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Future Proofing Your Office 365 & SharePoint Strategy

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Future Proofing Your Office 365 & SharePoint Strategy

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Having an effective Office 365 and SharePoint strategy is essential to getting the full value out of your platform investment. But how do you create an effective strategy and where do you start?

Office 365 and SharePoint are constantly evolving as a platform so once you have a strategy, how do you ensure it will be successful over time?

Join Richard Harbridge as he discusses the importance of effective Office 365 strategies and outlines real-world best practices in the industry.

Having an effective Office 365 and SharePoint strategy is essential to getting the full value out of your platform investment. But how do you create an effective strategy and where do you start?

Office 365 and SharePoint are constantly evolving as a platform so once you have a strategy, how do you ensure it will be successful over time?

Join Richard Harbridge as he discusses the importance of effective Office 365 strategies and outlines real-world best practices in the industry.

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Future Proofing Your Office 365 & SharePoint Strategy

  1. 1. FUTURE PROOFING YOUR OFFICE 365 & SHAREPOINT STRATEGY Facilitated By: Richard Harbridge (@RHarbridge) #IntraTeam
  2. 2. @RHarbridge #SPSNH RICHARD HARBRIDGE My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead. CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
  3. 3. OUR GOAL TODAY… Is basically to help you feel more confident and capable when it comes to planning, executing and managing SharePoint & Office 365 Strategy. From Here To Here
  4. 4. WHAT WE CAN’T ACHIEVE TODAY… While I can provide ideas, advice, tools, and techniques I can’t provide you a tailored and targeted prescription. That’s why you and I should have a 1:1 following this workshop.  “Prescription of a Technology Practice Or Solution without Diagnosis is Malpractice.” - Richard Harbridge (@Rharbridge), 2018 
  5. 5. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  6. 6. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  7. 7. OFFICE 365 HAS A ROADMAP… It’s important to understand what’s coming, what’s changing and how we should prepare.
  8. 8. OFFICE 365 HAS A MESSAGE CENTER… It’s important to understand what’s coming, what’s changing and how we should prepare.
  9. 9. HAVE YOU LOOKED AT USER VOICE? The various user voice feedback collections for Microsoft 365 can help you understand gaps in the current platform as well as early indication of priority from Microsoft.
  10. 10. LEVERAGING MODERN SITES… • Over 35 New Modern Web Parts • Save Page As Template (Page Design) • Save/Bookmark • Send By Email & Email News Digest • Section Layouts • Richer Integration With Teams • Audience Targeting • & Much More… There are more than 40 reasons outlined in Office365Intranets.com to use Modern sites over classic ones. Transition ASAP as modern sites are the foundation for most new features.
  11. 11. FREE MIGRATION TOOLING… Quickly migrate your sites from SP2013 with a new lightweight migration tool. Received many updates - http://aka.ms/spmt (PowerShell supported). Example of something important that is not in the roadmap.
  12. 12. ENABLEMENT MATTERS… Custom Learning For Office 365, a digital, customized learning service for Office 365 and Windows 10 that helps reduce investments in training resources. https://Aka.ms/CustomLearningFAQ
  13. 13. SECURITY, COMPLIANCE & PRIVACY MATTERS… There are continual compliance and security improvements that we need to understand and implement as soon as possible. Information protection is at the forefront here. Data is created, imported, & modified across various locations Data is detected Across devices, cloud services, on-prem environments Sensitive data is classified & labeled Based on sensitivity; used for either protection policies or retention policies Data is protected based on policy Protection may in the form of encryption, permissions, visual markings, retention, deletion, or a DLP action such as blocking sharing Data travels across various locations, shared Protection is persistent, travels with the data Data is monitored Reporting on data sharing, usage, potential abuse; take action & remediate Retain, expire, delete data Via data governance policies
  14. 14. Cancel Need Help? Making sure it’s you janetsmith@contoso.com Follow the instructions on the Microsoft Authenticator app and enter the number you see below. 4026 Contoso janetsmith@contoso.com SECURITY, COMPLIANCE & PRIVACY MATTERS… Yet the best ROI is in 2-factor auth, password less auth, moving to the cloud, and securing targeted high risk digital work environments/locations (think of ERP exports).
