Intranet systems beyond SharePoint and the future of SharePoint

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"Intranet systems beyond SharePoint and the future of SharePoint". Presentation at Intranett 2014 (Confex) conference in Oslo, Norway.

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  • Intranets in Finland 2014 (Intranet-palvelut Suomessa 2014)This was the first time the Intranets in Finland survey was conducted. It ran from May 6 to June 8, 2014 and had 113 respondents from at least 94 different organizations representing all industries and business sectors, in sizes ranging from under 50 to over 10,000 employees. The survey by North Patrol included 36 questions.
  • (For example, have measurable goals been set for your intranet; is personnel’s satisfaction with the intranet monitored, is its usability followed etc.?)

    Ownership:
    - Finland: 70 % communications 19 % IT administration 13 % no unit with total responsibility (10 % management 7 % other 4 % marketing 2 % human resources - independent unit)
    - Sweden: 77 % communications 18 % IT or Knowledge Management 11 % other (9 % human resources 7 % marketing 4 % management 4 % independent unit 2 % no unit with total responsibility)
  • No significant differences in the roles of the intranets.
     Intranets are being used for social purposes and communication, and approximately half of them also for teamwork.

    In both countries, the intranet owner is usually the communications department.
    In Finland, intranets are slightly more actively used.
    Mobile access and usage is also more common in Finland than in Sweden.
  • A mobile revolution of intranets is about to happen very soon. The opportunity to use their intranet with mobile devices will revolutionize the use of intranets for employees not working at a desk (blue-collar workers).

    Currently, two out of five intranets in Finland are accessible with mobile devices. Half of the respondents say that making intranet accessible for mobile devices is one of the most important issues to deal with in the future. This is the case especially in private businesses, which represent half of the respondents of the study.
  • Video content is published only on less than half of today’s intranets. Large organizations have been the first to introduce the use of video.

    The use of video content is increasing significantly. Three of four respondents state that they. Videos are the 3rd most rising in importance of the 40 features studied.
  • Social features on intranets are already very common. Currently, however, they tend to be quite limited—for example having a possibility to comment only on intranet news.

    Social is now turning a new leaf.
    The new social intranets are all about having social elements integrated into every feature and functionality. People you work with are present on the intranet with their own faces and with their own thoughts, through, for example, blogging, sharing, and in collaboration tools.

    According to the survey, especially the following social and community features of intranets are raising in importance:

    All these eight features make it to the top-10 of features rising in importance. All in all, 40 features were studied.
  • Team sites, group workspaces, and other tools to support team and project collaboration are quite commonly found on Finnish intranets. Organizations provide the sites or spaces for teamwork either as part of the common intranet or on a special platform separate from the traditional intranet.

    Only one in four respondents say they have made it possible to invite external participants to the spaces or sites on their intranet, but half of the respondents say the possibility to do so is becoming more important in the future.

    In the service sector, sharing knowledge in an organized way on intranets will help bring the tacit knowledge of employees to light, and build the information and knowledge capital of the organization.
  • Using intranet as a leadership and operations management tool is a fast advancing intranet concept, according to the study. The intranet is becoming a more integrated part of the toolbox for organizational management.

    The thoughts and ideas of top management, middle management, employees—and now also the clients— are pulled together on intranets into a common dialogue. Management has become social and transparent on intranets; managers are present with their own faces like all other members of the organization.

    An increasing number of Finnish intranets are used for praising co-workers and rewarding for work well done, giving information behind decisions, generating and sharing ideas, handling and publishing feedback from clients, and for publishing market and competitor data.

    These features are overwhelmingly important in the trade and services, as well as the banking, finance and insurance sectors compared with any other sectors.

  • The principle of transparency and openness is growing in importance, according to the study. Transparency and openness means giving all users the same access rights to content and the same publishing rights to discussions, commenting, and blogging.

    Most of the organizations studied have made their intranets remotely available.

    Also, most of the organizations have made all of their collaboration workspaces or team sites available for every employee to follow. The smaller the organization, the more typical this principle of transparency is.

    In the future, according to the respondents, the intranet features boosting the transparency of the organization will become even more important. These features include generating and sharing ideas and initiatives.

