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There's so much overlap from an end users perspective on who does what. There needs to be a page the describes where to go when you have an issue - with a clearly laid out visuals. e.g. do you go to SSCL, or HR, or Finance, or DDTS, or DGSS? This would help staff no end.

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In the testing strategy document that was circulated last week, it didn't look like GCS functions would have representation in the testing. As a key stakeholder group (responsible for a lot of the content) it feels like we shouldn't be overlooked in the testing.

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Will new templates / standards / style guide etc. be developed as part of the project or is this something that will sit under the Content Team(s) and only be able to be done after optimisation? Would be good for GCS functions to feed into these decisions as owners of a lot of the content

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I know it's outside the scope of this project, but lots of colleagues have mentioned to me that People Finder doesn't work - with a view that it could be a really useful tool if it was improved. Can this be passed on to be picked up somewhere down the line?

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I think my comment disappeared on someone else's post so am re-adding it just in case it doesn't come back.. On the point about having the section / related pages - a lot of the dropdown options seem to have disappeared since the migration. On the previous intranet, there might be 3-4 levels of pages and sub-pages, but now you can only see 1-2 levels and the sub-pages aren't necessarily linked from the level above. This means that some pages can't be directly navigated to, and people won't be able to find them if they don't know they exist. Drop down options, or a list of pages and their sub-pages on the side of the screen, would be really helpful

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Would like to be able to present information in a more engaging and visual way - perhaps enabling use of images / diagrams to help communicate information and to break up blocks of text

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Not time-consuming for users, but time-consuming for teams - if people can't find the information they're looking for on the intranet (typically because of poor search functionality / unclear navigation) then they will often come direct to expert teams or Queries teams for an answer they should be able to find themselves if only they knew where to look. Improved search and clearer navigation would help save a lot of time for teams - as long as there is then also the cultural / behavioural shift and staff will use it

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If information is relevant to all organisations then multiple versions of the same information is required - and has to meet different standards / templates / style requirements etc. depending on the organisation. Would be much easier, and less time-consuming, for content relevant to all orgs to be able to be published once, in one place, and signposted from other places

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Unclear ownership of static content - where do you go to highlight and correct errors on pages?

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I currently draft comms, send to the various ALB reps to approve / amend, then on to Defra internal comms who confirm, or amend, and then who have to send this on to all the various internal comms teams. I appreciate the last part may be resolved by this solution, but I think the first few steps could be workflowed in some way.

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If a SPOL site is associated with the main hub or any other ALB sites and therefore becomes searchable, does this, and all pages within it have to be 'tagged' with the relevant org to ensure that only those who it applies to can see it? And if not, how is it ensured that staff from one org don't see info that doesn't apply to them?

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Where there is repeated information (for example we have 'how to contact SSCL' on a number of pages that belong to HR, Finance etc etc. We have in the past asked them all to link to the one 'correct' page so updates are easy, it would be great if the wording from a section of one page could be repeatable on multiple page, but updatable only once so we could control that information.

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Since migration pages do not have anything to show you what section you're in and therefore the related pages. Ideally this would still be available, or be able to be created. I don't mean a breadcrumb trail, but for example you're on the top level recruitment page, and there would be something showing you the other pages and therefore steps in the recruitment process.

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Insight in to usage and usability of the pages - who's using, are they scrolling, are they using the links etc. Are they always searching, what's the journey they take from page to page using what link etc.

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Ability to see any cyclical links (i.e. where one page links to another, then to another, then back to the original) easily, so these can be checked to make sure the user is not just being sent round in circles.

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Currently the tabs on the right hand side of the intranet do not appear when using a laptop screen, they are right down the bottom of the page. A more consistent view when using different sized screens (not talking mobile device)

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The comms routes aren't great - small numbers of staff read the comms unless it's regarding pay! If the intranet and the technology could improve this - highlight things, pop ups on items missed, email summaries etc, then that would be super helpful in getting news and comms out to end users.

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Who ensures ongoing compliance to GCS standards across the intranet and wider platforms?

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There was something mentioned a while ago in relation to the new intranet about automated Board commissions or some kind of process around boards/forums connected to the intranet. Would be good to know if there is anything happening in that space and if yes, how to get linked in to that.

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understanding process on how we can share information across our wider business areas aka GCS etc and how we make sure it's visible.

