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Creating and maintaining a usable intranetFiona Caldwell, Tatts Group
Agenda
• Introduction
• Who is Tatts Group & who am I
• History of our Intranet
• Useful & Usable Intranets
• Identifying usability issues
• Maintaining Intranet Content
Tatts Group
• Provider of gaming, wagering and lottery leisure and entertainment products and services.
• Brands include TattsLotto, Golden Casket, NSW Lotteries, TattsBet (previously Unitab), Tatts Pokies, Maxgaming, Bytecraft, and Centre Racing in Australia, and Talarius in the UK.
• Originated in 1881 when founder George Adams organized a public sweep on the Sydney Cup horse race, and in 1897 it began operating the first government-endorsed lottery.
• 2,500 employees across Australia and UK
About Me
• Group Manager, Business Systems at Tatts Group.
• Wide portfolio – Projects and support for:
• Corporate Systems (Intranet, Phone Book, Collaboration Tools)
• Shared Services Systems (eg Finance and HR systems, CRM systems, Marketing systems, Service Management and Call Centre systems)
• Middleware
• Business Process Automation
• Data Warehouse and Business Intelligence
• Database Administration.
• Specialties: Applications Management, Intranets, Business Intelligence and Information Management
Our Intranet Team
Team Leader
SharePoint Admin x 1
Content Manager x 1
Developer x 3 (Workflow/.Net)
• 6 team members
• SharePoint 2007
• Key Projects:
• SharePoint 2010 upgrade
• Forms automation / workflow
Journey of Tatts Group Intranet
2003
Basic Information Portal
- List of Hyperlinks- News
Lotus Notes
Owner: Technology
Journey of Tatts Group Intranet
2005
Generation I: Basic Intranet - Corporate Information- Basic HR information- Links to applications- Team Sites- Project Sites
SharePoint 2003
Owner: Technology
Journey of Tatts Group Intranet
2007
Generation II: Corporate Intranet- Corporate Colours- Corporate Information- Noticeboard- More HR information- Links to applications- Team Sites- Project Sites
SharePoint 2007
Owner: HR
Journey of Tatts Group Intranet
2009
Generation III: HR Centric Intranet- HR Focused- Colour themed areas- More images- Home Page Focus on HR:
• New starters• Learning & Development• Employee Services
- Communities- MyWorkCentre:
• Personal Profile• Personal Site• Personalised Information
- Some Application Integration
SharePoint 2007
Owner: HR
Journey of Tatts Group Intranet
2011
Generation IV: Task Focused Intranet- Electronic Forms- Integrated Workflow & Approvals- Areas colour themed - Personal and Team Sites
SharePoint 2010
Owner: HR
Useful & Usable
• Professional appearance
• Consistent design & layout across different areas
• Standard page templates
• Consistent font, navigation, graphic design, page structure.
• Easily distinguishable from public facing website
• Ease of finding information
• Effectiveness of search engine
• Ease of use of processes
• Cross links between different sections of the site
• Content up to date
• Information you cant get anywhere else
• Level of content detail consistent between sections
• Content owners actively managing content & don’t require HMTL knowledge
• No bottlenecks in publishing process
• Accessibility
• Interactive features
• Getting your intranet used is not just about marketing and promotion – need to make sure intranet is useful & usable:
Finding out user needs
• Intranets are one of the most valuable assets for any large organisation. They can help people do their jobs better and more efficiently.
• Poor usability = Poor efficiency
• Techniques to find out usability issues and user needs:
• Stakeholder Interviews (Ask)
• Walk through key tasks (Try)
• Review Logs & Feedback (Review)
• Usability Tests (Observe)
Finding out user needs
• Stakeholder Interviews (one-on-one):
• Discuss what their job involves and how they currently use (or don’t use) the intranet – ask them to show you.
• You may learn about:
• Work-arounds for tasks
• Different paths staff follow to information (navigation, search)
• Parts of the screen or information that staff miss
• Areas of the intranet that staff don’t understand
• Sections of the intranet that staff don’t know exist
• Discuss future intranet requirements to support work needs.
Finding out user needs
• Walk through key tasks:
• Prepare an extensive set of scenarios – what tasks do staff attempt on the intranet?
