Our intranet is a bit of a pet project for me. It is user-friendly and can do a lot.
Liselotte Seider
Web Consultant, Social Educators
The challenges
The Social Educators' National Association (Socialpædagogerne) is a nationwide professional organization divided into 10 districts across the country. They work for attractive salary and employment conditions for members, the development and dissemination of social pedagogy, and a good and meaningful life for vulnerable people. The employees needed an easily accessible communication platform that everyone could use, so they could avoid important information getting lost in the inbox.
The purchasing process
The social educators' intranet solution has been live since 2018, when they chose to replace the old platform in connection with moving their IT to a new supplier. At that time, they were not 100% clear on whether it should be an off-the-shelf solution or if it should be tailored to their needs. Liselotte led a thorough preliminary analysis with workshops, surveys, and interviews with stakeholders. This resulted in an extended requirements specification with both technical and content-related points. Then followed a tender round, where the social educators invited three suppliers to bid on the project. One of them was Colibo.
The advantage of Colibo was a quick implementation, even though I was initially skeptical about choosing a packaged solution, which it is. The solution turned out to be very user-friendly, and the news feed actually resembles what we know from social media. So visually, there is a nice familiarity for the employees.
Liselotte Seider
Web consultant, The social educators
Liselotte's favorite features in Colibo
It is about behaviour and safety
Although it has been a few years since the intranet went live, Liselotte still focuses on helping and guiding the employees. However, she is not alone in the project.
"We are continuously making an effort to ensure that the intranet gets the space it deserves in the organization. We are continuously promoting good tips for the intranet and webinars for groups and units."
We use the intranet to inform employees about GDPR and have gathered all information in one place in a workspace on the intranet. Here, employees can keep themselves updated. On one hand, we have control over documents and data when they are on our intranet, and on the other hand, employees can always find relevant knowledge about GDPR collected for instance in cases of what an employee should do in the event of a data breach and instructions.
Liselotte Seider
Web consultant, Social educators
Knowledge sharing in the circles
Anne Mette Hulbæk is an Administrative Assistant in a district in Zealand: "Here there are 8 employees in the office, and Anne Mette is, among other things, the editor of the intranet, where she is responsible for local postings in the district. On the news feed on the front page, they receive important news from the entire organization. Additionally, they have set up their own working group for local topics. This includes everything from holiday plans to guides and contact information. Across the organization, they can also keep up with topic-based working groups on, for example, IT systems and GDPR."
Colibo allows me to keep updated on what is happening around the organization. I greatly benefit from the shortcuts to the other systems we use. This ensures that the files are always up to date and only stored in one place.
Anne Mette Hulbæk
Administrative Assistant
Used daily
A year after the launch, employees were asked how they used the intranet and their experiences. The response showed that usage was high among employees, with the majority accessing the intranet at least once a day to stay updated with news, activities in workgroups, and searches in the phone book. Employees used the intranet via mobile phones, across a broader range of hours throughout the day.
We are looking at the possibilities for onboarding new employees with Colibo. There is the option to set up flows and questionnaires that guide new employees through the process, ensuring they receive a good and consistent introduction with us. The system also enables HR to follow the process from start to finish for each individual employee.
Anne Mette Hulbæk
Administrative Assistant
