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The Building Blocks of a Digital Workplace, presented by Sam Marshall at the "Successful Digital Workplace Adoption" conference on November 13, 2019

Sam Marshall, manager of Clearbox Consulting, presented the key building blocks to fulfil the purpose of a digital workplace: to optimise the employee experience #DWA19 #presentation #digitalworkplace #DEX

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www.clearbox.co.uk
@sammarshall
Image CC: flickr.com/photos/arrighi/
The building blocks of a digital workplace
Sam Marshall
sam@clearbox.co.uk @sammarshall
ClearBoxCONSULTING
I N T R A N E T S | C O L L A B O R A T I O N | S H A R E P O I N T
I’m the owner of ClearBox Consulting in the UK & ROI.
I’ve specialised in intranets and the digital workplace
for over 19 years, working with companies such
as GSK, Vodafone, TUI Travel, Sony and Unilever.
My current activities focus on intranet and digital
workplace strategy, SharePoint in-a-box products
and the business side of Office 365.
• Intranet, SharePoint
and digital workplace
strategy
— Practical experience
— Transparent
— Vendor-neutral
ClearBox Consulting
SharePoint Intranets in-a-box report
10% off
with
code
‘DWA19’
www.clearbox.co.uk
8,000 Survey
Responses
300 focus
groups
400,000
Employees
represented
What employees always want
I’M OVERLOADED WITH
INFORMATION
I CAN’T FIND THE
INFORMATION I NEED
I’M MORE INTERESTED IN
WHAT’S HAPPENING
LOCALLY
WHAT AM I SUPPOSED TO
USE WHEN?
WHO KNOWS WHAT WE
KNOW?
IT AIN’T PRETTY!
Ad

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The Building Blocks of a Digital Workplace, presented by Sam Marshall at the "Successful Digital Workplace Adoption" conference on November 13, 2019

  • 2. Sam Marshall sam@clearbox.co.uk @sammarshall ClearBoxCONSULTING I N T R A N E T S | C O L L A B O R A T I O N | S H A R E P O I N T I’m the owner of ClearBox Consulting in the UK & ROI. I’ve specialised in intranets and the digital workplace for over 19 years, working with companies such as GSK, Vodafone, TUI Travel, Sony and Unilever. My current activities focus on intranet and digital workplace strategy, SharePoint in-a-box products and the business side of Office 365.
  • 3. • Intranet, SharePoint and digital workplace strategy — Practical experience — Transparent — Vendor-neutral ClearBox Consulting
  • 4. SharePoint Intranets in-a-box report 10% off with code ‘DWA19’ www.clearbox.co.uk
  • 6. What employees always want I’M OVERLOADED WITH INFORMATION I CAN’T FIND THE INFORMATION I NEED I’M MORE INTERESTED IN WHAT’S HAPPENING LOCALLY WHAT AM I SUPPOSED TO USE WHEN? WHO KNOWS WHAT WE KNOW? IT AIN’T PRETTY!
  • 7. The primary purpose of a digital workplace should be to optimise the employee experience
  • 10. 92 5 11 3 6 2 1 2 1 3 14 2 80 2 5 17 “Modern workplaces are interruption factories” David Hansson, Basecamp 96
  • 11. 17
  • 12. Employee journey: Book training Persona: Monty – Project Administrator; not overly enthusiastic about training but happy to do the ‘right thing’. Keen to get back to his design work. 15 minutes 10 seconds What’s my password this time? Chance to learn something new. OK, this must be it. Search never works How am I supposed to know these things? This all makes sense I need to get back to my deadlines. Calls the HR help desk. Waits a while. Told it’s not training, but ‘L&D’. 2 Goes on the intranet and searches for ‘training. Sees many policy and .ppt files. 1 Browses the intranet menu. Eventually finds ‘L&D’ under Central services’ 3 New log in to the ‘Learning Management ’ system. 4 Finds several suitable courses listed. Clicks ‘Book’. 5 Manager not listed as an ‘approver’. Unsure what ‘cost code’ to use. 6 Yammers a colleague to ask what to do about approval. 7 “Fine” - whatever.
