planning your open atrium site

Planning Your Open Atrium Site

November 20, 2013

Thursday, December 12, 13

VP of Strategic Initiatives

Email: kborchert@phase2technology.com

Karen Borchert

Twitter: @openatrium

What is Open Atrium?

Open Atrium is open source collaboration software used to build intranets, portals, & collaboration

platforms for organizations.

Features!

How Do I Use It?

• Open Atrium is an open source distribution of Drupal code.

• It is free to download to anyone. (drupal.org/project/openatrium)

• Installing the code from Drupal requires technical knowledge and an understanding of Drupal.

• Less-technical teams can try out Open Atrium in a hosted environment, like on Pantheon. (getpantheon.com)

• A developer team can help you use or customize it.

How Can You Use It?

Extensible Intranet• Documents• Events• Discussions• Multimedia• Mobile Access• Data Privacy

Social Collaboration Platform• Discussions• Custom Dashboards• Multimedia• Events Calendar• Activity Streams• Notifications• Social tools

Knowledge Management System

• Document Management

• Multimedia• Mobile Access• Data Privacy• Identity

Management• Workflow• Tags & Taxonomies

Learning Management System

• Document Management

• Course Calendar• Multimedia• Learning Tools• Identity Management• Discussions

Engaging Web Portal• Microsites• Events• Discussions• Document Management• Custom Dashboards• Data Privacy• Identity Management

How do we start?

Within a section

Your OA site accommodates anyone from the anonymous internet user to collections of members on your site.

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ACME's HR employees with access to multiple spaces

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Find this diagram on

Atrium Docs! docs.openatrium.com

How do we translate that for our use?

There is no single “right way.”

Golden Rules: Thou Shall Not...

• ...create identical content multiple times.

• ...resend the same message or post to multiple places.

• ...ask users to si! through irrelevant content.

• ...move content to different spaces in order to get approvals.

• ...store or post things in the wrong places.

A Great Atrium Site Set-Up Will...

• Make it easy for users to find content by having enough divisions to keep it organized.

• Make it easy for users to put content by not having so many divisions that it is confusing or duplicative.

• Reduce irrelevant content for users by setting their memberships and permissions appropriately.

• Keep sensitive content private, without limiting public content.

Three Ways to Not Go Crazy

• Delegate: Do not ask a roomful of 15 people what they think the spaces should be. Choose 1-2 people to gather input and make a decision.

• Iterate: Set it up how you think it should go. Test it out. Repeat.

• Prototype: Whiteboards, paper, file folders are your friends here. If you’re in the so!ware, turn on Sandbox mode.

Let’s Do This.

Let’s Build an Intranet!• Corporation with

multiple regions and stores.

• Corporate-to-store communications & assets

• Store-specific & region-specific communications

Who, What, Why

Who, What, WhyWho Will Use It... To Do What... For What Reason?

Employees of Greystone Read Weekly CEO Communication

to better understand corporate priorities

Top scoring Store Managers from each region

Participate in a quality control task force

to provide input into a better audit system

Regional marketing managers Publish information on all store openings and events

to keep employees informed about events in their region

Local store employees Discuss local staff concerns, store needs, and ideas

to be more operationally efficient

Corporate HQ’s Quality Control staff Store all completed audits to manage these documents in a

secure, centrally located place

Hey look! Users & Groups!

Hey look! Users & Groups! Spaces & Sections!

Within a section

SITE Acme Intranet

S E C T I O N

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Events

Discussions

S E C T I O N

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S PA C ES PA C E

ACME HR

A Case Study

D O C U M E N T S

E V E N T S

P U B L I C

P R I VAT E

T E A M

M E M B E R

G R O U P

S E C T I O N

S U B - S PA C E

S PA C E

Worktracker

T E A M

All employees of the corporation

Local Store ManagersRegional Marketing ManagersHQ EmployeesExecutive Team

Store Opening Committee for Western RegionHR Policy Task ForceQuality Control Task Force

Within a section

SITE Acme Intranet

S E C T I O N

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D O C U M E N T S

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T E A M

M E M B E R

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T E A M

Greystone Coffee Intranet

Store 1

Events Calendar QC Docs Staff

Discussion

Store 2 Store 3

East South West Corporate

News Suggestion box

Quality Control

Audit Docs

Rules & Regs

QC Task Force

Greystone Coffee Intranet

Store 1

Events Calendar QC Docs Staff

Discussion

Store 2 Store 3

East South West Corporate

News Suggestion box

Quality Control

Audit Docs

Rules & Regs

QC Task Force

Within a section

SITE Acme Intranet

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Want to Try it Out in Open Atrium?

Learn Here!

Create Here!

Did I do it right?

There is no single “right way.”

Test It Out• Create users, spaces, and sections according to your plan.

• Add content to each of those spaces & sections.

• Create content you want all users to see.

• Create content you want only a specific group of users to see.

• Create content that requires approval for publishing.

• Create content for specific projects, spaces, and sections.

• Log in as someone else.

• Ask yourself some red flag questions. Ready?

Am I creating duplicate content or putting the same content in multiple

spaces?

If so, try making a space specifically for this function or

need, and give access to the people from each of those

spaces who need it.

“ ”

Do my users see irrelevant content when they log on?

If so, consider subdividing your content, creating a

more specific group, or looking at your space

memberships to make sure they’re right.

“ ”

Did I have to move content to a different space to get it approved?

If so, your workflow may be off. Consider adjusting your

space memberships, or making a different section for

content that needs a specific group of people working on it.

“ ”

Is my post reaching everyone who needs to see it?

If not, you may need to change permissions or create a

space for that need or collaboration.

“ ”

Did anyone see this content that wasn’t supposed to?

If so, your permissions for your spaces are probably off.

Make sure the right groups are members of the space,

or create a special team for a specific purpose.

“ ”

I’m ready!!

Now What?

• NEW release (2.09) is out today! Find it at: drupal.org/project/openatrium

• See more about features at openatrium.com

• Try it on Pantheon -- super fast and easy!

• Watch videos, read documentation, relive this webinar in all its glory at docs.openatrium.com

Wait. I need help.• Phase2 (as well as many other shops) provide professional

services around Open Atrium. Like...

• a “jumpstart” training to help plan or use an OA site.

• a custom implementation of Open Atrium.

• a migration from another intranet or old Atrium 1 site.

• Visit openatrium.com or email us directly at openatrium@phase2technology.com to talk about what you need and how we might be of help.

PHASE2TECHNOLOGY.COM

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