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Deakin University

July 22, 2020
Education

Deakin University builds intelligent intranet, boosts productivity and aligns staff to strategy.

Education

Global, Oceania

The Challenge

Deakin University struggled with efficiently accessing and managing its vast information resources, especially with the shift to remote work during COVID-19, making it challenging for its 10,000 staff across 188 departments to find necessary information quickly.

The Solution

The university developed Deakin Hub, an intelligent intranet using SharePoint Online and LiveTiles. This solution centralized information access, making it more efficient and user-friendly, with collaborative efforts from Engaged Squared and Microsoft Teams.

The Result

The Deakin Hub significantly improved staff productivity and information governance. Key results included a 23% decrease in task completion time, a 67% increase in user satisfaction, and a 106% increase in task completion rates, leading to better overall information management and strategic alignment within the university.

The Challenge

Deakin University harnesses the power of an intelligent intranet

Deakin University was rich in information but faced significant challenges in accessing the right information efficiently. The primary issue was the scattered nature of content across various platforms, making it difficult for the university’s approximately 10,000 staff members, spanning 188 departments, to find necessary information quickly. The traditional methods of information retrieval, such as searching manually or asking colleagues, became impractical, especially with the shift to remote work during the COVID-19 pandemic.

The Solution

To address this challenge, Deakin University developed the Deakin Hub, an intelligent intranet system. The Deakin Hub was created using SharePoint Online and LiveTiles Intranet. This solution was designed to consolidate all necessary information into a single, easily accessible location, effectively becoming a virtual colleague. The intelligent intranet prioritizes and organizes information, integrates content into a single corporate dashboard, and captures news from across the university’s diverse teams.

The project was a collaborative effort involving Deakin University, Engaged Squared, and Microsoft Teams. The choice of using established platforms like SharePoint and LiveTiles ensured sustainability and scalability, with future capabilities from SharePoint easily integratable.

Thousands of staff who once had no way of searching for data across 70 different corporate applications now have rolling news, updated documents, and multiple information sources at their fingertips
Owen Brandt; Senior Vice President of LiveTiles Asia Pacific

The Result

The implementation of Deakin Hub has led to remarkable improvements in staff productivity and information governance at the university.

Key achievements include:

A 23% reduction in the time taken to complete tasks.
A 67% increase in user satisfaction.
Task completion rates soaring by 106%.
Enhanced overall information governance.

This transformation has not only streamlined access to information but has also broken down siloes, making the content more searchable and usable. The iterative approach taken by Deakin ensured a gradual and effective adoption of the new system, with a focus initially on the needs of 900 corporate staff and plans for expansion.

The change management strategy was also crucial to the project’s success, with a gradual transition from the existing portal to Deakin Hub. The project emphasized efficiency and productivity, with a side benefit of fostering a more socially connective framework, aligning staff with the university’s strategic goals.

In conclusion, the Deakin Hub has not only resolved the initial challenge of accessing information but has also enhanced the overall functioning and strategic alignment within Deakin University. This case is a testament to the power of intelligent digital solutions in transforming institutional operations and culture.

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