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Part 2 - Everything You Need To Know About SharePoint Social Capabilities - Business Focus

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  • Business ImpactWhat Does That Mean?Lowers Cost Of Sharing & Organizing InformationMost social technologies within an enterprise leverage the identity of the contributing individual heavily. There is no such thing (in most cases) of anonymity within the enterprise. This means that the enterprise social technology usage will:Improves Search RelevanceImprove Content AuthorityAdds Additional Contextual RelevanceAdditionally what this means for finding people in the case of expertise searching and discovery is that people are more easily found and their properties (that help you find them) are more accurate. In terms of the accuracy it is no longer as expensive to manage everyone’s expertise and profile information. This is especially true if self-serviced or self-managed user profiles exist within the organization.In regards to profile properties being filled out, often there are mechanisms that encourage people to fill out their profiles. The most common techniques are through vanity search and statistics as well as a “completeness” rating on the profile.Reduces Organizational BarriersSocial technologies are rarely deployed for only specific departments or organization units. As a result of this (and the value of enterprise wide deployments) there are traditionally less organization boundaries to ‘social’ information such as people profiles.An additional item worth noting here is that most social platforms also only account for ‘read’ permissions on items and allow people to ‘contribute’ or share items they may not have the ability to easily edit, copy, or move. In some instances it has been known to reduce duplication of information as well due to the increased discovery and ease of sharing.Improves Business AgilitySince social interaction is tied directly to chronological relevancy (in other words when people engage in social activity there is always a relation to that activity being important at that point in time) it has a natural tendency to support quick, immediate, and current decision making activities.When the organization is reacting to something it also enables users to quickly discover one another and engage in a way that makes adding additional participants much easier. (Especially true in open social collaboration/discussions instead of using the features in an online private setting.)Compliments Talent ManagementAs employees connect with one another and share the results of their work it tends to highlight many employee accomplishments. Frequently outputting highly rated documents as an example can provide additional information to management that the documents/output of one employee is having a strong benefit on the organization.Additionally poorly rated items can help encourage plans for development or improvement.Employees sharing more about their personal motivations, experiences, skills, and expertise can also greatly help when determining organizational competencies, weaknesses, strengths, and how best to begin engaging/planning that individuals professional growth.Promotes End User InnovationMost social technologies empower more people to contribute. Often it’s not necessary to have ‘edit’ rights to an item to add social tags or social discussions around it. Allowing even readers to share feedback, ideas, or categories on things they can see, interact with, but perhaps not modify.
  • Technology BenefitSharePoint ExplanationImproves Search RelevanceA concrete example of improving search relevance in SharePoint would be that social tagging, rating, and action results in an increase the ranking of that document or item. If it’s being socialized the assumption is that it’s more important than content that is not.Improve Content AuthorityWhen searching or browsing through so much corporate information the use of social features such as tagging, rating, and discussions can greatly help understand the authority level of certain content.Adds Additional Contextual RelevanceIn SharePoint it’s not only within communities or personal sites that social features are leveraged. Even on executive dashboards that use roll ups and reports of data it is possible in many cases to use the note board for discussion, to tag specific reports, to rate specific reports or data summaries.Provides Additional Ways To Find ContentBeyond searching for information by using keywords, phrases, or tags it can often be useful to find information by discovering ‘experts’ or individuals who are linked to the content either as authors or as someone who recently highlighted that content through the use of social tags, ratings, or sharing.
  • Your Companies Key DifferentiatorsWhat makes your company different? What makes your company stand out? Let’s say our fake company has four key differentiators that seemed to stand out and were referenced by leadership and executives in the organization.Community CaringCommunity Engagement, Involvement & SupportState Of The Art TechnologyTechnology, Systems & Products Of Large Enterprise OrganizationsIncredible Support StaffPersonal ServiceHigh Touch AttentionStrong Customer RelationshipsPersonal & Professional Sales StaffIt is important to be able to align new initiatives, technologies and business solutions with these differentiators. To try and help visualize this effect the following objectives were broken down based on the differentiators of the business.Example Company ObjectivesGrow Organizational FootprintAcquisitionsProvide Excellent Customer ServicePromote a Positive Work CultureHighlight Exceptional PeopleHave Highly Effective Decision MakingProvide Community SupportProvide Customer-Transparent Support FunctionsHave Leadership Greeting Customers By NameThese objectives actually map easily to Social Concepts and Features within SharePoint or within related technology. What follows is a visual map of the organization objectives extrapolated above and the ‘solutions’ or social solutions that might directly, or indirectly help achieve those objectives.