  • 13. Good digital workplace design means delivering a joined-up employee experience
  • 15. ClearB oxCONSULT IN G IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security Formal Communication Orientation Two Way Communication Formal Collaboration Innovation Informal Collaboration Real-Time Collaboration Personal Productivity External Collaboration Business Systems Employee Services Mobile Agile Work Support Anywhere Access Physical Spaces Integration Flexibility Security Standards Robustness Accessibility Design Emotive Information Architecture Cohesion Availability Reward Acceptance Training/Coaching Steering Monitoring & Measurement Team & Resources Policy & Processes Business Goals Sponsorship Employee Needs Process Find People Classify Search Store and Retrieve Notify and Filter
  • 16. Digital workplace framework Services Communicate and engage Collaborate Find & share Business applications Agile working Management Strategy Governance & operations Adoption User experience Technology & security
  • 17. Current Communicate and engage Collaborate Collaborate Find & Share Find & share Business ApplicationsBusiness applications Agile WorkingAgile working
  • 18. Current Desired Communicate and engage Collaborate Collaborate Find & Share Find & share Business ApplicationsBusiness applications Agile WorkingAgile working
  • 20. Digital workplace framework Services Communicate and engage Collaborate Find & share Business applications Agile working Management Strategy Governance & operations Adoption User experience Technology & security
  • 21. Agile Working Mobile Anywhere Access Physical Spaces Agile work support Business Systems Employee Services Business Applications Find & Share Find People Search Store & Retrieve Classify Notify & Filter Collaborate Formal Collaboration Informal Collaboration Real-time Collaboration Innovation External Collaboration Personal Productivity Formal Communication Two-Way Communication Orientation Communicate and Engage Digital workplace – ‘Big’ Intranet role
  • 22. Agile Working Mobile Anywhere Access Physical Spaces Agile work support Business Systems Employee Services Business Applications Find & Share Find People Search Store & Retrieve Classify Notify & Filter Collaborate Formal Collaboration Informal Collaboration Real-time Collaboration Innovation External Collaboration Personal Productivity Formal Communication Two-Way Communication Orientation Communicate and Engage Digital workplace – ‘Minimalist’ Intranet role
  • 23. Will Office 365 fix it all?
  • 24. Collaborationismorethandocuments Expert Process • Surveying • Diagnosis • Insurance underwriting • Health & Safety assessment Rich Collaboration • Product development • System implementation • Service design Embedded Process • HR request forms • Facility Bookings • Checklists • Rota scheduling Ad-hoc interaction • Information requests • Status Updates SIMPLE STABLE COMPLEX EVOLVING
  • 25. Matchingtoolstocollaborationprocesses Expert Process • Workflow tools • Data manipulation • Search & reference • Checklists • Customised tools Rich Collaboration • Document versioning • Joint viewing & editing • Online discussions • Group knowledge management • Status sharing Embedded Process • Online Forms • Notifications • Status tracking • Process documentation Ad-hoc interaction • Simple comms (IM, email, phone) • Info-sharing • Social networks EVOLVING SIMPLE STABLE COMPLEX
  • 26. HowOffice365maps Expert Process • Dedicated tools • K2 / Nintex • PowerBI • Checklists • Customised tools (e.g. Excel macros) Rich Collaboration • SharePoint team sites • Office co-editing • Yammer/Teams - structured • SharePoint for KM (libraries / doc center) Embedded Process • HR Self-service • SharePoint lists • Forms • Flow • Power Apps Ad-hoc interaction • Web meetings • Teams • Yammer – unstructured • OneDrive • Kaizala / What’s App EVOLVING SIMPLE STABLE COMPLEX
  • 27. Governance and resources Image: https://commons.wikimedia.org/wiki/File:El_Vatic%C3%A0.jpg
  • 28. ClearB oxCONSULT IN G IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security Formal Communication Orientation Two Way Communication Formal Collaboration Innovation Informal Collaboration Real-Time Collaboration Personal Productivity External Collaboration Business Systems Employee Services Mobile Agile Work Support Anywhere Access Physical Spaces Integration Flexibility Security Standards Robustness Accessibility Design Emotive Information Architecture Cohesion Availability Reward Acceptance Training/Coaching Steering Monitoring & Measurement Team & Resources Policy & Processes Business Goals Sponsorship Employee Needs Process Find People Classify Search Store and Retrieve Notify and Filter
