WeWork is making significant strides in connecting members to the space, services, and community needed to create their life’s work. To scale effectively, it was essential to build an internal knowledge sharing platform that enables the WeWork team to be successful in a similar way. In this presentation, Colleen Kasprzak, Corporate Strategy Associate, will discuss the evolution of WeWork Connect from a grassroots effort to an on-brand corporate intranet for employees. By leveraging Confluence and available theming marketplace apps, a solution was developed that promotes interdepartmental transparency and collaboration, while connecting global team members through an interface that aligns with WeWork's core company values.

1. WeWork Connect
Shaping Confluence to Represent Our Culture
Colleen Kasprzak | Associate Director, Strategic Planning | WeWork

3. SPACE
Beautiful, collaborative,
physical spaces for teams
of any size
SERVICES // RESOURCES
Access to health care,
payment processing, IT
support, payroll, legal
and more
COMMUNITY
Thousands of global
members who collaborate
physically and digitally
SUPPORT
Community Management
Teams in each location to
provide support to our
members and community
WEWORK AT A GLANCE // OFFERINGS

4. WEWORK AT A GLANCE // COMPANY GROWTH
*Including locations currently open and announced through December 2017
**Including countries currently open and announced

5. WEWORK AT A GLANCE // EMPLOYEE GROWTH
*As of September 1, 2017
**As of June 1, 2017

6. WEWORK VALUES

7. OUR MISSION:
TO CREATE A WORLD WHERE
PEOPLE WORK TO MAKE A LIFE,
NOT JUST A LIVING

8. Agenda
Vision

9. Connect our global community
through an agile and scalable
knowledge platform that remains
authentic to the WeWork brand
WEWORK CONNECT // VISION

10. Connect our global community through an agile and scalable knowledge resource that
remains authentic to the WeWork Brand
WEWORK CONNECT // GOALS
ENGAGE
Connect employees to
internal and external
platforms, applications,
dashboards, and reports
COLLABORATE
Capture and share standards,
best practices, and process
guidelines within and
between all functions
INFORM
Provide a central resource for
all employees to access up-
to-date information, policy
changes and announcements
CENTRALIZE
Maintain single source of
truth by leveraging macros
and apps across the
platform

11. Agenda
Background

12. CONFLUENCE EVOLUTION
01/2015 09/2015 01/2016
Confluence
introduced to
Product; Design
Standards Project
Kickoff
04/2014 06/2014 07/2015
Design Standards
Wiki 1.0
launched
Design Wiki 2.0
developed and
launched
Jira + Confluence
introduced to
Digital for SOX
compliance
Design Standards
Wiki is redesigned
and relaunched as
Product Wiki
Additional
Functions begin
adding content to
Product Cloud
Instance

13. Background
Context
Atlassian Consolidation Project
Functions need the ability to collaborate, exchange and leverage information
between each other.
This platform and content needed to be developed and administered in a way that
is manageable and scalable, while enforcing best practices and ensuring that the
application is in good health.
Identified Issues
• Cost of maintaining two Cloud Accounts, Apps, and dual user accounts
• Cannot utilize full add-on suite due to use of Cloud versions
• Inconsistent platform and Space permissions
• No single source of truth for content (Confluence, WordPress, Google Drive,
email, etc)
• Unable to skin Confluence space(s) based on Brand Guidelines

14. Background
Team
Roxana Martinez
Project Manager
Colleen Kasprzak
Confluence Admin // Design
Lenore Vassil
Project Sponsor
Tim Beeler
Functional Expert
Bryant Rockoff
DevOps
cPrime
Atlassian Technical Support

15. Initial Project Scope
• Digital // 69 spaces, 69 projects, 278 users
• Product // 14 spaces, 10 projects, 725 users
• Other Functions // 10+ spaces
• Enterprise Administration
• On-brand design theme
Background
Scope

16. Final Project Scope
• Digital // 69 spaces, 69 projects, 278 users
• Product // 14 spaces, 10 projects, 725 users
• Other Functions // 10+ spaces
• Enterprise Administration
• On-brand design theme
• Corporate Technology // 50 standards (various sources)
• Community + Ops Standards // 285+ standards (Wordpress)
Background
Scope

17. Background
Timeline
2016 Project Schedule

18. Agenda
Structure

19. Organization
Platform
Structure
WeWork Organization
WeWork is structured based on an organizational matrix of Executive Groups,
centralized and regionalized Functions, Business Lines and Corporate Initiatives.

