SharePoint intranet consolidation

SharePoint intranet consolidation

Harmonising a business by consolidating 22 intranets onto one platform

The brief

Consolidate 22 standalone operating company intranets into one regional EMEA intranet to create a single destination and maximise best practice sharing and collaboration for comms and HR.

  • Our client, a leading medical devices manufacturer, wanted to unite employees by having one regional platform for the Europe, Middle East and Africa (EMEA) region.
  • One company portal would reinforce the business message of “One EMEA, One business.”
  • We needed to centralise company news flow and employee communications while ensuring local teams still had the right tools to work effectively.
  • Harmonise branding across the countries.

Our approach

A thorough user and stakeholder discovery phase shaped the right SharePoint intranet to suit employees across the region:

  • User interviews with end users and close meetings with stakeholders throughout the information architecture and user experience phase.
  • Our SharePoint consultancy developed a central site and a toolkit of designs, templates and web-parts to provide flexibility for countries to tailor their channels whilst also ensuring consistency and harmonisation
  • We built “killer apps” to maximise communications – including People on the Move, to communicate people moves and promotions and a chat facility to allow dialogue between leaders and employees

The result

Project rolled out over 12 months leading to increased engagement and collaboration between employees and operating companies:

  • A 300% increase to the number of unique visitors to the site every month.
  • Time on site increase by 250%.
  • Improved top-down communications facilitated new EMEA initiatives.
  • £100k savings on licences and human resources per annum.

"Content Formula worked closely with the management team on a new Intranet strategy that would lead to stronger employee engagement and business alignment. This work required technical expertise, strong account management and cultural understanding given the scope and breadth of the project, which included the integration of 20+ portals to a new platform. Content Formula provided strong partnership on this complex and highly visible internal initiative for our company. The project was completed with strong reviews and support."

Vice President EMEA of Strategic Affairs and Communications, a global medical device company

SharePoint experts deliver gamification, user experience and design

Using SharePoint to share digital marketing best practice across Pfizer EMEA

Our SharePoint experts deliver sexy SharePoint design, gamification and elegant user experience

The brief

Pfizer’s requirement was to replace two SharePoint intranet sites with one solution that would enable digital marketing managers to find and share digital marketing channel information and best practice.

  • The site needed to look engaging and “cool” whilst remaining within brand guidelines
  • Be simple to administer
  • Intuitive navigation and elegant user experience
  • Drive the digital mindset within Pfizer

Our approach

Our SharePoint consultancy worked closely with stakeholders and users at Pfizer to define requirements and understand business objectives

  • A full content audit of both sites was undertaken to ensure that good content was migrated and new content requirements were identified
  • Our SharePoint consultants used an agile approach to development, working in sprints and testing and bug fixing as we progressed
  • We introduced elements of gamification to encourage interaction, awarding badges for posted questions that received a lot of interaction.
  • We created an identity for the Digihub that was differentiated from other Pfizer SharePoints but remained within Pfizer’s brand guidelines

The result

  • We designed and delivered a hub for Pfizers digital marketing community which enabled speedy access to key information with the desired engaging look and feel.
  • Gamification has helped drive contributions and build community across a geographically dispersed region.

SharePoint intranet designs to drive collaboration and sharing in FMCG company

Global collaboration and information sharing in SharePoint 2010

Multi-brand SharePoint intranet for food industry client

The brief

Mars wanted to overcome a tendency for brand marketing teams to collaborate locally by enabling the brand teams to collaborate and share best practice globally via SharePoint.

  • Mars wanted the ability to easily roll the site out to multiple brands
  • It was important that the community was engaged from launch
  • Findability of content and assets was a key objective

Our approach

Our SharePoint and intranet consultants worked closely with the stakeholders and end users at Mars to design a site that:

  • Used gamification and collaboration to engage employees
  • Was intuitive to users and aided speedy access to key assets and libraries
  • Was templated to enable staged roll outs to multiple brands with minimal cost
  • Utilized user centered design to create an environment that engaged a brand obsessed user base
  • Integrated with Mars chosen ESN

The result

Brand portals have now been rolled out across major FMCG food brands: Mars, M&M’s, Snickers, Twix, Dove/ Galaxy and Maltesers

Global internal news site on SharePoint | Content Formula

Global internal news site on SharePoint

Social news and content delivery for 30,000 employees

The brief

Jaguar Land Rover wanted to move their staff magazine online and introduce social interactions. They wanted employees to engage with and impact the news agenda whilst accessing the site from desktop, tablet and smartphone.