  • 30. Simplification | Engagement | Productivity Making life easier for employees
  • 31. Centre of Excellence Model Steering council VP level Sets Strategy, policy & funding Digital Workplace group Director level Consults on policy, priority and impact Site and application owners Manager level Content and application day to day operations Strategic Operational Agile development Delivers rapid ongoing improvements Champions employee experience Digital Workplace CoE IT, HR, UX, Security, Comms Execution Single point of contact Develops and maintains standards and training
  • 34. ClearB oxCONSULT IN G IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security
  • 35. Current Desired Communicate and engage Collaborate Innovation Collaborate Find & Share Find & share Business ApplicationsBusiness applications Agile WorkingAgile working
  • 36. A Service mindset ClearBox CO NS UL TING IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security Improve innovation • Incentive to participate • Cultural fit • Mobile-access • Friendly attractive design • Dedicated tool • Intranet form • Social network Idea management • Idea management process • Facilitation resources
  • 38. 1. Plan across the whole digital workplace Conclusion ClearBox CO NS UL TING IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security
  • 39. 1. Plan across the whole digital workplace 2. Deliver a joined-up employee experience Conclusion Cle arB ox CON SULT ING IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security What’s my password this time? Chance to learn something new. OK, this must be it. Search never works How am I supposed to know these things? This all makes sense I need to get back to my deadlines. Calls the HR help desk. Waits a while. Told it’s not training, but ‘L&D’. 2 Goes on the intranet and searches for ‘training. Sees many policy and .ppt files. 1 Browses the intranet menu. Eventually finds ‘L&D’ under Central services’ 3 New log in to the ‘Learning Managemen t’ system. 4 Finds several suitable courses listed. Clicks ‘Book’. 5 Manager not listed as an ‘approver’. Unsure what ‘cost code’ to use. 6 Yammers a colleague to ask what to do about approval. 7 “Fine” - whatever.
  • 40. 1. Plan across the whole digital workplace 2. Deliver a joined- up employee experience 3. Match tools to the job Conclusion Cle arB ox CON SULT ING IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security What’s my password this time? Chance to learn something new. OK, this must be it. Search never works How am I supposed to know these things? This all makes sense I need to get back to my deadli nes. Calls the HR help desk. Waits a while. Told it’s not training, but ‘L&D’. 2 Goes on the intranet and searches for ‘training. Sees many policy and .ppt files. 1 Browses the intranet menu. Eventuall y finds ‘L&D’ under Central services’ 3 New log in to the ‘Learning Manage ment’ system. 4 Finds several suitable courses listed. Clicks ‘Book’. 5 Manager not listed as an ‘approve r’. Unsure what ‘cost code’ to use. 6 Yammer s a colleagu e to ask what to do about approval . 7 “Fine” - whatever.
  • 41. 1. Plan across the whole digital workplace 2. Deliver a joined- up employee experience 3. Match tools to the job 4. Support as an ongoing service Conclusion Cle arB ox CON SULT ING IN T R A N E T S | C O L L A B O R A T IO N | S H A R E P O IN T Communicate & Engage Collaborate Find & Share Business Applications Agile Working Strategy Governance & Operations Adoption User Experience Technology & Security What’s my password this time? Chance to learn something new. OK, this must be it. Search never works How am I supposed to know these things? This all makes sense I need to get back to my deadli nes. Calls the HR help desk. Waits a while. Told it’s not training, but ‘L&D’. 2 Goes on the intranet and searches for ‘training. Sees many policy and .ppt files. 1 Browses the intranet menu. Eventuall y finds ‘L&D’ under Central services’ 3 New log in to the ‘Learning Manage ment’ system. 4 Finds several suitable courses listed. Clicks ‘Book’. 5 Manager not listed as an ‘approve r’. Unsure what ‘cost code’ to use. 6 Yammer s a colleagu e to ask what to do about approval . 7 “Fine” - whatever. Agile development Delivers rapid ongoing improvements Champions employee experience Digital Workplace CoE IT, HR, UX, Security, Comms Execution Single point of contact Develops and maintains standards and training
  • 44. SharePoint Intranets in-a-box report – November 2019 10% off with code ‘DWA19’ www.clearbox.co.uk