(UTRECHT, NETHERLANDS) OcГ© has 21,500 employees worldwide in 90 countries with annual revenue of 2.6 billion Euros. OcГ©вЂ™s business is document printing, production printing, wide format printing systems and business services (in short, theyвЂ™re in the printing business). Oce is a dominant, global multinational in the printing business, with a widely dispersed employee population.
OcГ© faced a severe decline in sales, starting in the USA from September 2008; the first layoffs hit in Q1 2008. OcГ© lost more than 500 million in revenue since the start of the recession / financial crisis. Subsequently, the intranet budget declined from 350,000 Euros to only 5,000.
How to reach everyone in all the countries (in light of the decline and the lack of budget)?
The intranet is primarily built on a shoestring budget and powered on the old Microsoft CMS product. Rather than build a new intranet, the OcГ© team of Jan van Veen, Manager Internal Communications, and Samuel Driessen, the intranetвЂ™s Information Architect, rolled-out social media tools, and an enhanced corporate news service on the existing home page.
Open source вЂ“ no budget, use free / open-source software solutions
Improved news service вЂ“ from 1-2 stories a day to 10 or more
Rumorbuster вЂ“ common Q&As posted to the intranet
Wikis вЂ“ one platform on for R&D; one focused on corporate information
Blogging вЂ“ 30вЂ“40 blogs (very few personal blogs; most are shared/dept. blogs)
Idea Management вЂ“ blog soliciting ideas for saving the company money
Microblogging вЂ“ using Yammer; use growing dramatically
Social bookmarking вЂ“ employees are learning to share bookmarks instead of circulating emails with links
Oce TV вЂ“ spent the budget on a camera and editing software & started making short films
A blog called Money Making solicits employee ideas and recommendations for cost savings / saving money at Oce. The blog has thus far generated 60+ ideas; one idea was implemented and saved around 400,000 Euros. Sadly though, Oce doesnвЂ™t continue to promote use or encourage ideas and the blog has since fallen into decline (no change management = no use).
вЂњWikis are here to stay,вЂќ says Driessen, OcГ© вЂ™s Information Architect. вЂњWhat weвЂ™re finding out is that wikis are great for process information (e.g. business processes and working methods; typical encyclopedic knowledge). Wikis are being used to collect information, refine processes, and re-engineer our work (processes).вЂќ
Money is not the issue (all tools built on open source)
Organization is the issue!
You can start bottom-up
Consumerization of IT
Cross-functional approach (Communications & IM)
Where do I share and store my info?
Did we teach people to be a knowledge worker?
Culture > Ask questions
Social Media Guidelines
Social media lab
Also of note
Language: Does OcГ© have any language barriers in a global organization? вЂњNo we donвЂ™t,вЂќ says van Veen, who leads Internal Communications, mostly executed in US English (though some Spanish and Italian groups have their own communities).
Guidelines: policies for internal and external social media guidelines. In short they say, вЂњBe smart,вЂќ says Driessen. вЂњIn other words, we trust you… until we canвЂ™t trust you anymore (then youвЂ™re out).вЂќ Our main goal, says van Veen: вЂњIs not to police them (employees), but to protect them.вЂќ
Blogs: OcГ© blogs are product focused, and largely for silo-based communications (internal department communications).
Microblogging: Yammer is used principally for cross-departmental sharing: ideas, projects, feedback, etc.
The plus of free solutions is that they are free. But are you sure that they are more appropriate for big companies than commercial solutions? Don't you think that commercial solutions are more reliable?
Why not to try to find commercial software with all necessary tools at a reasonable price?
Let me be perfectly clear: I don't endorse open-source software; similarly, I don't endorse commercial products either. What works well in one organization, will not work in another (necessarily). And open-source is only as good as the people implementing / managing it. Success is only one part technology, and two parts people and process. For most I would never recommend open-source… but I wouldn't recommend SharePoint for most either. However, there are 1000s of solutions to chose from…. know your needs, know your business needs, know your employee needs… then worry about the solution based on those criteria.
Yes, Toby, you're absolutely right. By the way, there are good alternatives to SharePoint.
I'm a communication consultant and writer based in Australia, and I've been commissioned by the UK-based Ark Group to write a report on strategic internal communication, particularly focusing on technology. The report is done, but Ark have asked me to chase up more international case studies. This one is fantastic. I'm seeking permission to reproduce it in the report, fully credited to you of course. If you want more background, the report is an update of a publication originally released in 2008 – more details at http://www.arkgroupaustralia.com.au/report-internalcommsNE.htm You can find out more about me at http://www.neryleast.com
I'd love it if we could use your piece – please let me know how that sits with you.
I am the Manager Internal Communications at OcР“В©. Should you want more background on this case, please contact me via firstname.lastname@example.org
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