  15. 15. ACTIVITY: PLAN YOUR TECHNOLOGY… Sometimes you can direct what you want to put on your own radar. What might be landing further out? How can we get there successfully? Video Conferencing Intranet Social Intranet Integrated Digital Workplace Integrated Voice Conferencing Surface Hubs In Boardrooms Holoportation (HoloLens)
  16. 16. ACTIVITY: PLAN YOUR TECHNOLOGY… Sometimes you can direct what you want to put on your own radar. What might be landing further out? How can we get there successfully? ??? ??? ??? ??? Social Driven Intranet Integrated Digital Workplace Surface Hubs In Boardrooms AI Assisted Or Led Contract Review Self-Service Business Intelligence AI Assisted Or Led Product Research
  17. 17. ACTIVITY: PLAN YOUR TECHNOLOGY… What if we look at our own organizations technology radar? Inspired by StepTwo’s Digital Workplace Radar
  18. 18. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  19. 19. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  20. 20. DIGITAL VALUE WILL GROW OVER TIME… Our organizations have to plan to keep pace with growth and ever increasing user demand.
  21. 21. PROVISIONING AUTOMATION… By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve content organization and apply things like default metadata and pre-configured templates.
  22. 22. SITE STRUCTURE MODEL(S) There are a number of ways to manage site hierarchy. The key is to ensure hierarchy enables collaboration and does not restrict it. SITE NAV TOP NAV SITE NAV SITE NAV SITE NAV SITE NAV HUB-AND-SPOKE SITE NAV SITE NAV SITE NAV SITE NAV SITE NAV SITE NAV TOP NAV SITE NAV TOP NAV HIERARCHICAL
  23. 23. TIME TO VALUE FOR INTEGRATION… When people want to see information in one place we would build, buy and implement solutions. IT leads this and the approach takes time. Build Business Case Secure Budget (On Promise Of Value) Analyze Systems, Needs & Approach Design Optimal Solution Build Solution Test Solution (QA & Then Production) Document Deployment Deploy Solution (QA & Then Production) Deliver Value Get Feedback (Often As A Separate Motion) Past
  24. 24. TIME TO VALUE FOR INTEGRATION… We optimize for MVP and iterative improvement today. Accelerating IT’s ability to integrate faster and deliver value sooner. PresentSecure Budget (On Promise Of Immediate Value) Build Business Case
  25. 25. TIME TO VALUE FOR INTEGRATION… Arguably this is made much better by improvements in development patterns, as well as a reduction in complexity of deployment/risks. Present
  26. 26. Full Trust Code Web Parts Features Event Receivers TIME TO VALUE FOR INTEGRATION… Our traditional waterfall model, and model where we build based on server model development takes longer and doesn’t maximize IT effect. Past
  27. 27. Client Side Web Parts Cloud Services TIME TO VALUE FOR INTEGRATION… The new model accelerates development considerably as we can deliver more tailored value faster, and often avoid server side delays or complexity. Present
  28. 28. TIME TO VALUE FOR INTEGRATION… Now it doesn’t just need to be IT who is meeting integration needs. O365 Connectors, Flow, Team Tabs, 3rd Party solutions, all accelerate time to value. Present
  29. 29. TIME TO VALUE FOR INTEGRATION… Microsoft Flow allows organizations and individuals to automate workflows that integrate with existing SaaS services and business apps that users rely on today. Present
  30. 30. TIME TO VALUE FOR INTEGRATION… Now it doesn’t just need to be IT who is meeting integration needs. Future
  31. 31. SIMPLE INTEGRATION STILL MATTERS… When provisioning spaces connect them based on your IA and provisioning process. Example change Outlook Conversations link to the Team. This is defaulted moving forward.  Present Linking is still a reliable and easy way to integrate.
  32. 32. INTEGRATION CAN BE EASY… Using the connectors built in, or by using a simple sync model you can connect systems and reduce clicks, or tie processes/data together. Present Supported Via 3rd Party
  33. 33. ACTIVITY: PLAN FOR TRENDS… What if we look at our own organizations technology radar? Inspired by StepTwo’s Digital Workplace Radar
  34. 34. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  35. 35. WORK IS ANYWHERE & ANYTIME… Flexible work is prevalent – rethink your definition of a mobile worker.
