Implementing a digital workplace… in a world of change
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Mads K. BoldsenLead business consultantØrsted A/S
1/3 of our Digital Workplace Team
Working with intranets and collaboration solutions since 2006Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities.
The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions.
www.linkedin.com/in/madskboldsen
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Mads K. BoldsenLead business consultantØrsted A/S
1 / 3 of the Digital Workplace Team
Working with intranets and collaboration solutions since 2006
Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities.
The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions.
www.linkedin.com/in/madskboldsen
The Ørsted Way Let’s create a world that runs entirely on green energy
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Wind Power Distribution & Customer Solutions
Bioenergy & Thermal Power
–Global leader in offshore wind with 3.8GW installed
–Active in all parts of the value chain - develop, construct, own and operate offshore wind farms
–Largest power distributor in Denmark with 1 mill. customers
–Developing green, innovative and cost efficient customer solutions
–#1 in Danish heat and power generation with 25% of market
– Innovative waste-to-energy technology (Renescience) and energy storage solutions
5,700 employees
Scandinavia, United Kingdom, Germany,
The Netherlands, USA and Taiwan
Our geographic footprint
5 February 2018
Ørsted Digital Workplace
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Available to all colleagueson desktop, tablet and smartphone.
Building blocks
– Wizdom
– A few custom web parts
– SharePoint Online
– Office 365
SharePoint On-premise
SharePoint Online / Office 365
Our intranet history
2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018
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Global intranet -“Vital” for
DONG Energy
Merging local intranets into
Vital
Implementing a global
Workspace portal
Implementing records
management compliant
workspace portal
Implementing Digital
Workplace
SP 2003 SP 2007 SP 2010
Yammer groups
FEW350+ active groups
last 6 months
Implementing Digital
Workplace
Situation in 2016 > Highly customized Intranet
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Intranet Main– Vital frontpage (web part configs on page)– News, list news in a selected channel
(Business unit, location or topic)– News tab web part (Show news
categories on Frontpage / News frontpage)
– News archiving (Archives are manually created/updated)
– Language support on news (translation possibilities)
– In the media (web part listing news tagged with “In the media” value)
– Featured stories (High lighting selected stories/movies in a web part)
– Locations (Config of sap/URL connections)– Number of employees on location (shows
number of employees on location – from SAP)
– Organization (Config of sap/URL connections)
– Phonebook (Config of web part settings/urls)
– Department overview (Org chart)– Department search (allows for search in
SAP department names > to department sites)
– Names of Employees in department (shows employees in a specific department)
Intranet other– Language support on content pages
(Multi language content web part)– Tab lists (custom formatted lists)– MyLinks (listing current users list items
from MyLinks functionality)– * Whistleblower– Vital data site (lists, activity map tags,
names of business units, campaigns, featured stories, language (label translations + available languages), locations for tagging in news, topics for tagging in news, quick-access link lists, top navigation, other minor settings)
– Content Life Cycle setup (page expiration
/ email notification to editors, visual indicator to end users)
– 404 bad links setup (email reports to editors upon bad links)
Tools– Tools frontpage (Config of template
settings)
Workspaces– Workspace front page (web part configs
on page)– My Team Sites (web part to list team sites
the user is member of)– Team site overview (Alphabetic list of
team sites available)– Team site search (text search)
Where we wanted to take our intranet
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The Digital Workplace provides a coherent gateway for work related activities, focusing on enhancing work productivity - a joined environment supporting communication, collaboration and connectivity.
Coherent gateway for Ørsted info, services and tools
Core intranet Intranet behavior Digital Workplace
CommunicationsPhone directoryDocumentsCorporate Information
Social featuresMobile accessCollaborationSelf-servicePresencePersonalized / TargetedTranslated / multi lingual
Business process supportSocial toolsMobile appsLine of business appsIntegration of people and work dataSuppliers / External partnersConnect - Communicate – Collaborate
People
ProcessTechno-
logy
To harvest the benefits from a true Digital Workplace, the following three elements must be nurtured
PeopleRaising employee engagement via Information and training through out the changes.Adoption is key
ProcessNew ways of working must be aligned with the actual business processesBusiness goals must be met
TechnologyTechnology must provide solutions to support the processes and the people involved.Technology must be an enabler
Pre-analysis > Project recommendation
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4DKK Millions/year
Cost savings
Evergreen
Continuously development
DesktopTablet
Mobile
Platform support
74%
86%Scope coverage
Project execution time5 MO
NT
HS
Best in class elements
User friendly
editor
experience
Predictable low cost
Year 1 Year 2 Year 3
SA
FE
TY
F
EA
TU
RE
SC
OS
T
Low risk Well tested
Proven track record
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Project tender process – Locating a 3rd part intranet product and vendor
During the tender phase, we evaluated a number of intranet products based on the prioritized requirements for functionality:
– News
– Phonebook and organization charts
– Content pages and documents
– Quality control of content via Life Cycle Management)
– Mobile access
– Language variation
– Statistics / Analytics
– Editor experience
– Self Services and forms
– Personalization
– Social features (commenting etc.)
