Resources Blogs SharePoint Online At Work: The Digitalization of Singapore’s Art Galleries

SharePoint Online At Work: The Digitalization of Singapore’s Art Galleries

Post Date: 05/25/2018

Read all about how a nationwide art gallery in Singapore tapped into the beauty of SharePoint Online technologies to reinvent its staff intranet portal and resource centre visitor landing page with the help of AvePoint’s Client Services.

Organizations are ramping up their digital transformation efforts as Singapore prepares for the next generation of consumers. With the ever-growing demand for a digital experience, even cultural institutions in Singapore are endeavoring to make the digital leap.

At AvePoint, we are honored to be part of the digital transformation journey of one of Singapore’s largest art galleries. We were able to help address their digitalization challenges by refreshing their existing intranet portal and modernizing their visitor portal.

Challenge

As a public organization boasting hundreds of staff members, the gallery has deployed Office 365 as the foundation for its intranet portal. However, siloed legacy systems and division sites present serious issues. Not only do they make it difficult for cross-unit content sharing, but they also obstruct effective staff engagement and communication. The gallery management team recognized these problems and decided that an intranet portal overhaul was necessary.

SharePoint Solution

In search of a solution that could be delivered within in a short lifecycle and within budget, the gallery’s management team turned to AvePoint for its trusted and tenured leadership in custom business solutions leveraging Office 365 and SharePoint technologies.

AvePoint supported the gallery at all stages of its intranet portal revamp project including requirement analysis, solution design, UI/UX design, and implementation.

In an effort to turn the portal into a one-stop for the gallery’s staff to interact and ensure effective information dissemination and content management, AvePoint’s client service team came up with a solution on the following five fronts:

Business Value

The visually appealing intranet portal has seen a surge of user adoption following its deployment. The portal has become a welcome tool for the gallery staff due to its user-friendly interface and mobile accessibility. It also helps site admins be able to manage, publish, and make changes to site skins and content more effortlessly.

New Intranet Portal Landing Page

AvePoint Solution Business Values

Project Highlight

The gallery contacted AvePoint again shortly after the successful launch of the intranet portal and requested a refresh of its resource centre visitor portal.

The resource centre offers public access to the gallery’s precious collection of reference materials and rare historical archives. The venue is frequented by visitors including curators, art historians, and academic professionals who seek reference materials for research projects.

The resource centre’s staff have relied upon paper forms for visitor registration and feedback collection for years. They also had to manually input the information into excel sheets for record and documentation. This resulted in a laborious and time-consuming process that often lead to plenty of human error. A steady increase in visitor attendance made the need for an attractive visitor portal with an automated workflow critical.

Since the gallery had already deployed Office 365 for its staff intranet, hosting the visitor portal on SharePoint Online was a natural choice.

Visitor Portal Homepage Sample

Public visitors are now welcomed by two glossy Microsoft Surface Pros placed on the front desk when they enter the resource center. As the portal is designed to be mobile responsive, it can be accessed on any number of devices including desktops, laptops, tablets and smartphones. The beauty of the portal is an exquisite image and video slideshow that highlights the resource centre archives. If visitors are interested in receiving the gallery newsletters, they can easily opt-in via the ‘Registration’ menu on the portal. There’s also now a ‘feedback’ button on the homepage that features visitor satisfaction ratings. Once the visitor information or feedback is submitted, the respective SharePoint lists are uploaded to the portal admin for easy tracking and reporting.

Registration Form

The best part? The new site relieved portal admins of hours of cumbersome manual entry per week and potential data input errors. It also granted them the freedom to configure registration and feedback forms and customize site content including navigation bars, featured images, and links with minimal training.

The new site’s out-of-the-box SharePoint analytics and report function also empowers the gallery leadership team. They can now better understand visitors’ preferences and make data-driven decisions based on visitor demographics, psychographics, overall visitor satisfaction.