Collaboration Spectrum: Where Does SharePoint Fit @ SharePoint Fest DC 2015
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The document discusses collaboration using SharePoint and Office 365. It presents a "collaboration spectrum" that ranges from individual to team to enterprise-level collaboration tools like instant messaging, email, social media, team sites, intranets, and document management. It provides an example of how different collaboration tools could be implemented on-premises versus in the cloud. Key considerations for a collaboration strategy are discussed, like user adoption, monitoring tool usage, aligning with business values, prioritizing features, and segmenting users.
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Collaboration Spectrum: Where Does SharePoint Fit @ SharePoint Fest DC 2015
- 1. 1 Collaboration Spectrum: The changing nature of how SharePoint fits
- 2. 3 Adam Levithan @collabadam Who Are We? Joshua Steiner @JoshuaMSteiner » Product Manager at Metalogix » SharePoint Areas of Interest: – Use OOTB first- development second – Empowering collaboration across the world » Favorite TV Show: Dr. Who » Senior Consultant at Portal Solutions » SharePoint Areas of Interest: – Sharing is Caring: Don’t Send Attachments – Term Store: “Metadata in the cloud” » Favorite Movie: Memento
- 3. 4 Agenda › Back to the Future › Collaboration Spectrum › Strategy for Success › Example › Questions
- 4. 5 Back to the Future WOW, this is amazing
- 5. 6 Back to the Future Ohh, this is an Infrastructure
- 6. 7 Back to the Future One of my favorite slides
- 7. 8 Back to the Future It’s so… “Modern”
- 8. 9 Back to the Future Wait. Sites? What?
- 9. 10 The Future is Reality in Office 365 Office Graph Services Cloud Processing Apps/ Experiences Originally presented by Jared Spataro
- 11. 12 Instant Message Alevithan: Do you use Instant Messenger to communicate? SarcasticColleauge: Yes, actually I’m using Instant Messenger Right now That’s a really good point
- 13. 14 1 4 Instant Message E-Mail Social Microblog/ Newsfeed Discussion board Blog Wiki Group/ Community
- 15. 16 Instant Message E-Mail Social Online Storage Team Site/ Extranet
- 16. 17 Instant Message E-Mail Social Team Sites/ Extranet Online Storage Intranet
- 17. 18 Instant Message E-Mail Social Team Sites/ Extranet Online Storage Intranet Document/ Record Management
- 18. 19 Together: The Collaboration Spectrum Identity/ Authentication RecordTemporary TypeofContent Instant Message E-Mail Social Team Sites/ ExtranetOnline Storage Intranet Document/ Records Management Individual Team Enterprise Audience Originally presented at Portal Solutions http://www.portalsolutions.net
- 19. 20 Collaboration Marketplace AdvancedEmerging Capabilities Individual Team Enterprise Audience
- 20. 21 How Does it Work in Practice? Infrastructure as Information Architecture (IaIA)
- 21. 22 Example On-Premises Customized Business Process Document/ Records Management Cloud Online Storage Extranet Social Identity/ Authentication On-Premises Team Sites Intranet Identity/ Authentication
- 24. 25 Avoid chasing the latest trends Be careful not to “shake” your users. KeyConsiderations
- 25. 26 Create an enjoyable user experience Choose a platform that resonates with users and balances form and function. KeyConsiderations
- 27. 28 Authentication, Authorization and Permissions Management KeyConsiderations Authentication Authorization Permissions
- 29. 30 But won’t this all cause problems? User Adoption
- 30. 31 Monitor usage across tools Celebrate milestones and successes along the way. Do not be afraid to set goals. It’s perfectly acceptable to refine them.
- 31. 32 Align Value
- 32. 33 Different Needs? Reduced time and rework involved in creating proposals Reduced time and rework HR form approval status and tracking Approval status and tracking Central repository for all TPS reports Central repository for all …
- 34. 35 Category 2 High LoE High Impact Category 1 Low LoE High Impact Category 4 High LoE Low Impact Category 3 Low LoE Low Impact Prioritize Features
- 35. 36 Segment Your Users Role Description Employees # of Employees Training Provider Site Collection Administrators • Ensure that SharePoint is accessible and secure • Jerome Noda • Elna Cundiff ~6 Portal Solutions• Quentin Guynn • Rina Courtright • Geri Ferry • Tom Borges Site Owners • Creating, securing and maintaining Department sites • Lelia Cue • Sharee Delph ~12 Portal Solutions• Simon Blakeney • Ursula Maynez • Anna Depue • Lashonda Kisner • Almeta Sobus • Marry Kraemer • Louanne Ragon • Susy Gentile • Slyvia Denault • Dyan Peete Power Users • Contribute documentation and update pages • Team librarians • Knowledge Managers • Larita Easterling • Denese Manjarrez ~22 Training Department • Hermila Montgomery • Merle Soo • Reda Ohlsen • Michele Blocker • Ludivina Heuser • Corinne Speed • Svetlana Galiano • Marcos Shellman • Brent Cecere • Terry Beerman • Nikole Caddy • Elois Mcfall • Patrice Rivard • Maryanna Mcanally • Celia Lester • Cesar Vannostrand • Maryjo Dickerman • Rashida Salinas • Hulda Patti • Reyes Guertin Users • Consumers of information • All Employees ~500 Site Owners
- 37. 38 If You Build It, They Will Come As great as SharePoint is, it is not the field of dreams.
