11. • Lowers Cost Of Sharing &
• Reduces Organizational Barriers
• Improves Business Agility
• Compliments Talent Management
• Promotes End User Innovation
12. • Improve Search Relevance
• Improve Content Authority
• Add Further Contextual Relevance
• Provide Additional Ways To
Not Just Communities…
14. Social Feedback Leads To Better
Why Leveraging SharePoint Blog Features for News is a Great Idea
15. The Nature Conservancy - Case Study
• The Nature Conservancy is the leading conservation
organization working around the world to protect
ecologically important lands and waters for nature
• Founded in 1951, currently 1 million members.
• Operates more than 100 marine conservation
Business Challenge The Project Results
» Improve “findability” of » Intranet/Extranet: connect.TNC
experts, content, and data to global intranet/extranet » Deployed “social Intranet” Q1
share best practices and 2012 that connects experts
» Connects staff, trustees,
improve project performance. around the world to share best
» Complex, worldwide government agencies around
organization without a single the globe
clearinghouse for connecting » Integration of Newsgator Social
people and information. Sites
29. Social SharePoint Options
When are people going beyond SharePoint for Social Functionality?
How To Lock Down SharePoint’s Social Features
32. My Sites & Profile Roll Out
Phase 1 Basic Profile
Phase 2 MySites Piloted
Phase 3 MySites Globally
Profile Fields Users Can Edit Profiles
Phase 4 MySites
Profile Data With
Write Back To AD
33. Social Feature Roll Out
Phase 1 Phase 2 Phase 3
Less Than 50% Profiles Populated Less Than 75% Profiles Populated Close to 100% Profiles Populated
Notes and Status Updates Notes & Status Updates Used Notes & Status Updates
Infrequently Used Frequently By Early Adopters Considered Cultural Norm
Community Sites Globally Communities Extended To
Community Sites Piloted
Deployed External Participants
Wiki Spaces Extended To External
Wikis Piloted Wiki Sites Globally Deployed
Leadership Blogs Piloted Department Blogs Deployed Personal Blogs Deployed
Discussion Boards Globally Discussion Boards Leading To New
Discussion Boards Piloted
Deployed Innovation Or Cost Savings
Tags & Notes Infrequent (Usage Tags & Notes Adopted (Usage
Tags & Notes (Expected)
Ratings Piloted On Knowledge Knowledge Base Initiating New Knowledge Base Podcasting &
Base Procedures/Policies Media
34. Map To Business Objectives
Direct Relationship Indirect Relationship
Have Highly Leadership
Provide Highlight Customer
Support Effective Supporting Personally
Positive Exceptional Transparent
Acquisitions Decision Community Engaging w/
Work Culture People Support
39. Samples of What to Measure
– Number of completed user profiles
– Number of connections per user
– Cross posting of blogs, subscriptions to RSS and other feeds
– Average number of participants with Wikis (also look at
distribution – Wikis with most participants vs. universe of
– Effective use on major projects
– Reduction in e-mail (generally, on specific topics, corporate
– Range of adoption (departments, topics)
– Does a new policy or idea get adopted easier?
– Search metrics: fewer similar queries=right information faster
Tips and Tricks
42. Brand Your Social Roll Out
We Make Things Happen What follows are potential ‘Social’ Slogan
Additions (based on “We Make Things
“When we work together.”
“Keep up with them using COMPANYXYZ
“Be a part of them with COMPANYXYZ Social.”
“Share them on COMPANYXYZ Social.”
“Be involved in creating them on COMPANYXYZ
43. Scope of Training
• Trained To Lead By • Trained To Promote Best
Example Practices Around Specific
• Trained To Make And Focus Areas
• Trained To Create • Trained To Leverage Social
Knowledge And Practice Collaboration, Networking
45. Support Updates
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Training and Communication Plans
MySite Policies (Pictures)…
46. Support Updates
User Lifecycle Policy
Legal and Compliance Policy
#SPSocial @RHarbridge SharePoint Standards Online
47. Multiple Tiers for Escalation
(You can’t know everything)
Tactical Support Team
49. Planning for Privacy
•Who can social tag/bookmark?
Define an acceptable use policy
•What happens when the employee leaves?
•Security trimming of tags ON or OFF
Pluggable architecture allows definition of
rules and back ends
Define how to handle non-SharePoint and
Only Indexed sites can be trimmed out-of-the-
•Activity Feed Repercussions
50. Remember you can Manage Tags
• In Central Admin you can search and manage
all tags of a user, or those that specific words.
• This means you can create and actively
perform governance and control/resolutions.
