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Starter Kit for Collaboration from Karuana @ Microsoft IT

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How does Microsoft IT approach the collaboration space? This Real World IT presentation is shared with customers worldwide to accelerate their ability to achieve more from their investments.

Also includes links to success.office.com templates in context of how to use them to kick start better adoption of what is available in your enterprise.

(Feb 2015)

Published in: Technology
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Starter Kit for Collaboration from Karuana @ Microsoft IT

  1. 1. Strategy Deck on Future of Collaboration O365 Adoption Kit Resources
  2. 2. Key attributes of a successful adoption approach.
  3. 3. (Examples)
  4. 4. Create Scenario Driven Teams Across Functions Business Outcome IT & Subject Experts Technology Providers Business & Users
  5. 5. Microsoft Approach: Leverage Connected Technologies SharePoint Yammer Lync/Exchange Profile Workflow Search Windows Azure Apps Power BI Business Productivity CRM Online; Line of Business Applications; Extended Systems
  6. 6. The Transformation of Communication PartnersCustomersProspects Sales ServiceMarketing HRR&DOperations Organizational silos Disconnected employee engagement Connected enterprise Connected employee engagement  ? ? ? ?
  7. 7. Microsoft IT embraces an established adoption methodology to influence our audience & drive usage of our services Awareness Understanding Alignment Engagement Champion Service, Program or Policy awareness Do people “get” it? Can they articulate it? They are aligned with our core goal or service They actively use our program or service They enable it for teams They are evangelists for our program or service Internal Adoption Campaigns & User Groups / Business Relationship Staff
  8. 8. Microsoft Connected Employee Experience •Regional Portals •Organizational Sites •Programs / Projects •Start Here •NewsMix •Campus Experience •Other Primary Apps •MSW •HR Web •IT Web •Unify / InfoPedia •Academy •Enterprise Search •Quick Actions •Enterprise Directory •News & Events •People Search Experience Primary Portals Groups / Team Sites Modern Apps Social by Design MSW
  9. 9. Real World IT: Example Experiences MSW, Team Sites, Yammer Integration
  10. 10. Getting There
  11. 11. Get Creative Talk with your extended business partners to capture innovations for your business Create a Plan Utilize Microsoft’s resources and local partners to land a workable plan for your environment in meaningful phases Build Capabilities Develop key strategic, adoption and execution skills on your team Learn More Watch Real World IT on channel9.msdn.com for more real world solution scenarios launching in July, 2014
  12. 12. Share SharePoint 2013 represents a new way to work together. New social capabilities make it easy to share ideas, keep track of what your colleagues are working on and help you find answers to questions and discover experts you never knew existed. A new and simplified user experience helps you organize, sync and share all your content, find what you’re looking for, and create sites to keep everyone in sync.
  13. 13. Non-compatible sites remained on-premises; evaluate “cloud ready” assets/programs No online service consumption from on- prem; required duplicate on-premises (2010 & 2013) services farm Custom PowerShell to provision new users
  14. 14. Forklift • Move site as-is • Minimize cost • Save enhancements for phase two Partial move • Move relevant content • 3rd party tools Re-think • Re-architect capabilities • New information architecture • Approach for Top tier portals Start Fresh • Abandon current on prem • Accelerate with self service provisioning
  15. 15. Enterprise Consulting FunctionsIntegration Data & Analytics CRM & ERP Mobility, Social & Collaboration Data Science BI @ Microsoft Data Services Customer Relationship Management Human Capital Financial Services Sales & Supply Chain Mobility Social & Collaboration Security Authorization Enterprise Integration Platform IT Service Monitoring Strategic Workforce Enablemen t Service Engineerin g Delivery Digital Media Service Engineering Delivery SESIT Management ERP Solution Delivery Process & Quality
  16. 16. Best Practices
  17. 17. Microsoft Confidential Key Takeaways Light-Up Self Service in the Cloud Rethink Your Experiences Focus on High Value Scenarios for Migration Embrace the Change & Opportunities
  18. 18. SharePoint Utility Sites 90% of all SharePoint sites at Microsoft