The team at Jaguar Land Rover were focused on the creation of a site that delivered an intuitive user experience (UX) regardless of device, with an engaging design that appropriately showcased their luxury brands.

Our approach

Our SharePoint consultants worked closely with the Internal Communications team at JLR to create a user-centered solution that met the businesses objectives.

  • Our user experience designers created a home page with three news columns, which enabled employees to influence the news agenda via a “trending” column. This column displays content in order of popularity, based on the number of likes, shares and comments the content has generated over the previous few days.
  • We also enabled the Comms team to pin news to the right hand side of the page.
  • We utilized defined content tags that enabled users to customize their view and allowed the site to push related twitter and instagram content based on the tags attributed to news articles.
  • In designing the mobile and tablet view, we ensured a consistent navigation whilst introducing the mobile gestures that JLR’s employees would expect.
  • Our graphic designers worked with JLR’s brand guidelines to create an engaging design that enhanced the visual nature of JLR’s premium video and imagery.

The result

Content Formula designed and developed a high-end SharePoint with social interaction integrated with premium content. The user experience was rich, engaging and optimized for multiple devices.

Responsive intranet on SharePoint 2013 for railway industry client

Personalised and responsive SharePoint 2013 intranet

How we created an engaging platform for the Office of Rail Regulation

The brief

The Office of Rail Regulation (ORR) wanted to re-develop their intranet on SharePoint 2013 to better serve the needs of their staff across 6 UK locations. They wanted their new SharePoint intranet to be a more modern representation of their organisation and achieve the following objectives:

  • Create a SharePoint 2013 platform where consistent messages and information can be shared
  • Reinforce a positive company culture and facilitate employee engagement and the internal communication strategy
  • Allow office and non-office based staff to access relevant information whether on the move or at their desk.
  • Drive collaboration between offices.

Our approach

We needed to ensure the mobile context was built into the user experience from the outset. We consulted heavily with stakeholders and end users to ensure the information architecture was well structured and ran several workshops to understand the types of user journeys that would be required in a mobile context.

Through our early discovery work, our SharePoint consultants learned that the intranet should not be perceived as London-centric. They had conducted some insightful user research that pointed towards the intranet needing elements of personalisation based on job role and office location.

As with all of our SharePoint projects, our SharePoint experts start from the position of utilising mainly out-of-the-box components. However, we needed to create certain bespoke components for things like navigation and personalisation and were able to do this via front-end code, not impacting the SharePoint core.

The result

The site was delivered and launched in a 3-month timeframe. Our SharePoint consultancy worked hand-in-hand with the ORR intranet team and acted as a bridge between them and their outsourced IS provider.

End users are feeding back that they really like the new intranet and early data shows signs of much-increased engagement with corporate news and other content areas.

SharePoint intranet rebuild boosts user adoption and collaboration

SharePoint rebuild boosts adoption and collaboration

Intranet revamp and governance strategy boosts knowledge sharing by 375%

The brief

Janssen is a leading pharmaceutical company. The EMEA Medical Affairs function in Janssen provides scientific support to both internal teams and external customers. They collaborate extensively on writing scientific knowledge documents. To help them with this they put in place a SharePoint collaboration and knowledge portal.

After 3 years the SharePoint site had only enjoyed modest success with key areas unpopulated and unused. Following a referral by EMEA IT we were asked by the site sponsor to provide consultancy on reversing the poor levels of adoption of their intranet.

Our approach

Whilst many people had their own ideas as to why the intranet was struggling, we approached the project with fresh and open minds. One of our top SharePoint consultants designed a research project that included a deep dive into the analytics, a content audit, a stakeholder workshop and 25 one-on-one interviews with content owners and end users from across the EMEA region.

