Simon Evans's Blog

Making Intranets and Innovation Work!

What should be in the Intranet Governance Handbook?

Strong governance is key to the success of any intranet project.  My approach to this focusses on 2 key deliverables:

Make sure your governance handbook covers all the criteria you need for effective governance

  1. The Benefit Realisation Plan.  In this document we make the link between business success and what we are trying to acieve with the intranet.  So we discuss vision, strategy, benefits, measures, targets, change management and enablers (technical, cultural or process) etc
  2. The Governance Handbook.  This sets out the criteria by which we will govern, the rulebook if you like, e.g. the age old chestnut of who gets a link in the primary navigation.

It is the latter I wish to discuss in this blog.   Unless you have agreed clear rules/standards/guidelines (whatever you want to call them) you will find it hard to justify your position on any questions that are put to you in the governance team.  Agreeing clear criteria for decision making will save you a lot of hassle later on.

The handbook is then a critical document which will cover a wide range of subjects.  Your “starter for 10” – Below is a farly random (but long) list  of things that I have included in this document in the past.  What is your experience?  What have you included or want to include?  What is missing from this list?  I hope the list may prove useful to some people anyway as a list of things you need to think about and address at some point.

●    Define the purpose of the governance team
●    Document the mandate for the project
●    Scope of the governance activities (Terms of Reference)
●    Using the Benefit Realisation Plan- the most mportant!  Tracking benefit delivery
●    Governance Team structure
●    Define roles & responsibilities
●    Team meeting logistics
●    Maintaining the project plan
●    Exception handling
●    Self service model
●    Communication and promotion plan
●    Feedback/comment handling
●    Change control (for standards and the handbook itself)
●    Management of the information architecture especially the primary navigation (who gets a primary link?)
●    Deployment and uptake approach – marketing plans
●    Acceptable Usage policies, netiquette
●    Technical platform rules (often a separate document)
-Permitted technology framework
-Platform governance (if different)
-Security, Single Sign On and remote access
-Application integration
-Support SLAs
-Directory and profile management
-Service monitoring
-Disaster recovery
●    Content Rules
-Requirements to provide content – responsibility for content creation
-Definitions of different content types
-Editorial roles and responsibilities
-Workflow requirements
-Rules for use of local languages
●    Content Quality Standards-Guidelines for effective web communications
-Content quality measurement – introduce conpetition
-Metadata and tagging requirements
-Search Engine Optimisation
-Content review, retention and archive strategy
●    Brand compliance
●    Metrics – measuring success
●    Managing starters and leavers
●    Regulatory Compliance
-Data Protection,Confidentiality and Privacy
●    Training and support

All this and much more in my 1 day Governance Master Class – contact

Simon Evans

Consultant, EnigmaQuest ltd

October 25, 2012 Posted by | Enigmaquest, Governance | , | Leave a comment

First Post!

So here we are – I have finally got round to setting up a blog! I intend to use it to discuss things of interest to Intranet specialists with focus on the things that EnigmaQuest Consulting get involved with. A little about myself:

I am 47, married with 2 children and spent most of my working life so far in the Pharmaceutical Industry (specifically Glaxo, GlaxoWellcome and GSK) where my most recent roles were around driving the intranet strategy as Director of Business Integration and a years experiences Web Communications Director for Corporate Communications. In June 2005 I left GSK to set up my own consultancy EnigmaQuest Consulting and I have been enjoying this role very much since then. EnigmaQuest has been helping large organisations (like Novartis AG and DHL) to develop their intranet strategies, taking a stepwise approach:

  1. Create a vision – know where you are going and why you want to get there. Articulate and actively pursue the benefits
  2. Set up suitable Governance to take accountability for driving out the benefits
  3. Develop a”Content Strategy” to ensure that the content you provide is what is needed, and is easy to use
  4. Have an eye for the future – the world is changing fast – make sure you are not caught out

As this blog develops I will explore some of these in more detail, but for the time being and relating to point 4 above, if you are interested in the way things are changing then I have a couple of reading recommendations for you, both of which are very thought provoking and challenging reads:

  • Wikinomics, how mass collaboration changes everything” by Don Tapscott and Anthony Williams (ISBN 978-1-84354-636-8)
  • “The Knowledge Activists Handbook” by Victor Newman (ISBN 1-84112-320-X)

January 30, 2008 Posted by | Enigmaquest | , , , , , , | Leave a comment