  19. 19. What Why How No enormous lists (5000+ items) Large lists have the potential to block or significantly degrade access to other sites sharing the same content database Mitigate this risk by keeping lists small and/or using “Views” that limit the number of records displayed per page. Microsoft IT Best Practices
  20. 20. What Why How Avoid inline JavaScript code with SharePoint Designer. User-written, in-line code is difficult to maintain and has a high potential to render your site unusable in the event of a patch or update. Try to use out-of-box SharePoint features whenever possible. If client-side code is unavoidable, practice good documentation and code writing practices to ensure maintainability. Microsoft IT Best Practices
  21. 21. What Why How Design sites with a minimum of web parts with external dependencies. Complex site pages with a large number of external dependencies will load slowly in the best of times and sometimes not render at all if there are issues with returning external data. Try to keep pages less than three vertical screen heights and keep the number of web parts that retrieve external data to less than six. Use appropriately scaled photographs instead of raw, multi-megapixel photos directly from a camera or web site. Microsoft IT Best Practices
  22. 22. Infopedia - Media Portal Custom Portals and Applications MSW – Corp Intranet ITWeb – Business of IT
  23. 23. What Why How Provision a preproduction environment to test all updates, patches, and customizations. Untested updates, patches, and customizations have the potential to bring your site down and affect your SLA. Testing in a non-production (test) environment reduces this risk. Create a duplicate test environment using VMs or spare hardware and test new or revised custom code, patches, and updates on the copy. Any issues can be debugged and documented much more easily than if tested in production. Microsoft IT Best Practices
  24. 24. What Why How Use designated maintenance windows to deploy solutions, patches, and updates. By developing a regular operational cadence, you can set customer expectations and provide for an organized change management system. The best time for maintenance is when there are the fewest users impacted. Establish when it is appropriate for your service and publish it for all to see. Microsoft IT Best Practices
  25. 25. What Why How Designate internal customer facing business relationship specialists to help people make the “right” choices for high traffic sites. You will reduce long term costs of non compliant solutions and increase customer satisfaction with IT Services. Identify mid to senior level people who have technical ability and relationship skills. Define a service portfolio, assign them to key business stakeholders and do not task them with delivery activity. Microsoft IT Best Practices
  26. 26. http://aka.ms/o365kit
  27. 27. O365 Adoption Kit Resources Define a vision and identify business scenarios 1 Commit resources and execute an adoption plan 3 Measure, share success, and iterate 4 http://aka.ms/O365kit Prioritize solutions and create an adoption plan 2
  28. 28. Resources available to help you plan and execute successful roll out & adoption project http://aka.ms/o365kit Use the customer-tested tips, resources, and samples provided in this guide to form an effective change management plan. Use the Survey Template to measure satisfaction and progress against your benchmark. http://aka.ms/o365kit
  29. 29. A great way to get generate buzz and get people excited is to play teaser videos during an event or by the cafeteria... Inform users of upcoming roll-out, and share benefits for them to create anticipation Announce the upcoming rollout via emails, set up expectations, communicate benefits and show what’s in it for them. http://aka.ms/o365kit http://aka.ms/o365kit
  30. 30. Put colorful posters and flyers in the cafeteria, by the water cooler, or by the elevator to build awareness and sustain momentum post launch. Inform users of upcoming roll-out, and share benefits for them to create anticipation “Buzz Days” are a great way to showcase benefits, get people excited, and involve Champions within your organization. http://aka.ms/o365kit http://aka.ms/o365kit http://www.co-store.com/iw
  31. 31. These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365. Help users transition and get started with the new apps Watch these videos to make the switch to the new Office. Get started with the new version to see how to do everyday tasks. http://aka.ms/officestart http://aka.ms/officetraining
