designing corporate communication intranets: tips&tools manuel gago manuel gago university of...
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Designing Corporate Communication Intranets:
Tips&Tools
Manuel Gago
Manuel GagoUniversity of Santiago de Compostela
Department of Communication
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Manuel Gago
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http://www.culturagalega.org
http://www.culturagalega.org/avg
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Manuel Gago
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Manuel Gago
Mr. Nielsen Intranet reports…
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Manuel Gago
Designing intranetsIt’s about…
culturerelationships
change
predictionproductivity
workflow
timemoney
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Manuel Gago
A definition
“An intranet is a private space that gives employees In a company the ability to organize information, readily
access that information, manage documents, share calendars and enable efficient collaboration, all in a
familiar, browser-based environment”
Intranets.com
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Considerations
An intranet saves money and time
Making an intranet custs money and time, stress organizations
and open new processes within it
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Considerations
Many intranets have the
The Aegptian pyramids illness
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Considerations
“Most intranets today are very much like an Egyptian pyramid
with millions of bricks piled on top of each other, with no structural integrity, but just done by brute force and thousands of slaves”.
Alan Kay, computer pioneer
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Considerations
Typical problems in the intranet
An extreme segmented user profiles
Features totally focused in storage of documentation
Chaotic, archaeological organizationUnupdated
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Manuel Gago
Considerations
external site / internal site
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Manuel Gago
Considerations
external site / internal site
Which is the real difference between the sites?
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Manuel Gago
Considerations
external site / internal site
Which is the real difference between the sites?
Do we need two different sites…?
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Considerations
external site / internal site
Which is the real difference between the sites?
Do we need two different sites…or an extendedversion of my site?
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Considerations
external site / internal site
Which is the real difference between the sites?
Do we need two different sites…or an extendedversion of my site?
Do we really have a captive audience within our organization?
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ConsiderationsFrom the communication officers’
Perspective:
Which is my role on the intranet?Manager / editor / content provider / user
How valuable is the information that I manage?
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Manuel Gago
Considerations
main features of a (big) Intranet
(still) not public informationInternal programming
Environment SurveillanceCustomer Relationship Management
knowledge database
tasks processmark the workflow
application
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Manuel Gago
Considerations
…and logical content
CalendarDocument manager
Procedures repositoryWeb Forms
DirectoryTask managerInternal news
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StructureSome tips and tools
1. Intranet as an applicationShow profits from the first time
Concentrate in basic tasks and reduction of paperworkEnable online tasking tools
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StructureSome tips and tools
2. Intranet as a structure of responsabilities
Determine who update what (and show it)Control the out-of-date content
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StructureSome tips and tools
2. Intranet as a structure of responsabilities
Three big models:
1. Centralization Profit: Quality of content
Lack: Bottlenecks
2. Decentralization / distribution Profit: Improve the corporate culture, fast updates
Lack: quality of content may suffer
3. Hybrid Most authoring is made by departments, while a central unit is responsible for overall quality control and strategic internet management
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StructureSome tips and tools
3. Scalability
Sketch and imagine how the structure can grow in the next 4 years and design vertical clusters for it
(multiple new departments, projects and agencies)
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StructureSome tips and tools
4. Intranet as a search engine
With your resources, you don’t do the search application better and cheaper than Google
And your users will use the Google search patterns and will frustrate
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StructureSome tips and tools
4. Intranet as a search engine
The Google Search Appliance for corporations indexes 500.000 documents or more starting at 30.000 €
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StructureSome tips and tools
5. Keep it simple, keep it little
Many departments think that they made an exceptional type of work, but they don’t. Concentrate in find the
common points in the workflow.
Department structure does not means intranet structure
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StructureSome tips and tools
6. Do it at home
Try to make the most of intranet development at University, documentating the process and creating a customized solution for your needs. Invest in human
resources in programming.
Use open source. It is cheaper, better, scalable
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StructureSome tips and tools
6. Some examples
WordPress -> Little and medium sized corporations with a strong basis in web forms and documents
Joomla -> Little and medium sized corporations with a more complexe site structure
OpenCMS->Corporate solution with modules to connect huge data flow
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StructureSome tips and tools
7. Design it with scalabe modules
Build intranet application the most modular you can and design a ciclical revision plan of modules
Be in “perpetual beta”
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StructureSome tips and tools
8. Visual design is very importantDon’t think in intranet as the backyard
Allow users the customization (change colors, type size, some content) and use AJAX to move blocks in the
homepage
http://bbc.co.uk
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StructureSome tips and tools
8. Visual design is very importantDon’t think in intranet as the backyard
Allow users the customization (change colors, type size, some content) and use AJAX to move blocks in the
homepage
http://bbc.co.uk
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StructureSome tips and tools
9. Enable user test and response
Open public forums to solve problems in interface navigation, confusion or more.
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Designing Corporate Communication Intranets:
Tips&Tools
Thanks!
Manuel [email protected]
Download the presentation at:www.manuelgago.org/blog/