/2016 Anatomy of an Intranet Empower Social & Collaboration • New Employee, Birthday & Award Announcements • Employee Directory • User Self Service • Office Web Applications • OneDrive • Distributed & Delegated Management Business Process Enablement • Content Rollup • Popular Content • Document Ratings • Records Management • Forms • Workflow • Enterprise Search • Search Driven Applications • Business Intelligence
- 22. mike-greene.com@webdes03 Branding Components • Master Pages • Page Layouts • Cascading Style Sheets (CSS) • JavaScript • Content Types • User Controls • Custom Web Parts 1/5/2016 Anatomy of an Intranet 23
- 23. mike-greene.com@webdes03 Branding for User Adoption • Branding (UI/UX) is a Critical Component to User Adoption • Consistent Look & Feel • Enhanced User Experience • Organization Specific Customizations • Device Strategy • Gamification • Dynamic Content Driven Homepage 1/5/2016 Anatomy of an Intranet 24
- 24. mike-greene.com@webdes03 Sample Homepage 1/5/2016 Anatomy of an Intranet 25
- 25. mike-greene.com@webdes03 Device Strategy • What Types of Devices? • How will Users Connect? • Responsive Design? 1/5/2016 Anatomy of an Intranet 26
- 26. mike-greene.com@webdes03 Branding Process 1/5/2016 Anatomy of an Intranet 27 CaptureRequirements Corporate Branding Guidelines SharePoint Platform Requirements & Dependencies User Experience Expectations Navigation Strategy LowFidelityWireframes Sketches focused on User Experience • Navigation • Page Layout • Content Structure • Key Page Elements • Usability Used for Internal reviews Only HighFidelityComps True to Life Representation of Finished Product • Accurate Colors • Sizing • Page Features • Element Design “Pixel-perfect” SolutionDevelopment Develop Solution Package If Selecting a Design Firm: • Review their Processes & Methodology •Check Relevant SharePoint Experience •Review Previous Work •Ensure Wireframes & Comps are Carefully Reviewed UserAcceptanceTesting Develop Testing Plan Deploy Final Solution to Staging Environment Select Beta Users for Testing Test Common Use Cases & Exercise Testing Plan Deployment&Rollout Communicate Rollout & Go- Live Strategy Deploy Solution to Production Continuous Improvement
- 27. mike-greene.com@webdes03 Customization Guidelines • Defined by Governance Plan & Overseen by Governance Committee • What Forms of Customizations are Permitted (ie: No Code, Sandbox, Full Trust Farm Solutions) • Leverage Out-of-the-Box (OOTB) Solutions Ahead of Custom Solutions 1/5/2016 Anatomy of an Intranet 28
- 28. mike-greene.com@webdes03 User & Content Owner Training 29
- 29. mike-greene.com@webdes03 User & Content Owner Training • Many Organizations Overlook Importance of User Training • Training & Empowering Users Leads to: • Better Content Lifecycle Management • Better Adoption of SharePoint as a Platform • Cleaner & More Consistent Data • Better Information Discovery • End User Self Service • Decentralized Management of SharePoint 1/5/2016 Anatomy of an Intranet 30
- 30. mike-greene.com@webdes03 Common User Roles End User or Consumer • Browses Intranet • Consumes News • Reads Documents • Authors/Edits Documents • Completes Forms • Performs Searches 311/5/2016 Anatomy of an Intranet Content Owner or Site Administrator • Manages Permissions • Authors/Edits Pages • Power User • Identifies Business Process Enablement Opportunities • Evangelizes SharePoint • Level 1 or 2 End User Support SharePoint Administrator • Level 3 Support • Topology Management & Oversight • Solution Implementation • Solution Management • Overall Platform Maintenance & Health
- 32. mike-greene.com@webdes03 Deployment & Rollout • Must Have Communications Strategy • Must Have User Training • Content Authors • End Users • Implement Initial Quick Wins • Short Duration, Low Risk, High Visibility Efforts to Promote SharePoint & Drive Adoption • Early Adopters • 12-18 Month Roadmap 1/5/2016 Anatomy of an Intranet 33
- 33. mike-greene.com@webdes03 Server Topology • Plan for Scalable Architecture • Never Use a Single Server • Scale Up & Out As Necessary • Plan for Three Environments • Development/Test • Staging • Production 1/5/2016 Anatomy of an Intranet 34
- 35. mike-greene.com@webdes03 Adoption • Set the Vision; What Will SharePoint Do? • Grassroots Focus on Specific Business Areas/Units • Relevant Use Cases • Educate and Demonstrate Value • Empower People • Build Relationships; Support Champions 1/5/2016 Anatomy of an Intranet 36
- 36. mike-greene.com@webdes03 Intranet Checklist Formal Requirements Device & Content Strategy Measurable Success Criteria Governance Plan & Bipartisan Oversight Committee Enterprise Content Strategy Training Plan & Strategy Implementation Team User Adoption Plan 37
- 37. mike-greene.com@webdes03 Tools XMind Mind Mapping Tool xmind.net FREE Balsamiq Mockups Design/Wireframing Tool balsamiq.com $79 SharePoint Maturity Model Long Term Goals & Strategy sharepointmaturity.com FREE 38