  • Your Portal’s Identity and BrandingYour company most likely has a slogan. Leverage it! Let’s say your slogan is: “We Make Things Happen.” Now let’s say that this slogan is known by every employee and is a great internal brand mechanism to create a sense of unified culture and purpose. One simple but effective business tactic for larger enterprise initiatives, technologies, or solutions is to leverage existing and well-known brands/messages in the organization to help people understand the importance or purpose of an organizational change. What follows are potential ‘Social’ Slogan Additions (based on “We Make Things Happen”): “When we work together.”“Keep up with them using COMPANYXYZ Social.”“Be a part of them with COMPANYXYZ Social.”“Share them on COMPANYXYZ Social.”“Be involved in creating them on COMPANYXYZ Innovate”
  • Be REALLY careful investing in some of these players.Many of the previous ones no longer exist:AwarenessConnectBeam
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening

Transcript

  • 1. EVERYTHING YOU NEED TO KNOW ABOUT SHAREPOINTS SOCIAL CAPABILITIES Part 2 – Focus: Business StrategySOCIAL BUSINESS &SHAREPOINT CONFERENCEOctober 30-31  Greenwich, CT
  • 2. Who am I? Boston Washington#SPSocial @RHarbridge
  • 3. SPTechCon The SharePoint Technology Conference#SPSocial @RHarbridge
  • 4. Our Goal Today… From Here To Here#SPSocial @RHarbridge
  • 5. #SPSocial @RHarbridge
  • 6. #SPSocial @RHarbridge
  • 7. Connecting Value To SharePoint Social Features#SPSocial @RHarbridge
  • 8. What is the Value?
  • 9. • Lowers Cost Of Sharing & Organizing Information• Reduces Organizational Barriers• Improves Business Agility• Compliments Talent Management• Promotes End User Innovation
  • 10. • Improve Search Relevance• Improve Content Authority• Add Further Contextual Relevance• Provide Additional Ways To Find Content
  • 11. Sites Composites Communities Insights Content SearchNot Just Communities… Leveraged Everywhere
  • 12. Social Feedback Leads To Better Procedures? Why Leveraging SharePoint Blog Features for News is a Great Idea#SPSocial @RHarbridge
  • 13. The Nature Conservancy - Case Study • The Nature Conservancy is the leading conservation organization working around the world to protect ecologically important lands and waters for nature and people. • Founded in 1951, currently 1 million members. • Operates more than 100 marine conservation projects globally. Business Challenge The Project Results» Improve “findability” of » Intranet/Extranet: connect.TNC experts, content, and data to global intranet/extranet » Deployed “social Intranet” Q1 share best practices and 2012 that connects experts » Connects staff, trustees, improve project performance. around the world to share best volunteers, partners, practices.» Complex, worldwide government agencies around organization without a single the globe clearinghouse for connecting » Integration of Newsgator Social people and information. Sites#SPSocial @RHarbridge
  • 14. #SPSocial @RHarbridge
  • 15. #SPSocial @RHarbridge
  • 16. #SPSocial @RHarbridge
  • 17. #SPSocial @RHarbridge
  • 18. TNC - Department#SPSocial @RHarbridge
  • 19. #SPSocial @RHarbridge
  • 20. TNC - Search#SPSocial @RHarbridge
  • 21. #SPSocial @RHarbridge
  • 22. #SPSocial @RHarbridge
  • 23. #SPSocial @RHarbridge
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  • 26. #SPSocial @RHarbridge
  • 27. Social SharePoint Options Extending (Customizing) Complimenting (Yammer) Supplementing (Newsgator) Replacing Ignoring/Locking Down When are people going beyond SharePoint for Social Functionality? How To Lock Down SharePoint’s Social Features#SPSocial @RHarbridge
  • 28. Implementing An Effective SharePoint Social Strategy#SPSocial @RHarbridge
  • 29. Social Roll Out#SPSocial @RHarbridge
  • 30. My Sites & Profile Roll Out Phase 1 Basic Profile Import Phase 2 MySites Piloted Profiles Implemented Photos Updated Phase 3 MySites Globally Deployed Custom Profile Fields From Central Source Profile Fields Users Can Edit Profiles Phase 4 MySites Customized Integrated With LOB Data Profile Data With Write Back To AD Presentation Customized#SPSocial @RHarbridge
