SharePoint Intranet Trends & Best Practices: 2010 and beyond

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Latest and greatest trends in enterprise intranet along with a few best practices in Enterprise content management, Information architecture, user experience, Governance, social networking and Collaboration.
A reference and benchmarking standards material for those considering building an intranet, in some stage of intranet development or for those, who plan to realign their corporate intranet to meet certain objectives.

from Optimus BT Insights | SharePoint Intranets

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SharePoint Intranet Trends & Best Practices: 2010 and beyond

  1. 1. Executive Workshop Intranet Trends & Best Practices 2010 & Beyond
  2. 2. Our Passion Optimus BT Featured Customers We think the Internet and the adoption of Locations : Atlanta, GA & Washington D.C trends on the Internet are a leading Indicator for the upcoming innovations in the Enterprise. We are passionate about Offerings helping our customers Interpret, leverage • Enterprise 2.0 Applications and maximize the business benefits of • SharePoint Applications these incremental or disruptive trends and making it a reality in their operating • Rich Internet Applications environment. • Product Outsourcing • Digital Marketing Technologies Our Vision • Custom & Web Application Development • Research & Consulting Be a leader in the adoption of new and • Maintenance & support Services Outsourcing significant trends in the technology marketplace that influence our Technologies customer’s business. Pace ourselves to • Microsoft SharePoint More>> the Urgent needs of our customers. Be a Trusted Advisor. Add Value to every • Microsoft SQL Server • Microsoft Project Server Partnerships relationship. • Microsoft .NET Our Value Proposition • Open source Platforms – Drupal, Joomla others We will design, implement and help in the • SilverLight , Flash & Adobe AIR platforms adoption of new generation technologies • J2EE Platforms like Web 2.0 and Social Networking by incorporating research, design, Products technology, and marketing in a way that is • Delegate n Extend tailored to meet the collaboration, • SharePoint eProcurement content, social knowledge management and business intelligence needs of your • Resolve 2.0 – Awarded 2009 trend setting organization product by KMWorld
  3. 3. Optimus BT Advantage Enterprise 2.0 Technology Solutions & Support We have built Enterprise 2.0 solutions like Enterprise Portals, Web Platforms, Knowledge Management Systems, Collaboration Solutions, Content Enterprise 2.0 Technology User Experience & Management Solutions, E-Commerce and Rich Applications Solutions & Design Procurement Solutions, Vendor and Supply Support Chain Collaboration Solutions, among others Original Research Social Marketing & Industry Analysis Infrastructure
  4. 4. Optimus BT Advantage User Experience & Rich Applications Design We complement our foundation of research services with a balanced approach to design. Our talented and experienced consultants leverage research-driven Enterprise 2.0 Technology User Experience & principles, business best practices and Rich Applications Solutions & Design creativity to provide immersive, powerful Support intuitive user experiences that will delight your users. Original Research Social Marketing & Industry Analysis Infrastructure
  5. 5. Optimus BT Advantage Original Research & Industry Analysis Our analysts and research team engage in complete and thorough research & industry analysis to validate the overall approach of the solution. Based on this, we will generate Enterprise 2.0 Technology User Experience & ideas that will drive the features and Rich Applications Solutions & Design detailed design of the solution. Support Original Research Social Marketing & Industry Analysis Infrastructure
  6. 6. Optimus BT Advantage Social Marketing Infrastructure Our approach for implementing Enterprise 2.0 applications and internet websites include integration and adoption of social marketing and industry best practice Enterprise 2.0 Technology User Experience & considerations into the design and technical Rich Applications Solutions & Design infrastructure of the solutions. Support Original Research Social Marketing & Industry Analysis Infrastructure
  7. 7. Agenda Sites Sites and Portal infrastructure allows your organization to utilize SharePoint 2010 as a single platform for implementing enterprise collaboration intranets, customer, partner and vendor extranets and corporate Composites websites The Composites feature of SharePoint allows you to dynamically create and manage no-code collaboration applications directly using the SharePoint interface or Communities Formal Infrastructure Formal Infrastructure SharePoint Designer 2010 in a self service and SharePoint 2010 tightly integrates with Top Down approach controlled manner Communities and Social Networking Information Architecture Command & Control Capabilities. You can now easily build Content Business Management Applications Business Intelligence Rating Knowledge Sites Enterprise communities and social networks Within Organizational Boundaries Ad-Hoc Wikis allowing users to collaborate, share Workspaces Workflows Collaboration Formally Governed information and manage expertise in seamless Rich Media manner Governance Content Wor Mangement Focus on Optimization of Formal Processes Profile k Document Enterprise Business Data Dashboards Composites Communities y Enterprise K Management lit Integrations Limited User Contribution no bi w Intranet Intranet si le Security Governance Commenting Vi d