Transforming an Employee Portal into a Digital Workspace
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The document details the transformation of an employee portal into a digital workspace for a large automobile seating manufacturer, focusing on enhancing productivity and collaboration among 85,000 employees across 33 countries. Key strategies included creating a new communication paradigm, establishing a common information infrastructure, and prioritizing ease of access to tools and content. The implementation aimed for continuous engagement and measurable improvements while preparing for future rebuilds and analytics in 2018.
Transforming an Employee Portal into a Digital Workspace
- 1. CASE HISTORY: TRANSFORMING AN EMPLOYEE PORTAL INTO A DIGITAL WORKSPACE November 6, 2017
- 2. A NEW PORTAL FOR A NEW COMPANY ▪ World’s largest automobile seating manufacturer; ▪ 85K employees in 33 countries; ▪ Spun off from Johnson Controls on October 31, 2016; ▪ Established a new culture, including a new way of communicating and collaborating with employees.
- 3. THE TASK AT HAND
- 4. THE ASK: SENIOR LEADERS AND USERS Objective: Enable productivity and engagement by providing easy access to people, systems, and content via a single point of entry. Productivity A single user accomplishing a clearly defined task ▪ I need to book travel ▪ I need to find my local vacation/holiday policy ▪ I need the ARM Engagement Be part of Adient ▪ Read or comment on news ▪ Share photos of a local event /thank a colleague for help ▪ Ask a question when you don’t know who knows the answer Collaboration A group of users completing a deliverable or objective ▪ Create a project charter ▪ Develop a press release ▪ Track project tasks
- 5. THE REQUIREMENTS ▪ Provide easy access to tools and self service; ▪ Make information findable and sharable; ▪ Dedicate homepage space to ask questions and solve problems; ▪ Mobile ready; ▪ Enable auto translation where possible; ▪ Know what’s going on: globally, functionally and locally; ▪ Get to know each other: share our stories and successes.
- 7. THE CHALLENGE ▪ Change the paradigm for how the company communicates to employees; ▪ Change the dynamics of how employees exchange information and collaborate; ▪ Make information access and maintenance easier and more intuitive; ▪ Clean up a mountain of obsolete information; ▪ Maintain continuous access to legacy information.
- 8. TACTICS 1. Disseminate “official” company announcements using social tools rather than email or static content; 2. Delineate spaces for all company content vs. team based content; 3. Align content access interfaces with how users look for information; 4. Align content maintenance interfaces with content owners; 5. Quickly refresh – and simplify – content about departments and tools; 6. Enable contextual, search driven navigation.
- 9. A NEW COMMUNICATIONS PARADIGM ▪ The employee communications “avatar” ▪ Internal “twitter-style” leads for traditional articles
- 10. REALIGNING SEARCH ▪ Separate the all company facing portal content from team content; ▪ Focus on destination content rather than landing or index pages; ▪ Point to content that was actively curated by content owners; and ▪ Use “best bets” to match selected content to specific tasks.
- 11. TRANSFORM LEGACY CONTENT 1. Design and implement a common information infrastructure as a foundation; 2. Segment and prioritize the work to gain control over the tasks ahead; 3. Extend the infrastructure to each functional area and content owner via a standardized process.
- 12. NEW INFORMATION INFRASTRUCTURE ▪ Enterprise metadata and content types; ▪ Common search facets; ▪ A patterned approach for interface and repository design. Functional landing page (contextual search) Contextual search result page Information item Information item Contextual search result page Information item Information item
- 13. PRIORITIZATION ▪ End user value and importance; ▪ Relative size and complexity; ▪ Readiness of individual content owners.
- 14. A REPEATABLE PROCESS 1. Engage with content owners; 2. Guide content owners through a cleanup of their legacy content; 3. Extend the enterprise metadata and content types; 4. Extend the standardized information and document repositories; 5. Migrate refreshed content; 6. Build out contextual landing and search results pages; 7. Launch and announce the newly transformed functional area.
- 15. CONCLUSIONS AND RESULTS ▪ Uninterrupted content availability throughout the process; ▪ Incremental improvement that was both observable and measurable. ▪ Announcements for each newly transformed functional area as an event, driving home the message of continuous improvement Making what is often regarded as an impossible and thankless task seem completely doable
- 18. WHAT’S NEXT? ▪ Analytics: Search success rates and page satisfaction; ▪ Rebuilds coming in 2018: IT and HR; ▪ News section refresh; ▪ Drive the repeatable process.
- 19. Q & A WE’LL BE ANSWERING QUESTIONS NOW Q A& THANKS FOR LISTENING CRAIG ST. CLAIR CSTCLAIR@ENTERPRISE- KNOWLEDGE.COM CINDY LARSON CINDY.LARSON@ ADIENT.COM Download the white paper from the KMWorld site or from enterprise-knowledge.com