While many organizations already have an intranet, their employees might use it to find tax forms rather than for knowledge management, collaboration, and community building. Based on our experience designing intranets for market-leading companies and large governmental agencies, we understand that the most effective intranet is built with a user-centered approach.
View this presentation to learn how your intranet can be more useful and usable. Learn tips to unlock your intranet's potential -- increased efficiency and advanced knowledge management.
1. Architects of the User Experience
How to Drive Intranet Adoption
Natalie Buda and Jessie Collins
2. How to Drive Intranet Adoption
Introduction
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3. How to Drive Intranet Adoption
What Makes a Good Intranet Good?
Appropriate Features
• Your intranet may serve
some, or all, of the following
purposes:
• Communication
• Document Sharing
and Collaboration
• Knowledge
Management
• Personnel and Project
Management
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4. How to Drive Intranet Adoption
What Makes a Good Intranet Good?
Clear Goals
• Successful intranets have a clear mission with attainable objectives and measurable
goals
• Specific objectives might include:
• Acclimating new personnel to the company
• Communicating new strategic initiatives and other organizational change
• Building corporate culture and fostering networking
• Harnessing enterprise-wide knowledge
• Increasing work productivity and efficiency
• The mission, objectives, and goals guide the prioritization of funds and resources,
promotion, feature development, technology choices, and calculation of return on
investment
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5. How to Drive Intranet Adoption
What Makes a Good Intranet Good?
A User-Centric Approach
• The intranet that is most effective for your organization is one designed and developed
around the needs and goals of its users
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6. How to Drive Intranet Adoption
Making a Good Intranet Great
Incorporating High-Value Services
• The key to adoption is delivering up-to-date content and providing high-value services
or “killer apps” in a user-friendly environment
• Definition: Killer apps are tools or applications integrated into your intranet that
are so compelling and useful, they prove essential. As “sticky” applications, they
help ensure regular intranet usage.
• Many killer apps are self-service tools that allow users to bypass lengthy
processes in administrative departments (e.g., payroll, benefits, IT)
• Killer apps often transcend departments, filling user needs (e.g., organization-
wide calendars, room scheduling tools, and expanded search or document
management capabilities)
• The most effective killer apps are tailored to your company’s needs
• They respond to a specific business problem
• They reflect the priorities and culture of the organization
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7. How to Drive Intranet Adoption
User Research
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8. How to Drive Intranet Adoption
Understanding Intranet Needs with User Research
• User research provides a foundation for effectively serving your employees and
customers, and is a major building block in user experience design
• A variety of research methods can provide insight into employees’ day-to-day
challenges, especially those that reduce productivity and cause frustration
• Before investing time, energy, and money in an intranet, identify your users’ key needs
and prioritize the features best suited to resolving those needs
• End result: a more relevant intranet
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9. How to Drive Intranet Adoption
User Research Methods and Tools
• Your organization can use a variety of user research methods to understand your
employees’ needs and expectations
Light-weight methods: More thorough investigations:
• Card sorts • Usability testing
• User surveys • Focus groups
• Paper prototyping • Task analysis
• Interviews • Ethnographic observation
• Web analytics
• User research is conducted not only
at the beginning of an intranet design
project—it is best used as a regular
activity in the maintenance and
evolution of your intranet
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10. How to Drive Intranet Adoption
Choose the Best User Research Methods
• Intranets often require a mix of user research methods to understand the range of
users with multiple roles, responsibilities, and subcultures
• Uncover desired uses, perceptions, and expectations with focus groups,
interviews, and online surveys
• Understand how employees currently use the intranet, including current road
blocks, with usability testing and web analytics
• Design organizational structures, both site-wide and at the page level, to promote
findability and usability with card sorting and prototyping
• Capture business and production processes that can be more efficient and cost-
effective on the intranet, with task analysis and ethnographic observation
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11. How to Drive Intranet Adoption
Web Analytics: Improve Usage and Monitor ROI
• Simple tools, such as Google
Analytics and Urchin, can be used
to identify popular features and
content
• Use key performance indicators
(KPIs), tied to your intranet mission
and objectives, to judge the value
of content and features,
benchmark and analyze
performance, and report on ROI
• As your intranet matures, you will
need more sophisticated analytical
tools to assess complex user
interactions
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12. How to Drive Intranet Adoption
Examples of Intranet “Killer Apps”
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13. How to Drive Intranet Adoption
Example One
Faceted Navigation for Knowledge Management
• Faceted navigation or guided navigation might not sound exciting, but we have seen it
increase content consumption and findability, thereby increasing productivity
Challenge:
• A large government agency had a vast repository of regulations, policies, and
procedures that was difficult to search
• During user research, employees expressed a need to access the collection frequently
under time-sensitive circumstances. This information was essential to performing their
jobs and yet searching for information was frustrating and time consuming.
