Power to your users with a collaboration 2.0. environment

7/31/2019 Power to your users with a collaboration 2.0. environment

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Social Intranet

If youre thinking of providing social features to your

companys intranet, then this document will be of

interest.

A Social Intranet concept is a powerful

communication tool that connects information with

users and users to other users.

Social Intranet concepts takes an intranet beyond

document and process management.

Power to your users witha 2.0 collaboration environment


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W H I T E P A P E R

Road to Social Intranet

PiuPoint

Social IntranetDynamicIntranetStaticIntranet

Blogs

Forums

Mysite

Doc

Management

Groups

Feeds

Integration

Statistics

APP

3rd partiesTools

Voice and DataLikes

Wall

Search

MicroBlogging

Communities

Social networkintegration

Workows

Co-Authoring

one to manyone to one many to many

WIKIS

Video

Comunitymanager

Activity

Executive SummaryMany companies have heard of social media, some of them have applied it to improve their

external relations, but few have really experienced social concepts inside their own company.

In this document you can nd the strategy and best practices to be successful in your path

towards a Social Intranet, everything is based on our own and our clients experience.

Please see the road map below, it highlights the dierent features that can be integrated into

a social intranet, producing a powerful collaborative and corporate communications tool.

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Social IntranetA new Intranet concept

Imaginean intranet which is the companys communication and informationcentre. An intranet, that really helps people do a better job. Allows them to create broader

links with people they dont usually have contact with. People create conversations of

interest, such as a project or a clients incidence. They can vote for the most interesting

documents, or colleagues contributions, for relevant information to be the most visible.

This is the Intranets new concept; the new Social Intranet. A knowledge manager and

collaborative platform that takes advantage of Social Medias potential:

The social intranet supports all possible ways of communicating and collaborating:

Create engagement or link between users.

Create a new way of communicating and an alternative way of conversing than email.

Identify and share knowledge in a simple and intuitive way.

Push a uid, spontaneous and unstructured way of communicating.

Simplifying, the social intranet is a Facebook, Youtube, Skype, Wordpress, Wikipedia, all of

them connected to an integrated service in your intranet.

Some to many

Wikis, communities, or forums.

Web 2.0 intends to be like this.

One to many

Through blogs, sharing videos, and podcasting.Web 1.0 was not like this.

One to one

For example: instant messaging and email.

Collaboration Social Media Social Corporative Network

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W H I T E P A P E R

70% of the companies

consider rapid access to

knowledge as the rst

benet of using internal

web 2.0 technologies

McKinsey, Quarterly Report,Business & Web 2.0

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Why is the Social Intranet trendy?

Because knowledge is a critical factor for success

In a global, hyper connected and competitive world, as it is today, discovering

knowledge has a direct impact on a company's success.

Because it is a new way of integrating

An excellent way of integrating geographically dispersed organizations, enabling:

team work, sharing ideas, asking questions, etc...

Because generation Y has entered the work force

People who live connected to Twitter, Facebook, Youtube or Flickr expect a similar

user experience in the work place.

Because collective intelligence is more powerful than the Gurus.A companys collective intelligence will always be greater than the sum of all the

individual members. Knowledge is much more valuable if connected with everyone

elses.

Because a traditional internet is tedious

Tends to be dicult to use and knowledge remains hidden somewhere. With a

social intranet knowledge blossoms and grows nearer to users.

Because it is easy to implement

It is very easy to create a social intranet in comparison to implementing specic socialtools. As well as saving cost, the company also benets from total integration with

their business process negotiation and document management.

The results, an incredibly powerful platform uniting information with usersand users with each other.

Like

71% of users believe it is

easier to nd knowledge in

the Internet than in their

interanl systems.

AIIM Industry Watch

Collaboration and

Enterprise 2.0

W H I T E P A P E R

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How do companies use

web 2.0 based technologies?

The only irreplaceable

capital an organisation has

is peoples knowledge.

Productivity of that capital

depends on how they share

with those that can use it.

Andrew Carnegie,

1835-1919

Mckinsey, "Quartely Report about use of Web 2.0 technologies in the enterprise,

https://www.mckinseyquarterly.com"

2.0web

70% of companies consider rapid

access to knowledge as the principle

benet of using web 2.0 technologies

internally.

