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RETHINKING	DOCUMENT	
MANAGEMENT	IN	OFFICE	365
PETER	BADDELEY
BADDAZ	LIMITED,	UNITED	KINGDOM
Add	
Speaker	
Photo	here
ProvisionPoint
• Site	Provisioning	and	Management	Tool	for	Office	365
• www.provisionpoint.com
Qaixen
Qaixen.com | @Qaixen | +44 (0)8447 724936
About	You
About	this	Session
Agenda
• Time	for	a	Rethink
• A	Simple	Approach
• Appreciate	the	Interface
• Right	Level	of	Control
• Roadmap	to	Success
Time	for	a	Rethink
Office	365	is	not	SharePoint
• Stop	thinking	it	is
• Productivity	Apps
• Including	Office
• Cross	Browser	&	Devices
• Evol...
Stop	Fighting	your	Users
• They	hate	SharePoint
• Difficult	to	Use
• Hard	to	Find	Anything
• Don’t	want	to	fill	in	Meta	Da...
Keep	it	Simple
Not	Simple
• Lots	of	Folders	
• 10+	Fields	of	Meta	Data
• Complex	Customisations
• Everything	in	OneDrive
•...
A	Simple	Approach
Time	to	Change
• Stop	Overcomplicating
• Complex	Structures
• Too	much	Customisation
• Lots	of	Meta	Data
• Embrace	new	Off...
Approach	for	You
• What	is	the	“Thing	you	do”
Approach	for	You
Governance	
Model
Customise
Flow
Lists
Docs
Standard
Chat
Tasks
Docs
OneDrive,	Office,	
Mobile,	CRM
“Thin...
Keeping	it	Simple
• Modern	Sites
• About	the	“Thing	you	Do”
• Tag	by	Site	and	Library
• Specific	Meta	Data	where	required	...
What	about	the	Complicated	Stuff
• Also	needs	a	Rethink
• Should	it	be	in	Office	365
• Isolate	in	its	own	area
• Power	App...
What	about	Teams
• I	am	not	sure	I	get	them
• Do	users	get	them
• Suit	certain	types	of	users,	eg IT	and	Digital/Comms
• A...
Do	I	have	Job	Anymore
New	
SharePoint	
Admin
Architect	
Solution
Vendor	Tools
Intranet	
Capability
GovernanceSecurity
User	Support
Developed	
Ca...
Appreciate	the	Interface
Don’t	get	Distracted
• Don’t	fight	Interfaces
• Works	across	Experiences
• Anything	else	will	break
• Branding	Irrelevant
Don’t	worry	about	Structure
• Structure	is	a	waste	of	time
• Not	relevant	and	not	used
• Navigation	relevant	to	User
• Nav...
Personalised	Navigation
But	I	am	Really	Worried	about	Structure
• Seriously	don’t,	user	don’t	care	and	organisations change
• But	if	you	need	to	t...
Mobile	Working
• Many	Mobile	Apps
• Vary	per	Device
• Don’t	forget	about	Sync
• Understand	Experience
• Align	with	Approach
Mobile	Working
Right	Level	of	Control
Management	Challenges
• Defaults	as	Open	Platform
• Lots	of	different	Services
• Users	can	access	anywhere
• Mobile	is	enc...
Governance	Model
User	
Freedom
Management	
Control
Governance	Model
• Empower	your	“Super	Users”
• Where	possible	standardise	Sites
• Site	Setup	Document
• Maintain	a	Centra...
Securing	Office	365
• Control
• Multi-Factor	Authentication
• Data	Loss	Protection
• Group	Creation	Rules
• Monitoring
• A...
Roadmap	to	Sucess
How	to	Get	Started
• Multi-Phased	Implementation	(6-12	months)
• Pilot	to	define	Approach	for	You
• Try	to	package	the	Rol...
Take	the	Leap
• Keep	it	Simple
• Align	to	the	“Thing”	you	do
• Utilise	what	Office	365	does
• Users	will	love	the	simplici...
Questions
Resources
• https://support.office.com/en-us/article/SharePoint-Online-and-OneDrive-for-Business-
software-boundaries-and-...
Get	in	Contact
• ask@baddaz.com
• @Baddaz
• www.baddaz.com
ESPC17 - Rethinking Document Management in Office 365
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Presentation from European SharePoint Conference on 15th November in Dublin. This presentation explores why we need to rethink Document Management in Office 365 if we are to achieve success.