52. Encourage Community Adoption
With Best Practices
• Start small
• Select, support, and nurture your champions
– Funding for “strategic” champions
– Champions training
• Seed communities with content/structure
• Establish guidelines for etiquette
• Watch out for corporate policy/governance
• Don’t neglect usability
54. HR & Legal Considerations
For Social Strategies
55. Social Media Policy?
• You should have one for external use.
• It’s recommended you use a comprehensive
template (there are many online and they are
• You should have one for internal use.
• This policy should mention or refer to…
• Discrimination Policies
• Sexual Harassment Policies
• Computer Security and Acceptable Use
• Intellectual Property Policies
56. Incident Reports
An incident report or accident report is a form that is filled out in order to
record details of anTerms?
In SharePoint unusual event that occurs at the facility, such as an injury
to a patient. The purpose of the incident report is to document the exact
details of the occurrence while they are fresh in the mindsSharePoint use
If something unusual happens as a result of of those who
witnessed be documented with as much detail as possible
it must the event.
while it’s still fresh in the minds of those who were
participants or effected.
If action (especially disciplinary) is taken as a result of an
incident; information leading to the decision (including risks)
and how efficacy (success) will be monitored must be
57. Photo Sharing?
• Can the company share Christmas party photos?
• Can an individual? On their mysite?
• Does the organization need a photo release form?
• What About MySite Photos?
• How will these be managed?
• How will these be populated?
• Do photos already exist of many staff
• Is The Organization Responsible For Documents On
• What Privacy Rules Must Be Upheld?
• What are the RM policies for these files?
• Are there specific provisioning policies that must
be put into place before a user can have a MySite?
59. Wikis, Blogs, Discussion
Boards, Notes, & Status Updates
• What are the records management rules around…
• Wiki Content?
• Blog Content?
• Discussion Board Content?
• Note Content?
• Status Update Content?
* Notes & Status Updates Have No OOTB Auditing Or Information Policies.
60. User Profiles
• Properties (Legal Considerations)
• Job Title Property
• Can Users Update Their Own Information?
• What Information Can Be Shared?
• What Information Must Be Opt In?
• In Other Words: What Information Can’t We
Auto or Pre Populate?
• What Should The Default Privacy Settings Be?
• What Records Management Rules Must User
Profiles Adhere To?
• Retention (Info Policies, Version Control etc)
62. SharePoint Social Vendors
HiSoftware Compliance Sheriff for Social
Computing and Collaboration Compliance
Social Sites For SharePoint
KwizCom WikiPlus, Ratings and More
Lightning Tools SharePoint Forum
AskMe For SharePoint
63. Yammer/SharePoint Integration
• Primary Yammer Web Part: Add robust Yammer feeds, private messages, and notifications
tabs to SharePoint sites to facilitate team and company-wide conversations.
• Light Embeddable Feeds: Embed a lightweight Yammer mini feed anywhere in SharePoint
to view and keep track of relevant discussions without disrupting your workflow.
• Document & List Integration: Send links to documents, calendar events, and tasks from
SharePoint to Yammer feeds for real-time collaboration.
• Federated Search: Find the information you need fast with relevant Yammer messages
displayed side by side your SharePoint search results.
• Profile Sync: Import profile information from SharePoint into Yammer, eliminating the need
to complete two profiles.
• Notifications: Track unread Yammer messages from the SharePoint top banner.
• Activity Streams: Automatically deliver activity updates from SharePoint to your colleagues
• Single Sign-On: Leverage SharePoint authentication credentials to simultaneously sign into
Yammer through a single entry point.
