Intranet/Digital Workplace Navigation that works!

@KurtKragh @IntraTeam #IABCWC13 www.IntraTeam.com
Intranet/Digital Workspace
Navigation
Kurt Kragh Sørensen
IntraTeam A/S

Kurt Kragh Sørensen
• Worked with intranets since 2000
• Facilitated Community of Practice groups
since 2002
• Benchmarked intranets since 2005
• International conference about intranet
since 2006
• @KurtKragh
• @IntraTeam

About IntraTeam
• 260 members of our 25 communities of
practice in Denmark and Sweden –
Primarily focused on intranet and the digital
workplace
• 2,300+ profiles on our online community
www.IntraTeam.com
• Community about optimizing the intranet
and the digital workplace
• @IntraTeam 5,000+ followers
• IntraTeam Event Copenhagen

Agenda
• Introduction and your challenges
• Strategy and goals
• Target groups
• Find your colleagues’ tasks
• Shortlisting
• Prioritize the tasks
• Find the top level navigation
• Test it

About you?
• Communication?
• Consultant?
• Responsible for your intranet?
• Responsible for findability/navigation?
• Responsible for collaboration?
• Relaunching your intranet
• Can your colleagues find what they are
looking for on your intranet?

QUESTION
Your Challenges?

Challenges
• Too many want their project, product or
department in the top navigation or on the
homepage
• Not many can find what they are looking for in the
organizationally focused navigation
• Hard to satisfy everybody
• Some understand the menu; others don’t
• Hard to prioritize

Where are:
• Products/Services?
• News?
• Minutes from the last meeting?
• Projects?
• Competitions in the top level menu?
Home Knowledge Information Employee Reports Competitions

Another example
New menu

QUESTION
How did you find your navigation?

How did you find your navigation?
• You or a small team made your navigation
• Involved a lot of people

QUESTION
What goals do you have for your intranet?

Goals for your intranet?

@KurtKragh @IntraTeam #IABCWC13 www.IntraTeam.comDigital Workplace Trends Report 2013 by Jane McConnell, www.digital-workplace-trends.com

QUESTION
What will give you attention at C-level?

Internal communication and
sharing knowledge are tools
- and not goals!
- that the CEO will give
much attention!

Goals for your intranet

www.IntraTeam.dk
Sell more

www.IntraTeam.dk
Save Money

www.IntraTeam.dk
Beat the Competition

www.IntraTeam.dk Innovation

www.IntraTeam.dk
Attract and Keep

Help your CEO to
implement his strategy

WHAT
What tasks should you include?

Communication

Document management

Collaboration

Process Optimization

E-learning

Culture

Source: Sam Marshall, ClearBox Consulting & IBF

HOW
How are you going to develop
your navigation?

TARGET
GROUPS
Which target groups do you have for your
intranet?

Max. 3-5 target
groups

Where do you find the tasks?
• Business strategy
• Stakeholder interviews
• Workplace observations
• Existing intranet
• Top search results
• Most visited pages
• Other intranets
• Relevant medias
• Employee feedback/research

Important
• Include every department, location,
business unit etc.
• Influential employees
• Trouble makers
• C-level
• Managers

Managing the Long List

Shortlisting

“Just get rid of the crappy stuff and focus on
the good stuff.”

No brands

No internal language
• Dealer locator
• BBC Fleet

No demographics
• Headoffice
• Business Units

No formats
• PDF
• Word document
• Excel spreadsheet
• PowerPoint
• Video

Not too high in the structure
• People
• HR
• IT
• Global

Not too low either
• Product X manual
• Parental leave

No duplicates
• Forum
• Discussion
• Product Description
• Product Facts

Exceptions

No abbreviations
• TLA
• OMG
• TGIF

No verbs
• Organize Leave -> Leave
• Manage Benefits -> Benefits
• Access Training -> Training
• Resolve an Issue -> Issues
• Search Jobs -> Jobs

Avoid repetition
• Organization charts
• Organization facts and figures
• Organization history
• Organization magazines
• Organization news
Maximum 4 tasks that
begin with the same
word

Complete
• Make sure you get tasks from
– Every department, location, business unit etc.
– Influential employees
– Trouble makers
– C-level
– Managers

One at a time
• Marketing material & tools
• News & Events

Short
• Max. 7 words / 55 characters

Eliminate duplicates

Clear and Precise
• No brands
• No internal terms
• No demographics
• No formats
• Not too high
• Not too low
• No abbreviations
• No verbs

Clear and Precise (continued)
• No repetitions
• Complete
• One at a time
• Max. 7 words / 55 characters
• No duplicates

Survey
• Representative share from each target
group answer the survey

Danish Dairy Company
1. Long list
265
2. Short list
70

Exercise
• Please look at the list and choose the top
FIVE most useful tasks for you on your
intranet Give a score of 5 to the most
important, 4 to the next most important,
then 3, 2, 1.
• Please give only one score of 5, one 4, one
3, one 2, and one 1. Leave the rest blank.
• Note: The list has been ordered alphabetically to make it easier
to review. Be careful not to be unduly influenced by words that
are near the top of the list.

Comparison

Top 5 tasks always gets more than
25% of the votes.
70% of the least voted tasks gets
less than 3% of the votes.

How to find the top navigation

Optimal Sort – Optimal
Workshop
How to find the top navigation
Optimal Workshop

Optimal Workshop

How to test your navigation
TESTING

TreeJack
Optimal Workshop
How to test your navigation
Optimal Workshop

Recap
• Strategy and goals
• Target groups
• Find your colleagues’ tasks
• Shortlisting
• Prioritize the tasks
• Find the top level navigation
• Test it

Gov.uk

Thank you for your patience
Kurt@IntraTeam.dk
+45 4018 1655
@KurtKragh
@IntraTeam

Intranet/Digital Workplace Navigation that works!

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