20. Structure Overview
Connect is structured based Executive Groups, centralized and regionalized
Functions, Business Lines and Corporate Initiatives/Projects.
Requirements
• Matrix-based
• Agile + Scalable
• Decentralized Content Management
Space Structure
• Executive Group > Function > Discipline
• Corporate Initiatives
• Business Lines
• Jira Projects
Space Theme Types
• Connect (Brikit // WeWork Connect)
• Projects (Default Global Look + Feel)
Organization
Platform
Structure

21. STRUCTURE // AUGUST 2016

22. STRUCTURE // NOVEMBER 2016

23. STRUCTURE // NOVEMBER 2016

24. STRUCTURE // JANUARY 2017

25. STRUCTURE // JANUARY 2017

26. STRUCTURE // JULY 2017

27. STRUCTURE // JULY 2017

28. STRUCTURE // PRESENT

29. Platform
Structure
System
System Information
Instance Type: Confluence Server
Version: 6.1.1
Total Spaces: 169
Site Spaces: 146
User License: 10,000
Active Users: 3,748
Total Groups: 133
Active Groups: 108

30. Platform
Structure
Permissions
Platform Authentication
All employees can access the platform through OneLogin, streamlining authentication process
across multiple corporate platforms.
Community & Ops
Standards
Community team members
are able to quickly access
their standards space
through a direct link on
their OneLogin dashboard
WeWork
Connect Tile
Employees access Connect
through this tile on their
OneLogin Dashboard

31. Platform
Structure
Permissions
Permission Scheme
View and edit access to all spaces are closely managed through User Groups.
Default Space Permissions
• administrators (all permissions)
• confluence-users (can view)
• “function”-users (access to Function
restricted areas)
• “function”-editors (can edit specific
Function Spaces)
Additional Space Permissions:
• “function”-admin (all space permissions)
• “function”-consultants (can view and edit,
as specified)
Connect User Roles:
• Site Administrator
• Space Administrator
• Content Manager
• Content Editors / Collaborators
• WeWork Employees
• External Consultants
Global Permissions
• administrators (all permissions)
• confluence-contractors (can use)
• confluence-users (can use)
• system-administrators (all permissions)

32. Platform
Structure
Best Practices
WeWork Confluence Standards
Spaces
• Determine how a space will be used by Function or Project team
• Use Brikit Theme templates and Confluence global templates to assist in space
development
• Ensure each space has multiple space administrators
• Review content periodically to identify and refresh out dated content
Pages
• Use page restrictions for Function internal collaboration sections
• Leverage include macros (page include, excerpt and excerpt include) for content reuse
Users + Security
• All users assigned to appropriate global access and user groups
• Restrict confluence system administration to a small subset of key users
• User groups to define permissions
Training
• Support editors and users through multiple channels (Slack, Office Hours, Work Sessions)
• Develop documentation for training and onboarding

33. Agenda
Design

34. CONFLUENCE // GLOBAL LOOK AND FEEL

35. Connect our global community through an agile and scalable knowledge platform that
remains authentic to the WeWork Brand
DESIGN // LOOK & FEEL
Voice
• Warm, friendly, and supportive
• Sense of community
• Distinctive, informative, and to the point
Photography
Brand-approved images of the WeWork
community, events, and locations are used
to add excitement, color, and character to
the platform.

36. DESIGN // CONTENT CONSIDERATIONS
Function Landing Page
• Mission
• Welcome Statement
• Discipline/Sub-function Overview
• Org Chart from Workday
• Content Manager Contact Information
• Quick Links
• Page Tree of Contents
Function Content Pages
• Process Guidelines
• Standards
• Documentation
• Best Practices
• Frequently Used Documents
• Onboarding Materials
Connect Header
• Logo
• Menu
• Search Bar
• WeWork Menu by Executive Group
• Simple Toolbar
• Function Header (typical content)
• Executive Group Image (typical content)
Connect Footer
• Galatic HQ Address
• Connect & IT Support Links
• OneLogin Access
• Culture Links
• WeWork External Websites
• Blogs & Social Media
Design templates based on Functional content and corporate communication requirements

37. Build company culture, ease
information consumption,
and boost employee
engagement.
BRIKIT THEME PRESS // VISUAL DESIGN STATEMENT
https://marketplace.atlassian.com/plugins/com.brikit.themepress/server/overview

