Improving the information architecture at Boliden Group

Abstract: Architects design physical structures to allow visitors to perform certain actions. The same idea can be applied to the digital landscape [18]. Physical architectural design of spaces for employees within the metals industry influence and improve productivity [14], whereas a suboptimal intranet design can cause decreased productivity in a digital landscape [20]. During an IT conference in June 2018, it was established that 75% of enterprise cloud-based system users consider the complexity of implementation or operations top obstacles to usage. Productivity, efficiency, and consideration for people are strategic values at Boliden Group AB [22], yet the internal Document Management System (DMS) indicated the opposite to be true. The DMS was thus analyzed using Information Architecture (IA) principles; context, content, and users [3], through a case study including (3) stakeholder and (1) expert interviews, an internal questionnaire with 631 respondents, external State-of-the-Art (SoA) analysis including sketch and (4) interviews and a final survey with 35 respondents. Results indicated inconclusive policies concerning education in Information Systems (IS); problematic DMS user interface (UI) and branding; IS restriction to Microsoft (MS) Office365 and a desire to use Sharepoint increasingly. The overall impression indicated desire to follow the strategy at Boliden Group AB, through well defined methods and goals, and focus on simplifying processes. The State-of-the-Art analysis identified success factors organization, emails, publishing, tools, and findability. Recommendations propose to leverage impressions particularly regarding strategy, UI and training. Improvements to the IA should be done following complementary user-focused research in two steps; Search-log analysis followed by Contextual inquiry. Applied improvements from the State-of-the-Art analysis were visualized in a sketch that can, collectively with future user insights, be used to inspire a developed Digital Workplace with Sharepoint UI and more intuitive document management for the common user, in order to provide simplifying recommendations for improved IAand productivity.