planning your open atrium site
DESCRIPTION
Open Atrium 2.0 has robust capabilities for managing communications, knowledge, and teams, but planning is essential to building a great Open Atrium site. Understanding the building blocks of how people, content, permissions, and structure work together in Open Atrium is the first step. This webinar is for people & teams who are considering using Open Atrium to build an intranet, collaboration site, or communication platform for their business. We'll stay out of deep code conversations and focus on achieving your business goals with Open Atrium.TRANSCRIPT
Planning Your Open Atrium Site
November 20, 2013
Thursday, December 12, 13
VP of Strategic Initiatives
Email: [email protected]
Karen Borchert
Twitter: @openatrium
Thursday, December 12, 13
What is Open Atrium?
Thursday, December 12, 13
Open Atrium is open source collaboration software used to build intranets, portals, & collaboration
platforms for organizations.
Thursday, December 12, 13
Features!
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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.
Thursday, December 12, 13
How Can You Use It?
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Extensible Intranet• Documents• Events• Discussions• Multimedia• Mobile Access• Data Privacy
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Social Collaboration Platform• Discussions• Custom Dashboards• Multimedia• Events Calendar• Activity Streams• Notifications• Social tools
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Knowledge Management System
• Document Management
• Multimedia• Mobile Access• Data Privacy• Identity
Management• Workflow• Tags & Taxonomies
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Learning Management System
• Document Management
• Course Calendar• Multimedia• Learning Tools• Identity Management• Discussions
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Engaging Web Portal• Microsites• Events• Discussions• Document Management• Custom Dashboards• Data Privacy• Identity Management
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How do we start?
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Find this diagram on
Atrium Docs! docs.openatrium.com
Thursday, December 12, 13
How do we translate that for our use?
Thursday, December 12, 13
There is no single “right way.”
Thursday, December 12, 13
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.
Thursday, December 12, 13
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.
Thursday, December 12, 13
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.
Thursday, December 12, 13
Let’s Do This.
Thursday, December 12, 13
Let’s Build an Intranet!• Corporation with
multiple regions and stores.
• Corporate-to-store communications & assets
• Store-specific & region-specific communications
Thursday, December 12, 13
Who, What, Why
Thursday, December 12, 13
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
Thursday, December 12, 13
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
Thursday, December 12, 13
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
Thursday, December 12, 13
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
Thursday, December 12, 13
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
Thursday, December 12, 13
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
Thursday, December 12, 13
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!
Thursday, December 12, 13
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! Spaces & Sections!
Thursday, December 12, 13
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Thursday, December 12, 13
Want to Try it Out in Open Atrium?
Learn Here!
Create Here!
Thursday, December 12, 13
Did I do it right?
Thursday, December 12, 13
There is no single “right way.”
Thursday, December 12, 13
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?
Thursday, December 12, 13
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.
“ ”
Thursday, December 12, 13
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.
“ ”
Thursday, December 12, 13
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.
“ ”
Thursday, December 12, 13
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.
“ ”
Thursday, December 12, 13
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.
“ ”
Thursday, December 12, 13
I’m ready!!
Thursday, December 12, 13
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
Thursday, December 12, 13
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 [email protected] to talk about what you need and how we might be of help.
Thursday, December 12, 13
PHASE2TECHNOLOGY.COM
Thursday, December 12, 13