Providing good care today is not an easy task. With the increase in people in need of care on the one hand and a scarcity of care capacity on the other, more and more needs to be done with fewer people. These challenges have prompted Rotterdam healthcare organisation Laurens to implement a strategic change. The organization wants to give people the opportunity to live as independently and meaningfully as possible when they get older, recover from an illness or live with a permanent disability.
In their strategic course, the credo is: from ensuring to living together. this change of course requires different ways of working, different skills and different behaviors. Employees must be included in this change process. Internal communication, and especially the intranet, plays an important role in this. And that intranet was therefore in dire need of renewal. We guided Laurens during a successful implementation of this new intranet.
In this project, we took over the project management and supervised the content migration. Wondering how we filled this role? Then read on.
Building a new intranet together
We are very aware of the pressure on healthcare and wanted to distract Laurens employees as little as possible from their core tasks during the development of the new intranet. At the same time, we wanted to design the new intranet together with the employees, so that the intranet is supported by the entire organization. An important starting point of our approach was to involve Laurens employees as much as possible without burdening them unnecessarily. This meant collecting input from the right people at the right times and processing this information as efficiently as possible.
With the input of the organization, we set up the intranet together with Triptic (the supplier of the new intranet). We acted as a link between Laurens and Triptic, bringing the functional and non-functional wishes and requirements of the organization and the possibilities of the platform as close as possible. This meant that we were actively involved in solving technical issues and facilitating smooth communication between all parties, which completely unburdened Laurens in this regard.
Evolve’s role thus consisted of three core components:
- Guiding the content migration;
- Realization of trainings, instructions and campaign material;
- It acts as a link between Laurens and Triptic (supplier of Iris Intranet).
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Help with every step of the migration
Switching to a new intranet means not only thinking about what functionalities it should have, but also how information is presented and what information from the old intranet goes with it to the new environment. There is a difference between simply realizing an intranet and developing an intranet that is actually used and contributes to the objectives of an organization. The design of an intranet determines how well the functions are used and what information is read.
The first step was therefore to take stock of the content in order to determine the structure of the intranet: which content should be optimized, removed or can be taken over 1-to-1?
Then the migration of content from the old to the new environment began. The content owners themselves got to work on this. In this way, they get to know and use the new intranet immediately. Where we also carry out the content migration ourselves at some organizations, the focus was now on the guidance.
There were some challenges involved, such as:
- A difference in digivilty between the content owners;
- The content owners get excited for the new platform and feel urgency for the migration;
- Uncertainty about who owns the content.
We were able to solve the challenges surrounding content migration to a large extent with various means of communication that were used during the process. For example, we have created instructions to explain the platform and prepared editorial guidelines that help in writing and structuring content on the new intranet. We also have a group set up for content owners. Here everyone could help each other with the challenges surrounding the migration and a nice advantage was that we could immediately show the social effect of the platform!
Does the intranet work the way everyone expects it to?
One of the last steps before an intranet can go live is often a user acceptance test. Here you check whether the system works as the end users expect and whether it is suitable for use. We also tested the user experience for livegang. This is what we took out:
- Higher quality. user acceptance testing helped detect various types of barriers before going live. As a result, these could still be removed, making the intranet work even better from the moment of rollout.
- Honest feedback. test users also provided honest and valuable feedback on the user-friendliness of the environment. We also received confirmation that the intranet meets certain requirements. One participant described the new environment as neat and uncluttered, and another participant found it fun and appealing through thephotos .
- Higher engagement. by involving employees in the trajectory, they felt more involved in the launch of the new environment, which stimulated its acceptance and use after launch.
The results of these tests have therefore helped us to carry out quality battles in the new intranet. These results also created more confidence in the run-up to going live. After all, a group of employees had already been introduced to the new intranet and therefore already familiar with the environment to a certain extent.
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Celebrating Livegang with a video
And then Laurens ‘ new intranet went live! That could not go unnoticed. The communication department has provided a nice kick-off at various locations. Digitally, they kicked off with a launch video. We were allowed to produce that video for them. The purpose of this (animated) video was twofold: on the one hand, we wanted to give employees an impression of the new intranet and what the possibilities are. On the other hand, we wanted to enthuse employees to actually start using the intranet.
The production process of the video consisted of the following steps:
- Writing a script:what is the message?
- Designing a storyboard: how are we going to get the message across?
- Actually producing the video. Think of recording a voice-over and processing animations under this voice-over.
Watch the video:
Launching a social intranet
We look back on a successful roll-out of my Laurens, in which the close cooperation between all parties was central. The project leader played a central role in the coordination and acted as the point of contact, while the dedicated team of content owners and administrators worked passionately to set up the new environment. The result is a new intranet that is not only functional and user-friendly, but really belongs to everyone.
In short, our
activities
- Project management: unburdening the organization by being the link between the organization and the platform provider.
- Content migration: guiding and training content owners so that they are proficient in working with the new intranet.
- Promotional video: production of an animated video with screen recordings and voice-over.
In short our
results
- The organization is efficiently and effectively involved in the implementation of the new intranet.
- Content owners have mastered the system faster by migrating their own content.
- An active community has emerged, of content owners who help each other with questions about the new intranet.
- An enthusiastic video not only informed employees about the new intranet, but also encouraged them to use it.
- Project documentation
- User support and training
Meer weten?Wil je meer weten over adoptie en projectbegeleiding bij het implementeren van een sociaal intranet (in de zorg) of heb je zelf een vraagstuk waar we je bij kunnen helpen? Neem dan gerust eens contact op met Anouk via anouk@evolve.eu of +31 6 57 58 83 63 |
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