Knowledge is not pervasively captured and utilized ge Microsoft INTRANET SharePoint 2010 BEST Participation People & Enterprise Content Management PRACTICES ? Social Insights Learning Lack of integrated strategy to harness Content Search SharePoint 2010 provides a complete set of informal interactions making organizations Network SharePoint 2010 integrates with performance ECM features including web content lose the competitive edge in the long term Implementation of Centralized Reporting and RSS Feeds point services making it possible to aggregate management, document management, records Business Intelligence Functionalities and Users and provide intelligence through KPIs, score Insights Content management, metadata & Taxonomy User Social Dashboards Company cards, reporting dashboards on information management among others with compliance Experience Networking S Blogs spread across disparate systems in a self and self service every step of the way. Ex ki len Micro Blogging T lls t pe Does not integrate with the service and centralized fashion Implementation of Business Workflows a rt Community Enterprise & users everyday work is Setup of Enterprise Collaboration Search Wiki Tagging & e tions Bookmarking Components and Sites and Taxonomy Connec Search Collaboration Structures Informal Infrastructure Informal Infrastructure Enterprise Blogs Information SharePoint 2010 provides robust search features Support and web parts that can be used to find Phase 1 Phase 2 Phase 3 information, documents, people, expertise and Informal knowledge spread across your enterprise portals + as well as backend systems and file stores Business Formal Collaboration Applications Content Business Management Intelligence Formal Infrastructure Formal Infrastructure Business Data Document Integrations Management Workflows
  8. 8. The Story So Far… Formal Infrastructure Formal Infrastructure Top Down approach Command & Control Content Business Business Management Applications Intelligence Within Organizational Boundaries Workflows Collaboration Formally Governed Focus on Optimization of Formal Processes Document Business Data Management Enterprise Enterprise Integrations Limited User Contribution Security Intranet Intranet Governance Knowledge is not pervasively captured and utilized ? Lack of integrated strategy to harness informal interactions making organizations lose the competitive edge in the long term Users Company Blogs Does not integrate with the Community Enterprise users everyday work Wiki Informal Infrastructure Informal Infrastructure
  9. 9. Current Issues & Unmet Needs • Delivering Information in Context of Everyday Work ― Users of the intranet do not have integrated tools that allow them to get the right information in context of the task in hand to have their issues solved, interact with peers and colleagues on ideas and approaches, access related templates, documents and other resources. ― Users have to access various tools and applications that are focused on specific information artifacts further introducing delays in getting their task done faster • Knowledge Retention ― The current intranets provide very less support like centralized knowledge dashboards, contextual knowledge bubble up tools, easy to user tools to capture knowledge among others and pave way for enterprise knowledge retention • Skills and Talent Identification and Retention ― Current intranets do not provide an infrastructure which can allow for pervasive identification of skills, experts, SMEs among others through the analysis of quality contributions, ratings and other collaborative processes which would help in allowing the HR to create retention and growth strategies for talented and skillful individuals • Capturing Informal Knowledge ― The current tools and applications are good at capturing formal knowledge, but the informal knowledge is still being shared around the water coolers. The intranet do not provide a central set of easy to use tools which can be used by employees to quickly contribute information through the intranet to the organization’s knowledge base.
  10. 10. Current Issues & Unmet Needs • Enterprise Communities and Networks ― Even though majority of the organizations have understood the benefits of fostering collaboration and knowledge based communities, they have not been able to implement it due to various factors like the lack of platform capabilities, governance strategies, adoption roadmap and the availability of the right set of tools and applications • Lack of Open Collaboration ― The current intranet supports the concept of formal collaboration, which are really driven by the formal processes put in place by the organization. ― Even tools like blogs and wikis are command and controlled and there are really no end user focused collaboration applications implemented that provide and foster a culture of open collaboration within the organization. • Delivering the intranet as the single source of truth ― The concept of the intranet being the single source of truth is restricted to the integration of data and information from existing legacy and LOB systems into the various applications of the intranet ― What has not become mainstream is the integration of information and artifacts from external sources like the internet via RSS feeds and mash up type of applications • Creating a well governed collaborative environment ― The current governance methodologies and procedures have proved to be ineffective to be applied to an intranet environment that is open, rich and pervasive with the user being in the absolute center of the organization and everything else revolving around the needs of the user.
