How MS SharePoint Helped Employee Communications Do More with Less

Dow Jones: Michael Fry & Mary McCall

About Dow Jones

AgendaEmployee Communications

Challenges and opportunitiesAchieving our Goals

3Cs: Communication, Collaboration and Culture

Best PracticeEmployee Portal

Why a portal?History of our portalLessons LearnedShow and Tell

ROI: doing more with less

Problems, Issues We faced

Too much email, attachments, versionsToo much on c: driveLong sales cycleBuried information/knowledge (search)Centralized posting/content controlDispersed, global workforceMulti-cultures

Director Employee

Communications

Communications/Content Manager

Communications Specialist

InternDeveloper

PT Communication

s Specialist

PT Communications Coordinator

EMG Employee Communications - 2000

750 Employees

JV.net

First intranetHTML – 48 hour turn-around

Factiva Publisher

Eating our own Dog FoodContent Management Tool

2002 – Factiva Publisher & STS

SharePoint Team ServicesMultiple servers

2004 – SPS 2003

100% SharePointDevolved Content Management

Director Employee Communications

Communications/Content Manager

Communications Specialist

Intern

EMG Employee Communications - Today

2500+ Employees

Communications, Collaboration and Culture: the backbone of employee communications and its ultimate purpose of supporting the business and its organizational priorities. Our mission is to support the achievement of EMG’s goals by supporting the creation of an inclusive, global corporate culture that embraces open communication, collaboration and information sharing, that the employer brand resonates throughout the organization and that a framework is created for people to access information and knowledge they need to do their job.We will foster an environment that is free of regional bias, values cultural diversity and the exchange of knowledge.We will facilitate the sharing of information and knowledge across all functional and regional areas of the Company, establishing processes for listening, leading and involving employees.

EC: Mission Statement

Communications, Collaboration and Culture: the backbone of employee communications and its ultimate purpose of supporting the business and its organizational priorities.

EC: Mission Statement

Achieving our Goals: 3CsCommunicationCollaborationCulture

Communication

Knowledge and Information Management

Devolved Content ManagementBuilding the brandBusiness strategy and goalsPortal Server

Portal Server

How we use SharePoint as communication Tool

Demo

CollaborationGlobal, dispersed work teamsTools and solutions

Office Communicator (IM)Web conferencing (Live Meeting)

Professional attribute and valueTeam Sites

Team Sites

How we use SharePoint as a collaboration tool

Demo

Culture: how we communicate and collaborate

Develop a winning corporate cultureBuilding Sales Team awareness

Selling what they knowNews integrationCollaboration

Drive engagementMinimize time and distance through shared portal experience

Equal access and contribution globallyNo censorship

Culture: how we achieve our goals

Culture

Communications

Collaboration

Communications Strategy

Culture

Supporting and developing a global Culture with SharePoint

Demo

Why a Portal: 3Cs

3Cs: Communication, Collaboration, CultureGlobal, dispersed work forceBrand

ConsistencySales and marketing material

Messages (strategy and goals)Costs

Speed, efficiency Reduce application clutter

Real-time businessSpeed in communicationMarket response

Supporting the business

Employee Communications: Best Practice

Peer generated contentVideo, articles

PhotosFun and People

CommunityAchievements

Microsoft shopUniform platform (web conference, IM, portal, Office, browsers)

Devolved content management

Eliminates barriersIncrease rate and pace of publishingDrives collaboration and KM

Eliminate the need for attachmentsThe PipelineGlobal (access, contribution, etc)

Portal: Lessons Learned

Business holds: ownership, budget, requirementsExecutive SponsorAligned with business strategyDevolved Publishing/Content ManagementGlobal access and contributionNo censorship (editorial guidelines and eCode of Conduct)

Solve business problemsInvest in the right tools (Live Meeting)Low maintenanceAnticipate business needs

Podcasts/vlogBroadcast voice mailTextingMobile

SharePoint Top Tips

List Ideas

Meetings RSVP & flight itineraryFeedbackRequest formsProduct FAQsFantastic 40 site templates

Learning CalendarOffice InformationOpt-in/opt-out

Best Practices

Use SharePoint groupsSite directories to manage sitesMinimize administratorsAvoid folders, use list columnsActivate ‘force check out’Save Lists, Libraries & web parts as templatesContent Audits – collaboration/not archiveBest bets – Search audit

Increase ROI

Everything aligns with and supports business priorities and strategies:

Enables devolved content managementSolves business problemsDrives communication and collaborationSupports small travel budgetsDashboards

Transparency on metricsEmpowers usersDrives engagementReduces sales cycleBuilds Sales Team knowledge

ROI: Doing more with lessSite Administration

Small Employee Communications team – more productive – strategic – LESS Money

ScalableCosts slow to start, easy to scale up when needed – spend less now – LESS Money

Self serviceQuicker turn around, less resources – LESS MONEYBusiness StrategyExecutive supportLine of sight

Winning CultureGlobalCommon platform brings everyone together onlineLess travel – LESS MONEY

Future Plans

SharePoint 2010CRM integrationSearch (FAST)Peer generated newsSocial networking

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Learn More about SharePoint 2010

Information forIT Prosat TechNet

http://MSSharePointITPro.com

Information forDevelopers

at MSDNhttp://MSSharePointDeveloper.com

Information forEveryone

http://SharePoint.Microsoft.com

Contact Information

Michael.Fry@dowjones.comMary.McCall@dowjones.com

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