• User Stories: As a <role> I Want <some Business Functionality> So That <Some Business Value or Justification>. The acceptance criteria describes the criteria by which stakeholders will determine whether the product meets their needs – in this case tasks that need to be completed.
• Eg. As an employee I want to book travel so that I can travel to Brisbane next week. Acceptance Criteria:
• I need to know what forms need to be filled out request travel
• I need to seek approval
• I need to book travel and accommodation
• I need to find out where our Brisbane office is located
• I need to know about cab charges, what else I can claim back as expenses and how to claim expenses. Etc…
Finding out user needs
• Walk through key tasks (contd):
• Identify all activities that make up the task
• What needs to be done to complete a task?
• What actions are inside the intranet or outside the intranet?
• Walk through the scenario (yourself or with the team).
• Pay attention to the decisions you make and the reasons for your decisions. For example, do you choose a particular navigation because you already know where the information is? Do you use search? How else could the same task be done?
• Look for content that may need to be reorganised or grouped with other content.
Finding out user needs
• Review logs and feedback
• Look for patterns in logs and feedback:
• Frequently accessed pages: What pages are accessed most frequently?
• Search logs: What terms are users typing into the intranet?
• Page Feedback Links: What feedback is being received?
• Help Desk Requests: What are the common questions and requests?
• Use patterns found to:
• Create scenarios (user stories) for task walk throughs
• Add quick links to home page for frequent actions
• Remove content that is not needed
• Create content that doesn’t exist
Finding out user needs
• Observing staff using the intranet (usability test)
• Create realistic scenarios to evaluate core tasks
• Recruit participants that are representative of the user group
• Observe the participants attempting the scenarios
• Note what happens
• Look for repeated behaviours – if a problem occurs multiple times then its worth investigating
• Key difference between this and stakeholder interviews is that all participants working through the same scenarios.
Maintaining Content
• To make sure Intranet is useful, need to maintain current, accurate and reliable content. This is not easy:• More and more information to maintain
• Growth in pages
• Growth in volumes of information
• ‘Knowledge experts’ are busy doing their ‘real’ jobs
• To keep Intranet content up to date, consider:• Authoring and Publishing Models
• Easy to use Content Management System
• Training & Support
• Regular communications
• Content Reviews
• Action user feedback
Maintaining Content
• Consider authoring and publishing models used:• Fully centralised
• Decentralised
• Publishing with review
• Federated publishing
• End-user content contribution
• No one model is right – mix and match different models:• Corporate Information: Mostly Centralised (controlled by HR,
Technology). Limited areas anyone can update (Noticeboard, Events, Team Profiles, Corporate Glossary of Terms)
• Team Sites (Teams, Projects, Communities): End-user content - anyone can request and maintain.
• Personal Site: Auto creation for all employees and basic data population. User generated content - update own profiles
• Dedicated content manager in Intranet Team
Maintaining Content
• Easy to use Content Management System:
• Provide a style guide – but don’t expect people to read it
• Use templates and style sheets for consistent formatting
• Provide spell checking functionality
• Use workflow to manage content approvals (if needed)
• Add review and expiry dates to content
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Maintaining Content
• Continual training, support and guidelines• All employees are potentially content authors
• Different levels of training is required for different needs
• Employee Induction:• Induction eLearning provides introduction to Intranet
• Quick Tours highlight where all employees can contribute
• Online Help • Overviews, Quick Tours, Quick Ref Guides, Governance, where to
store information, how to write for the web, FAQs
• Formal Training• Content Contributors: Roles & responsibilities, CMS basic features
(eg. SharePoint document libraries and lists, revision control, etc)
• Site Owners: Roles and responsibilities, CMS advanced features (eg. Creating SharePoint sites, managing permissions, etc)
Maintaining Content
• Communicate, Communicate, Communicate:
• Community of Power Users
• Regular Emails / Newsletters
• Monthly Newsletters, Tips and Tricks
• Regular Content Reviews
• Target highest value content – don’t try and fix everything!
• Remove redundant, out dated, or trivial content
• Intranet Feedback
• Provide feedback mechanism on all pages
• Address feedback in timely manner (or you will stop getting feedback)