  36. 36. WE WITH MORE PEOPLE… We work with more people on a day-to-day basis today than ever before. 60% of employees report working with 10 or more people on a day-to-day basis. Half of these employees work with more than 20.
  37. 37. USABLE: CHAMPIONS SHOULD BE… Non managers and non IT are extremely important.
  38. 38. STATS IN YOUR ORG ARE ALWAYS BETTER… If you have the ability to interpret or provide statistics and insights using your own organizational data it is always better than industry insights.  Typical workers produce 3+ GB of data per year.  30% of a typical workers day is spent searching for information.  In a 1,000 employee company lost productivity costs approximately $5 million a year. Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006
  39. 39. STATS IN YOUR ORG ARE ALWAYS BETTER… If you have the ability to interpret or provide statistics and insights using your own organizational data it is always better than industry insights.  20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.  4 out of 5 of our workers do not know that we have an employee disaster relief fund.  Currently we pay for full licensing on 7 different enterprise document management solutions. Source: “Support Review Q4,” IT, 2018 Source: “HR Employee Benefits Survey,” HR, 2018 Source: “Financial Audit of Licensing Costs,” Finance, 2018
  40. 40. CUSTOMER EFFORT SCORING “The customer effort score outperforms the Net Promoter Score and Customer Satisfaction measures in predicting behavior.” – Harvard Business Review High Low High Predictive Power For Increased Spending Predictive Power For Purchasing Customer Satisfaction (CSAT) Customer Effort Score (CES)
  41. 41. EMPLOYEE EFFORT SCORING “An Employee Effort Score will outperform the Employee Satisfaction scores in predicting behavior (and efficacy).” – Richard Harbridge (at Microsoft Ignite 2018) High Low High Predictive Power For Increased Productivity Predictive Power For Increased Engagement Employee Satisfaction (ESAT) Employee Effort Score (EES)
  42. 42. THE LATEST MATTERS MORE NOW… While operational efficiency was king things are shifting more and more to business agility as the highest priority in the marketplace. XaaS is shifting this way to match.
  43. 43. FROM DIGITAL WORK TO DIGITAL EXCELLENCE… The more we work digitally the more what we do is captured. With AI improvements we can better understand how to work better, smarter, and more optimally.
  44. 44. FROM DIGITAL WORK TO DIGITAL EXCELLENCE… The more we work digitally the more what we do is captured. With AI improvements we can better understand how to work better, smarter, and more optimally.
  45. 45. SOME TRENDS FOR DIGITAL WORKPLACES Here are just a few simplifications of many important topic areas to understand from an industry trend perspective. Each of these should be aligned or represented in your Office 365 strategy. Personalization Behavior Based Recommendations & Targeting Dynamic & Personalized Navigation Contextual Assistance & Experiences Integration Self-Service Integration Enterprise Integration Solutions & Cloud Services Integration Approaches Experience Engaging Experiences Mobile First Experiences (Apps Matter) Natural Language Interfaces & Bots Search Predictive & Behavior Based Results Intelligent Indexing & Analysis Contextual & Configurable Experiences
  46. 46. SOME TRENDS FOR DIGITAL WORKPLACES Here are just a few simplifications of many important topic areas to understand from an industry trend perspective. Each of these should be aligned or represented in your Office 365 strategy. Personalization Behavior Based Recommendations & Targeting Dynamic & Personalized Navigation Contextual Assistance & Experiences Integration Self-Service Integration Enterprise Integration Solutions & Cloud Services Integration Approaches Experience Engaging Experiences Mobile First Experiences (Apps Matter) Natural Language Interfaces & Bots Search Predictive & Behavior Based Results Intelligent Indexing & Analysis Contextual & Configurable Experiences
  47. 47. WHAT IS DIFFICULT WITH MOBILE? What do you think the most challenging thing is when designing for mobile?
  48. 48. WHAT IS DIFFICULT WITH MOBILE? What do you think the most challenging thing is when designing for mobile? The time users spend and the activities they perform. From hours, to minutes to seconds.