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ESPC17 - Rethinking Document Management in Office 365

  1. 1. RETHINKING DOCUMENT MANAGEMENT IN OFFICE 365 PETER BADDELEY BADDAZ LIMITED, UNITED KINGDOM Add Speaker Photo here
  2. 2. ProvisionPoint • Site Provisioning and Management Tool for Office 365 • www.provisionpoint.com
  3. 3. Qaixen Qaixen.com | @Qaixen | +44 (0)8447 724936
  4. 4. About You
  5. 5. About this Session
  6. 6. Agenda • Time for a Rethink • A Simple Approach • Appreciate the Interface • Right Level of Control • Roadmap to Success
  7. 7. Time for a Rethink
  8. 8. Office 365 is not SharePoint • Stop thinking it is • Productivity Apps • Including Office • Cross Browser & Devices • Evolving Platform
  9. 9. Stop Fighting your Users • They hate SharePoint • Difficult to Use • Hard to Find Anything • Don’t want to fill in Meta Data • My Documents • Just let me work with my documents • What was I last working on • I would like to….. • Access Documents Everywhere • Use them on my iPad • Share with Customers, Suppliers…
  10. 10. Keep it Simple Not Simple • Lots of Folders • 10+ Fields of Meta Data • Complex Customisations • Everything in OneDrive • Everyone creating Sites Simple • Simple Libraries • Non Mandatory Taxonomy • App Launcher / 365 Home • OneDrive for Drafting • Appropriate use of Sites
  11. 11. A Simple Approach
  12. 12. Time to Change • Stop Overcomplicating • Complex Structures • Too much Customisation • Lots of Meta Data • Embrace new Office 365 • Groups / Modern Team Sites • Mobile First • Not everything is a Document • Take Advantage of Features • Version Control, Co-Authoring • Search
  13. 13. Approach for You • What is the “Thing you do”
  14. 14. Approach for You Governance Model Customise Flow Lists Docs Standard Chat Tasks Docs OneDrive, Office, Mobile, CRM “Thing you Do” 80% Complex 20%
  15. 15. Keeping it Simple • Modern Sites • About the “Thing you Do” • Tag by Site and Library • Specific Meta Data where required • Local Content Ownership • Option of wider Group features
  16. 16. What about the Complicated Stuff • Also needs a Rethink • Should it be in Office 365 • Isolate in its own area • Power Apps and Flow • New Development Tools
  17. 17. What about Teams • I am not sure I get them • Do users get them • Suit certain types of users, eg IT and Digital/Comms • Ad hoc collaboration replacing Meeting/Doc Workspaces
  18. 18. Do I have Job Anymore
  19. 19. New SharePoint Admin Architect Solution Vendor Tools Intranet Capability GovernanceSecurity User Support Developed Capability
  20. 20. Appreciate the Interface
  21. 21. Don’t get Distracted • Don’t fight Interfaces • Works across Experiences • Anything else will break • Branding Irrelevant
  22. 22. Don’t worry about Structure • Structure is a waste of time • Not relevant and not used • Navigation relevant to User • Navigation relevant to Now • People can use Search
  23. 23. Personalised Navigation
  24. 24. But I am Really Worried about Structure • Seriously don’t, user don’t care and organisations change • But if you need to then build your own • Microsoft has some plans
  25. 25. Mobile Working • Many Mobile Apps • Vary per Device • Don’t forget about Sync • Understand Experience • Align with Approach
  26. 26. Mobile Working
  27. 27. Right Level of Control
  28. 28. Management Challenges • Defaults as Open Platform • Lots of different Services • Users can access anywhere • Mobile is encouraged • Users can create Stuff • Sharing Internally/Externally
  29. 29. Governance Model User Freedom Management Control
  30. 30. Governance Model • Empower your “Super Users” • Where possible standardise Sites • Site Setup Document • Maintain a Central Governance Site • Document Management Best Practice • Mandatory Training including Governance/Compliance
  31. 31. Securing Office 365 • Control • Multi-Factor Authentication • Data Loss Protection • Group Creation Rules • Monitoring • Auditing • eDiscovery • Mobile Working • Policies for location • Access based on device state • External Access • Global and Site Collection Settings
  32. 32. Roadmap to Sucess
  33. 33. How to Get Started • Multi-Phased Implementation (6-12 months) • Pilot to define Approach for You • Try to package the Roll Out • Roll out Sprints Phase One: Pilot Definition Phase Two: Running Pilot Phase Three: Roll Out Planning Phase Four: Staged Roll Out
  34. 34. Take the Leap • Keep it Simple • Align to the “Thing” you do • Utilise what Office 365 does • Users will love the simplicity • Focus time on right things • Microsoft will change things
  35. 35. Questions
  36. 36. Resources • https://support.office.com/en-us/article/SharePoint-Online-and-OneDrive-for-Business- software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498?ui=en- US&rs=en-US&ad=US#__additional_information_about • https://blogs.office.com/2016/02/17/auditing-reporting-and-storage-improvements-for- sharepoint-online-and-onedrive-for-business/ • https://products.office.com/en-us/business/office-365-trust-center-cloud-computing- security • https://techcommunity.microsoft.com/t5/SharePoint-Blog/Connecting-the-modern- workplace-with-SharePoint-and-OneDrive/ba-p/110399 • https://techcommunity.microsoft.com/t5/SharePoint-Blog/SharePoint-hub-sites-new-in- Office-365/ba-p/109547 • https://blogs.office.com/2016/04/13/introducing-a-new-home-page-experience-for- office-365-users/
  37. 37. Get in Contact • ask@baddaz.com • @Baddaz • www.baddaz.com

Presentation from European SharePoint Conference on 15th November in Dublin. This presentation explores why we need to rethink Document Management in Office 365 if we are to achieve success.

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