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That there is a 'Group Corporate Services' tab at the top of each intranet page that takes you to a landing page for GCS.  Areas of GCS like HR/Finance are often 'known' by end users, but other parts are not, so this could be a front door.  Whether this is ServiceNow or intranet page, the development of GCS guidance and info strategy / plan will need to determine this.

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That all GCS content (no matter what platform it is on) has a standard, functional and easy to use style and format. A style and content guide for GCS is required.

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Users do not land on e.g. the central Defra site (after they've searched or clicked on a button), and then by default of landing there end up seeing policy etc that is applicable to Core Defra and NOT to them.

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Group Corporate Services has one 'home', or has a plan in place for moving to one home for all guidance / information, but that the information is clearly defined / only viewable by those who need to see it (e.g. APHA only see APHA policies). This process for tagging information (by the content creators) should be really simple.

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Out of date information; intranet guidance not always updated as processes change. Or if guidance is published in multiple places (e.g. on myHub as well as the intranet) then one might be updated but the other isn't - so no single source of truth.

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myHub (SSCLs information portal), ServiceNow (myPortal), content cloud would ideally be searchable via the intranet search.

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It's a big ask but whether the approval for new associated SharePoints and other decisions criteria follows the user experience from start to finish not just "this content is important!"

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GCS branding and / or standard templates would be good - so there is consistency in how guidance is set out

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There are things that would benefit from us sharing them in GCS for example, the GCS Transformation Governance framework and outputs from our governance review etc. Obviously doesn't cover wider Core defra and ALBs but would be good to know the level at which we are able to share information with our wider business areas via the intranet

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If all changes, no matter how big / small, have to be approved and published by the Content Team, this can be time-consuming (especially when it could be a simple change such as updating a link or an email address) if it has to be done via the update process - could be quicker if page owners could make these kind of changes themselves

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GCS delivered info / guidance is accessible for all through the many different routes that users take to get there. That although users shouldn't need know about "GCS" itself - there should be information on where to go / how to escalate issues and who to contact in that instance.

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Every item of content has clear named ownership. So users or collaborators know who to contact if required. The item is maintained for its life-cycle. At the moment a lot of waste of time and resources trying to find out who creating stuff and whether it is still needed or not

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Feedback from various HR teams includes that page ownership is unclear, or the wrong teams are allocated as owners for pages, so it's hard to know how to make changes or where to give feedback when there are errors spotted in the information or suggested improvements to be made.

It's also not clear what the sign-off is for new / updated content - and if there is disagreement between the HR team and the content team over what can be published, where is that decision made or how is it resolved. Some feeling that expert teams don't have control over their own content and there is too much bureaucracy around the process.

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There was something mentioned a while ago in relation to the new intranet about automated Board commissions or some kind of process around boards/forums connected to the intranet. Would be good to know if there is anything happening in that space and if yes, how to get linked in to that.

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You've already mentioned about what criteria would be for content/sites conntected to the search function but if there was to be expanded navigation then it would be good to find out what the criteria for that will be aswell. We don't want to overwhelm users with content but at the same time don't want to be counter productive in terms of getting messages out there

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Knowing where searches will send people - Alex McCarthy

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Knowing where searches will send people - Alex McCarthy

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People may use a range of terms to describe what they need. Can the content owners influence how the search will direct people. For example, if they say "guidance on buying things" they will be sent to the procurement pages MyBuy SPOL? Even though they didn't use the word procurement...

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Clean and logical navigation to functional sites, guidance etc and GCS services. 

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Clean and logical navigation to functional sites, guidance etc and GCS services. 

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GCS has never worked together as one to deliver guidance, information or service points to our customers.  A strategy for how this is to be delivered and when/where needs to be developed.  It feels like the answer is being delivered before the plan.

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Our user feedback stats suggest that our design of our DgC MyBuy SPOL sites could be designed to be simpler for users to follow. We don't have specialist customer content design / structuring capability in my team. So would like to get support for this.

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Finding Procurement/Commercial info - Alex McCarthy

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Finding Procurement/Commercial info - Alex McCarthy

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I'd like to have a headline link to Defra group Commercial SPOLs for our users. Currently need to search and link to MyBuy SPOL sites via a secondary page.

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Not knowing who to send things to publish. Would normally contact the DDTS Content Team. For communications we have a contact within the Defra Internal Comms whom we would speak to about an Office Notice or other item. They then help connect with the ALBs who need to receive the same comms.