  11. 11. Intranet Trends for 2010 • Informal Collaboration at the Forefront of the Organization • Intranets 2010 and beyond will see informal collaboration going mainstream with organizational functions like knowledge management, skills & talent management and retention, communities and networks and information delivery being put on informal programs and driven by contextually rich tools and applications integrated within the work environment of the user • The role of formal collaboration would be to receive feedback, analyze trends, identify top ideas among others from the informal interactions going on and optimize existing processes within the organization • Support for Massive / Sponsored Collaboration • Intranets 2010 will include the capabilities that can allow users to create on-demand and ad-hoc collaboration workspaces, knowledge communities on a need to know basis among others via the utilization of standard collaboration, community and knowledge management templates • Dominance of Social Networking • Lot of early adopters have already had their experiments with Social Networking within the organization and have realized the benefits of going social • Intranets 2010 will be the platform where the user’s social profile will take center stage and will be the key contributor for HR processes, Skills & Talent identification, propagation and knowledge within the organization • Flatter Content Management • Content will still remain the “King” and there will be pervasive, Web 2.0 and easy to use tools that will allow the users to identify and disseminate the knowledge potential of the content through flatter approaches like folksonomies, open sharing and collaboration to deliver the content as a knowledge artifact for the entire organization
  12. 12. Intranet Trends for 2010 • Rich and Interactive • Document Management will merge with digital asset management to deliver an extended, open and collaborative environment for storing and managing rich media files including video, audios, presentations, flash and silverlight files among others • Moreover, there will be exciting new media applications built on top of Intranets 2010 to deliver a knowledge and learning oriented environment to the end users of the organization • Enhanced Search • Intranets 2010 will see search functionalities exploring beyond the “Search Box” and will be extensively utilized in various ways for automatically and contextually delivering expertise, content and document artifacts, knowledge artifacts among others • People, skills and expertise search will become mainstream along with content and document search within the organization • Focus on Knowledge and Learning • Intranets 2010 will include the best of the collaboration features provided by the Internet, Web 2.0, Social networking and communities to deliver an integrated environment for managing knowledge and learning • Governance • Intranets 2010 will force organizations to not only come up with a extended set of governance policies and compliance procedures, but will also have self service based governance tools and applications made part of these policies and procedures and integrated within Intranet 2010 paving way to a self growing and self governed platform for open and social collaboration
  13. 13. Agenda Sites Sites and Portal infrastructure allows your organization to utilize SharePoint 2010 as a single platform for implementing enterprise collaboration intranets, customer, partner and vendor extranets and corporate Composites websites The Composites feature of SharePoint allows you to dynamically create and manage no-code collaboration applications directly using the SharePoint interface or Communities Formal Infrastructure Formal Infrastructure SharePoint Designer 2010 in a self service and SharePoint 2010 tightly integrates with Top Down approach controlled manner Communities and Social Networking Information Architecture Command & Control Capabilities. You can now easily build Content Business Management Applications Business Intelligence Rating Knowledge Sites Enterprise communities and social networks Within Organizational Boundaries Ad-Hoc Wikis allowing users to collaborate, share Workspaces Workflows Collaboration Formally Governed information and manage expertise in seamless Rich Media manner Governance Content Wor Mangement Focus on Optimization of Formal Processes Profile k Document Enterprise Business Data Dashboards Composites Communities y Enterprise K Management lit Integrations Limited User Contribution no bi w Intranet Intranet si le Security Governance Commenting Vi d Knowledge is not pervasively captured and utilized ge Microsoft INTRANET SharePoint 2010 BEST Participation People & Enterprise Content Management PRACTICES ? Social Insights Learning Lack of integrated strategy to harness Content Search SharePoint 2010 provides a complete set of informal interactions making organizations Network SharePoint 2010 integrates with performance ECM features including web content lose the competitive edge in the long term Implementation of Centralized Reporting and RSS Feeds point services making it possible to aggregate management, document management, records Business Intelligence Functionalities and Users and provide intelligence through KPIs, score Insights Content management, metadata & Taxonomy User Social Dashboards Company cards, reporting dashboards on information management among others with compliance Experience Networking S Blogs spread across disparate systems in a self and self service every step of the way. Ex ki len Micro Blogging T lls t pe Does not integrate with the service and centralized fashion Implementation of Business Workflows a rt Community Enterprise & users everyday work is Setup of Enterprise Collaboration Search Wiki Tagging & e tions Bookmarking Components and Sites and Taxonomy Connec Search Collaboration Structures Informal Infrastructure Informal Infrastructure Enterprise Blogs Information SharePoint 2010 provides robust search features Support and web parts that can be used to find Phase 1 Phase 2 Phase 3 information, documents, people, expertise and Informal knowledge spread across your enterprise portals + as well as backend systems and file stores Business Formal Collaboration Applications Content Business Management Intelligence Formal Infrastructure Formal Infrastructure Business Data Document Integrations Management Workflows
