Engaging Staff in Your Intranet Rebuild
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Melbourne Water undertook a project to rebuild their outdated intranet. Rebecca Jackson, the social media manager and business lead, discusses the importance of engaging staff in the project. She explains that the intranet belongs to staff and their early buy-in leads to project success. Her presentation provides tips on how to engage staff through requirements gathering, a business representative group, personas, information architecture testing, and usability testing. She emphasizes the importance of involving staff early and throughout the project.
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Engaging Staff in Your Intranet Rebuild
- 1. Engaging staff in your intranet rebuild Rebecca Jackson Social Media Manager, Melbourne Water @_rebeccajackson #intranetsaus
- 2. The bit about me • Social Media Manager at Melbourne Water • Business lead for the Intranet Redevelopment • Sometime sketcher • Find me on: – Twitter: @_rebeccajackson – Blog: rebeccajacksonblogs.wordpress.com – www.linkedin.com/in/rebeccajljackson
- 3. Agenda • Overview of our project • Why bother with engagement • How you can engage your organisation • Tips for success
- 4. Overview of our project
- 5. Melbourne Water • Victorian government owned • 850-2500 staff • $9.4 billion in assets • Looks after – water supply catchments – removal / treatment of sewage – rivers, creeks, major drainage
- 6. The old intranet • Key issues: – Technology end of life – Lack of innovation – Under-resourced and under funded – Ownership/governance confusion – Out of date content
- 8. The roadmap • Project: • New platform • Governance • Up-to-date content • Improved usability • Post project: • Collaboration • Social networking • Mobile • Forms
- 9. The new intranet • SharePoint 2013 • Launched in December 2014
- 19. Why bother with engagement
- 21. Supports a solid business case
- 22. Early buy-in leads to project success
- 23. Different perspectives Beppie CC BY-NC-SA 2.0 via Flickr
- 24. How you can engage your organisation
- 25. Requirements gathering • It’s their intranet, you need to know what they NEED • Builds initial awareness about the project • Do it through – Focus groups – Surveys – Interviews
- 26. Business Representative Group • Representation from across the business • Keep updated about the project • Input into key project tasks • Quick access to what the business needs
- 27. Personas • Represent your typical intranet users • Basis for design decisions • Quick reference to user perspective • Tool when talking to project stakeholders
- 28. Personas Natalie the New Starter Anita the Author Karen the Knowledge Worker Peter the People Manager Austin the Operator
- 30. Show and tell sessions • Take every opportunity to talk about the project • Show designs and progress • Don’t be afraid about feedback
- 31. Information Architecture • Based on clear principles • Users do the work – Card sorting – Tree testing
- 32. Usability testing • Users follow scenarios • Issues are recorded • Where practical, worked into development or the upgrade path
- 33. User acceptance testing • Project team follows formal scripts • Users do ‘exploratory testing’ • They become familiar with the system • Find issues that scripts don’t
- 34. Tips for success
- 35. Ask what they need not what they want Duncan Hull CC BY 2.0 via Flickr
- 36. Involve early, and throughout
- 37. Budget for design activities LendingMemo.com CC BY 2.0 via Flickr
- 38. Be clear on expectations Mimiandeunice.com
- 39. Treats go a long way Matt McGee CC BY-ND 2.0 via Flickr
- 40. Make it fun Hyperbole and a half
- 41. Recap – Why bother with engagement • It’s their intranet • Supports a solid business case • Early buy-in leads to project success • Different perspectives
- 42. Recap – How to engage • Requirements gathering • Business Representative Group • Personas • Information architecture • Usability testing • User acceptance testing
- 43. Recap – Tips for success • Ask what they need… not what they want • Involve early and throughout • Budget for design activities • Be clear on expectations • Treats go a long way • Make it fun
- 44. Thank you for listening • Twitter: @_rebeccajackson • LinkedIn: www.linkedin.com/in/rebeccajljackson • Blog: rebeccajacksonblogs.wordpress.com
Editor's Notes
- Primary reason we build, redevelop and improve on intranets is for staff. Intranets support business processes, bring staff together, make their jobs easier (ref essential intranets). An intranet built without engaging staff, might have a purpose but is unlikely to serve core staff needs.
- One of the hardest tasks with an intranet build or redevelopment is the business case, getting the funding. Starting with user research can help to identify areas of quick win or big bang for buck. Finding where efficiencies can be gained, what peoples issues are, is the starting point for your project. Compelling evidence and strong figures will speak to senior executives and assist in getting the resources required to build or improve.
- While doing a huge unveiling of the intranet and surprising staff with a dazzling new system might sound great for marketing, from a change management perspective it’s a big risk. By involving people in the project early
- A project team can get a bit of project tunnel vision
- If not for professionals, ensure time/resources to DIY
- If you are asking people for their time, you need to be clear exactly what you need them for. You should also be really clear what you DON’T need them for.
- Feed them and they will come
- Meme of the day Chicken chilli zilla
- Feel free to jump into the Yammer group to ask questions Don’t forget to fill out the conference feedback form