  49. 49. SOME TRENDS FOR DIGITAL WORKPLACES Here are just a few simplifications of many important topic areas to understand from an industry trend perspective. Each of these should be aligned or represented in your Office 365 strategy. Personalization Behavior Based Recommendations & Targeting Dynamic & Personalized Navigation Contextual Assistance & Experiences Integration Self-Service Integration Enterprise Integration Solutions & Cloud Services Integration Approaches Experience Engaging Experiences Mobile First Experiences (Apps Matter) Natural Language Interfaces & Bots Search Predictive & Behavior Based Results Intelligent Indexing & Analysis Contextual & Configurable Experiences
  50. 50. BOTS & MORE… Nearly 20% of companies have already deployed chatbots in the workplace, with an anticipated 57% by 2021. Our hubs need to be more intelligent/interactive.
  51. 51. SOME TRENDS FOR DIGITAL WORKPLACES Here are just a few simplifications of many important topic areas to understand from an industry trend perspective. Each of these should be aligned or represented in your Office 365 strategy. Personalization Behavior Based Recommendations & Targeting Dynamic & Personalized Navigation Contextual Assistance & Experiences Integration Self-Service Integration Enterprise Integration Solutions & Cloud Services Integration Approaches Experience Engaging Experiences Mobile First Experiences (Apps Matter) Natural Language Interfaces & Bots Search Predictive & Behavior Based Results Intelligent Indexing & Analysis Contextual & Configurable Experiences
  52. 52. OUR WORKPLACES ARE CHANGING… With growth in data, and attention scarcer, finding is hard. Millennials want at least consumer-grade experiences. Our expectations have morphed to wanting knowledge and answers, not more data.
  53. 53. ACTIVITY: PLAN FOR TRENDS… What if we look at our own organizations technology radar? Inspired by StepTwo’s Digital Workplace Radar
  54. 54. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  55. 55. DO DECISION MAKERS EVER AGREE? This can be challenging! Especially if there isn’t a plan in place or priorities already defined. Not as much as a kitten picture rotator! We need a records management solution!
  56. 56. THE CFO WATCHES COSTS INCREASE… Not having pro-active planning also means a lot of unplanned costs and effort. Actually that requires a third party product.. Easy! Just need to customize one thing… That requires the XYZ subscription.
  57. 57. IT CAN’T SUPPORT THE FLOOD OF REQUESTS… Not having pro-active planning also means a lot of unplanned costs and effort.
  58. 58. THE DESTINATION MATTERS… One of the best things you can start with is helping stakeholders envision where we are going. Concept Courtesy of Andrew Jolly 1 2 3 4 5 6 7 8 9 10 Abundance Of Helpful Data 1. Area Map 2. Our Direction 3. Our Route 4. Points Of Interest 5. Our Route Risks 6. Upcoming Action 7. Distance/Time To Goal 8. Estimated Duration 9. Current Speed/Limit 10. Current Road What If We Haven’t Identified Our Destination/Goal?
  59. 59. OBJECTIVES MATTER… Think about the objectives that drive many of your projects and programs internally. In most organizations simply spending more time planning objectives can make a big difference. These are not good objectives!
  60. 60. OBJECTIVES MATTER… Let’s do a simple exercise where we break down a generic objective.
  61. 61. OBJECTIVES MATTER… Let’s do a simple exercise where we break down a generic objective.
