Intranet implementation in the company - the most important aspects

Intranet implementation in the company - the most important aspects The presentation was prepared by Katarzyna Pezdan. Ideo - eCommerce Software House

Intranet implementation in the company How to do it properly? The basis is a well- The technical adaptation structured process of of the intranet and the intranet design and sociological preparation of employees are also implementation. important.

Intranet implementation process Main steps 1. Pre- 2. Recognition of the 3. Designing of 4. Establishing an implementation client's needs. system. intranet promotion strategy within a analysis. . company. . 5. Launching a portal. 6. Monitoring and development of the system. Check online

Create a map of empathy To create it, you need to answer these questions What should employees think about internal communication - its participants, processes, and tools? What are they supposed to feel during the communication process, while messaging, or using tools? What should they do, and how to behave in the communication process? What should they see when they open a tool or when they talk to their employer and colleagues? What do they need to hear? In the first stage, you need to know the expectations and requirements of the client and the entire organization in which the intranet will be implemented. To do that You need to create a map of empathy and rating of the communication in company.

Rating of the communication in company To create it, you need to answer these questions Is the internal communication within your company conducted on the basis of a before-developed communication plan? Is there a defined attitude that the company wants to build among employees with the use of internal communication? Does your company have efficient tools for communicating with employees? Does the management comprehensively answer employees’ questions? Do employees willingly share information and knowledge with their colleagues? Do the employees know the strategic business goals?

User and system research As a source of information User centric research System research (site centric)

Running an intranet 3 main foundations 1. Ground – Regularity 2. Ground – Transparency 3. Ground – Trust • Are the tools regularly used and • Do employees know the communication • Do employees believe that the tool is Check online promoted? tools and who is responsible for them? working properly and supports their • Do you have a defined regularity in the context of the message? • Is the message clearly and openly work? • What does regularity in communicated, honestly discussed? • Do they know that they will be informed communication look like? • Do employees honestly share when the need arises? • Are communication processes written down and used regularly in the information and knowledge? • Will the message be complete and company? • Is the implementation and operation honest? process understandable, clear and • Is the communication process well open? thought out and working properly?

3 levels of communication To improve the operation of the intranet system Top-down Communication of employees at higher positions, towards employees at lower levels. Bottom-up Communication of employees to people holding managerial positions. Horizontal communication Communication between employees working in similar positions (also between departments).

Methods of encouraging to using the intranet Examples, shown in categories Status Access Power Staff Levels: Privileges: Giving control: Rewarding: badges, rankings, points. Access to features, available function of moderator, giveaways, discounts. only within an intranet. editor.

Optimal method for creating and maintaining an intranet Own IT department or external company? Check online

Efficient and useful intranet Based on the exemple Base - UX Automation of activities Integration to optimize functionality Indications based on an interview with Artur Wichliński Teamwork Check online Director of the Technology and Operations Division of the Bank Spółdzielczy.

Experienced team and years of work or ... „It's impossible to make a well-functioning intranet with just one person.” However, after implementation, even one person can run and maintain an intranet, without specialist knowledge! •. “However, it isn't like we do absolutely everything ourselves, because it doesn't make sense. We also In the discussed case, it consisted of 3 developers and 8 engineers. Therefore, in many cases help use ready-made solutions. All activities must be translated into business - it just has to pay off \" of an external company is just cost-effective. •. •. To sum up: Due to profitability, it is worth using ready-made solutions and the help of specialists. However, in the case of maintaining the intranet alone, it can be done by one person, without specialist knowledge.

Integrations are the key to best functionality As the organization grows, it is also possible to expand the intranet functionality In this way, you can adapt the platform to changing conditions. Here are some options: ▪ Electronic Document Workflow ▪ Chatbots and interactive notes ▪ Help Desk ▪ Submissions system ▪ Knowledge base And more… Check online

Automation of activities on the intranet Automation is possible, among others thanks to the above-mentioned integrations The e-book describes an example of how the Internet can improve your work. For instance, of the Management Board Office. For each meeting, this department has to prepare a list of matters to be discussed. An employee of Bank Headquarters or Facility who needs a written consent of the Management Board does not swamp them with documents but performs this action electronically. „With the use of (rather simple) application, it is possible to automate other areas of business,”.

Proper UX guarantees an effective intranet „What our users say to us is also important. They are the ones who force changes in the ecosystem” While building UX, You need to use simple language so that the user wouldn't overwhelmed by the amount of information. In this case, the Document Workflow is particularly helpful. This integration makes it easier to manage and use the intranet.

Conscious preparation of technology To a changing company Always remember that any business can develop and grow rapidly. In that case, the company must be ready to guarantee consistent and efficient communication to all of employees, which increases their efficiency. A way to deal with unpredictable changes? - Intranet In the presented example, when there was a need to introduce remote work in the company - the employees and the system itself were already prepared for it many years earlier. The bank operated normally thanks to solutions that had already been developed. In this way, the continuity of work was maintained. „The business environment is changing, and the agility of an organization is how it adapts to these changes.”

Extensive analyst in running an intranet Especially in cooperation with additional analytical tools Access to the data: ▪ number of users, including the number of returning users, ▪ the frequency of return of users, ▪ the content they have read ▪ the average duration of a visit to an intranet website, the so-called website stickiness, ▪ the length and width of the visit, ▪ conversion rates, ▪ the behavior of a user compared to the average (maybe this person has a problem in a place where others do not have it and requires individual training).

Analytics - adaptation to changing requirements Extensive analytics help to optimize the intranet functionality It gives access to information about: • Which data need to be added (based on your searches). • Components that are properly optimized. • Elements that need to be changed, improved. • Which data is most important to employees. \"Quantitative research is extremely important to ensuring the long-term success of the intranet, but only if it is factually confirmed, not opinions - that is mean resulting from the statistics of intranet use.\"

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