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Strategic Workshop Template

Why are we here?Strategic Workshop Goals:• Collaboratively create a vision for what the intranet will achieve inside

our organization.• Determine a strategic direction for achieving that vision.• Walk away with a steering plan and a list of to-do items to make that

vision come to life.

Strategic WorkshopWho: Core team / steering committee (7 to 12)

Duration: Half-day to full-day

Format: Large boardroom, lots of wall space, food, coffee

Tools: Sharpies, post-it notes, digital camera, poster paper, tape

Resources:

Company strategic plan; mission/vision/values; intranet charter

Workshop FormatTo begin, hand out post-it notes and sharpies to participants. There are five questions they will need to write responses to. One answer per post-it note. Once all questions have been answered, the facilitator will organize the post-it notes into a table like the one below.

Objectives Conditions Enablers(TODO’s)

Barriers Mitigations(TODO’s)

Let’s begin!

Question One

What are the goals or objectives we have set for the new intranet?  

Question Two

What conditions are needed in order for our team to meet the objectives we have

established for your intranet? 

Question Three

What is needed in order to make these conditions a reality? 

 

Sample Barriers as a lack of a condition1. Access (inability to access the intranet due to device or network connectivity)2. Content (lack of useful, valuable content)3. Culture (lack of openness to innovation, aversion to risk)4. Information design (consensus on a meaningful information design, process to determine

successful IA)5. Leadership (lack of engagement from leadership, upper management, top-down support)6. Motivation (lack of willingness to participate, what's in it for me, self-interest)7. Permission (lack of clarity around what's permissible, where am I able to collaborate)8. Skills (lack of training, lack of practical knowledge and applied know-how)9. Technology (lack of connecting parts to allow for systems integration, self-service (e.g.

single sign-on))10. Time (not enough time in the day, competing priorities)11. Value proposition (lack of understanding of the value, lack of real &

perceived benefits)

Question Four

What are the potential barriers to achieving these conditions? 

 

Question Five

What is the plan to deal with potential barriers? What do we need to do in order to avoid or

mitigate them? 

Once all responses have been recorded and organized, the chart should look something

like this

Workshop OutputObjectives Conditions Enablers

(TODO’s)Barriers Mitigations

(TODO’s)

Dot Vote/Star VoteThe final workshop step is completing a cost/benefit analysis or an effort/impact type analysis. Ask the group:• What is going to yield the biggest results? • What is going to take the most effort, be the most difficult

to do? Done silently, get participants to vote on what they think the biggest benefit is, what the easiest/hardest tasks are to complete, and what is the most costly.

Once all votes have been tallied, the chart should look

something like this

Workshop Output: Dot Star/Star Vote

Objectives Conditions Enablers(TODO’s)

Barriers Mitigations(TODO’s)

To Finish Up What has emerged from this workshop are two major to-do lists:

- Enablers- Mitigations

• Wrap up with some discussion about the intranet and reflect on your findings

• Assign a scribe to capture the results• We recommend taking a photo and recording the workshop

output into a spreadsheet to track your progress- See next slide for a sample table

 

Keeping Tabs on Your ProgressPossibility Initiativ

eAction Outcome Measure Mileston

eEngagement Access:

From Home

Ensure all staff can securely access the intranet from home on their desktop computer.

Staff have the ability to login and use the intranet 24/7

% Active Users (number of uniquely identified users / total staff headcount) Expressed as percentage.

Q2 2016

Engagement Access: On Mobile

Ensure staff have secure access to the intranet from their corporately issued mobile phone / tablet device

Staff have the ability to login and use the intranet when on the road and not located in a corporate office to get the information and services they need

% mobile visits (visits from mobile devices / total visits) Expressed as a percentage. (source: intranet stats)

Active mobile users by department (count of uniquely identified users from mobile / devices segmented by division / group and ranked)

Q3 2016

Next StepsThe person responsible for presenting the strategy has lots of content to work with. There will likely be an editorial process that needs to take place, synthesizing themes and actionable items. We recommend following up with people to determine how easy or hard some of the items are. Also, put the draft strategy into a PowerPoint and run it past a sponsor or your steering committee. The goal is to get people who matter to pay attention to what you are trying to do.  

Good luck!