Not a long jumper — Greig Rutherford

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Thanks Wedge/Lisa
Great to meet you all and be asked to speak today
Sorry to disappoint anyone who thought I was this guy!
I’ll pose for selfies, if you really want me to, but despite being sporty, I’m definitely not a long jumper
I do sometimes get confused with that GR, people see the name and make assumptions, like on Twitter where a few Premier League footballers have thought that I’m the one with the ginger hair
But this idea of not wanting to make assumptions is what I want to talk about today
And it’s where our digital diary exercise comes in as we develop our digital workplace at Standard Life Aberdeen

So, a little bit about us
We’re an investments business head-quartered in Edinburgh with offices around the world, about 6,000 colleagues in all
The company changed massively in 2017 after the merger of Standard Life and AAM
The merger has given us three intranets:
The Aberdeen intranet on the left, which is on prem and SharePoint 2010
The Standard Life intranet in the middle, which is also on prem, but is SharePoint 2013
Finally, the Global News site, which is a cloud-based solution to make sure everyone after the merger could consume news in the same place
They all have their limitations and benefits, but it gives us a far from ideal landscape to help people to do their jobs and communicate, especially through a period of big change

Working in Communications, this set-up was obviously an issue for us and our colleagues
So we set out on a Digital Workplace programme to overhaul our offering and bring the internal experience up to modern standards and expectations
There’s a ton of change going on at the moment and one of our key strategic drivers is ‘making it easier’ > so this fits in nicely and is seen as a shining light in our colleague engagement approach

So, rather than assume that we know what our colleagues want from their new Digital Workplace, we decided to find out and ask them
Sounds simple right?
It’s totally the right thing to do but in amongst all of the change in the business, it has taken time
We worked with a consultancy called Origin to help us kick things off
They were fantastic and really helped us plan things out, get the work done and pull together recommendations to take the project forward
Today we’re going to look at the Digital Diary work from February, but you can see how it fitted into the wider process

In the lead up to February, we wanted to make sure the digital diary findings would stand the test of time
So we made sure we had a real mix of locations, roles and hierarchy
You know what it’s like when you’re asked to complete a survey, especially over a period of time
The enthusiasm quickly wears off
So we went down a different route to make sure we found out what people really did at that moment, rather than what they think they did or could remember if they told us retrospectively

To do this, we used an app called Indeemo
Colleagues captured their digital touchpoints at work for a week
It was on their phones and they could upload a picture, video or text as and when they were doing the activity
It was great to see this come through in real time on our Indeemo dashboard

At first we asked the group to take a selfie and just upload everything they did on the Monday
This meant they got familiar with the app and we could overcome any teething problems
We could also push out tasks to them via the app and because it was real time, we could make quick decisions
For example, we realised we weren’t getting enough specifically on the intranet, so we pushed out a task to focus on that for two days
At the end of the week we did the same about storing and sharing documents to give us a thorough look into these topics

We got back something like this
This is an example of an Investment Manager in London
They were in and out of meetings this day
The day is quite spread out and their main pain points were around:
Collaboration
Duplication
[Pull out some of the entries if time permits]
Use of shadow IT
We really did see what people did, whether it was good or bad

One of the key findings overall was that during change and an uneven IT landscape, people reverted to what they know… email

Ask the audience about their inbox
100 emails
500
1,000
10,000?
One of our people had over 52,000 unread emails
We could see a chunk of that could be overcome by improving communications and collaboration through the digital workplace
BUT, that can also be sorted out by some half-decent inbox management and discipline!

On screen are a number of quotes from our colleagues taking part in the exercise

They touch on the core themes that we’re taking forward:

Too much email
Connectability
Collaboration
Personalisation
Commercial/contemporary solution
Mobile experience
Search – people search

We also uncovered a number of out of scope findings

This included things like: internet connection speeds and a lot of feedback we can account back to the merger and the amount of change within the business

We shared this insight with the relevant teams to take forward to make sure it didn’t fall into a black hole

What this has all given us is really rich data and insight to let us take our digital workplace project forward
We’ve got clear colleague requirements that we can confidently stand behind
A vision of where we want to get to
The project will deliver a modern, global, digital portal providing personalised content and news, social and community tools, an authoritative source of people information
Objectives to allow us to refer back to and make sure we’re doing what we set out to do
And principles to keep us on track through delivery and then BAU

So, was it worth it?
Absolutely and I’d recommend it to anyone undertaking a digital workplace project
It’s been a very helpful aid being able to refer back to ‘this is what our people told us’ when we’re challenged by IT or the Exec Team
And we’ll continue to be challenged… and we’ll continue to refer back to our findings knowing that they’re solid and there’s no assumptions in there

If only the same could be said about my Twitter!

Not a long jumper — Greig Rutherford — Standard Life Aberdeen

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Not a long jumper — Greig Rutherford — Standard Life Aberdeen