  • 31. Social Feature Roll Out Phase 1 Phase 2 Phase 3 Less Than 50% Profiles Populated Less Than 75% Profiles Populated Close to 100% Profiles Populated Notes and Status Updates Notes & Status Updates Used Notes & Status Updates Infrequently Used Frequently By Early Adopters Considered Cultural Norm Community Sites Globally Communities Extended To Community Sites Piloted Deployed External Participants Wiki Spaces Extended To External Wikis Piloted Wiki Sites Globally Deployed Participants Leadership Blogs Piloted Department Blogs Deployed Personal Blogs Deployed Discussion Boards Globally Discussion Boards Leading To New Discussion Boards Piloted Deployed Innovation Or Cost Savings Tags & Notes Infrequent (Usage Tags & Notes Adopted (Usage Tags & Notes (Expected) Low) High) Ratings Piloted On Knowledge Knowledge Base Initiating New Knowledge Base Podcasting & Base Procedures/Policies Media#SPSocial @RHarbridge
  • 32. Map To Business Objectives  Direct Relationship  Indirect Relationship Have Highly Leadership Provide Highlight Customer Support Effective Supporting Personally Positive Exceptional Transparent Acquisitions Decision Community Engaging w/ Work Culture People Support Making Customers Internal Social Collaboration      User Profiles  Personal MySites   Internal Social Networking      Communities Of Interest     Communities Of Practice      External Social Authoring     Social CRM    #SPSocial @RHarbridge
  • 33. Profile Sprawl Challenge?#SPSocial @RHarbridge
  • 34. No Anonymity In The Enterprise?#SPSocial @RHarbridge
  • 35. Keyword Sprawl Challenge?#SPSocial @RHarbridge
  • 36. Discipline and Processes#SPSocial @RHarbridge
  • 37. Samples of What to Measure – Number of completed user profiles – Number of connections per user – Cross posting of blogs, subscriptions to RSS and other feeds – Average number of participants with Wikis (also look at distribution – Wikis with most participants vs. universe of wikis) – Effective use on major projects – Reduction in e-mail (generally, on specific topics, corporate noise) – Range of adoption (departments, topics) – Does a new policy or idea get adopted easier? – Search metrics: fewer similar queries=right information faster#SPSocial @RHarbridge
  • 38. SharePoint Social Maturity Tagging 5 Instant Messaging Notes / Discussions 4 3 2 Microblogging & Activities Rating 1 0 Blogging People Profiles Wikis MySites *Super Simplified#SPSocial @RHarbridge People Search
  • 39. Business Tips and Tricks#SPSocial @RHarbridge
  • 40. Brand Your Social Roll Out We Make Things Happen What follows are potential ‘Social’ Slogan Additions (based on “We Make Things Happen”): “When we work together.” “Keep up with them using COMPANYXYZ Social.” “Be a part of them with COMPANYXYZ Social.” “Share them on COMPANYXYZ Social.” “Be involved in creating them on COMPANYXYZ Innovate”#SPSocial @RHarbridge
  • 41. Scope of Training • Trained To Lead By • Trained To Promote Best Example Practices Around Specific • Trained To Make And Focus Areas Enforce Decisions Center of Executives Excellence Business Employees Units • Trained To Create • Trained To Leverage Social Knowledge And Practice Collaboration, Networking And Media#SPSocial @RHarbridge
  • 42. Opportunistic Driven Learning Training Should Follow “Just In Time & Just Enough”#SPSocial @RHarbridge Image from Paul Culmsee
  • 43. Support Updates Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…#SPSocial @RHarbridge
  • 44. Support Updates User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPSocial @RHarbridge SharePoint Standards Online
  • 45. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPSocial @RHarbridge
  • 46. Measure Support Learn and use data to be proactive.#SPSocial @RHarbridge
  • 47. Planning for Privacy •Who can social tag/bookmark? Define an acceptable use policy •What happens when the employee leaves? •Security trimming of tags ON or OFF Pluggable architecture allows definition of rules and back ends Define how to handle non-SharePoint and external sites Only Indexed sites can be trimmed out-of-the- box •Activity Feed Repercussions#SPSocial @RHarbridge
  • 48. Remember you can Manage Tags • In Central Admin you can search and manage all tags of a user, or those that specific words. • This means you can create and actively perform governance and control/resolutions.#SPSocial @RHarbridge
  • 49. Tip: Plan For User Adoption#SPSocial @RHarbridge
  • 50. Encourage Community Adoption With Best Practices • Start small • Select, support, and nurture your champions – Funding for “strategic” champions – Champions training • Seed communities with content/structure • Establish guidelines for etiquette • Watch out for corporate policy/governance • Don’t neglect usability#SPSocial @RHarbridge
  • 51. Differences Between Teams and Communities Community Team Community#SPSocial @RHarbridge56 © 2009 PTC
  • 52. HR & Legal Considerations For Social Strategies#SPSocial @RHarbridge