    As an interesting curiosity, even the heavily regulated banking, finance and insurance sector is about to take the principles of openness in use.
  • Intranet systems beyond SharePoint and the future of SharePoint

    1. 1. Intranet systems beyond SharePoint – and the future of SharePoint Perttu Tolvanen, Web & CMS Expert, @perttutolvanen 2014-11-25 / Oslo, Norway …in Scandinavia
    2. 2. 1. PROJECT PLANNING 2. CONCEPT 3. REQUIREMENTS SPECIFICATION 4. TECHNOLOGY SELECTION 5. COMPETITIVE BIDDING PROCESS 6. PARTNER SELECTION 7. PARTICIPATION IN STEERING GROUPS 8. TRAINING AND SEMINARS • Vendor- and technology neutral consultancy for intranet, extranet and CMS projects • Helsinki-based, but most clients operate in Northern Europe, Scandinavia or Russia • Founded 2012, growing
    3. 3. Agenda Two trending topics right now 3 North Patrol Oy 2014 Overview of the most typical intranet concepts Main challengers for SharePoint in each scenario 1) Enterprise social layer and 2) Microsoft’s cloud ambitions Remember: The longer the life cycle, the greater the importance of making a good technology choice! – and intranets tend to have pretty long life cycles.
    4. 4. “The big picture” HR systems (Oracle, SAP, etc) ERP (SAP & others) (+ other line of business systems) North Patrol Oy 2014 Intranet News, guidelines, picture”. And since internal systems have a lot of differences between companies we will see different intranet concepts in the future also. phonebook, important documents, search Phonebook / people profiles Good intranet concept has to be an integral part of the ”bigger CRM Customer Websites extranets Partner extranets eCommerce Custom apps Document management & project sites Make sure you understand the role of your intranet before you make the technology choice!
    5. 5. Is it something completely different and new? Should I buy it as a separate system? Is it going to replace email? Trend 1: Social layer for the enterprise
    6. 6. ~ ”enterprise social layer” ~ HR systems (Oracle, SAP, etc) ERP (SAP & others) (+ other line of business systems) North Patrol Oy 2014 Intranet News, guidelines, phonebook, important documents, search Phonebook / people profiles CRM Customer Websites extranets Partner extranets eCommerce Custom apps Document management & project sites Definitely something to think about when it comes to making the work life of office workers easier. But still pretty early phase concept – especially since we already have email as pretty good notification dashboard. Prediction: Social feed as a stand-alone concept will not become mainstream. However, it will merge with email clients – and we’ll get a ”better email”.
    7. 7. What is the biggest intranet vendor doing right now? What should the buyers understand from Microsoft’s plans? Trend 2: Microsoft and the cloud
    8. 8. Future of SharePoint Document management Simple, social intranets Document-centric collaboration Simple custom applications Report browsing Dashboards for business teams Partner extranets (document heavy) Enterprise social channel (Newsfeed) Right now the on-premise SharePoint 2013 is actually very good in many things.
    9. 9. Future of SharePoint Document management & editing Simple, social intranets Enterprise social channel (Yammer) Document-centric collaboration Report browsing Simple dashboards for business teams Email, calendar, Lync, etc. Simple partner extranets (document heavy) Document management Simple, social intranets Document-centric collaboration Simple custom applications Report browsing Dashboards for business teams Partner extranets (document heavy) Enterprise social channel (Newsfeed) Sadly the on-premise SharePoint is not getting any better. It still can deliver, even for new projects, but don’t expect it to get any better. ”The next version of SharePoint” is Office 365, and it is already here. SharePoint 2015 will just be a fancy service package.
    10. 10. Future of SharePoint Document management & editing Simple, social intranets Enterprise social channel (Yammer) Document-centric collaboration Report browsing Simple dashboards for business teams Email, calendar, Lync, etc. Simple partner extranets (document heavy) Document management Simple, social intranets Document-centric collaboration Simple custom applications Report browsing Dashboards for business teams Partner extranets (document heavy) Enterprise social channel (Newsfeed) Simple custom applications Single-sign-on point for the enterprise Office 365 is not something you should customize or use as a platform. It wants to become ”the starting page” for your tools. The vision of Microsoft has turned from ”big business portals” to ”light-weight app stores”. This is a significant strategy change.