  62. 62. OBJECTIVES MATTER… Let’s do a simple exercise where we break down a generic objective. We would like to automate and improve our ‘paper based’ ‘legal’ ‘contract mngmt’’ ‘contract rview’ processes. Specifically we would like to ‘imprv request rspnse time’ by…
  63. 63. OBJECTIVES MATTER… Let’s do a simple exercise where we break down a generic objective. Legal Contract Solutions • Contract Review Flow • Request Contract Review PowerApp • Integration with ClientDB • Client Contracts Modern SP Site
  64. 64. PRIORITIZATION CAN BE DIFFICULT… The simplest prioritization formula still hasn’t changed. Estimated Value Estimated Difficulty I have a difficult solution. It’s an 8 in difficulty (out of 10). I have an easy solution. It’s a 2 in difficulty (out of 10). The expected value of the difficult solution is 4 (out of 10). The expected value of the easy solution is 6 (out of 10). Estimated Value Estimated Difficulty
  65. 65. GIVING ESTIMATES… Never ever give a single number. Why a range? Realistically if you don’t give a range it won’t indicate how uncertain you are about the estimate. Never Give a Single Number 6 Hours! At least 2 hours… 4 hours maybe? How Long Will X Take You? 16? Way too much. 8 Tops. I better pick something in between… Forgotten/Not Shared Now That We Have Our Magic Number
  66. 66. GIVING ESTIMATES… So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate. Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
  67. 67. THERE IS A LOT OF PLANNING… Technology is rarely planned in isolation, but this is especially true for SharePoint. In other words your Intranet platform is meant to be used for far more than just the Intranet. Integration Planning Business Process Analysis & Improvement Planning Education, Training & Adoption Planning Enteprise Social Integration Planning Security Planning Site Provisioning & Review Process Planning Search Planning Information Architecture Planning Project & Task Planning Team & Group Collaboration Planning Intranet Planning & Design SharePoint Online Getting the most out of SharePoint Online requires successfully tackling key planning activities from the bottom up. YammerOneDrive For Business Skype For BusinessOffice Delve
  68. 68. PRO-ACTIVE & COMPREHENSIVE PLANS… It is important to not just plan for a targeted workload or project/program, but to instead plan for many, based on your digital workplace goals and all of Office 365’s services. - Intranets? - Extranets? - Departmental Portals? - Functional Areas? - Project Sites? - Team Sites? - Enterprise Social Networks? - Document Management? - Records Management? - Business Processes? - Information Protection? - Meeting Management? - And much much more….
  69. 69. EXAMPLE: INTRANET ROADMAP SAMPLE Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com
  70. 70. EXAMPLE: INTRANET ROADMAP SAMPLE Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com
  71. 71. EXAMPLE: POWER BI ROADMAP SAMPLE Below is a really simple example of a roadmap for just Power BI as a technology focus.
  72. 72. WHERE DO YOU START? CURRENT STATE… An easy way to approach this is to do findings exercises around your digital workplace needs. Interviews, surveys, focus groups, usage analysis, and more can help generate meaningful findings. • Adoption • Too many tools - Not sure what to use when • No formal training/support (only peer-to-peer support) • Lack of governance • Self-Serve – Communication & Collaboration • Self-management of workspaces is not available • Client/Project Knowledge not shared across regions/teams • Lack of collaboration between teams • Lack of best practices for documents management • Technology Enablement • Technology Infrastructure is slow and cumbersome • Permissions hard to implement to comply with MSA agreements • Need direction to migrate documents to SharePoint Online • Automate Collaboration • Repetitive tasks are not easy to perform due to large number of applications • Intelligent Search • Difficult to find information within the company • No central place to search for employees • Employee information and status not up to date • Digital Hub • Fractured Corporate Communication (each business line has separate communication) • Lack of Single Sign-on (10-15 applications to log in every day) Automate Collaboration Digital Hub Intelligent Search Adoption Self-Serve (Communication & Collaboration) Technology Enablement
  73. 73. THEN START TO MAP FUTURE STATE… Once you have findings then work on establishing actionable recommendations (hopefully with an expert). Recommendations can then be categorized and you can determine ‘urgency’.
  74. 74. EMBRACE SPECIFICITY & ANALYSIS… You can definitely approach this with more of a user need mapped to recommendation/solution approach along with business value and complexity to makes things easier to prioritize.
  75. 75. FRAMING ROADMAPS IS NOT THAT HARD Just try it yourself by putting together some recommendations from this event. Then put them into a roadmap based on urgency or even better based on business value and complexity.