38. 01 // WEWORK CONNECT HOME PAGE
Connect Home
Announcements
Rotate Content macro from
the Home_Hero
Announcements page
Culture
Content and updates relating
to all culture initiatives, key
meetings, employee
recognition, and special
culture events
Key Function Links
• Corporate Calendar
• IT Systems Gallery
• Corporate Meeting Access
• Press Updates
• Request/Support Links
Featured Content &
Announcements
Special announcements,
detailed event information,
and press releases
Header Image
Header image is updated
frequently, depending on a
recent event, announcement, or
opening
Upcoming Events
• Corporate Event Schedule
• Corporate Event Links
• Recent Location Openings

39. 02 // FUNCTION LANDING PAGE TEMPLATE
Function Name &
Function Mission
Key Discipline Links
• Relevant Functions
• External platforms
• Key Content Pages
Space Content
• Space Link macro
• Page Tree macro
Function Welcome
• Message to users
• Workday Link
• Discipline Overview
• Key Contact Information
• Support Link

40. 03 // EXECUTIVE GROUP LANDING PAGE TEMPLATE
Executive Group Name
Discipline Links
Key Function Links
• External platforms
• Key Content Pages
Executive Group Overview
• Interesting Content Links
• Function Announcements
• Upcoming Openings
Connect Home Announcements
Rotate Content macro from the
Home_Hero Announcements
page

41. 04 // FUNCTION LANDING PAGE TEMPLATE
Function Name
Discipline Links
Block Links and Action
Buttons compel users to
navigate the Connect
spaces as per function
Operations requirements
Home Link
Link back to Executive
Group Landing Page

42. 05 // DISCIPLINE LANDING PAGE TEMPLATE
Discipline Mission
Space-specific Search
Key Discipline Links
• Relevant Functions
• External platforms
• Key Content Pages
Discipline Overview
• Team Members
• Content + Best Practices
• Project Responsibilities
• Discipline-specific Tools
• Discipline Onboarding
Content
Executive Group Header
Key Content Links
Block Links and Action Buttons
compel users to navigate the
Connect spaces as per function
Operations requirements

43. 06 // CONTENT
Space Contents
Space Link and Page Tree
Macros
Space Header
Header Menu
Dropdown menus
organized by Function
and Business Line
Global Search

44. Improve user experience through design and continued development of knowledge platform
ON THE HORIZON
NEW MEMBER DEVELOPMENT
Design & content updates to Building Knowledge Portal:
• Review all content, definitions, and data
• Embed gallery views of locations by region
• Embed location and data maps as alternate, tabbed view per
region
• Refresh landing page, content templates, and existing pages
PEOPLE POLICY PORTAL
• Extract relevant policy
content, structuring
navigation by region
• Develop strategy for
launch of Confluence
Questions
WEWORK FOUNDATIONS
Develop a designed space,
leveraging cross-posting, for
onboarding and training
purposes

45. APPS & INTEGRATIONS
Content Formatting
for Confluence
Coming soon!

46. Agenda
Adoption

47. Adoptio
n //
Strategy
Adoption
Strategy
Engage Employees
Train and Support
Connect employees to content and
announcements; encourage employees to be
contributors; improve site design to enhance user
experience
Keep Content Fresh
Empower Functions to develop and manage their
own content; promote cross-functional
collaboration; maintain Connect as single-source
of truth
Manage change through onboarding,
presentations, work sessions, and support;
develop training modules for on-demand
training

48. 2,800+
WEEKLY USERS

49. 250+
CONTENT EDITORS

50. 39,240+
ACTIVE CONTENT PAGES

51. Agenda
Looking Ahead

52. Connect our global community through an agile and scalable knowledge resource that
remains authentic to the WeWork Brand
LOOKING AHEAD
GROW
Expand team to assist in the
management and design of
WeWork Connect
IMPROVE
Enhance existing features
and improve user
experience through design
and content development
TELL A STORY
Continue to develop a
cohesive narrative over time
– where we are, what we
do, how we do it
SCALE
Evolve Connect as the
WeWork community
continues to grow and scale

53. WEWORK MISSION
Our mission is to create a
world where people work to
make a life, not just a living.

55. Thank you!
Colleen Kasprzak | Associate Director, Strategic Planning | WeWork