    11. 11. Future of SharePoint Document management & editing Simple, social intranets Enterprise social channel (Yammer) Document-centric collaboration Report browsing Simple dashboards for business teams Email, calendar, Lync, etc. Simple partner extranets (document heavy) Document management Simple, social intranets Document-centric collaboration Simple custom applications Report browsing Dashboards for business teams Partner extranets (document heavy) Enterprise social channel (Newsfeed) Simple custom applications Single-sign-on point for the enterprise Microsoft is competing against Google and other cloud-only players right now. This is the battle Microsoft needs to win. That is why all the focus is in Office 365 right now.
    12. 12. Is everyone going to the cloud? What if my plans are not the same as Microsoft’s? Are there other concepts than ”SharePoint concepts”? Typical intranet concepts and systems
    13. 13. Most typical concepts and systems 1) Social publishing - Traditional intranets (1.0) with social features - Document management and teamwork is mostly done using other tools and intranet is mainly seen as a communication tool - Added complexity from multilanguage management or having complex organizational structure and/or shared operations in different countries 2) Complex social publishing 3) Management portal concept - Intranet is also a place to view business reports collected from different systems - Employees can have limited access to different 3rd party systems through intranet 4) Social publishing & teamwork 5) Social publishing & teamwork & document management - Intranet is also the place for teams to discuss projects and share information. - Profile pages are seen as ”employee’s dashboard” and a place to start their work - Document management is seen as key feature. - Besides managing important documents the intranet should be the main place for reviewing, editing and sharing project documents.
    14. 14. Recommendations 1. If your intranet is fairly traditional you have a lot of good options. 2. If you need good multilanguage management you should probably choose a tool like EPiServer or eZ Publish since SharePoint doesn’t work very well for complex multilanguage/region scenarios. 3. The more complex your organization is, and the more targeted/profiled/personalized features you want, the less you probably benefit from SharePoint. EPiServer and many portal tools are often better for truly complex scenarios. 4. And remember: document management doesn’t have to be a part of intranet! 5. If you want document management and a unified search, then SharePoint is the top choice. – The hard choice right now is whether to go Office 365 or stay with on-premise SharePoint. If you go on-premise, just remember that Microsoft is not going to care about you very much for the next five years or so – and SharePoint 2015 (on-premise) will most likely be just a fancy service package. 14 North Patrol Oy … and whatever you choose, remember to adapt your concept to take advantage of the capabilities of the chosen platform.
    15. 15. - Twitter: @perttutolvanen and @NorthPatrol - perttu.tolvanen@northpatrol.com - http://www.northpatrol.com Thank you. 15 North Patrol Oy 2014
    16. 16. The same study that was referred to in Perttu’s presentation. Bonus material from intranet study made by North Patrol
    17. 17. THE INTRANETS IN FINLAND 2014 STUDY • Online survey 6 May – 8 June 2014 • Especially intranet managers were recruited to answer the survey • 113 responses, presenting at at least 94 different organisations (some answers were anonymous) Intranets in 17 Finland study 2014 | North Patrol e.g. 40 features studied under 5 themes: 1. News and internal communications 2. Interaction and social features 3. Teamwork 4. Operations management and business information 5. The classics 36 questions
    18. 18. 70 % of the intranets are owned by Communications TYPICAL FINNISH INTRANET 1. Links to common tools (82 %) 2. Events calendar (81 %) 3. Phone book (80 %) 4. Organizational guidelines (80 %) 5. Lunch menus (69 %) 6. An internal news tool that is replacing email (68 %) 7. Media monitoring results (65 %) 8. Transactional services (e.g. travel invoices or applying vacation) (65 %) 9. Commenting on content (63 %) 10. Flea market (63 %) Intranets in 18 Finland study 2014 | North Patrol Intranet strategy and management: “Would you say the development of the intranet is purposeful and methodical?” 22 % Not really 56 % In some ways, yes 23 % Absolutely
    19. 19. Finland 2014 Sweden 2014 82 % Links to common tools 80 % Phone book 92 % Links to common tools 89 % Phone book ?? % News 81 % Events calendar 96 % News 60 % Calendar 63 % Commenting on content 53 % Free-form discussion 46 % Submitting initiatives/ideas 22 % Building networks with other users 57 % Commenting on content 33 % Discussion forum 33 % Submitting initiatives/ideas 16 % Building networks with other users 56 % Sites/spaces for teamwork 38 % Sites/spaces for teamwork 59 % Key business indicators 33 % Key business indicators Sources: Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014