  76. 76. TACKLE ADOPTION LIKE A SERVICE Shift from tackling adoption as projects to tackling adoption like a service. Adoption Services Review Governance Readiness Align With Business Objectives Measure & Review Plan & Execute Adoption Campaigns Improve Digital Center Of Excellence
  77. 77. TACKLE ADOPTION LIKE A SERVICE Shift from tackling adoption as projects to tackling adoption like a service. Adoption Services Review Governance Readiness Align With Business Objectives Measure & Review Plan & Execute Adoption Campaigns Improve Digital Center Of Excellence
  78. 78. EXAMPLE: HAVE THE RIGHT ROLES… Do you have people who own and lead key roles, do you have the resources that support a role? Does the role communicate, coordinate and engage effectively? Assess with www.Office365Resources.com Role Resources Communication Coordination Engagement Trend Office 365 Project Manager 4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Business Owner 4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing  Executive Sponsors 4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed  Champions 4 - Managed 4 - Managed 5 - Optimizing 4 - Managed  Departmental Leads 3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic  Education Leads 4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic  IT Leads 4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed  HR Manager 3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined  Communication Leads 5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing  Community
  79. 79. EXAMPLE: POLICIES AND GUIDANCE Resources can be even more complex. Do you have common and expected policies, guidance, or content available and up to date today? Assess with www.Office365Resources.com # Need Current State Notes & Recommendations Support 1 Office 365 Champion Coverage & Selection Plan Current State No, Champion coverage and/or selection plan exists which identifies champions per business unit, office, department, team, or floor nor one that outlines how new Champions can/should be identified or nominated to improve Office 365 adoption. Current Champions were selected based on their role within the different units and to get a good cross section of individuals (executives, reception area, field and office workers) Recommendations:  Ensure there is an accessible list of these active champions.  Ensure you have shared the details of how you select champions, remaining champion gaps/needs, and how users can sign up to be one in your Campion Coverage and Selection Criteria guidance. 2 Champion Commitment Guide Current State No, Champion Commitment Guide exists that articulates the value of champions and the champion’s community while outlining champion commitments and benefits Recommendations:  Draft an Office 365 Champion Guide detailing the value of Champions and their community within your organization, the required commitments necessary to be a Champion and the associated benefits. 3 Champion Fact Sheet Current State No, the Champion community does not have a fact sheet that can be provided to a champion’s manager to support or help in attaining buy-in. Recommendations: # Icon Description 1 Does Not Exist: The starting point of usage and guidance. There is no plan being followed. 2 Partially Defined/Started: An approach may have been decided upon and is being opportunistically applied. The approach has not been widely accepted nor adopted. It may be informally defined. 3 Defined: The approach has been reviewed and accepted within the organization. There has been buy-in to the documented approach and the approach is often followed. The way this area is implemented is defined and/or standardized, but not in use across the entire organization. Some governance is defined but may not be widely understood/followed. 4 Defined & Managed: This area is centrally supported, standardized, and implemented across the organization. It is defined and understood/followed. Metrics may be gathered and reported. 5 Optimized & Managed: This area is functioning optimally and continuous improvement occurs based on defined and monitored metrics or feedback. Assets are pro-actively maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.
  80. 80. TACKLE ADOPTION LIKE A SERVICE Shift from tackling adoption as projects to tackling adoption like a service. Adoption Services Review Governance Readiness Align With Business Objectives Measure & Review Plan & Execute Adoption Campaigns Improve Digital Center Of Excellence
  81. 81. TACKLE ADOPTION LIKE A SERVICE Shift from tackling adoption as projects to tackling adoption like a service. Adoption Services Review Governance Readiness Align With Business Objectives Measure & Review Plan & Execute Adoption Campaigns Improve Digital Center Of Excellence
  82. 82. EXAMPLE: PLAN ADOPTION CAMPAIGNS Leverage a campaign driven approach to plan and execute awareness/interest activities, understanding/optimization activities, and to learn more check out www.Office365Campaigns.com
  83. 83. ALIGNING WITH THE MICROSOFT ROADMAP PLANNING & IMPLEMENTING FOR SCALE ALIGNING WITH INDUSTRY TRENDS PRO-ACTIVE PLANNING VISUALIZING & COMMUNICATING BETTER
  84. 84. BUSINESS OBJECTIVE MAPPING… By aligning solutions and technologies to business objectives, you can better communicate that there is a relationship (direct or indirect) in achieving important business objectives.