Our research uncovered a number of problems – many of which the team had not considered. These included usability issues, technical issues, content issues, inadequate training, and almost non-existent governance. Together these issues had led to a huge lack of trust in the content held on the site.

We put in place a three-pronged plan to address the issues: first, rebuilding the core knowledge and collaboration section of the site to make the user experience more intuitive; second, putting in place a robust SharePoint governance framework aimed at driving up adoption and sustaining high levels of usage; and third, carrying out a SharePoint rebrand to send a strong signal that the site had changed.

The result

With a limited budget and a tight timeline we relaunched the site after two months. As set out in our governance plan we worked closely with the network of 25 content owners. We briefed, motivated and supported them to get their latest and greatest content onto the site. We’ve stayed in touch with the site owner and have delivered ongoing analytics post launch. We have found that:

  • The amount of scientific documents on the site doubled in one month after launch.
  • 9 months later the site has seen the number of documents shared increase to 1762 – an increase of 375% since the launch date.
  • Year-on-year the site has enjoyed a 20% increase in users and a 30% increase in user sessions.
  • With such a pronounced and sustained increase in usage and adoption we have been invited to build a similar site on Office365 for Janssen Asia Pacific.

New 2013 Sharepoint Intranet for healthcare industry

Social intranet on SharePoint Online for Office 365

Using social techniques and Office 365 to help drive a massive culture change

The brief

Nuffield Health wanted our help to launch a truly social and open intranet on Office 365 that would help drive a massive culture change in the organisation:

  • The sponsor and other board members were clear what their objectives were but needed them to be translated and articulated into an intranet vision and strategy.
  • They were also clear that they wanted a social intranet: they wanted to promote trust, respect for expertise, openness and passion for healthcare.
  • Following our recommendation, the client wanted to involve stakeholders and users in the envisioning and design process: first they wanted an engaging vision document followed up with detailed requirements, wireframes and designs to socialise with the company.

Our approach

Our SharePoint consultancy took a top down and bottom up approach to the project, listening carefully to what senior managers were looking for but also reaching out to employees across the many gyms and hospitals in the UK:

  • To set the vision we interviewed each member of the management board and tested some of their ideas with staff across the business.
  • Our SharePoint consultants developed polished concept designs to illustrate the vision and in particular show how staff contributions and networking were a key feature of the intranet.
  • Once signed-off the vision was communicated broadly across Nuffield Health to help drive enthusiasm for the project

The result

Our SharePoint consultancy delivered comprehensive, detailed wireframes and written requirements and a modern vibrant design template to apply onto SharePoint Online:

  • We came up with some innovative features including a co-creation tool, a fun recognition tool and an algorithm to encourage contributions through social reputation..
  • Because we had to target social tools to a broad audience with varying levels of PC literacy and limited PC access time it was important for us to keep ease-of-use top of mind. We stripped back SharePoint functionality to provide elegant and simple interfaces that even our grandmothers could use..
  • We really stretched SharePoint - building in lots of easy-to-use functionality that could be developed natively and without complex code.

SharePoint intranet with Yammer and Office365

A responsive intranet developed in SharePoint Online with Yammer and Office 365

SharePoint consultancy, UX & development to build a global digital workspace for 13,000 users

Johnson Matthey is a FTSE 100 sustainable technologies company headquartered in London with 13,000 employees and sites all over the world. They asked for Content Formula’s help to turn their sprawling SharePoint 2010 intranet into a cloud-first, mobile-first collaboration platform residing at the heart of the Johnson Matthey digital workspace.

Content Formula was responsible for the digital workspace strategy, information architecture and user experience, graphic design, development using our in-house team, deployment and post-launch support. The project had the following objectives:

  • Collaboration – to increase collaboration across the company
  • Communication – to improve communication across the company
  • Productivity – to enable users to achieve their goals more easily and efficiently
  • Engagement – to increase the number of people regularly using the intranet.

