A Day in the Life of a Strategic Intranet

Posted by Kath McNiff on Nov 29, 2018 11:23:03 AM

 

If I asked you to describe your current intranet in four words or less, you'd probably say something like:

  • Bloated and clunky

  • Chaotic and unloved

  • Old school

  • Wait. We have an intranet?

You're not alone - according to  survey by Prescient Digital Media, only 13% of employees report participating in their intranet daily—31% say they never do.

Why?

Is it because employees have no use for tools that make collaboration and communication easier? Is it because they enjoy using a million different platforms to get things done?

Not likely. 

Fast and effective communication is more important than ever. It drives productivity, innovation and employee engagement - a must-have trifecta in today's competitive market place.

Maybe it's time to flip the script on intranets. Maybe it's time to stop thinking of them as dumping grounds for stale documents and, instead, focus on the value they are perfectly positioned to deliver.

For a deep dive into leveraging your intranet - check out our e-book:

3 Ways Your Intranet can be a Launchpad for Success.

Set the Scene

So what would a day with an effective intranet look like?

Let's say you're a designer - working on a logo for your company's latest new product.

You can't work in a vacuum. What steps do you take to get communication and collaboration flowing?

1. Go gather your team

You know that you'll need buy-in from stakeholders across the company - so you start to build a logo taskforce. 

Searching through your intranet's profile directory, you easily zero-in on the right people. 

GreenOrbit-Staff-Directory-Search02

2. Make a collaboration space

Next, you setup a separate space in your intranet where your stakeholders can come to discuss requirements and collaborate on ideas. To kick things off, you welcome people to the new group and explain its purpose.

You upload the brand guidelines, along with inspirational images from your mood-board - a great way to get the logo conversation started.

blog- Mood-board11

3. Book a brainstorming session

You know that face-to-face contact is important too - so you use your intranet to book a meeting room and invite your new taskforce to a brainstorming session.

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Then, you post the agenda in your private group so that everyone is on the same page.

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Your post sparks a few comments - people want to add items to the agenda. 

During the actual meeting, ideas begin to flow and you capture them on a whiteboard. At the end of the session, you take photos of the whiteboard so you can upload them to the private group later on. 

4. Gather Feedback

Back at your desk, the creative juices are flowing and the logos begin to take shape.

You settle on three potential designs and upload them to your intranet to see what people think.

For fun, you create a Quick Poll to see which one is most popular.

 blog Quick Poll

 

Most people seem to like Logo1, but they have a few comments related to color, size and font. The conversation continues back and forth - you take the feedback on board and refine the logo (uploading changes as you go).

5. Spread the Word

Finally, you have a logo that your stakeholders love!

You create a News article on your intranet to share the final version company-wide.

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In the article, you explain the thinking behind the logo and show its evolution from a whiteboard scribble to a polished work of art.

You sit back and smile as the Likes and positive comments come rolling-in.

6. Celebrate!

The Product Owner is excited about the new logo and decides to celebrate with a delicious lunch. He posts an invitation on the #celebrate channel and adds the event to your intranet's company calendar.

blog-celebrate-success01

Now, you deserve a break.

How do you apply for leave? Use your intranet of course.

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Your intranet is key to success

This is just one scenario where an effective digital workplace can be the wind beneath your wings.

It's time to take your intranet seriously - don't put up with a bloated digital workspace that slows everyone down.

Look for an easy-to-use platform that has everything built-in. One that drives productivity and delivers real competitive advantage.

Want to learn more about leveraging your intranet for better business outcomes?

Read our e-book - 3 Ways Your Intranet can be a Launchpad for Success.

Topics: company intranet, communication tools

Centralizing Communications: Thou Shall Not Have Broadcast Email

Posted by Terri McKinnon on Jul 3, 2018 1:09:28 PM

banner-shall-not-to-broadcast-email-article

Financial services organization VicSuper needed an internal communications strategy that was as dynamic and efficient as their 260 person team.

Led by the Learning & Organizational Development team, the company embarked on delivering a new company intranet with GreenOrbit (formerly Intranet DASHBOARD). The goal: To push information and knowledge away from email and into an open, centralized platform.

The organization’s preference for email communications was purely out of habit - as that’s the way it had been for so long. The company-wide reliance on email was taking its toll, making it time consuming and inefficient for working collaboratively. The only way to communicate company news was via an ‘all staff’ email, which failed to engage users and was easily lost amongst other content. They were suffering from serious email overkill.

When disparate systems kill the message

The restrictions email placed on information sharing were obvious to the team. A document would be created and then converted to PDF for emailing. It was too difficult to upload documents to the old intranet, and no one would share it on Yammer as they were two disparate environments. This disconnect fuelled the team’s case for a new intranet, and was identified as a key business challenge.

The vision for the new intranet was that it would be the place to access information, communicate, and collaborate. They were eager to move these activities away from email, and into a central platform where it would actually be read, understood, and engaged with.

It was important to have a system that could facilitate multi-dimensional communications, pushing different messages to audiences in different ways. Pushing collaboration away from email and into iD meant, having a tool that allows several conversations concurrently through news posts, forums, pages and activity feeds – getting messages out at the right time to the right people.

After relying on email for so many years, the team knew it was difficult for people to change their habits - even if they wanted to. Some of the strategies used by VicSuper to drive user adoption included pushing the intranet to employees as the browser home page and committing to “No more blast emails”. In turn, they have found, people have taken to social functionality like ducks to water.

The centralized model

From the outset, the benefits of centralized communications began to unfold. The team had been rolling out a learning program called Activate - about activating their brand. Traditionally, they would have let the business know through an ‘all staff’ email - the same message, at the same time, with the same instructions.

The issue with this was that the course meant different things to different departments, and had different calls to action. Through their new company intranet, this information could be targeted to different groups in different ways. Users could then ask questions, offer advice, and share. Information immediately became more meaningful, impactful, and known. It was no longer buried away in people’s inboxes.

You can learn more about VicSuper’s intranet through their full case study.

To find out more about how GreenOrbit can get work going in your organization - check out the GreenOrbit Feature Checklist:

 

Feature Checklist

 

 

Topics: company intranet, communication tools, Internal Communications, new intranet, Social Intranet

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