  • 53. Social Media Policy? • You should have one for external use. • It’s recommended you use a comprehensive template (there are many online and they are extremely inexpensive). • You should have one for internal use. • This policy should mention or refer to… • Discrimination Policies • Sexual Harassment Policies • Computer Security and Acceptable Use Policies • Intellectual Property Policies#SPSocial @RHarbridge
  • 54. Incident Reports An incident report or accident report is a form that is filled out in order to record details of anTerms? In SharePoint unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the mindsSharePoint use If something unusual happens as a result of of those who witnessed be documented with as much detail as possible it must the event. while it’s still fresh in the minds of those who were participants or effected. If action (especially disciplinary) is taken as a result of an incident; information leading to the decision (including risks) and how efficacy (success) will be monitored must be retained.#SPSocial @RHarbridge
  • 55. Photo Sharing? • Can the company share Christmas party photos? • Can an individual? On their mysite? • Does the organization need a photo release form? • What About MySite Photos? • How will these be managed? • Approved? • How will these be populated? • Do photos already exist of many staff members?#SPSocial @RHarbridge
  • 56. MySites • Is The Organization Responsible For Documents On Users Desktops? • What Privacy Rules Must Be Upheld? • What are the RM policies for these files? • Retention? • Disposition? • Are there specific provisioning policies that must be put into place before a user can have a MySite?#SPSocial @RHarbridge
  • 57. Wikis, Blogs, Discussion Boards, Notes, & Status Updates • What are the records management rules around… • Wiki Content? • Blog Content? • Comments? • Discussion Board Content? • Note Content? • Status Update Content?#SPSocial @RHarbridge * Notes & Status Updates Have No OOTB Auditing Or Information Policies.
  • 58. User Profiles • Properties (Legal Considerations) • Job Title Property • Can Users Update Their Own Information? • What Information Can Be Shared? • What Information Must Be Opt In? • In Other Words: What Information Can’t We Auto or Pre Populate? • What Should The Default Privacy Settings Be? • What Records Management Rules Must User Profiles Adhere To? • Retention (Info Policies, Version Control etc)#SPSocial @RHarbridge
  • 59. Social Technology Vendors & Tools#SPSocial @RHarbridge
  • 60. SharePoint Social Vendors HiSoftware Compliance Sheriff for Social Computing and Collaboration Compliance Social Sites For SharePoint KwizCom WikiPlus, Ratings and More Lightning Tools SharePoint Forum AskMe For SharePoint#SPSocial @RHarbridge
  • 61. Yammer/SharePoint Integration • Primary Yammer Web Part: Add robust Yammer feeds, private messages, and notifications tabs to SharePoint sites to facilitate team and company-wide conversations. • Light Embeddable Feeds: Embed a lightweight Yammer mini feed anywhere in SharePoint to view and keep track of relevant discussions without disrupting your workflow. • Document & List Integration: Send links to documents, calendar events, and tasks from SharePoint to Yammer feeds for real-time collaboration. • Federated Search: Find the information you need fast with relevant Yammer messages displayed side by side your SharePoint search results. • Profile Sync: Import profile information from SharePoint into Yammer, eliminating the need to complete two profiles. • Notifications: Track unread Yammer messages from the SharePoint top banner. • Activity Streams: Automatically deliver activity updates from SharePoint to your colleagues on Yammer. • Single Sign-On: Leverage SharePoint authentication credentials to simultaneously sign into Yammer through a single entry point. • Admin Configurations: Manage the Primary Yammer Web Part using SharePoint’s built-in controls and templates. Choose to configure read-only Yammer feeds so that users without Yammer accounts can also view conversations#SPSocial @RHarbridge
  • 62. #SPSocial @RHarbridge
  • 63. #SPSocial @RHarbridge
  • 64. Finding Expertise - Yammer vs SharePoint • Cons of Yammer: – Soft Skills and Hard Skills in two different locations – No current integration with Lync makes it less integrated – Current scalability concerns • Pros of Yammer: – Facebook like UI makes it immediately familiar – Easy setup with immediate social networking capabilities – Cost#SPSocial @RHarbridge
  • 65. Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#SPSocial @RHarbridge