Do you want to set up a Digital Workplace in your company? To define your project, you will need a solid set of specifications that will allow you to structure and guide each of its stages.
Where to start? How to write step-by-step specifications for the creation of an intranet?
Let us guide you step by step!
1. Carry out a scoping study
Before you start writing the specifications, start with a scoping study. This aims to define the project to come; it can take the form of a workshop to better understand the issues, objectives, needs (use cases), and features required by the project groups and areas of expertise. Then present the results of the scoping study and share them with the stakeholders.
2. Take stock of what you already have
Don't launch a digital workplace project without taking stock of what already exists internally. Here are the right questions to ask yourself:
- What solution do you currently have? What are its strengths and weaknesses?
- What do users and the IT department think?
- What is the main need for the new Digital Workplace?
- What new features will it need?
This analysis should provide a better understanding of the nature of the company and its specific needs. It should be accompanied by a description of the current intranet (if one exists): structure, features, results obtained, limitations encountered, etc. Finally, it is advisable to take stock of your intranet's user, i.e. the number of users, their profile, and how they use it. Is your intranet intended for all employees or only for some of them? Which ones?
This preliminary inventory will allow you to better understand your needs, and thus to implement the most suitable solution. Of course, you may not be satisfied with your current solution and you may not think it is necessary to consider it. But by studying it carefully, you will be able to understand how to put in place an improved solution that meets the needs of both the employer and the employee users.
3. Present your company and the context in which it operates
The aim of this stage is to describe all of the company's activities and projects, as well as its internal organization (number of employees and departments, whether or not it has a presence abroad, possible development projects, etc.).
The objective of the company must then be specified. What is the context in which it operates? What is the initial need? What are the company's expectations of this project? This could be, for example, the desire to modernize the working environment, to promote internal communication, to strengthen employee commitment, to improve the transparency of information, etc.
4. Describe your functional needs, objectives and targets
You probably already have in mind the structure of the intranet you want to set up. It is now time to describe the sections you have in mind. In other words, this is where you propose the tree structure of your future Digital Workplace.
The following are examples of common needs expressed by companies.
You can keep all of them, or choose the ones that interest you most:
- Communication and employee commitment (e.g. building pages from a template and publishing the right content to the right target);
- User experience (e.g. making navigation easier for users, providing a modern and efficient digital workspace to accommodate teleworking);
- Collaboration (e.g. facilitating collaboration between teams; enabling communication between field and office teams; optimizing project management) ;
- Knowledge management (e.g. promoting and facilitating the sharing of expertise, facilitating documentary research).
You must then define your targets and correlate the needs identified for each of them to propose an intranet adapted to each group of users.
Don't forget to include in your functional requirements the technical constraints linked to the CIO's Guidelines.