An involving approach to intranet design
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Transcript of An involving approach to intranet design
Giacomo Mason – Cristiano Siri
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Intranet challenges:
an involving approach
Giacomo Mason – Cristiano Siri
1. the intranet challenges
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1° ORGANIZATIONAL COMPLEXITY
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1° ORGANIZATIONAL COMPLEXITY
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1° ORGANIZATIONAL COMPLEXITY
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1° ORGANIZATIONAL COMPLEXITY
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1° ORGANIZATIONAL COMPLEXITY
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1° ORGANIZATIONAL COMPLEXITY
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2° GOALS’ HETEROGENEITY
1. HR wants intranet to do this
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2° GOALS’ HETEROGENEITY
1. HR wants intranet to do this
2. Production wants intranet to do that
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2° GOALS’ HETEROGENEITY
1. HR wants intranet to do this
2. Production wants intranet to do that
n. Department X wants intranet to do Y
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2° GOALS’ HETEROGENEITY
1. HR wants intranet to do this
2. Production wants intranet to do that
n. Department X wants intranet to do Y
IT wants just to do less
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3° Legacy and already existent apps
SAP
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3° Legacy and already existent apps
SAP, 3 Active Directory
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3° Legacy and already existent apps
SAP, 3 Active Directory, E-Procurement tool, Lotus Notes,
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3° Legacy and already existent apps
SAP, 3 Active Directory, E-Procurement tool
Shared folders (or autodestruction button)
, Lotus Notes,
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3° Legacy and already existent apps
SAP, 3 Active Directory, E-Procurement tool
Shared folders (or autodestruction button)
, Lotus Notes,
and many many more
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2. the technological approach
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TECHNOLOGICAL APPROACH
Thanks to Dilbert!
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Thanks to http://www.flickr.com/photos/theolaphoto/2394966982/
TECHNOLOGICAL APPROACH
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Thanks to http://www.flickr.com/photos/theolaphoto/2394966982/
A Websphere (or other proprietary software) out of the box installation in your enterprise
TECHNOLOGICAL APPROACH
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TECHNOLOGICAL APPROACH
Thanks to http://www.flickr.com/photos/46264733@N00/268156261/in/photostream/
but there’s no that big difference if you bought an open source one:
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TECHNOLOGICAL APPROACH
Thanks to http://www.flickr.com/photos/46264733@N00/268156261/in/photostream/
but there’s no that big difference if you bought an open source one:
It’s just cheaper
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They are monolith for which have spent $$$ and you can just workship
TECHNOLOGICAL APPROACH
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They are monolith for which have spent $$$ and you can just workship
TECHNOLOGICAL APPROACH
(HR) I pray you to simplify the
vacation planning system!
(IT) Please speak to the
Active Directory…
(Production) I need your help to support my
process!
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3. the involving approach
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1. Involve stakeholders
2. Involve users
3. needs first, then technology
4. Permanent beta
INVOLVING APPROACH
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• every intranet is different, since every enterprise is different
• an intranet has a strong organizational impact, be prepared to afford it
• an intranet could change not only the processes but also the approach to work
INVOLVE STAKEHOLDERS
Training talk to Intranet project owner (HR) and to IT
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• to let them know we were working to create an intranet (is not a monolith suddenly and unexpectately coming from the outer space)
• to explain them what an intranet is and how it could affect (and hopely improve) their work (intranet will not be MORE work, just work done simpler and more effective)
• to get their engagement: “we want everyone among you help us with concrete ideas, we want you spread the words to all of your collegues”
• to find champions and evangelist capable people between them to get them involved in the design and test phase.
INVOLVE STAKEHOLDERS
Brainstorming about “Intranet” with more than 30 people form every Honda’s department
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INVOLVE STAKEHOLDERS
Project overview to managers
• to let them know we were going to involve a lot of people in our project
• to get their sponsorship
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Brainstorming with more than 30 people from every Honda’s department
INVOLVE USERS
Needs definition
85 ideas for the intranet!
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INVOLVE USERS
Needs definition
Focus group
• people who manage other people and people which don’t
• people from every department
• people working in the offices and people from the assembly line
• people from Atessa and people from Rome (two main Honda locations in Italy)
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INVOLVE USERS
Needs definition
Focus group
• how they use computer and software in their everyday work
• which processes could be improved and how ?
