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Building a dynamic intranet
with SharePoint online –
the planning process
+ Intranet content
Chandima Kulathilake
 Chandima Kulathilake – Solution Architect
 Over 15 years in the IT/SharePoint space in planning, architecture,
deployme...
What we will talk about..
 An Intranet on SharePoint online
 Intranet evolutions
 What is the planning process?
– What ...
Intranet – we all know what it is?
 An internal website that helps employees to
get work done
Which was…
 SharePoint online?
What has actually changed?
 We are told by strategists, consultants and
intranet experts that intranet’s now must be:
 W...
The Digital Workplace concept
 It’s another trend that we have to all be
aware of
 Or is it just what we already have?
From Jane McConnell - http://www.digital-workplace-
trends.com/the-digital-workplace-framework/digital-workplace-
a-new-de...
SharePoint online is a digital
workplace
Delve
Yammer
Team Sites
Published
Pages (Intranet)
Let’s look at some stats
Average Years Spent Creating Intranets: 2001–2015. Since 2001, intranet teams have spent an
avera...
Common Intranet issues…
 Access only to some information
 Uneven ‘ownership’ of content or why,
when, how these are upda...
When I grow up I want to be..
Information is open and freely available to users
unless genuine reasons of confidentiality ...
Typical themes
 Empower staff
 Distributed content contribution
 Access to communities of conversations
 Capture and b...
Or simply say..
“Our intranet is the gateway to access
information, contribute, share ideas
and interact with each other”
Delve
Yammer
Team Sites
Published
Pages (Intranet)
How do we plan for an Intranet
on SharePoint online?
 Technical team
 The Foundation
 Pilot, review, advise
 Business ...
The Big Picture
SharePoint Infrastructure
SharePoint Features & Functions
Web Publish
Templates &
Widgets
UX
Information A...
Simple view
Information
Architecture
Interaction/Visual
Design
1. Discover
Initial Setup and Build
Working Solution
Weekly...
The Foundation for Office365
 Intranet is about your users
 How will they access it?
SharePoint online (Office365)
 Pick the right Plan
 Be aware of the release roadmap when
planning to use features
 http...
Pick the right option
https://products.office.com/en-us/business/compare-more-office-365-for-business-plans
Release road map
 Compared to previous times releases to
SharePoint (online) is rapid
 2007 > 2010 > 2013 was predictabl...
Intranet = Branding?
 To brand or not to brand
The challenge
http://www.sharepointnutsandbolts.com/2015/01/custom-master-pages-and-web-templates-in-office-365--thoughts....
What options do we have?
 Weigh the cost of custom vs what can be
achieved with what’s provided
 Chances are most of the...
Custom Look and Feel
 Branding – Design Heavy Intranet
 Use a Composed Look/theme/alternate CSS file
for look and feel
...
Simple is better
Using wireframes
 Check functionality vs design trade offs
Two parts
 Content creation
 Content consumption
Recap
 An Intranet on SharePoint online
 What is the planning process?
– What are the options?
– What can be done?
 Con...
Managing content
 Published vs dynamic content
 Lead – don’t manage
 Educate > Monitor > Assist
 Video is more effecti...
Pitfalls
 Move old content to new structure
 Start the content plan midway through your
implementation
 Start early – l...
Social Content
 Yammer – groups and discussions
 Delve – insights and connections
This is still an area we are not 100%
...
Summary
Evaluate requirements
• Identify SharePoint online plan (E2 vs E3)
• Establish Identity integration project > proc...
Thank you for attending!
Dynamic Intranet with SharePoint Online
Dynamic Intranet with SharePoint Online
Dynamic Intranet with SharePoint Online
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Dynamic Intranet with SharePoint Online

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Office365 brings the promise of creating a Digital workplace solution, in this presentation we look at how to approach the planning for an Intranet with SharePoint online which is part of Office365.

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Dynamic Intranet with SharePoint Online