- 38. 39 Employees want to know how the organization is performing and how they can move the needle. No Visible Progress
- 39. 40 Let Everyone Know About it!
- 40. 41 Thank You!
- 41. 42 What’s Your Score? Take the Portal Solutions Quiz
- 42. 43 Questions
Editor's Notes
- Adam Edit
- One to One Short Questions/ Quick Answers Does not need to be recorded (sometimes it is recorded) Benefit – reduce e-mail box Responsiveness
- One to One, One to Many Short Questions medium questions/answers Decisions Sometimes throw away, sometimes can be recorded – depends on where you are for the rules that you follow Benefit – central place for lots of different types of information
- Online storage/ Document Sync – one to many, across the internet/outside of organization, and/or copy on your desktop Team Site/ Extranet Many to Many Tasks, tracking, documents Search to find at a later date Creating knowledge, answer questions in the future
- Online storage/ Document Sync – one to many, across the internet/outside of organization, and/or copy on your desktop Team Site/ Extranet Many to Many Tasks, tracking, documents Search to find at a later date Creating knowledge, answer questions in the future
- Online storage/ Document Sync – one to many, across the internet/outside of organization, and/or copy on your desktop Team Site/ Extranet Many to Many Tasks, tracking, documents Search to find at a later date Creating knowledge, answer questions in the future
- Few to many Corporate answers Official corporate point of view One place to look
- many to Few Business requirements Official corporate point of view One place to look
- Avoid chasing the latest trends: Keeping pace with industry trends and frameworks is critical for many service organizations to deliver value. If users feel you’re constantly switching tools on them, they’re likely to become frustrated and will hesitate to adopt. They will reason that the new tool is simply the flavor of the month and that the spark will fade out before long.
- Create an enjoyable user experience: If employees don’t like using a collaboration tool, you’re facing an uphill battle for adoption. The most widely adopted tools are designed with the user in mind. Choose a platform that resonates with users and balances form and function.
- Monitor usage across tools: Whenever possible, make data-driven decisions based on usage and user experience research. Avoid making assumptions about what we think works best and run reports to understand what tools and their specific features are most commonly used.
- Map needs to organizations Map those to your organization
- One-size-fits-all training: As you build awareness for your new system, it’s a big mistake to treat everyone the same. When introducing a corporate intranet, people are going to start at different levels of familiarity with the interface. For many large companies, it may be too costly to provide one-on-one training, but there are still creative ways to tailor training to each user’s needs. The key in striking the budget balance is to take the time to segment your users, technically and demographically. Figure out their proficiencies, put them in different buckets and then define a training curriculum or track (i.e., beginner, intermediate, advanced, expert). While age differences may have some bearing on initial proficiency, avoid assuming that your youngest, most tech-savvy users don’t require training. You might find that while many millennials may have had exposure to the latest digital workplace tools, it doesn’t mean they have the context to begin incorporating it into their work activities.
- One-size-fits-all training: As you build awareness for your new system, it’s a big mistake to treat everyone the same. When introducing a corporate intranet, people are going to start at different levels of familiarity with the interface. For many large companies, it may be too costly to provide one-on-one training, but there are still creative ways to tailor training to each user’s needs. The key in striking the budget balance is to take the time to segment your users, technically and demographically. Figure out their proficiencies, put them in different buckets and then define a training curriculum or track (i.e., beginner, intermediate, advanced, expert). While age differences may have some bearing on initial proficiency, avoid assuming that your youngest, most tech-savvy users don’t require training. You might find that while many millennials may have had exposure to the latest digital workplace tools, it doesn’t mean they have the context to begin incorporating it into their work activities.
- Assuming that “if you build it, they will come”: Developing a great intranet isn’t enough. For employees to get on board, they need to know exactly how they would benefit from using the platform. They need to see the direct correlation between using the technology and how it can reduce or eliminate a known pain-point, like spending a lot of time looking for information. Think of user adoption as you would pitch an investor – you’ve got two minutes to convince (read: show) employees how behind the technology is a new and improved process.
- No visible progress: When companies implement new technologies without a clear understanding of what the finish line looks like, success becomes a moving target, or worse – unachievable. Do not be afraid to set goals. It’s perfectly acceptable to refine them during the first year a system has rolled out as data becomes available. It’s not just managers that are interested in the weekly metrics reports. Employees want to know how the organization is performing and how they can move the needle. Make your usage reports easily accessible and celebrate milestones along the way.
- Lack of executive sponsorship: When a company’s leaders don’t have a presence on your corporate intranet, employees throughout the organization take notice. It sends a message to the organization that using the intranet is secondary and not a value-added activity. The more visible your senior leaders are in your system, the more adoption you’re likely to see. Focus on scaling successes: Once you identify what collaboration tools are working best for your users, look for ways to replicate that success. The “fail fast” philosophy used by many successful start-up companies is reliant on having no reservations about pivoting your strategy. If you observe several months of low/no usage, don’t be afraid to abandon a tool. Instead invest that time and energy into tools that go viral with your users. Create a Long-Term strategy for adoption Utilize governance organizations to organically grow Dedicate business focused resources to adoption process Focus on scaling successes
- How effective is your team at collaboration? Take this collaboration assessment and find out how you score on employee collaboration, overall efficiency and team productivity. Answer the questions below to get your employee collaboration and team productivity score. PLUS, after the quiz, we'll share expert tips to help your organization improve efficiency, productivity and collaboration across all your teams and all your people. You are three minutes away from getting your score!