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Secrets of SharePoint and Office 365 Intranets


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How to create a great Intranet on the SharePoint and Office 365 platform.

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Secrets of SharePoint and Office 365 Intranets

  1. 1. DYNAMICOWL.COM Secrets of SharePoint Intranets Vancouver SharePoint Users Group 1
  2. 2. DYNAMICOWL.COM Founder of Dynamic Owl Consulting Product Director at Bonzai Intranet for SharePoint 4 X Microsoft SharePoint MVP Organizer of the Vancouver SharePoint Users Group Blog: SharePointAnalyst HQ Twitter: @michalpisarek International SharePoint Speaker Introduction: Michal Pisarek 2 | People That Makes Things Happen
  3. 3. DYNAMICOWL.COM DYNAMIC OWL We combine the best business and technical skills to provide pragmatic SharePoint advice to our clients. We build beautiful and functional Intranets based on business needs and create useful collaboration solutions driven by how our clients work and what they do. What We’re All About 3 | What We’re All About • SharePoint consulting services • Microsoft Gold Partner • Bonzai SharePoint Intranet • End to End SharePoint Implementations WHAT WE DO
  4. 4. DYNAMICOWL.COM 4 |
  5. 5. DYNAMICOWL.COM Today’s Agenda 01 What is an Intranet? 02 Best Practices 03 Q&A 5 |
  6. 6. What is an Intranet?
  7. 7. “ DYNAMICOWL.COM An internal web site that helps employees get things done Thought Farmer - Vancouver 7 | What is an Intranet?
  8. 8. “ DYNAMICOWL.COM What types of issues and opportunities would you like your Intranet so solve? 8 | What is an Intranet? What is a better question?
  9. 9. DYNAMICOWL.COM What can Intranets do? 9 | What is an Intranet? Provide trusted information Deliver internal communication Foster staff engagement Promote organizational culture Streamline business processes Knowledge Management Find people and expertise Access to common documents Access to tools to do my job Anywhere access Help in on/off boarding
  10. 10. DYNAMICOWL.COM Intranet Pillars 10 | What is an Intranet? Content and Communication Tasks and Tools Social and Engagement Collaboration
  11. 11. “ DYNAMICOWL.COM You are not that unique. 80% of Intranets have the same features 11 | What is an Intranet?
  12. 12. SharePoint Intranet Best Practices
  13. 13. Talk to your end users Best Practice #1 13 |
  14. 14. DYNAMICOWL.COM Intranet Requirements Gathering 14 • What is most useful on the intranet? • What are the problems with the current intranet? • What features are missing from the intranet? • What additional information do you need for your Intranet? • If your Intranet was a car, what kind of car would it be? Don’t Do • Surveys • Focus groups • Staff and stakeholder interviews • Workplace observation • Contextual inquiry • Task analysis Do This
  15. 15. Test your Information Architecture Best Practice #2
  16. 16. DYNAMICOWL.COM Information Architecture Testing • How do you actually know that people are going to be able to find content on your Intranet? • How do you know that your navigation makes sense? • Use the same tools that are used out there in the Web!
  17. 17. DYNAMICOWL.COM Card Sorting • Helps us understand how users group related information • Best Practice approach in User Centered Design • Great to determine navigation items and content categorization • Take a subset of content • Have users categorize them into categories that make sense to them
  18. 18. DYNAMICOWL.COM Tree Testing • Used to evaluate the find ability of topics in an Intranet • Test navigation against a set of common user tasks • Best way to determine if your navigation will actually work before your users start complaining
  19. 19. DYNAMICOWL.COM Impression Testing • Shows were users think that content should reside based on tasks • Low fi way to test structure of an Intranet before development • Great results and engagement from participants
  20. 20. Create an engaging homepage Best Practice #3 20 |
  21. 21. DYNAMICOWL.COM Valuable Intranet Homepages 21 •Providing the most visible face of the intranet as an internal communications channelNews •Both to core corporate information, and to information specific to individual business units or geographic regionsNavigation •Helping staff in their day-to-day work, or to complete administrative tasks.Key Tools •Helping to foster a sense of identity, reflecting the nature of the organisation, and building engagementCommunity and culture •Offering business units and projects a space to communicate important updates or recently releases.Internal Marketing •Providing both an entry point to collaboration functionality, and surfacing activity within collaboration tools.Collaboration
  22. 22. DYNAMICOWL.COM Intranet Homepages 22 • Usually a mix of Communication, Social and Task Based • Communication • News • Events • Announcements • Social • Photos • Buy and Sell • Cafeteria Menu • Task/Transaction • Links • Forms • Self Service/Quicklinks
  23. 23. DYNAMICOWL.COM23
  24. 24. Don’t make it look like SharePoint Best Practice #4 24 |
  25. 25. DYNAMICOWL.COM Wireframes 25 • A picture tells a thousand words • An interactive prototype tells more  • Get wireframes in custom hands early and iterate often • Don’t use Visio • Example Tools: • Balsamq • Axure • InVisionApp (awesome) Planning and Implementation
  26. 26. DYNAMICOWL.COM Visual Design and User Experience • Your Intranet should be beautiful and represent your company • Making SharePoint look nice is terribly difficult and expensive • If you are using a designer make sure they understand SharePoint 26 | Planning and Implementation
  27. 27. Manage your content Best Practice #5 27 |
  28. 28. DYNAMICOWL.COM Content Ownership • Defines who owns the content and also other roles such as Author and Reviewer if applicable • Does not have to be done for every piece of content however should be performed for the most used and valuable to the organization • Once generated it should be signed off by relevant stakeholders 28 | Planning and Implementation Content Type Description Location Owner Author Reviewer Policies and Procedures All P&P’s within the organization /pandps and departmental sites Department Authors Department Authors Compliance Forms Central forms areas /forms Compliance Compliance Compliance
  29. 29. DYNAMICOWL.COM Content Review Lifecycle • Content on your Intranet should be periodically reviewed to ensure that it is up to date and current. • This part of the governance plan establishes the review cycle, if any, of different types of content on the Intranet 29 | Planning and Implementation Content Type Description Location Responsibility Review Cycle Policies and Procedures All P&P’s that are centrally organized, please note this does not include department specific P&P’s /pandps Compliance Yearly review cycle for all content Monthly review of updated content Forms Employee Spotlight items that appear on the home page /empSpot Human Resources 2 X HR Generated Stories Per Week 1 X Employee Sourced Per Week
  30. 30. DYNAMICOWL.COM Content Publishing Schedule • Defines who will be responsible for publishing content on the Intranet, the type of content and the frequency of update • Aligns expectations around how much content will be produced on your Intranet and most importantly who will be responsible for producing it 30 | Click to edit master text style Content Type Description Location Responsibility Publishing Frequency Corporate News News that is centrally distributed and published within the organization. Appears on the home page /News Communications Intranet Team 3 X Corporate Articles Per Week Employee Spotlight Employee Spotlight items that appear on the home page /empSpot Human Resources 2 X HR Generated Stories Per Week 1 X Employee Sourced Per Week
  31. 31. Questions and Answers PICK OUR BRAINS
  32. 32. DYNAMICOWL.COM Wrap-up: Contact Details MICHAL PISAREK (Vancouver) E| T @michalpisarek W B 32 | Contact Details