Using Alfresco Share as a Corporate IntranetUsing Alfresco Share as a Corporate IntranetMichael Trafton

Founder and Chief Architect

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Who the Heck is Blue Fish?

• Alfresco Certified Partner

• Focused on ECM for 11 years• Web Content Management

• Document Management

• Collaboration

• Custom Application Development• Custom Application Development

• Fixed Price Projects• Turnkey ECM Solutions

• Alfresco Expertise in "Small Bites"

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Agenda

• Why Intranet Projects are Hard• What to look out for

• Ideas for making them easier

• Using Share to Create a Network of Intranet Sites

• Demo: Blue Fish’s FishNet in Action• Demo: Blue Fish’s FishNet in Action

• Q & A

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Poll Question #1

• Who is Working on an Intranet Project Right Now?• Construction/Implementation Underway

• In Planning Phase Now

• Likely To Start Within 6 Months

• More Than 6 Months Out

• Not Planning One• Not Planning One

Answer Here

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Poll Question #2

• How Challenging is a Typical Intranet Project?• Piece of Cake

• No Big Deal

• About Average for an IT Project

• Challenging, but Not the End of the World

• Very Challenging• Very Challenging

Answer Here

Why Are Intranets So Hard?Why Are Intranets So Hard?

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3ReasonsReasons

8Reason #1 – Intranets are Asked to Serve Many Masters

• Individual Employees – Want to use it to Find and Discover

Useful Information

• Management – Wants to use it to Inform Employees of Important

Information

• Teams – Want to use it to Collaborate on Projects and Deliverables• Teams – Want to use it to Collaborate on Projects and Deliverables

9Complicating Factor: Use Cases Being Addressed

1. Consuming (Find & Discover)• What’s hard: Organizing information the way that makes the most sense

2. Publish (Inform)• What’s hard: Avoiding “Internal Spam”

3. Creating (Collaborating)3. Creating (Collaborating)• What’s hard: Keeping irrelevant information hidden

4. Archive (Retain & Decommission)• What’s hard: Deciding what information to archive and when to archive it

10Reason #2 – Success Is Measured In Subjective Terms

• Create a one-stop shop for important information

• Provide all staff with the information they need to do their jobs

• Create a central repository for key corporate information

• Efficiently disseminate accurate information in a timely manner

• Improve access to useful information• Improve access to useful information

• Deliver an easy to use source of relevant and accurate information

Interpretation varies based on the consumer

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One Man’s Trash…

12Reason #3: Everyone Has An Opinion

• Often Informed By

Narrow Experiences

• Management Desires

Heavily Weighted

Lesson Learned

• Recommendation

• Focus first on the employees’ needs

• If Management’s Top-Down Communications are

Given Too Much Weight, Employees Won’t Use the

Site Regularly

• Focus first on the employees’ needs• Make it a tool they will use every day

• Leave space for management to post their

messages• Ex: Announcements Feed on User Dashboard

• Use advertising as your inspiration• A newspaper’s content is what brings in the eyeballs

• Treat news and announcements like advertising

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Problem Summary

• It’s hard to have a single Intranet site that…• Organizes diverse information in the best way for each individual

• Supports a multitude of use cases

• Is a place that most employees visit frequently

• Keeps irrelevant information out of search results

• Lets management push messages without feeling like “Internal Spam”• Lets management push messages without feeling like “Internal Spam”

• Makes it easy to decommission obsolete information

• Accommodates diverse opinions across the company

Using Alfresco Share to Create a Network of Intranet SitesUsing Alfresco Share to Create a Network of Intranet Sites

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Alfresco Share

• Multiple Sites

• Diverse

Membership

• Sites are User-

ConfigurableConfigurable

• Document Library

• Wiki

• Blog

• Calendar

• Discussions

• Search

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Components of an Intranet

• Announcements

• General Web Pages

• Documents (Excel, PDFs, Etc.)

• Employee Directory

• Notifications & Activity Updates

• Blogs

• Wiki

• Document Library

• Members

• Activity Feeds• Notifications & Activity Updates

• FAQs & Helpdesk

• Events

• Links to Applications and Other

Sites

• Activity Feeds

• Discussions

• Calendar

• Links

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Network of Share Sites

Process Sites

DeliveryMethodology

New EmployeeRamp Up

RecruitingDepartments

Marketing

Sales

Client Projects

Client A

Client B

Employees

Sales

ProductDevelopment

Finance

Client B

Client C

Client D

Internal Projects

Office MoveWeb SiteRedesign

Network Upgrade

UserDashboard

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One Person’s Network

DeliveryMethodology

Recruiting

Client A

Employees

ProductDevelopment

Client C

Network Upgrade

UserDashboard

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Types of Sites in the Network

• Team Collaboration Sites• Project Sites (i.e. Office Move)

• Team Sites (i.e. Finance)

• Not Typically Shared Outside of Team

• Self-Organized

• Archived when Project is Complete or Team is Disbanded• Archived when Project is Complete or Team is Disbanded

• Curated Sites (Governed)• Designed with Consumers in Mind

• Organized How Consumers Expect It, Not How Authors Think About It

• Only Released Versions to Minimize Distractions

• Read-Only For Most Members

• Content Typically Created Elsewhere and Published Here

• Hybrids

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Problem Summary

• Could the network of Share sites…• Organize diverse information in the best way for each individual

• Support a multitude of use cases

• Be a place that most employees visit frequently

• Keep irrelevant information out of search results

• Let management push messages without feeling like “Internal Spam”

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• Let management push messages without feeling like “Internal Spam”

• Make it easy to decommission obsolete information

• Accommodate diverse opinions across the company

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FishNet: Blue Fish’s IntranetFishNet: Blue Fish’s Intranet

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Customizations and Roadmap

• Customizations• Link Picker in Wiki

• Publish Documents to Other Sites

• Site Templates

• Future Roadmap• Tagging Sites• Tagging Sites

• Announcement Feeds

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Agenda

• Why Intranet Projects are Hard• What to look out for

• Ideas for making them easier

• Using Share to Create a Network of Intranet Sites

• Demo: Blue Fish’s FishNet in Action• Demo: Blue Fish’s FishNet in Action

• Q & A

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Final Poll Question

• On a scale of 0 to 10, how likely would you be to recommend this

webinar to a friend or colleague?

Answer Here

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Questions?

• Contact Mike Trafton for more information

• 512-469-9300 x101

• mikey@bluefishgroup.com

• See Us In Person at a Lunch and Learn in July

• Houston, TX

• Austin, TX

• San Antonio, TX

• Orlando, FL

• St. Louis, MO

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The Small Bites Menu

• Appetizers• Alfresco Evaluation

• Alfresco Sandbox

• Entrées• Alfresco Planning Workshop

• Alfresco Architecture Review

• Alfresco Sandbox• Alfresco Solution Conceptualization• Alfresco System Architecture • Alfresco Solution Design • Alfresco Configuration

Quick Start Package

• Alfresco Architecture Review

• Alfresco Solution Conceptualization

• Alfresco System Architecture

• Alfresco Solution Design

• Alfresco Configuration

• Dessert• Alfresco Solution Testing

From $2,500to $20,000

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Questions?

• Contact Mike Trafton for more information

• 512-469-9300 x101

• mikey@bluefishgroup.com

• See Us In Person at a Lunch and Learn in July

• Houston, TX

• Austin, TX

• San Antonio, TX

• Orlando, FL

• St. Louis, MO