Arla is organizing internal knowledge and communication with a global SharePoint intranet
Arla is heading towards a decisive new way to organize knowledge and collaboration for 12.000 employees, on a global SharePoint intranet.
Arla Foods’ new intranet, CheckIn, is the focal point of the internal communication, collaboration and knowledge sharing among the Groups approximately 12.000 office-based employees, which is spread on locations in 30 different countries around the world.
Arla has moved from an old Notes platform to a modern SharePoint based intranet platform and thus a new way of organizing the huge amount of knowledge flowing freely among the employees and accumulates in the different systems that exists in a large organization as Arla.
“One Arla Feeling”
The overall vision for Arla has been that the new intranet would create “One Arla feeling” for the many employees in the large geographically spread organization. First and foremost it was about creating one shared entrance point for Arla’s tools, information and news.
Because Arla is located in more than 30 countries, it has also been important to have the ability to apply a local fit without any heavy administrative burden to follow it. The concept “One Arla Feeling” is all about giving the employees the feeling of being a part of a global, but yet a local, company. Therefore the intranet has to be able to deliver a so called “glocal” news mix, where the employees can find global news and information, but also local news in the local language. The employees have been enabled to select and deselect different newsfeeds. Furthermore the intranet supports content in five different languages and handles location-based content for about 200 locations which is accessible through top navigation.
One of the aims of the new intranet has been to support Arla’s Corporate Identity and to give the employees a sense of corporate identity and brand. Arla is a company competing in a global market in which a strong brand is essential in maintaining and conquering market shares.
Arlas new design, with emphasis on the visual appearance, social features, communication and tools to ease everyday life.
The new intranet portal is based on SharePoint and IntraActive thus offering many new opportunities which has not previously been available; including a number of collaborative tools which opens up for new ways of collaboration and knowledge sharing and that’s consistent with Arla’s vision to create an integrated communications- and collaboration platform where the key principle is “Working smarter”.
Nanna Balle, Head of Global Internal Communication, Arla Foods Amba, says: “The launch of CheckIn has really helped tying co-workers around the world together. The combination of a smooth, user-friendly design and the possibility to choose the language and news feeds you like has made the portal even more relevant for the users. This is also reflected in our user statistics.”
Standard SharePoint. Cloud ready. Mobile First.
Arlas new intranetportal is developed after three basic principles:
Standard SharePoint means that you exploit SharePoints standard functionalities instead of customizing special features.
Cloud ready. Even though Arlas SharePoint platform is a 2013 on-premises installation, the platform is cloud ready and can be switched to an Office 365 platform from one day to the other.
Moblie first means that features of the intranet is, before anything else, developed to run on mobile devices.
Headed for the next generation of portals
CheckIn is only the first phase of an ambitious three-step plan in the utilization of not only SharePoint, but the many new productivity tools and social features which Microsoft provides in general. Furthermore focus will be on the continuous transformation of Notes applications, greater utilization of workflows and closer integration to other backend systems.
The project is developed in close collaboration with Arla IT, Valtech and NNIT and is delivered along with Tata Consulting Services (TCS) where ProActive have had the overall project management responsibility for the IT delivery. The project was run as an agile delivery course spread over six sprints.
The close collaboration with Arla on Governance and the use of agile tools, intensive use of User Stories and demos with the business has made it possible to launch the right solution from the beginning, delivered on time, within the budget and with great satisfaction in the organization.
The new intranet is being heavily used by employees:
- 99% agree that CheckIn is an important source of information, making it the most important digital channel of information
- 80% use CheckIn either daily or a couple of times each week
- 77% use CheckIn to get job related information and 75% to be updated on a global level
CheckIn has also contributed to significant efficiency gains:
- New HR digital forms reduces time spent per ticket between 30-60%
- 50-70% in cost savings on change management communication compared to the previous intranet
- News editors save approximately 2,000 hours per year when publishing news
About Arla Foods
Arla Foods is a global dairy company with more than 19.000 employees and the company is owned by approximately 12.700 farmers. Arla Foods is one of the strongest players on the international dairy market with a wide assortment of dairy products of the highest quality. Furthermore Arla is the largest producer of ecological dairy products. Arla has a turnover of more than 10.6 billion EUR in more than 100 countries. Read more about Arla Foods on www.arlafoods.dk