• Admin Configurations: Manage the Primary Yammer Web Part using SharePoint’s built-in
controls and templates. Choose to configure read-only Yammer feeds so that users without
Yammer accounts can also view conversations
66. Finding Expertise - Yammer vs SharePoint
• Cons of Yammer:
– Soft Skills and Hard Skills in two different locations
– No current integration with Lync makes it less
– Current scalability concerns
• Pros of Yammer:
– Facebook like UI makes it immediately familiar
– Easy setup with immediate social networking
67. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
Business ImpactWhat Does That Mean?Lowers Cost Of Sharing & Organizing InformationMost social technologies within an enterprise leverage the identity of the contributing individual heavily. There is no such thing (in most cases) of anonymity within the enterprise. This means that the enterprise social technology usage will:Improves Search RelevanceImprove Content AuthorityAdds Additional Contextual RelevanceAdditionally what this means for finding people in the case of expertise searching and discovery is that people are more easily found and their properties (that help you find them) are more accurate. In terms of the accuracy it is no longer as expensive to manage everyone’s expertise and profile information. This is especially true if self-serviced or self-managed user profiles exist within the organization.In regards to profile properties being filled out, often there are mechanisms that encourage people to fill out their profiles. The most common techniques are through vanity search and statistics as well as a “completeness” rating on the profile.Reduces Organizational BarriersSocial technologies are rarely deployed for only specific departments or organization units. As a result of this (and the value of enterprise wide deployments) there are traditionally less organization boundaries to ‘social’ information such as people profiles.An additional item worth noting here is that most social platforms also only account for ‘read’ permissions on items and allow people to ‘contribute’ or share items they may not have the ability to easily edit, copy, or move. In some instances it has been known to reduce duplication of information as well due to the increased discovery and ease of sharing.Improves Business AgilitySince social interaction is tied directly to chronological relevancy (in other words when people engage in social activity there is always a relation to that activity being important at that point in time) it has a natural tendency to support quick, immediate, and current decision making activities.When the organization is reacting to something it also enables users to quickly discover one another and engage in a way that makes adding additional participants much easier. (Especially true in open social collaboration/discussions instead of using the features in an online private setting.)Compliments Talent ManagementAs employees connect with one another and share the results of their work it tends to highlight many employee accomplishments. Frequently outputting highly rated documents as an example can provide additional information to management that the documents/output of one employee is having a strong benefit on the organization.Additionally poorly rated items can help encourage plans for development or improvement.Employees sharing more about their personal motivations, experiences, skills, and expertise can also greatly help when determining organizational competencies, weaknesses, strengths, and how best to begin engaging/planning that individuals professional growth.Promotes End User InnovationMost social technologies empower more people to contribute. Often it’s not necessary to have ‘edit’ rights to an item to add social tags or social discussions around it. Allowing even readers to share feedback, ideas, or categories on things they can see, interact with, but perhaps not modify.
Technology BenefitSharePoint ExplanationImproves Search RelevanceA concrete example of improving search relevance in SharePoint would be that social tagging, rating, and action results in an increase the ranking of that document or item. If it’s being socialized the assumption is that it’s more important than content that is not.Improve Content AuthorityWhen searching or browsing through so much corporate information the use of social features such as tagging, rating, and discussions can greatly help understand the authority level of certain content.Adds Additional Contextual RelevanceIn SharePoint it’s not only within communities or personal sites that social features are leveraged. Even on executive dashboards that use roll ups and reports of data it is possible in many cases to use the note board for discussion, to tag specific reports, to rate specific reports or data summaries.Provides Additional Ways To Find ContentBeyond searching for information by using keywords, phrases, or tags it can often be useful to find information by discovering ‘experts’ or individuals who are linked to the content either as authors or as someone who recently highlighted that content through the use of social tags, ratings, or sharing.
Your Companies Key DifferentiatorsWhat makes your company different? What makes your company stand out? Let’s say our fake company has four key differentiators that seemed to stand out and were referenced by leadership and executives in the organization.Community CaringCommunity Engagement, Involvement & SupportState Of The Art TechnologyTechnology, Systems & Products Of Large Enterprise OrganizationsIncredible Support StaffPersonal ServiceHigh Touch AttentionStrong Customer RelationshipsPersonal & Professional Sales StaffIt is important to be able to align new initiatives, technologies and business solutions with these differentiators. To try and help visualize this effect the following objectives were broken down based on the differentiators of the business.Example Company ObjectivesGrow Organizational FootprintAcquisitionsProvide Excellent Customer ServicePromote a Positive Work CultureHighlight Exceptional PeopleHave Highly Effective Decision MakingProvide Community SupportProvide Customer-Transparent Support FunctionsHave Leadership Greeting Customers By NameThese objectives actually map easily to Social Concepts and Features within SharePoint or within related technology. What follows is a visual map of the organization objectives extrapolated above and the ‘solutions’ or social solutions that might directly, or indirectly help achieve those objectives.
Your Portal’s Identity and BrandingYour company most likely has a slogan. Leverage it! Let’s say your slogan is: “We Make Things Happen.” Now let’s say that this slogan is known by every employee and is a great internal brand mechanism to create a sense of unified culture and purpose. One simple but effective business tactic for larger enterprise initiatives, technologies, or solutions is to leverage existing and well-known brands/messages in the organization to help people understand the importance or purpose of an organizational change. What follows are potential ‘Social’ Slogan Additions (based on “We Make Things Happen”): “When we work together.”“Keep up with them using COMPANYXYZ Social.”“Be a part of them with COMPANYXYZ Social.”“Share them on COMPANYXYZ Social.”“Be involved in creating them on COMPANYXYZ Innovate”
Be REALLY careful investing in some of these players.Many of the previous ones no longer exist:AwarenessConnectBeam
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening