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The New Levelton Intranet

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Title: The New Levelton Intranet Subject: Where do we want our intranet to take us Author: Sheila Johnstone Keywords: communications, intranet, enterprise 2.0, site ... – PowerPoint PPT presentation

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Title: The New Levelton Intranet


1
The New Levelton Intranet
  • Where do we want our intranet to take us?

2
Agenda
1. Current communications
2. Changing communications
3. Enterprise 2.0
4. New site platform
5. Security and controls
3
Current Static Site
Corporate
Divisions
Resources
Manuals
News / Events Accounting H S HR IT
Bldg Science CMD CPG EE Geotech Hazmat Met
Corporate HR IT Accounting Tech Services Quality
Mgmt Corp. Quality H S
Feature Sheets Forms Templates Email
Resource Library
4
Areas with content
Corporate
Divisions
Resources
Manuals
News / Events Accounting H S HR IT
Bldg Science CMD CPG EE Geotech Hazmat Met
Corporate HR IT Accounting Tech Services Quality
Mgmt Corp. Quality H S
Feature Sheets Forms Templates Email
Resource Library
5
Recently updated content
Corporate
Divisions
Resources
Manuals
News / Events Accounting H S HR IT
Bldg Science CMD CPG EE Geotech Hazmat Met
Corporate HR IT Accounting Tech Services Quality
Mgmt Corp. Quality H S
Feature Sheets Forms Templates Email
Resource Library
6
Current Static Process
Static process Not well used
a fewstaffcreatecontent
2 staffcreate/updatepages
read ordownloadonly
Updating intranet
IT staffupdatesite
a fewstaffaccesssite
7
(No Transcript)
8
Communication Blocks
  • Current information exchanges by email
  • Not easily searchable
  • Attachments can overload network bandwidth
  • Is not secure
  • Leads to linear collaboration(email strings)

9
Communication Blocks
  • Current information on static intranet
  • Employees largely ignore site
  • Exchange implementation revealedmany staff could
    not log in
  • HR and executives must rely on email
  • Content updating is manual
  • Updating controlled by a few staff bottleneck

10
In-person communications
11
Electronic Communications
12
Print Communications
13
Changing communications
14
Changing communications
  • We are already implementing change
  • Emails directed staff to the intranet site

15
Changing communications
16
Changing communications
  • Change to corporate culture
  • Just-in-time access
  • Single source of controlled documents
  • e.g. online manuals are policies of record
  • Emails will not contain attachments
  • Emails will contain links to intranet

17
How will we make this work?
  • Change to the intranet platform
  • Implement aspects of social media
  • Answer our immediate needs today, and
  • Give us future opportunities

18
Social media integration
Web 2.0
72 YES
SocialSoftware
28 NO
Social computing
Enterprise 2.0 applications
Businesses implementing or playing with social
media internally(Data from Global Intranet
Strategies Survey, September 2007 )
19
What is Web 2.0?
20
Web 2.0 Services
  • Social networks (flickr, youtube, slideshare)
  • Web-based applications (Google docs)
  • Wikis (wikipedia)
  • Blogs, photologs or podcasts (blogger)
  • News promotion systems (digg)
  • Content managers (netvibes, del.icio.us)
  • Communication tools (basecamp, meebo)
  • Subscription systems (bloglines)
  • Searches based on tags (flickr, technorati)

21
Web 2.0 characteristics
  • Access info Applications used entirely through
    web browser
  • Manage info Users own data on the site and
    exercise control
  • Create info Users are encouraged to add value
  • Participate Some social networking aspects are
    included
  • Easy to use A rich, interactive, user-friendly
    interface

22
SO WHAT? What does it mean for business?
23
What does it mean for business?
Stage 1Status Quo Stage 2Productivity Stage 3Transformation
Doing things the old way Doing old things in new ways Whole new business models
Silos, bureaucracy Operational efficiencies Competitive advantage
Inefficiencies Cost saving Innovation
Desktop applications email attachments Web applications, mobility, version control Real time collaboration
Rigid hierarchy Better cross-silo interactions Emergent, adaptive organizational structure
Vertical integration Outsourcing The business web
24
SO WHAT? What does it mean for Levelton?
25
Role of Enterprise 2.0
  • Tacit knowledgeinformation that people carry in
    their minds that is difficult to access
  • Leveraging tacit knowledge of your employees and
    driving tacit interactions will drive your
    competitive advantage in the future

26
Role of Enterprise 2.0
  • Enterprise 2.0 gives us the tools to cope
    with/manage/enable these complexities
  • Many-to-many communication tools
  • Collaboration-focused design philosophies
  • More efficient interaction through better
    workflow
  • More efficiently connecting ideas, people and
    knowledge
  • For example, wikis can enable users to build
    documentation and knowledge base systems with
    little input from you

27
What is a wiki?
  • Collaborative - can edit
  • Also view anonymously
  • Searchable
  • Driven by subject matter expert enthusiasm
  • e.g. Wikipedia

28
View of a Wiki page
29
Customized wiki site
Sample of a customized Confluence wiki site
30
Confluence Dashboard
31
Confluence Text Editor
32
Confluence Charts
33
Confluence Plug Ins
34
Confluence Personal Space
35
Edit in Word
Import, embed and collaborate on Word and Open
Office documents
36
Edit in Excel
Import, embed and collaborate on Excel and Open
Office documents
37
Edit in PowerPoint
Import, embed and collaborate on PPT and Open
Office documents
38
Create Photo Galleries
View all the images attached to your Confluence
page as a gallery of mini-images ('thumbnails'),
or a slideshow of the full-size images.
39
Create Photo Slideshow
Confluence slideshow
40
Create Simple Diagrams
Uses the Gliffy plug in for creating and sharing
simple documents
41
Access like a network drive
Access Confluence pages and attachments from your
operating system (e.g. your Web folders on
Windows) Edit and save attachments directly back
to Confluence from within any application (e.g.
Microsoft Word). Drag and drop attachments into
Confluence via your file browser (e.g. Windows
Explorer).
42
Reorganize pages like folders
Reorganize page hierarchies the same way you move
folders. All content remains controlled by
Confluence's comprehensive security.
43
New Interactive Process
Interactive process Add more active users
25staffcreatecontent
25create/updatepages
access is read /write for many
Updating intranet
immediate siteupdates
morestaffaccesssite
44
What will that mean to us?
  • Immediately
  • more staff can contribute
  • users can create spaces / pages
  • areas can be restricted by user

45
Next steps of new process
Interactive process Opportunity for all users to
be active
allstaffcreatecontent
allcreate/updatepages
access is read /write for all
Updating intranet
immediate siteupdates
morestaffaccesssite
46
What will that mean to us?
  • Eventually
  • all staff can contribute to something
  • everyone has individual pages and views
  • emails or feeds alert us to updates
  • areas are still restricted

47
What will be on the intranet?
Individuals
Project Groups
Regional Groups
Management Group
Board
?
?
?
?
?
Policy Manuals
?
?
?
?
?
Office Tools
?
?
?
?
?
Attachments
?
?
?
?
?
Workspaces
?
?
?
?
?
Notifications
?
?
?
?
?
Discussions
48
What about security?
  • Security is a major concern
  • Run in-house behind our firewalls
  • Permissions by group and page

49
What about security?
  • Security is a major concern
  • Run in-house behind our firewalls
  • Permissions by group and page
  • Author and editor stamped

50
What about security?
  • Security is a major concern
  • Run in-house behind our firewalls
  • Permissions by group and page
  • Author and editor stamped
  • Version stamped and controlled

51
What is the Process?
Phase 1
Phase 2
Phase 3
Finish communications audit Implement
wikiproduct behindcorporate firewall
Bring over active and useful content Conduct user
needs analysis to identify contributors
Implement intranet wiki with limited group of
contributors Add more users and functionality
infuture phases
52
The New Levelton Intranet
QUESTIONS?
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