Our approach

Content Formula undertook a broad-based discovery stage to enable us to understand issues at Johnson Matthey that a new intranet could fix. The insights we gathered as part of our discovery methodology enabled us to recommend features and functionalities that would drive Johnson Matthey’s business objectives.

Designed as a responsive site for mobile, tablet and desktop the resulting intranet delivered personalized news, links, business unit content, and blogs to users based on their active directory profile whilst also enabling them to customize their home pages to further refine content for their own purposes. This is crucial in engaging 13,000 global employees in the same intranet.

Johnson Matthey aims to become a highly collaborative organisation and to this end have adopted Yammer as their Enterprise Social Network (ESN). We incorporated a headline Yammer feed on users’ homepage. This enables users to follow their chosen threads without having to leave their intranet. We are continuing to work with JM on their Yammer strategy, developing use cases and a roll-out plan in order to ensure widespread adoption. Johnson Matthey also use team sites extensively. We worked with them to formulate appropriate governance around the use of team sites as many groups were creating them as a “work around” of the previous intranet. This governance ensures that team sites are created with a clear purpose and audience and enable true collaboration between organisational groups.

Forms, policies and procedures was a particular challenge with this project as each region and office has different versions of the same policies. By creating a specific content type and a single library for all location, business units and departments with associated metadata we allowed the site to serve the correct version of forms, policies and procedures to the user based on their active directory profile, significantly reducing user and administration effort and ensuring the correct version is always available quickly.

The site was also multi lingual and could be automatically translated locally into multiple languages based on Bing Translator.

The results

The new myJM is making inroads in solving Johnson Matthey's challenges around strategic and organisational engagement, with news now front and centre on the homepage, both corporate and local stories are seen and engaged with by employees every time they open their browser.

Collaboration within Johnson Matthey is now easy and user adoption is this area is consistently gaining momentum, with now over 100 active Yammer groups posting over 1,000 messages per month and over 500 new and active project team sites linking working groups for better productivity.

Content Formula continues to support and enhance myJM to build on this positive start.

"We had a positive experience with Content Formula developing the new version of our corporate intranet. The team are personable, responsive and were very thorough from research through to delivery. I look forward to continuing to work with them."

Jonny Wing, Communications Executive, Johnson Matthey PLC

A SharePoint 2016 intranet-in-a-box example

A SharePoint 2016 intranet-in-a-box with great findability and rich features

How LiveTiles Intranet is helping Craneware to work more efficiently

Craneware is the market leader in developing software and providing professional services which help US-based healthcare providers improve their profit margins. This means Craneware’s clients can continue to invest in better outcomes for their patients.

As part of a wider programme of communicating success across the 250 Craneware employees located in the UK and the US, it became clear that a new intranet was needed.

The existing intranet was impeding smooth communication and the flow of everyday knowledge around the company.

Employees were complaining that it was hard to find content either via the intranet navigation or through search. And, if they were lucky enough to find the item they needed, it was often out of date. Ultimately, many had lost confidence and trust in the intranet and its content.

Using LiveTiles’s intranet-in-a-box solution

A new solution was needed and a relatively rapid deployment was preferred. Content Formula’s consultants recommended deploying LiveTiles’s SharePoint intranet-in-a-box solution.

With a rich set of features to enable publishing and collaboration, LiveTiles (formerly known as Wizdom) was the perfect solution to deliver an attractive state of the art intranet, while unlocking the value of the company’s continuing investment in its on-premises installation of SharePoint.

LiveTiles's intuitive interfaces, powerful templates and sheer flexibility meant the intranet would be far easier to manage going forward, resulting in both a successful and sustainable platform.

The discovery phase

To gain a deep understanding of how staff at Craneware work and how a new intranet might help, Content Formula’s consultants carried out two workshops, one involving a cross-selection of users and another with senior stakeholders. This was supplemented by one-on- one structured interviews with individuals from across the business, both based in the US and the UK.

Our consultants soon built up a detailed picture of how the new intranet could help Craneware meet its strategic objectives and allow employees to meet their everyday goals. We presented our findings and associated recommendations back to the core project team and senior sponsors.