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14. How to Drive Intranet Adoption
Example One
Faceted Navigation for Knowledge Management
Solution:
• Aware that not everyone has the
same job, the new faceted navigation
and search functionality allows each
person to access the information from
his or her unique perspective
• Information is returned in broad
categories, allowing employees to drill
down to what they need within a
reliable context
• A critical part of the effort included
mining the content and cleaning the
data in order to present it in a uniform
way
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15. How to Drive Intranet Adoption
Example Two
Performance Dashboard for Management
• Business intelligence can be a powerful intranet tool for mature organizations
Challenge:
• A telecommunications company needed to harness the activities of its sales
representatives to provide information to its executives for decisions, but not everyone
reported data in the same manner
• The organization distributed its business performance reports in hard copy or by email,
disrupting workflow and failing to provide executive management with a
comprehensive overview of employee, project, and financial performance
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16. How to Drive Intranet Adoption
Example Two
Performance Dashboard for Management
Solution:
• An infrastructure was designed
to capture and present
information for a wide range of
roles, with appropriate user-
level security
• By implementing standards for
collecting and storing
consolidated data, information
from throughout the
organization can be combined
for analysis
• A new dashboard provides
essential executive level
information in an accessible
format (e.g., financial data,
project status, and employee
performance)
• Individuals can access and contribute real-time information anytime
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17. How to Drive Intranet Adoption
Example Three
Customized Search Tools
• Intranet users, in particular, expect advanced and responsive search capabilities.
Challenge(s):
• A broadcasting company with a large number of affiliates needed to deliver, on
demand, clips from thousands of hours of programming
• Consider the scenario in which a controversial comment aired on a program, and
an affiliate wants to find that footage to decide whether to air the program locally
• Time pressure precludes reviewing full-length footage
• A large financial services firm needed to search across several independent resources
• Analysts needed to be sure that they were searching all relevant sources without
the hassle of logging into multiple databases and sites
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18. How to Drive Intranet Adoption
Example Three
Audio and Video Search
Solution:
• Added video keyword search tool that
returns the desired clip with relevant
time stamps
• The search tool also allows metadata
filtering to identify a specific video clip
within a homogeneous result set
• Instant access to specific video clips
allows for better decision-making
under tight deadlines
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19. How to Drive Intranet Adoption
Example Three
Enterprise Search
Solution:
• The search engine was configured to
index resources across the enterprise
(i.e., intranet resources as well as
external databases, Sharepoint sites,
etc.)
• The more flexible search environment
eliminates the need to log into
multiple resources to conduct
searches
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20. How to Drive Intranet Adoption
Other Examples of Intranet Killer Apps
• Lunch menus
Believe it or not, these can be a key feature for employees, especially if there is a
company cafeteria
• Self-service human resources tools
Often popular is the ability to change benefits, update information, and view paychecks
• Company directory
A robust directory with contact information, current projects, areas of expertise, and a
photograph are important to larger organizations, particularly to new employees
• Performance reviews
Online performance reviews with 360 evaluations can streamline a lengthy process
• Online collaboration
Simultaneous editing capabilities, tracking, sharing, and reviewing are invaluable
features for departments that produce many multiple-author documents
• Reporting
From project status to corporate performance, online reporting is popular for the
organizational transparency it creates
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21. How to Drive Intranet Adoption
Takeaways and Additional Considerations
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22. How to Drive Intranet Adoption
Takeaways for Success
• Make sure to have a mission with relevant, attainable objectives
• Objectives help guide allocation of resources and development
• Objectives allow for the measurement of performance
• Objectives can be used to market the intranet internally
• To build a successful killer app, identify a specific need and fill it
• User research and a user-centered design approach will increase adoption of your
intranet over the long term
• Use Web analytics as a reality check once your intranet is live
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23. How to Drive Intranet Adoption
Additional Considerations
• Organizational support, recruited from the highest levels, is critical
• Encourage participation by:
• Creating rules around content contribution
• Making updating easy so that information remains relevant
• Giving content owners adequate training
• Distributing content ownership
• Create a captive audience by offering items that can’t be found elsewhere
• Eliminate older versions of intranet resources—don’t let old and new coexist
• Communicate regularly with users regarding new features and popular content
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24. How to Drive Intranet Adoption
Questions?
Thank you for your participation.
www.navigationarts.com
info@navigationarts.com
703-584-8920
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