robust intranet/digital workplace navigation

@KurtKragh @IntraTeam www.IntraTeam.com

INTRANET/DIGITAL WORKSPLACE NAVIGATIONKURT KRAGH SØRENSENINTRATEAM A/S

http://www.intrateam.com/


KURT KRAGH SØRENSEN• Worked with intranets since 2000• Facilitated Community of Practice groups since 2002• Benchmarked intranets since 2005• International conference about intranet since 2006• @KurtKragh • @IntraTeam



ABOUT INTRATEAM• 200 members of our 20 communities of practice in Denmark and Sweden – Primarily focused on intranet and the digital workplace

• 2,600+ profiles on our online community www.IntraTeam.com

• Community about optimizing the intranet and the digital workplace

• @IntraTeam 5,000+ followers• IntraTeam Event Copenhagen



AGENDA• Introduction and your challenges• Strategy and goals• Target groups• Find your colleagues’ tasks• Shortlisting• Prioritize the tasks• Find the top level navigation• Test it



ABOUT YOU?• Communication?• Consultant?• Responsible for your intranet?• Responsible for findability/navigation?• Responsible for collaboration?• Relaunching your intranet• Can your colleagues find what they are looking for on your intranet?



CHALLENGES• Too many want their project, product or department in the top

navigation or on the homepage• Not many can find what they are looking for in the organizationally

focused navigation• Hard to satisfy everybody• Some understand the menu; others don’t• Hard to prioritize• IT and/or technical vendor don’t see the problem



Where are:•Products/Services?•News?•Minutes from the last meeting?•Projects?•Competitions in the top level menu?

Home Knowledge Information Employee Reports Competitions



ANOTHER EXAMPLE

New menu



HOW DID YOU FIND YOUR NAVIGATION?

•Workshop with the vendor one or two days?•You or a small team made your navigation?• Involved a lot of people?


BILLEDE AF STRATEGI

Strategy



Internal communication and sharing knowledge are tools

- and not goals!

- that the CEO will give much attention!



Goals for your intranet


@KurtKragh @IntraTeam www.IntraTeam.comwww.IntraTeam.dk

Sell more



Save Money



Beat the Competition



Innovation



Attract and Keep



Help your CEO to implement his strategy



WHATWHAT TASKS SHOULD YOU INCLUDE?



Communication



Document management



Collaboration



Process Optimization



E-learning



Culture



TARGET GROUPSWhich target groups do you have for your

intranet?


Find ALL the tasks



WHERE DO YOU FIND THE TASKS?• Business strategy• Stakeholder interviews • Workplace observations• Existing intranet • Top search results• Most visited pages • Other intranets• Relevant medias (personnel magazine/Notice boards)• Employee feedback/research



IMPORTANT• Include every department, location, business unit etc.• Influential employees•Trouble makers•C-level•Managers



MANAGING THE LONG LIST



SHORTLISTING



“Just get rid of the crappy stuff and focus on the good stuff.”



NOT TOO HIGH IN THE STRUCTURE•People•HR• IT•Global



NOT TOO LOW EITHER•Product X manual•Parental leave



NO BRANDS



NO INTERNAL LANGUAGE•Dealer locator•BBC Fleet



NO DEMOGRAPHICS•Headoffice•Business Units



NO FORMATS•PDF•Word document•Excel spreadsheet•PowerPoint•Video



NO DUPLICATES• Forum• Discussion

• Product Description• Product Facts



EXCEPTIONS



NO ABBREVIATIONS•TLA•OMG•TGIF



NO VERBS•Organize Leave -> Leave•Manage Benefits -> Benefits•Access Training -> Training•Resolve an Issue -> Issues•Search Jobs -> Jobs



AVOID REPETITION•Organization charts •Organization facts and figures •Organization history •Organization magazines •Organization news



COMPLETE•Make sure you get tasks from

• Every department, location, business unit etc.• Influential employees• Trouble makers• C-level• Managers



ONE AT A TIME•Marketing material & tools•News & Events



SHORT•Max. 7 words / 55 characters



ELIMINATE DUPLICATES


FinalShortlistChecklist



CLEAR AND PRECISE• Not too high• Not too low• No brands• No internal terms• No demographics• No formats• No abbreviations• No verbs



CLEAR AND PRECISE (CONTINUED)•No repetitions•Complete•One at a time•Max. 7 words / 55 characters•No duplicates



SURVEY•Representative share from each target group answer the survey



DANISH DAIRY COMPANY1.Long list

2652.Short list

70



EXERCISE • Please look at the list and choose the top FIVE most useful tasks for you on your intranet Give a score of 5 to the most important, 4 to the next most important, then 3, 2, 1.

• Please give only one score of 5, one 4, one 3, one 2, and one 1. Leave the rest blank.

• Note: The list has been ordered alphabetically to make it easier to review. Be careful not to be unduly influenced by words that are near the top of the list.



COMPARISON



Top 5 tasks always gets more than 25% of the votes.

70% of the least voted tasks gets less than 3% of the votes.



HOW TO FIND THE TOP NAVIGATION



OPTIMAL SORT – OPTIMAL WORKSHOPHOW TO FIND THE TOP NAVIGATION

Optimal Workshop

http://www.optimalworkshop.com/



How to test your navigation

TESTING



TREEJACKOPTIMAL WORKSHOP

How to test your navigation

Optimal Workshop

http://www.optimalworkshop.com/



RECAP• Strategy and goals• Target groups• Find your colleagues’ tasks• Shortlisting• Prioritize the tasks• Find the top level navigation• Test it




http://www.customercarewords.com/

Thank you for your patience

[email protected]

+45 4018 1655

@KurtKragh

@IntraTeam
