Project Roadmap
Expand Project LifecycleProject Lifecycle
New Intranet Roadmap
Site Governance
Expand Site StructureSite Structure
Expand Site DesignSite Design
Expand AuditsAudits
User Research
Workshop
Content Proposition
Expand Content Strategy and MigrationContent Strategy and Migration
Expand Integrity of Content and DataIntegrity of Content and Data
Customisation
Training
Launch and Engagement
Feedback
Reporting & Analytics
Expand Measure Intranet SuccessMeasure Intranet Success
Intranet Best Practices

OLD Project Overview

Initiation: Week 0

Kick-off

In the kick-off meeting we will:

  • Discuss the overall project plan including timelines 
  • Identify roles and discuss top level objectives
  • Identify adjacent projects which may impact the intranet project
  • Identify existing networks of staff as research participants and/or potential intranet testers
  • Identify risks or concerns
  • Discuss items in the starter pack:
    Kick-off Workbook
  • Clarify next steps

Establishment: Week 1-2

Base intranet site

A base site is provided to the Project Team. Functionality on the base site:

  • Homepage
  • Directory
  • News & Events
  • Staff Noticeboard
  • File Share

The site:

  • is accessible to the project team only
  • is branded with SMLWRLD colours and logo
  • does not contain client-specific content
  • serves as the starting point for the eventual intranet; any sections or articles added can be retained for launch

Test Group

  • Establish the alpha test group of users in preparation for the alpha launch in week 6

Elevation: Week 3-6

Auditing

Content audit

  • Review existing content (on current intranet, on shared drives)
  • Assign ownership for all content 
  • Ask content owners to begin deleting / editing / preparing content as appropriate

Organisational data audit

  • Review master lists of Sites, Services, Teams
  • Review Active Directory database
    • Is it reliable as a master database?
    • Does work need to be done to the AD data to ensure it can be effectively used for the intranet?
    • Which fields will be synced with the intranet?

Branding audit

  • Complie all relevant branding assets (fonts, documentation, branding guidelines, original artwork or photography)

Systems audit

  • Compile complete list of organisational systems
  • Review metadata, including contacts for each system, who should access, help manuals etc.

Processes audit

  • Identify list of key organisational tasks (e.g. recruiting new staff) to ensure intranet supports the processes

User Research

User interviews

  • Talking to a variety of staff about their daily work
  • 10 - 30 user interviews depending on budget
  • 2 - 3 contextual / observational interviews (interviews are conducted in the work place)

Staff survey

  • Send out to all staff to ask about intranet use and opinions and quantify staff priorities

Card sort

  • Ask staff to group key topic areas to determine organisation / site architecture of new intranet

Migration

As soon as possible after content has been audited and owners identified:

  • Research bulk-export and import options for files and assets, if feasible
  • Initiate manual content migratiion with a test section e.g. HR or IT

Communications  & Governance

Towards the end of this phase:

  • Develop communications plan
    • Brainstorm engagement ideas
    • Consider onboarding options
    • Write launch plan and timings - to be deployed leading up to and following launch
  • Develop content governance plan for the new intranet

Milestone - Alpha Release

The alpha test group is invited to start previewing the site. This is the Alpha Release.

Alpha Phase: Week 7-14

Site customisation

  • Deliver site style guide and visual designs for key pages
  • Implement visual design on site
  • Implement site architecture based on card sort
  • Begin customisations of templates (e.g. articles, person profiles, team profiles) based on the outcome of the research workshop and content audits
  • Any new functionality is prototyped and tested with users

Workshop

We run a workshop with the project team to:

  • Present our findings from the interviews
  • Generate and align on ideas
  • Prioritise key organisational tasks
  • Prioritise functionalities and features for custom developments

Ongoing work

  • Content migration continues
  • Initial launch communications begin with the aim of generating buzz
  • The beta testing group is identified (may be the same as the alpha testing group)

Milestone - Beta Release

The alpha test group is invited to start previewing the site. This is the Alpha Launch.

Beta Phase: Week 14-17

Testing and Iterating

  • The site is used for 4 weeks, with extended focus on user feedback and resolving any bugs or teething issues

Comms

At the end of this phase, we have a customised, content-filled intranet and the site is ready for trust-wide launch:

  • Pre-launch communications are deployed

Training

Content owner and site administrator training:

  • Site training for administrators
  • Content management training for content owners and communication of Content Governance plan
  • Writing for the web training for all interested staff

Content migration continues:

  • Trained content owners continue with manual migration

  • Use bulk migration (using exports, scripts and imports) where possible

Milestone - Organisation-wide Launch: Week 18

The launch and rollout plan is invoked. The site becomes fully available to the Trust. The focus moves to staff onboarding and adoption.

Engagement: Week 18+

Post-launch activities

Following launch we focus on:

  • staff onboarding and assistance
  • issue resolution
  • site health checks
  • responding to and/or actioning staff feedback
  • implementing content schedules and content governance

Support

  • All admins have access to Help site
  • SMLWRLD provides support for one month (up to 8 hours) post-launch including advice, production, additional training materials
  • Ongoing support beyond the first month is provided as determined by the support contract