  32. 32. Get people up and running quickly with these essential learning and training resources for Office 365. Increase depth & breadth of usage and manage upcoming changes in the service Learn at your own pace with these free online training courses from Microsoft. http://aka.ms/o365learning http://aka.ms/officetraining
  33. 33. Use the Policies templates to provide your users with guidelines about how to use Office 365 responsibly. . Increase depth & breadth of usage and manage upcoming changes in the service Leverage this guide to help get your Help Desk ready to troubleshoot Office 365 users. http://aka.ms/o365kit http://aka.ms/o365kit
  34. 34. Use the Survey Template to measure satisfaction and progress against your benchmark. Increase depth & breadth of usage and manage upcoming changes in the service Leverage Success Criteria Dashboard examples to track progress on roll-out & adoption. http://aka.ms/o365kit http://aka.ms/o365kit http://aka.ms/lyncrask
  35. 35. Announce the availability of OneDrive for Business to your employees and the top benefits for them with these customizable email templates. Store, sync, share securely your content in the cloud and access it from virtually anywhere Raise awareness about the new feature using posters in the hallways, elevators, kitchen and cafeteria. http://aka.ms/o365kit http://aka.ms/o365kit
  36. 36. Store, sync, share securely your content in the cloud and access it from virtually anywhere These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365. http://aka.ms/odfblearningcard The Getting Started Videos will introduce people to the key concepts and benefits of OneDrive for Business. http://aka.ms/odfblearningcard
  37. 37. Store, sync, share securely your content in the cloud and access it from virtually anywhere Use Policies & Best Practices Templates to educate people on the tools available, and how to take the most out of them. Leverage this guide to help get your Help Desk ready to troubleshoot Office 365 users. http://aka.ms/o365kit http://aka.ms/o365kit
  38. 38. Get Creative Talk with your extended business partners to capture innovations for your business & collaboration services Create a Plan Utilize Microsoft’s resources and local partners to land a workable plan for your environment in meaningful phases Build Capabilities Develop key strategic, adoption and execution skills on your team. Minimize bifurcated experiences that reduce the quality of the user experience. Learn More Through IT Institute, @BeITReady resources, the partner community and watch Real World IT on Channel 9 http://aka.ms/realworldit for more real world solution scenarios
  39. 39. http://aka.ms/O365kit http://aka.ms/realworldit
  40. 40. Questions?
  41. 41. Which tool do I use… for conversations? Find expertise Private conversations Easy discovery Broad reach Discussion/feedback Real time Team brainstorming Example Only
  42. 42. Which tool do I choose… when collaborating on documents? File permissions Limited to private / known audience Easy discovery Versioning Folders for 100’s of files Workflow Detailed reviews Discussion / feedback Example Only
  43. 43. Which tool do I use… for video publishing? Corporate / org-wide event Team / community video Windows Phone access iPhone app access Create free channel Embed video on a page Download video offline Appropriate for HBI content In-depth reporting / metrics Dedicated / elevated support Upload a video for free Example Only
  44. 44. Modernize & mobilize existing application inventory Application Strategy: Objectives & Guiding Principles Tackle FY app targets at scale Improve customer sat Objectives Guiding Principles Agile delivery & rapid response Continuous improvement, reusable assets High-quality modern design Build capability in IT BPUs
  45. 45. Sandbox App Model: Past, Present and Future _api 59
  46. 46. 3 Screens & Services AzureSharePoint Windows Phone Windows 8 SQL Azure (Storage) SharePoint Libraries SharePoint (HTML UX) + CSOM Windows Azure (Business Logic) OfficeSharePoint
  47. 47.  Geek  Cooking & car enthusiast  Life Coach  Animal Lover Values & Experience:  Enthusiasm, execution and empathy  Specialist in ECM, sales / marketing & technology mgmt.  Lead by doing – embrace change as a constant Karuana Gatimu (@karuana) Director, Engagement & Adoption Microsoft IT Discovery & Collaboration My goal is to enable people to leverage modern experiences for business value and organizational change.

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