1. 7 Signs Your Intranet is Failing (...And How to Fix It!)
Presented by Daniel Cohen-Dumani

2. Housekeeping
 Webinar is being recorded
 45 minute session
 15 minute Q&A session at the end
 Slides and recording will be available after the session
 Send in your questions!
 Type your questions in the Go-to-Webinar Question Box on the
right side. We will answer questions live at the end of the
presentation.
 You will receive a survey after the webinar, please provide
feedback!

3. Daniel Cohen-Dumani
FOUNDER AND CEO, PORTAL SOLUTIONS
@dcohendumani
Blogger: SME for Portal Solutions
and OneWindow
Digital Workplace Today Blog
Areas of Interest:
Portal and Collaboration,
Productivity and Efficiencies
“A passion for Simplicity and Speed to Market”
Our Speakers

4. Session Learning
Objectives
 The seven signs of a failing
intranet
 Using the right tool(s) for
your organization's needs
 Governance planning
 Setting goals and measuring
ROI
 The overwhelming
importance of having a plan

5. Poll
How many Intranet Redesigns/Rebuilds have you experienced
over the past 10 years?
• 1
• 2
• 3
• 4
• Don’t know

6. Intranet Lifecycle
0
1
2
3
4
5
6
7
8
9
0 1 2 3 4 5 6
Content
Usability
New Intranet
Redesign Redesign

7. ‘The volume of content held in an intranet and
the usability of the intranet are inversely
proportionate. When content grows usability
inevitably decreases and vice versa.’

8. 7 Signs Your Intranet Is Failing

10. 1. Adoption Is Dropping
Usage Is Decreasing
Users are Complaining
Your Leadership and Some Users Don’t Know There is an Intranet

11. 2. Collaboration Is Failing
Your Intranet Is Just a Dumping Ground for Content
Collaboration Happens Outside (Email, IM, Other Systems)
Users Can't Find What They Need

12. 3. Content Discovery Features are Inadequate
Your Search Engine Returns Too Many Irrelevant Results
Users Can’t Find What They Need, They Keep Asking Questions!

13. 4. Your Intranet Is Difficult to Update
It Takes Days, Not Minutes to Update Content
and Features on Your Intranet
Outdated Information

14. 5. Your Platform Is Outdated or Costly to
Maintain
Have You Looked at the Cost of Your platform,
and Is It Time for an Upgrade?

15. 6. You are Wasting Money on Third-Party
Resources
You Have a Large Team of Developers and Technical Resources
Required to Maintain Your Intranet

16. 7. Your IT Team Wants to Keep Control
Intranet Should Be Dynamic and Constantly Updated
Your Organization should Promote Grass-Roots Content Updates

17. So, How Do You Fix This?
 Ensure you define your objectives
 Plan for constant adoption and measure
 Design an intranet that is engaging, constantly updated and
leverage the latest trends and technology advancements
 Ensure your intranet can scale when content surge
 Promote Discovery vs. Navigation
 Enable modern conversations and social features

18. Use the Right Tool for Your Organization’s Needs
 Group Conversations
 Document repository
 Communication workspaces
 Collaboration workspaces
 Content discovery
 News updates and stories
 People and team org charts
 Application catalogs
 Forms and workflows
 Presence and peer to peer communications

19. What Are the Key Factors in Keeping an Intranet Sustainable?
• Establish what the intranet is for.
• Be realistic in what you can do.
• Establish a roadmap for continuous improvement for your
intranet
• Always look to the long term and avoid short term gains that
cannot be sustained
• Manage content centrally, decentralized where it makes
sense
• Adopt the “lean” techniques

20. A Good Governance Plan
Strategy
Ownership
Roles and
Responsibilities
Policies and
Guidelines
Feedback
Support
Training

21. Governance Plan Template

22. Setting Goals and Objectives

23. Don’t Mix Goals and Objectives

24. Sample Goals
Replace email as the only means of communication
Reduce time to produce reports and proposals
Improve ability to staff to contribute content
Improve content findability and discovery
Improve company effectiveness
Provide the most current and accurate information

25. Sample Objectives
To reduce the number of mass distribution emails by 50% by providing a
reliable standard source for current and up to date information
Improve the employee engagement baseline metric on email volume –
Decrease the use of email so that 25% of employees feel it is manageable
To increase employee engagement and participation in news commenting
and stories update
To automate the 10 most used forms and processes
To reduce employee attrition by 10%

26. Poll
Do you measure or have you measured your Return on
Investment?
• Yes
• No
• Don’t know
• What is ROI?

27. ROI – Sample Metrics
 22% increase in employee engagement
 Increase in colleague satisfaction to 97% across frontline staff
 Staff-generated ideas delivering in excess of $1M avoided
costs per year
 60% reduction in internally distributed campaign material
delivering approximately $1M cost benefit in 2013
Link your ROI to Business Benefits and Outcomes

28. The Importance of Intranet Planning
• Identify Key
Stakeholders
• Needs Analysis
• Strategic Impact
• Organizational
Issues and
Roadblocks
Research
• Strategic
Initiatives
• Tactical
Initiatives
• Metrics for
Measurements
Recommendations
Company Strategy

29. The Importance of Intranet Planning
A few tips
- Keep your project small and allow for flexibility and changes
- Manage expectations; users tend to become cynical and the
intranet team will get discouraged. Small projects are easier to
manager and ensure greater success
- Sustainability is also important. Don’t satisfy yourself with short
term improvement, aim for the long term. Don’t claim victory
after a few months, instead continue with iterative improvement
and ensure Usability and Performance are maintained
- Keep a few simple metrics

30. Final Thoughts
- If you feel like your intranet is failing (check the 7 signs), it is
time to act
- Don’t view your intranet project as yet another technology
project
- Define your goals, objectives and governance
- Aim for smaller improvement with constant iterative lean
releases
- Put your approach in question, look at options (Build, Buy or
Hybrid)
- Constantly measure usability, usage and learn from this. Without
a few metrics you can’t measure improvement

31. Q&A

32. Thank you. Learn more about intranet
trends:
http://www.onewindowapp.com/blog
Next Steps
See if a ready to go
intranet is right for your
organization.
Yes, I’d like to find out.
http://www.onewindowapp.com/contact