50% of companies believe the mostimportant Web 2.0 tool is a corporate

social network.

65% of companies surveyed believe in

increasing their investment in Web 2.0

technologies in the next three years.

66% use Web 2.0 technologies for

internal use within the company.

79% use Web 2.0 technologies to

improve their relationship with

clients.

70%

50%

Acess toKnowledge

Corporate SocialNetwork

65%Increaseinvestment

79%ImproveCustomerrelations

66%Improveinternal

collaboration

W H I T E P A P E R

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Who is who?

Companies using 2.0 webs

have a greater share of

market and higher margins

than the competency.

December 2010 Jacques

Bushin and Michael Chui

December 2010

Jacques Bushin y Michael

Chui (McKinsey Global

Institute)

There are two great groups of players in the Social Software market for corporations.

Experts in social software

On one hand there are the producers who oer independent applications

with social capabilities.

Established companies with productive and collaborative packages

Companies such as Microsoft, with a solid company platform support

horizontal processes for their company, and already incorporate social

tools.

?

For the rst group, the majority are companies born during the social media boom since

2010. Some of them, such as Jive, quickly won the markets satisfaction a need not

covered by traditional vendors.

Nevertheless, according to Gartners last report, Magic Quadrant for Social Software in

the Workplace an important change is happening in this market.

Large companies like

Microsoft, with products

such as SharePoint, have

selected the lead to

incorporate important 2.0

social tools in the new 2010

version. Microsoft has been

selected as a leader in

Gartners Magic Quadrant.

See graph.

niche players

Completeness of vision

abilitytoe

x

ecute

challengers leaders

visionaries

As of August 2011

Source: Gartner (August 2011)

Magic Quadrant for Social Software in the Workplace

Microsoft

Open Text

Atlassian

Saba

Jive

TelligentSalesforce.com

SuccessFactorsSocialtext

Drupal-Acquia

BlueKiwi

Moxie Software

EktronLiferay

Novell

IglooEPiServer

MindTouch

Mzinga

Kwiki

Comerstone OnDemand

IBM

W H I T E P A P E R

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Groups are always smarter

than minorities, it doesnt

matter how brilliant these

are at solving problems,

driving innovation and

making decisions even

predicting the future.

James Surowiecki, The

Wisdom of Crowds

This change in leadership thanks to Microsoft is due to two principle reasons:

For these two reasons, Raona is convinced SharePoint is a winner, now and in the future

with the following versions.

A social intranet incorporates a great number of tools and services that improve users

participation and collaboration. Some elements are already included in SharePoints

standard version. Others are functionality extensions, included in PiuPoint, the solution

developed by Raona to improve SharePoints social capacity.

The majority of tools we already know, nothing is really new.

The real power is the integration within an Intranet.

In a company there are many people who can be considered experts in a subject or

discipline. At Raona we incentivise employees who have their own blog on the

companys intranet. We believe its a great way to share ideas and experiences with the

rest of the organisation.

21 key elements ofa Social Intranet

#1 Intranet Blogs

W H I T E P A P E R

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Major integration

Great part of corporate information is in the intranet. It makes sense that the social tools

are totally integrated with the document manager and the companys intranet. As

mentioned before, a social tool connects people with people and people with knowledge.A great part of knowledge is in the intranet, not only for stored documents, but also because

there is a tendency to connect them with other systems and internal applications of the

company such as the ERP or CRM.

Reduce Costs

No need to maintain a new application, nor pay additional licencing costs.


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Social networks represent

the reexion of what

people do: to connect and

share.

Forrester. The Future of

Social Web

A wiki is a good way to store and create knowledge collaboratively. Each entry in the

wiki is likely to be edited by any user. Collective intelligence each time creates better

content. Their applications are innite. For example, an important client of ours has

created a Wiki for the management of innovation. Another to obtain responses of

common incidents from their customer telephone line.

#2 Wikis Intranet

They are spaces created for members of a project, a department, etc. Their objective is

to improve collaboration and team work, provide tools such as a document library,

shared calendar, tasks, news, etc.

#3 Group Spaces

Their employees have their own personal page within an intranet, with information

about their experience, interest and abilities, contact information, groups they belong

to, link to their blog, and twitter accounts, LinkedIn, etc. An excellent way one can

introduce oneself to the rest of the organisation.

#4 MySite

Forums allow users of an intranet to share information in an asynchronous way. There

are many potential uses, for example, a forum to solve doubts or technical problems or

a forum included within a projects space.

#5 Intranet Forums

W H I T E P A P E R

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In a social intranet, documentation is important, as it is not the only source of ideas orinformation. The social content generated by its users, an entry into a wiki, a comment

on the community wall, a video, my prole from Mysite etc. can be indexed when

searched. Now informal communications are available which used to get lost.

#6 Social Searches

I like & rating, two excellent ways of making relevant content appear at the front page.

With a simple click, the users of an intranet are exercising their vote, valuing the

contents considered the most useful or of higher quality.

#7 I like & rating

Think twitter within your intranet. Communicate briey, clearly, and concisely, with

your organisation. Ideal to share ideas, page links and documents to the intranet, etc.

One usage we give to Microblogging in Raona is the one to retransmit meetings. A

summary of the meeting in real time.

#8 Microblogging

Someone just shared a presentation created for a new client in the sales community. I

open the document and see a few points that can be used for this afternoons meeting. I

have some doubts and see that my colleague is online. Click on his name and a chat

opens. Ask him/her whether they are available, and we start a video conference. I share

the document with him, and we start a conversation. In ve minutes Ive resolved my

doubts. This is a real example of our day to day activities in Raona. A powerful

collaborative tool in real time, that integrated in the intranet and corporate social

network, wins over even more prominence.

#9 Instant Messaging, voice and video

W H I T E P A P E R

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A proposal, report, or presentation to a client. Today, team work around a document, isthe norm rather than the exception. Co-authoring allows multiple users to work

simultaneously in one document, automatically synchronising the changes.

#10 Co-Authoring

Imagine a Facebook wall in your intranet, where all social activity is concentrated;

conversations, I likes, links to shared documents, external news feeds, Mysite updates,

etc. There can be a general time line, or there can be various, one for each community

user, as we shall see ahead.

#11 Timeline or wall

You can create communities by department, oce, interest group, etc. All the

information is socially shared in a private community and only accessible for the

members of that community. A user can be the member of one or various communities,

and can decide when and which community to publish a post or article.

At Raona we have 5 transversal communities in other words they do not coincide

with the departments or with all the elements of the companys organogram. In this

way we can break organised barriers and facilitate the exchange of information.

#12 Communities

Twitter and Facebook allow creating private accounts. These accounts are dierentiated

from open or public accounts were only the users are authorised to see their activity.

Therefore, when a user has a Twitter and Facebook account, they can also nd out

through these social networks what is happening in their companys intranet.

#13 Integration of external socialnetworks like Twitter or Facebook

W H I T E P A P E R

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There exists a tendency each time to integrate the intranet with other applicationssuch as the CRM, ERP or the Corporate Web. A lot of the information within these

systems is more likely to be shared, automatically and without any eort in the

internal social network.

For example imagine that a new entry is created in the time or wall of the sales

community each time someone wins an opportunity in the CRM. When sharing this

information synergies are generated and new conversations that wouldnt have been

produced.

#14Integration with businessapplications

One of the most important tools a company has to enhance is user participation in an

internal social network, also the statistics of usage and acknowledgement of most

active or most valued users. For example: the user of the week, the most consulted

content, etc.

#15 User Statistics and participationof the internal social network

The intranet is not an island. The social intranet is connected with the internet to make

use of public services that are converted or are on the way of a standard conversion. If

you have many videos, but dont want to take too much space up in your servers, create

a link from your intranet to a private YouTube channel. If you want to see the

information that is published in the time line as if it was a virtual magazine, connect

with the Flip board. If you want the level of inuence on social networks to appear in

each users Mysite, connect with Klout. The skys the limit.

#16 Integration with public social tools

A more connected intranet is a more powerful one. The social intranet nurtures itself

from internal as well as external information, connecting to blogs of interest; each time a

competitors news appears Google alerts publish an entry in the companys social

network

#17 Feed Aggregator

W H I T E P A P E R

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The social intranet is also the mobile intranet. According to IDC, in 2015 there shall bemore internet connections from mobile devices than from computers. Otherwise the

potentialof the tools mentioned above could be lost if users only use them when they

are in the oce.

#18Consult from mobiledevices (smartphones, tablets)

YouTube has changed internet communication. A lot more direct, more powerful, and

way clearer. In an intranet a video can have multiple applications. From a companys

president welcome video, up to informative videos of the usage of corporate

applications

#19 Video

Chronologically shows all the activity of a social intranet, who has updated their prole,

who has posted on their blog, whos tweeted, etc.

#20 Social Network Activities

Many companies have a Community Manager, a person responsible to manage public

proles of a companys social network. One of the principle responsibilities is to

communicate to the exterior information of interest to the audience. A social intranet isan excellent tool for the community manager. It can allow them to know in real time

what is happening in the company and promote the relevant information to public

social networks. Information that otherwise would not be delivered if shared by the

entire organisation.

#21A Community Managerspromotional content

W H I T E P A P E R

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A Social Intranet,

beyond technology

Many companies see the social intranet only as a conjunction of social technologies to

implement, a blog here, a wiki there. The adequate technology is the key for a successful

social intranet, but it is more coherent to prex people to the technology. This is what

Forrester the consultant proposes and their method POST, People, Objectives, Strategy

and Technology.

At the centre of a social intranet there are the users. To get them to adopt or contribute

with their participation and content, before we should know their motivations.

A good way is by classifying levels of participation. Forrester classies them in 6 levels,

some which are called Social Technographics, not only applicable to a social intranet

but also to any social network. As Forrester says it would be an illusion to think that all

users will be creators of content. It has been demonstrated that only around 13% of users

are active on social networks. However, that small group of users are of extreme

importance, as they are the ones that inuence the rest.

The rest of the group ordered by greater to minor participants are the critical, collectors,

associates, spectators and in actives.

W H I T E P A P E R

People

Creators Critics Collectors Joiners Spectators Inactives

13% 19% 15% 19% 33% 52%

The percentages show users that partcipate at least in one of the categories . Forrester Research

POST

When we face challenges at

work, we tend to trust our

colleagues nearer to us. If

we want innovation, we

rst have to look in our

weakest ties.

Mark Granovetter author of

The Strength of weak ties;

the network theory

revisited

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The objectives must be adapted to each group of users, for example, the objectives of

the creators, could be, publish a blog on the intranet, have the Mysite complete and

updated, etc. In exchange critics, post comments in other colleagues blogs or evaluate

content.

W H I T E P A P E R

Objectives

To obtain the previous dened objectives one can adopt multiple strategies. In Raona

we achieve this through what we call engagement points. Users obtain points for each

comment, Like, post on their blog, content shared in a community, etc. The results are

public. This type of games and subsequently public recognition ultimately is known

as gamication. A simple form as well as powerful to encourage participation.

Strategy

At the end of the process one can chose the elements to include in the social intranet

within the list of 21 characteristics mentioned previously, adapting them to the needs

of each group of users.

Technology

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W H I T E P A P E R

Total Integration. With SharePoint, with internal applications and with external social

networks.

Total adaptatio n. Their architecture mou lds and their connectors with other

applications, allows adapting 100% to their clients needs, in their aspect as well as in

their functionality.

Easy Implementation. Totally integrated with SharePoint and the active company

directory, create new communities easily and quickly.

Winner of the European Best SharePoint Social Strategy awards 2012

www.sharepointeurope.com/content/award-winners-2012.aspx

Why PiuPoint?

PiuPoint is a complement to SharePoint developed by Raona to enourmously increase

their social capabilities.

WINNER2012 BEST EUROPEAN SOCIAL STRATEGY

More info | www.piupoint.com

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W H I T E P A P E R

About

Raona is a multinational software development

consultancy with oces in the United Kingdom,

Spain and Argentina. We excel where technology

really adds value, a niche consulting boutique

with over 100 engineers experts in Microsoft

technologies.

@W

Documents

Power to your users with a collaboration 2.0. environment