The New Levelton Intranet

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The New Levelton Intranet

• Where do we want our intranet to take us?

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Agenda
1. Current communications
2. Changing communications
3. Enterprise 2.0
4. New site platform
5. Security and controls
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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
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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
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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
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Current Static Process
Static process Not well used
a fewstaffcreatecontent
2 staffcreate/updatepages
read ordownloadonly
Updating intranet
IT staffupdatesite
a fewstaffaccesssite
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(No Transcript)
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Communication Blocks

• Current information exchanges by email
• Not easily searchable
• Attachments can overload network bandwidth
• Is not secure
• Leads to linear collaboration(email strings)

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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

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In-person communications
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Electronic Communications
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Print Communications
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Changing communications
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Changing communications

• We are already implementing change
• Emails directed staff to the intranet site

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Changing communications
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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

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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

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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 )
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What is Web 2.0?
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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)

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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

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SO WHAT? What does it mean for business?
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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
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SO WHAT? What does it mean for Levelton?
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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

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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

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What is a wiki?

• Collaborative - can edit
• Also view anonymously
• Searchable
• Driven by subject matter expert enthusiasm
• e.g. Wikipedia

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View of a Wiki page
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Customized wiki site
Sample of a customized Confluence wiki site
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Confluence Dashboard
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Confluence Text Editor
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Confluence Charts
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Confluence Plug Ins
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Confluence Personal Space
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Edit in Word
Import, embed and collaborate on Word and Open
Office documents
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Edit in Excel
Import, embed and collaborate on Excel and Open
Office documents
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Edit in PowerPoint
Import, embed and collaborate on PPT and Open
Office documents
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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.
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Create Photo Slideshow
Confluence slideshow
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Create Simple Diagrams
Uses the Gliffy plug in for creating and sharing
simple documents
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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).
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Reorganize pages like folders
Reorganize page hierarchies the same way you move
folders. All content remains controlled by
Confluence's comprehensive security.
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New Interactive Process
Interactive process Add more active users
25staffcreatecontent
25create/updatepages
access is read /write for many
Updating intranet
immediate siteupdates
morestaffaccesssite
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What will that mean to us?

• Immediately
• more staff can contribute
• users can create spaces / pages
• areas can be restricted by user

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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
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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

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What will be on the intranet?
Individuals
Project Groups
Regional Groups
Management Group
Board
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Policy Manuals
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Office Tools
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Attachments
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Workspaces
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Notifications
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Discussions
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What about security?

• Security is a major concern
• Run in-house behind our firewalls
• Permissions by group and page

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What about security?

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

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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

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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
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The New Levelton Intranet
QUESTIONS?