– Education and manuals
– Governance re. solution control
– Future improvements to the product (roadmap)
After the tender process and product evaluations, the Wizdom product came out at the top of the list.
The Wizdom product excelled among others in the following areas:
– Supporting the editors in easy setup of forms on the pages
– Editorial overview of content page lifecycle and validation status
– Smooth editorial interface for editors
– Built-in statistics tools
WizdomIntra
Active
Unily
Valo
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Challenges along the way
Challenges along the way
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Language support
News, pages, navigation,
breadcrumb and more
NewsPersonalized targeting on country, BU,
location topics and language
Site structureInformation architecture (Technic vs
functionality)
Mobil access
Access and login to be seamless -
without any challenges
People search
phonebook and org. diagram
Working out loud
Transforming into Ørsted forced us to
secrecy
Azure Content Content in Azure not
searchableFAQ, LinkColl
FUN FACTThe insider list grew from 30 people
to more than 1000 in a year.
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Three of the things we did right
Migration – deletion of more than 10.000 pages
Evaluation criteria
– The page has been edited with the last 12 months
– The page has been visited within the last 4 months
– The page content owner is still employed in the company
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Total pages: 24.304
GREEN
5.129To be migrated
YELLOW
7.830To be considered
RED
11.345To be deleted
Meets ALL 3 criteria Meets 1 or 2 of the 3 criteria Meets NONE of the 3 criterias
21%
32%
47%
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Mega menu – Information architecture
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Process
– Information Architecture Workshop.
– Search statistics
– Visitor statistics
– User survey
– 2 x possible mega menus created with external agency
– Internal online click test on these 2 models
– Mega menu in final draft
– Finalized after final feedback from editors.
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Mega menu – online click testHow do I sign up for a course? - Menu model #1
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Mega menu – online click testHow do I sign up for a course? - Menu model #2
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Communication tool – Our 5 key benefits
A major restructuring of Vital navigation resulting in a main menu that is more intuitive, reducing the time
looking for.
All company news is presented in a single news section. Social networking
capabilities subscribe
One Company
News
Improved Navigation
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Full access to Vital functionality on all devices.
The new Vital enables employees to stay in touch and productive, regardless
of location.
Mobile Access
Easy access to the most widely distributed and commonly used digital
workplace tools directly from Vital
Digital Workplace Transition
People search for description (About Me),
projects, skills, expertise.Supporting a networked
organization.
Improved People Search
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Fin
al
pro
du
ct
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What made it all possible?
Small but dedicated cross organisational
project team
Project team was true to the “One
Company” mindset –towards editors, news setup and management
Editors managed content following a
clear migration strategy
Content structure and main navigation build on tested and proven information
architecture
Project team supported the philosophy of
“standard” – for as far as possible.
Ability to deviate from “Standard”
where absolutely needed (keeping the old organizational
diagram alive)
Assistance from external partners like
Wizdom, Make, Great works, Wintra,
Findwize
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Performance?
Adoption
– Corporate News article
– Yammer posts
– Road shows on major location (DK, DE, UK)
– Floor walks on major location (DK, DE, UK)
– Chief editor / editor meetings, skype sessions and education and training in the One Company philosophy
– Open Office / Workshops
– Pop Up info stands at canteens
– Launch video (shown at all possible events + on the new Digital Workplace)
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What happened at launch?Adjustments
– Disable Office Graph (documents in Delve profiles)
Launch movie
https://www.youtube.com/watch?v=Ft5XdXhQJys
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How was our baby received?
Externally
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1st place
INTRA.net reloaded Berlin
2018
Internally
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2 x Intranet Satisfaction Survey
Before launchSept 2017460+ respondents
6 months After launchMay 2018260+ respondents
Internally
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Findings
People don’t change their habits just because you change the technology
Feedback on new solution VERY similar to that on the old solution.
Areas to work on improving:Page structure and People search
Next steps
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Increase visibility of
Country News and
Local News
Enforce governance on all levels
GDPR related initiatives
End user adoption
activities / training / info
campaigns
Surface key metrics
Integrate more Office 365 services
Optimize content
according to end-to-end
user journeys
Extending people
properties
Re-enabling Delve
Improving life cycle mngt
on all content
Adjust language
handling and -navigation
Optimizing search
experience
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Let’s create a world entirely on green energy