Our accompanying report included the results of our discovery exercise, which not only highlighted issues with findability but also other areas of frustration. Synthesising the useful feedback and ideas received from staff, we also suggested key areas of the new intranet that would have a real impact.

We recommended taking a holistic approach which wasn’t just about deploying new technology but was also about improving content governance, managing search and developing a new information architecture.

The new intranet

With most of our recommendations taken on board, our consultants supported the team at Craneware to structure the site, build the basic architecture, design a new user-focused global navigation, and design key pages (with the aid of wireframes). We were also on hand to advise on overcoming some technical challenges.

The result is a beautiful SharePoint 2016 on premises intranet which slots seamlessly into the way Craneware employees work. At last it’s easy to publish news and success stories which can be targeted to individuals based on their profiles. The content also renders beautifully on to mobile devices via responsive design.

Staff complaints about not being able to find content are massively reduced. A user-centric navigation and a search which can be filtered by subject, content type and other data means employees can find the content they need. Automatic reviews and convenient publishing templates also ensure content owners can keep their pages up to date. Confidence in the intranet and its content has been restored.

And, for the first time, employees are also using the powerful collaboration tools within SharePoint – critical when teams are working across different continents! The intranet is helping Craneware to work more efficiently.

Looking to the future

Of course, it’s still early days for the intranet, but the huge improvements over the previous intranet are clear. More staff are using the intranet, senior stakeholders are fully behind it and the intranet team are excited about the opportunities for the future which the new intranet provides.

Sharepoint intranet for non profit organisation

A responsive intranet developed on SharePoint 2013 on Premise with Skype for Business integration

SharePoint consultancy, UX & development to build a digital workplace serving a diverse user base of 1,700 people

The brief

The Institute for Cancer Research (ICR) is one of the world’s most influential cancer research institutes, with an outstanding record of achievement dating back more than 100 years. ICR London operates as a research institute, a higher education institution and an exempt charity.

Content Formula was responsible for the digital workspace strategy, information architecture and user experience, graphic design, development using our in-house team, deployment and post-launch support. The project had the following objectives:

  • connect people, promote knowledge sharing and communication, and foster collaboration - both within and outside of the ICR network.
  • provide easy and fast access to relevant information
  • provide staff and students with access to a range of tools and functions that will make their working lives easier
  • promote the ICR brand and organisational culture
  • develop a cost-effective and sustainable platform

Our approach

We proposed a partially bespoke solution to deliver ICR’s priority requirements utilising pre-designed templates as the requirements matched the features of these templates. This allowed us to reduce costs without any compromise on requirements.

We started with a discovery phase to gather information and insight to inform both the initial strategy for the site, and how the site should be maintained and developed moving forwards.

In the IA and UX phase we developed a set of interactive wireframes to reflect the output of the discovery phase. We ran testing on these wireframes with real users, and also tested the navigation using tree-testing. After, we were happy with the performance of the wireframes in tests, we then applied the ICR branded design to all the templates. The site was then built over five 2-week sprints, tested and the features and functionality developed demoed to the client for feedback and iteration.

One particularly interesting aspect of this project was the collaboration spaces. We modified SharePoint team sites to provide a very streamlined and intuitive place for team and project collaboration – with a personal activity feed for users on the intranet homepage. Also, because the ICR were already using Skype for Business, we integrated these collaboration spaces with Skype, so that each group had an associated group chat within the Skype for Business client.

The result

  • Collaboration area usage has increased by 139%
  • 418% increase in usage of the policy library
  • 19% sustained increase in traffic vs the previous intranet
  • The improved information architecture has seen reliance on search drop by 7%
All opinions expressed are personal and do not necessarily reflect the views of the ICR.

"The ICR’s new intranet is a big step forward on our old one. It has a striking design, easy-to-use navigation system, fresh content, and a range of new functionalities. Content Formula understood the ICR’s requirements, and applied their detailed knowledge of SharePoint to craft a dynamic and modern new system. They found imaginative ways of putting into use out-of-the-box SharePoint functionalities, making the new intranet as useful as possible while minimising costs."

Richard Hoey, Director of Communications

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