    20. 20. INTRANET PLATFORMS: FINLAND VS. SWEDEN 12% 0 24% 1% 7% 6% Microsoft SharePoint Other Atlassian Confluence Liferay Self-developed EPiServer Sources: Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014 * Intranets in Sweden 2013 survey by IntraTeam 38% 3% 0 22% 0% 5% 46% 43% 0% 10% 20% 30% 40% 50% SiteVision Finland 2013 Sweden 2014 Same system also used for public website: 28 % Finland 52 % Sweden (*)
    21. 21. 1. Breakthrough of mobile 43 % of Finnish intranets are accessible with mobile devices  This will revolutionize the use of intranets for employees not working at a desk. Intranets in 21 Finland study 2014 | North Patrol 44 % of the respondents say that developing better mobile connections to the intranet is one of the most important issues to deal with in the near future.
    22. 22. 2. Video content exploding 71 % 42 % will increase Publish videos in their intranets Intranets in 22 Finland study 2014 | North Patrol the use of video on their intranets
    23. 23. 3. Increasingly social features 63% 50% 47% 46% Current situation. 71 % 63 % 76 % 65 % 65 % 63 % 76 % % of the respondents say the following features are raising in importance 70% 60% 50% 40% 30% 20% 10% Intranets in 23 Finland study 2014 | North Patrol 39% 38% 35% 0% Commenting on content Publishing your personal profile Q&A sections Generating and sharing ideas and initiatives Liking content Publishing your own content, such as blogs Praising co-workers and rewarding for work well done
    24. 24. 4. Wider collaboration possibilities 56% 45% Current situation. 50 % 66 % 40 % 55 % 62 % 60% 50% 40% 30% 20% 10% Intranets in 24 Finland study 2014 | North Patrol 34% 24% 22% 0% Sites or spaces for teamwork Editing team documents Workspaces / team sites available for every employee to follow Inviting external participants to the spaces/sites on their intranet Networking with other users % of the respondents say the following features are raising in importance
    25. 25. 5. Integration into operational management 59% 46% Current situation. 49 % 65 % 76 % 44 % 56 % 40 % % of the respondents say the following features are raising in importance 70% 60% 50% 40% 30% 20% 10% Intranets in 25 Finland study 2014 | North Patrol 35% 31% 19% 11% 0% Key business indicators Sharing initiatives or ideas to management review Praising co-workers and rewarding for work well done Business reports Customer feedback Information on competitors’ activities
    26. 26. 6. Emphasis on transparency The principle of transparency and openness is growing in importance:  Many organizations have made all of their collaboration workspaces or team sites available for every employee to follow.  Transparency and openness means giving all users the same access rights to content and the same publishing rights to discussions, commenting, and blogging. Currently: in many cases only employees & management are present on intranets • Employees  personal profiles and photos, blogs, Q&A, comments, interviews, guidelines • Management  blogs, comments (with their photos from the personal profile), interviews Now growing in importance: • Making the current situation of the organisation visible  key business indicators, reports • Making the knowledge of the organisation visible  idea generation, professional blogs, Q&A • Making the customers, markets and other stakeholders visible  customer feedback, business reports, market analysis Intranets in 26 Finland study 2014 | North Patrol
    27. 27. Recommendations for intranet buyers by North Patrol 1. There are many concepts for intranet, for different purposes and organisational cultures.  You cannot copy an intranet (or fancy features from a study!). 2. First decide the concept.  Then choose the technology. 3. Highly personalized front page is dead.  Instead spend your time thinking usable team sites/spaces or startingpoints for few selected roles, e.g. for sales, supervisors. 4. Mobile access will revolutionase intranets and internal communications. But is the IT ready for that level of openness (security issues)?  Talk to you IT! 5. Nobody wants to own collaboration or the information inside the organisation. Maybe communications just needs to grab it and make it work!? Intranets in 27 Finland study 2014 | North Patrol
    28. 28. • Further information about the study at http://northpatrol.com/blog • The full report (in Finnish): http://intranet-ostajanopas. fi/intranet-selvitys • Twitter: @NorthPatrol Thank you. 28 North Patrol Oy

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