  14. 14. Intranet 2010 – The Vision Rating Knowledge Wikis Profile Wor Dashboards k Rich Media y K lit no bi wl si ed Vi ge Participatio People & Content Business Social Commenting Learning Collaboration Search Applications Content Business Network Management Intelligence Formal Infrastructure Formal Infrastructure n Information S Support Ex ki len T lls t p Business Data Micro Blogging er a Document RSS Feeds Integrations t & Management is Workflows e tions Connec Enterprise Blogs Tagging & Ad-Hoc Bookmarking Workspaces Formal + Informal = Intranet 2010
  15. 15. Intranet 2010 Applications • Mainstream Tools & Applications • Others • Contextual Information Bubble up Components • To-Do Lists • Employee Social Profile Management • Meeting Minutes • Social Networking Applications • FAQs • Knowledge and Learning Management • Enterprise Blogs Templates • Suggestion Box / Feedback • Social Search • Messaging • Social HR Applications • Classifieds • Folksonomy Extensions • Reservation Application • On-Demand Workspaces • Mark as Inappropriate • Micro Blogging & Knowledge Wikis • Intranet Statistics • Social Tagging & Bookmarking • Social Analytics & Statistics tools • Forums & Communities • Rich Media Collaboration Galleries • Rating, Commenting, Surveys & Polls • Calendaring & Enterprise Profile Directory
  16. 16. Intranet 2010 Technology Platforms 50% 47% 45% 40% 38% 35% 30% 25% 20% 20% 17% 16% 15% 13% 10% 10% 5% 5% 4% 4% 0% SharePoint (MOSS) Other Facebook Mediawiki WordPress Confluence Blogger Drupal Connections / Quikr Movable Type Source : Intranet 2.0 Global Survey • 47% of organizations with 2.0 tools are using Microsoft SharePoint (MOSS 2007) • Facebook is being used by employees (employee groups) in 20% of organizations • Seven have market share of more than 4% led by MediaWiki (17%) and WordPress (16%) • Vendors (“others”) that have less than 4% market share are present in 38% of organizations
  17. 17. Agenda Sites Sites and Portal infrastructure allows your organization to utilize SharePoint 2010 as a single platform for implementing enterprise collaboration intranets, customer, partner and vendor extranets and corporate Composites websites The Composites feature of SharePoint allows you to dynamically create and manage no-code collaboration applications directly using the SharePoint interface or Communities Formal Infrastructure Formal Infrastructure SharePoint Designer 2010 in a self service and SharePoint 2010 tightly integrates with Top Down approach controlled manner Communities and Social Networking Information Architecture Command & Control Capabilities. You can now easily build Content Business Management Applications Business Intelligence Rating Knowledge Sites Enterprise communities and social networks Within Organizational Boundaries Ad-Hoc Wikis allowing users to collaborate, share Workspaces Workflows Collaboration Formally Governed information and manage expertise in seamless Rich Media manner Governance Content Wor Mangement Focus on Optimization of Formal Processes Profile k Document Enterprise Business Data Dashboards Composites Communities y Enterprise K Management lit Integrations Limited User Contribution no bi w Intranet Intranet si le Security Governance Commenting Vi d Knowledge is not pervasively captured and utilized ge Microsoft INTRANET SharePoint 2010 BEST Participation People & Enterprise Content Management PRACTICES ? Social Insights Learning Lack of integrated strategy to harness Content Search SharePoint 2010 provides a complete set of informal interactions making organizations Network SharePoint 2010 integrates with performance ECM features including web content lose the competitive edge in the long term Implementation of Centralized Reporting and RSS Feeds point services making it possible to aggregate management, document management, records Business Intelligence Functionalities and Users and provide intelligence through KPIs, score Insights Content management, metadata & Taxonomy User Social Dashboards Company cards, reporting dashboards on information management among others with compliance Experience Networking S Blogs spread across disparate systems in a self and self service every step of the way. Ex ki len Micro Blogging T lls t pe Does not integrate with the service and centralized fashion Implementation of Business Workflows a rt Community Enterprise & users everyday work is Setup of Enterprise Collaboration Search Wiki Tagging & e tions Bookmarking Components and Sites and Taxonomy Connec Search Collaboration Structures Informal Infrastructure Informal Infrastructure Enterprise Blogs Information SharePoint 2010 provides robust search features Support and web parts that can be used to find Phase 1 Phase 2 Phase 3 information, documents, people, expertise and Informal knowledge spread across your enterprise portals + as well as backend systems and file stores Business Formal Collaboration Applications Content Business Management Intelligence Formal Infrastructure Formal Infrastructure Business Data Document Integrations Management Workflows

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