Designing a solution for presenting information to a staff base of 500 users.
We worked with a major landscape construction organisation to build a SharePoint Hub site solution that enables them to share company news, general information and new content to all their employees based both in office and remotely.
Requirement
The organisation needed to be able to present company updates to all users without relying on email. They also wanted to use this solution as a single source of truth to stop duplication of efforts and ensure all staff have the most up-to-date info at all times.
The organisation was struggling with consistency both in its data and processes. They had multiple versions of files and information sheets saved across personal storage areas. In addition to having duplicated varying information, they also weren’t able to keep consistent processes as there was no shared documentation on how the process should be followed. For example, they had issues with new starter onboardings where every manager had different ways of doing it with no set structure.
SharePoint Hub Site Development
In order to combat this issue and streamline their processes to reduce wasted effort and confusion, we created a SharePoint Hub site solution. This hub site was connected to 22 other SharePoint pages, each created using a pre-agreed template tailored to the organisation’s brand.
These pages held content curated to not only the needs of the business as a whole but also to the direct requirements of each individual department to whom the pages were associated.
News web parts connected using managed properties and metadata were used to ensure that department updates could be easily pushed to the Hub site. Global Navigation (which is inherent to hub sites) was used to ensure easy navigation between sites within the Hub.
Results And ROI
The organisation reported using the solution for sharing resources such as internal newsletters and various company updates including upcoming events and new starters.
Users picked up the new system relatively quickly, but where help was needed Akita’s experts stepped in to train and upskill their staff. They also now have a central location for process documentation which all heads of departments now follow.
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