  1. 1. Building a dynamic intranet with SharePoint online – the planning process + Intranet content Chandima Kulathilake
  2. 2.  Chandima Kulathilake – Solution Architect  Over 15 years in the IT/SharePoint space in planning, architecture, deployment and operational models.  From Wellington, New Zealand, now based in Amsterdam & A Coruña, Galicia for this year.
  3. 3. What we will talk about..  An Intranet on SharePoint online  Intranet evolutions  What is the planning process? – What are the options? – What can be done?  Content management and ongoing operations – Published content – Dynamic content
  4. 4. Intranet – we all know what it is?  An internal website that helps employees to get work done
  5. 5. Which was…  SharePoint online?
  6. 6. What has actually changed?  We are told by strategists, consultants and intranet experts that intranet’s now must be:  Work on any device and have a responsive design  Have social tools  Be part of a Digital workplace or is replaced by one?
  7. 7. The Digital Workplace concept  It’s another trend that we have to all be aware of  Or is it just what we already have?
  8. 8. From Jane McConnell - http://www.digital-workplace- trends.com/the-digital-workplace-framework/digital-workplace- a-new-definition/
  9. 9. SharePoint online is a digital workplace Delve Yammer Team Sites Published Pages (Intranet)
  10. 10. Let’s look at some stats Average Years Spent Creating Intranets: 2001–2015. Since 2001, intranet teams have spent an average of 3.2 years (38.3 months) creating their winning designs. Like last year, this year’s winners took less than 1.5 years (17.3 months) to create their designs. – Nielsen Norman Group Average of 3.2 years overall Last year 1.5 years
  11. 11. Common Intranet issues…  Access only to some information  Uneven ‘ownership’ of content or why, when, how these are updated.  Low user engagement and ownership  Not able to find/discover information which is needed by users  Out of date information resulting in users not using the Intranet
  12. 12. When I grow up I want to be.. Information is open and freely available to users unless genuine reasons of confidentiality or commercial sensitivity are identified for limiting access. All users can create, store and share information so that it can be found by other users as quickly as possible, and at any time in the future, therefore taking advantage of the expertise, experience and knowledge gained by past and current users of the company
  13. 13. Typical themes  Empower staff  Distributed content contribution  Access to communities of conversations  Capture and build ideas  Engage internally and externally
  14. 14. Or simply say.. “Our intranet is the gateway to access information, contribute, share ideas and interact with each other”
  15. 15. Delve Yammer Team Sites Published Pages (Intranet)
  16. 16. How do we plan for an Intranet on SharePoint online?  Technical team  The Foundation  Pilot, review, advise  Business team  Requirements, stakeholder engagement  Content planning  Your end users  They are the key to success…
  17. 17. The Big Picture SharePoint Infrastructure SharePoint Features & Functions Web Publish Templates & Widgets UX Information Architecture & Visual Design Custom Brand Layer Search UX Document Publishing UX Calendar, tasks, etc UX Operations Governance Governance & Operations Organisational Capability Style & Brand Management Style & Content Guidelines Training & Support Framework Guidelines & Operational Model Guidelines & Operational Model Business owners education & support Content audit planning & support Content Migration planning & support Comms & adoption planning & support INTRANET Business ownership & collaboration Design agency collaboration & branding Common branding and visual elements Common web publishing elements Solution Spec, Wireframes, Annotated Sitemap, Project Plan, …
  18. 18. Simple view Information Architecture Interaction/Visual Design 1. Discover Initial Setup and Build Working Solution Weekly Releases Functional Testing Technical Testing Deployment and Operations Plan Review Metrics Ongoing Improvements Training Identify Content Owners & Requirements Training & Operations Planning Discuss Governance & Operational Process Content Creation and Migration Review Content Ownership 2. Implement 3. Test 4. Deploy 5. Adoption
  19. 19. The Foundation for Office365  Intranet is about your users  How will they access it?
  20. 20. SharePoint online (Office365)  Pick the right Plan  Be aware of the release roadmap when planning to use features  http://roadmap.office.com/
  21. 21. Pick the right option https://products.office.com/en-us/business/compare-more-office-365-for-business-plans
  22. 22. Release road map  Compared to previous times releases to SharePoint (online) is rapid  2007 > 2010 > 2013 was predictable and was a few years between each cycle  With Office365 which includes SharePoint online it’s much more frequent
  23. 23. Intranet = Branding?  To brand or not to brand
  24. 24. The challenge http://www.sharepointnutsandbolts.com/2015/01/custom-master-pages-and-web-templates-in-office-365--thoughts.html
  25. 25. What options do we have?  Weigh the cost of custom vs what can be achieved with what’s provided  Chances are most of the requirements can be met – but will need special attention (configuration and or development)  Go see : “Deep dive into safe SharePoint Server/Online branding using repeatable patterns and practices” @ 3:15pm
  26. 26. Custom Look and Feel  Branding – Design Heavy Intranet  Use a Composed Look/theme/alternate CSS file for look and feel  JavaScript injection to add custom page components/controls  Remote provisioning  http://dev.office.com/patterns-and-practices
  27. 27. Simple is better
  28. 28. Using wireframes  Check functionality vs design trade offs
  29. 29. Two parts  Content creation  Content consumption
  30. 30. Recap  An Intranet on SharePoint online  What is the planning process? – What are the options? – What can be done?  Content management and ongoing operations – Published content – Dynamic content
  31. 31. Managing content  Published vs dynamic content  Lead – don’t manage  Educate > Monitor > Assist  Video is more effective than tutorials
  32. 32. Pitfalls  Move old content to new structure  Start the content plan midway through your implementation  Start early – learn what works what doesn’t  Include the people who create/edit content from day 0  80% of intranet release delays are due to content not being ready!
  33. 33. Social Content  Yammer – groups and discussions  Delve – insights and connections This is still an area we are not 100% sure what to do with.. It’s an evolving concept, don’t try to put restrictions on users if they want to use these features
  34. 34. Summary Evaluate requirements • Identify SharePoint online plan (E2 vs E3) • Establish Identity integration project > process • Establish proof of concept tenant or site collection • Establish a release schedule/show and tell Identify core requirements • Create functional wireframes - discuss function over design • Branding guidelines and requirements/approach • Setup IA structure (sub sites etc) • Test content creation within structure Start content audit and ownership requirements early (Establish clear rules for dynamic vs periodic content) • Publishing guidelines • Update schedules
  35. 35. Thank you for attending!

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