• do they find all the information needed for everyday work ?
• do they need different tools to gain better access and a better way to manage this information ?
and more questions
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INVOLVE USERS
Needs definition
Survey
To all 1000 workers to also have a quantitative analysis
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INVOLVE USERS
Design
Card sorting, many open card sorting sessions were done to build the intranet Information Architecture
Card sorting allowed us to build an user friendly navigation structure, where findability is really high
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As soon as the first working software pieces became available, we started calling back several “champions users” groups:
• to show them the work done• to understand if it met their needs • to fine tune our work and reschedule project priorities
INVOLVE USERS
Testing
Feedback during development
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INVOLVE USERS
We met and talked directly to more than 100 people on 1000
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After brainstorming, focus group and survey we had a clear idea of final users’ needs
So we helped Honda to assign priority to some of those, using a scheme like this one
NEEDS FIRST, THEN TECHNOLOGY
Thanks to Alberto Mucignat http://www.mucignat.com/blog/archives/673-definire-le-priorita-di-un-progetto.html /
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NEEDS FIRST, THEN TECHNOLOGY
Thanks to Alberto Mucignat http://www.mucignat.com/blog/archives/673-definire-le-priorita-di-un-progetto.html /
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NEEDS FIRST, THEN TECHNOLOGY
Knowing needs we were able to choose the best fitting technology
Benchmarking:
Proprietary software Open Source software
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NEEDS FIRST, THEN TECHNOLOGY
Knowing needs we were able to choose the best fitting technology
Benchmarking:
Proprietary software
Open Source software
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NEEDS FIRST, THEN TECHNOLOGY
Thanks to Dilbert
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• The users define features end evolution roadmap
• Time to market (do i need a feature? I can ask the community or i can do by myself; i’ve not to wait months for a new commercial release)
• Open standard (often easier to integrate)
• Freedom from a unique vendor
NEEDS FIRST, THEN TECHNOLOGY
Open Source benefit
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(IT) Please speak to the
Active Directory…
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No licenses, so all the money is spent not to buy a monolith, but to start answering user’s needs immediately, customizing and tailoring the software to Honda’s needs
NEEDS FIRST, THEN TECHNOLOGY
Open Source benefit
(HR) I pray you to simplify the
vacation planning system!
(Production) I need your help to support my
process!
$$$
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The launch is a starting point, not an arrival point
PERMANENT BETA
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Intranets have to grow with the enterprise.
If an intranet is unchanged after 6 months lifetime, it is getting obsolete: the enterprise is 6 month ahead.
The launch is a starting point, not an arrival point
PERMANENT BETA
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Intranets are never finished
An intranet is always a work in progress. Although initial intranet builds follow a reasonably
linear path, once implementation has taken place there is no single path forward and the
next steps will largely depend on a combination of organisational imperative and the
constraints the team is operating under.
Cairo Walker Step Two
PERMANENT BETA
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Doing Card Sorting using contents satisfying Needs group 1 (high priority), but also group 2 and 3, will permit the Information Architecture to include future content with no major change, avoiding user’s confusion
PERMANENT BETA
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Choosing a Open Source software will avoid waiting new commercial version to have new features (often not useful) added.
Choosing Open Source will permit to follow the enterprise needs continuously and to adapt better and faster to new challenges (also thanks to what the community create and make public)
PERMANENT BETA
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Intranet Challenges• Organizational complexity• Goals’ heterogenity• Legacy and already existent applications
BRIEFLY
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Intranet Challenges• Organizational complexity• Goals’ heterogenity• Legacy and already existent applications
BRIEFLY
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Intranet Challenges• Organizational complexity• Goals’ heterogenity• Legacy and already existent applications
BRIEFLY
Involving approach1. Involve stakeholders2. Involve users3. Needs first, then technology4. Permanent beta
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Thanks!
Giacomo Mason – Cristiano Siri
AUTHORS
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Cristiano SiriUser Experience [email protected]
friendfeed.com/cristianosiri
www.linkedin.com/in/cristianosiri
friendfeed.com/uxalia
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AUTHORS
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Giacomo MasonIntranet [email protected]
www.intranetmanagement.it