Navigating a Complex Document Migration

Challenge:

Lloyd's Register, a global technical and business services organisation, required a major intranet overhaul, migrating thousands of documents to SharePoint. The urgency stemmed from an unstable legacy intranet infrastructure, posing a risk of data loss. The absence of analytics on the legacy intranet made content prioritisation a challenge. Instead, we opted for a content inventory approach, segmenting content based on the organisational structure.

Approach:

Collaborating with another content strategist, we conducted an organisation-wide 'keep or kill' audit, with teams prioritizing content based on guidelines from the content strategy team. The project was sponsored by the company's IT department, emphasising the need for swift execution. Lloyd's Register's internal communications team played a vital role in communicating project objectives.

Role: Content Strategy

Client: Lloyd's Register

Research:

Our research involved a thorough examination of Lloyd's Register's existing intranet, identifying pain points, and assessing the volume and types of content to be migrated. We also benchmarked best practices in intranet redesign.

Solution:

The SharePoint delivery encompassed the design of new landing pages for news communications and crucial business information links. This streamlined approach aimed to enhance user experience and content accessibility.

Impact:

The successful intranet migration had several significant impacts:
Enhanced stability and reliability of the intranet infrastructure.
Improved content accessibility and organisation, benefiting employees.
Mitigation of the risk of data loss due to the legacy intranet's instability.

Key Takeaways:

This project underscores the importance of a methodical approach to intranet redesign. By conducting a content inventory and involving teams in content prioritisation, we ensured a smooth transition to SharePoint. Collaboration with the internal communications team proved invaluable in aligning the project with organisational objectives.

Tools & Technologies:

The project leveraged SharePoint for the new intranet platform, along with collaboration tools for effective communication and document management.

Team Collaboration:

Collaboration was at the heart of this project, with multidisciplinary teams working together, including content strategists, IT professionals, and internal communications experts.

Conclusion:

The successful migration of Lloyd's Register's intranet to SharePoint not only stabilised the infrastructure but also enhanced content accessibility. This project serves as a testament to the positive impact of well-executed intranet redesign on organisational efficiency and user satisfaction.