  85. 85. It would be great to find content easily over the Intranet using search and be able to access work related documents and materials while I am out of the office GOALS Create work related documents efficiently with reference to existing documents and templates. EXPECTATIONS Consolidate personalized mechanism to find relevant content. Personalized communication/notifications. FRUSTRATIONS Difficult to sift through search results / documents to find the relevant documents, and lack of communication relevance to his work. “ KEY CHARACTERISTICS Age Occupation Education Family Location 41 Field Employee Bachelor’s Degree Married Canada FUTURE STATE OUTLOOK SHAREPOINT ONEDRIVE TEAMS YAMMER CURRENT STATE OUTLOOK SHAREPOINT ONEDRIVE TEAMS YAMMER Judy Consumer Persona Straight Focused independent ATTRIBUTES TECHNICAL PROWESS TECH. AVOIDANCE ONLINE EXPERIENCE SOCIAL DRIVE TOUCH POINT CHANNELS Phone Website Speech Chat Mobile App Goal Oriented
  86. 86. HOW CAN CARD SORTING HELP? Techniques like card sorting can create shared understanding across a group of stakeholders around the best ways to think about and organize information. Gerbil
  87. 87. HOW CAN CARD SORTING HELP? Techniques like card sorting can create shared understanding across a group of stakeholders around the best ways to think about and organize information. Gerbil
  88. 88. HOW CAN CARD SORTING HELP? Techniques like card sorting can create shared understanding across a group of stakeholders around the best ways to think about and organize information. Ford Gerbil
  89. 89. HOW CAN CARD SORTING HELP? Techniques like card sorting can create shared understanding across a group of stakeholders around the best ways to think about and organize information. Ford Gerbil
  90. 90. HOW CAN CARD SORTING HELP? Techniques like card sorting can create shared understanding across a group of stakeholders around the best ways to think about and organize information. http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template
  91. 91. MIND MAP NAVIGATION… Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
  92. 92. MIND MAP SITE & TEAMS PLANNING… …
  93. 93. HOW CAN VISUAL NOTE TAKING HELP? When conducting any meeting there should never be a blank screen. Use PowerPoint, OneNote, Word, or an open Email. Take notes as people talk and facilitate!
  94. 94. HOW CAN DIALOG MAPPING HELP? Techniques like information mapping via a specific syntax can remove biases.
  95. 95. DOCUMENT INVENTORY… While there is a lot of contextual Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful. If you expect many responses use a survey tool instead.
  96. 96. CONTENT TYPE PLANNING… Building a mind map based on the inventory and document type definition worksheets can be really helpful in visually communicating the relationship between content and information.
  97. 97. INNER LOOPS & OUTER LOOPS Technologies serve a targeted purpose. For communication and connection while the content may be stored in SharePoint where we connect/communicate can shift. Outer LoopInner Loop Me We All Of Us SharePoint Files, Sites, & Content Collaboration Stream Video & Live Events
  98. 98. INNER LOOPS & OUTER LOOPS Brad Grissom had a great alternative and more detailed way of thinking about inner and out loops copied below and available at https://regarding365.com/where-work-gets-done-8d1d653ef48d.
  99. 99. YAMMER, TEAMS & OUTLOOK INSIGHTS High level definitions that dive a bit deeper than the loop model/explanation tool. Microsoft Teams Yammer Outlook Conversation Structure Microsoft Teams Channels Threaded Conversations Chats Yammer Groups Topics/Hashtags Threaded Conversations Chats Inbox Folders Threaded Emails Typical Urgency & Speed Immediate / Near Immediate Primary for instant communication and meetings - active daily use. Messages typically have immediate/near term value. Messages can lose value over time. Near Immediate, Delayed By Hours, Days Or Weeks While there is a chat/inbox and it can be responsive for Q&A scenarios – responses may not be as immediate. Messages typically gain value over time. Delayed By Hours Or Days The modern day voice mail. Marking as important/urgent may get a faster response, but typically responses are delayed. Messages typically lose value over time. Typical Audience / Group Size Small Designed for smaller teams where there is shared work or activities/responsibilities. Primary tool for 1:1 ad-hoc instant messaging. Large Organization-wide, cross- functional, cross departmental, departmental, and business unit. Ideal for communities. Additional reporting available for managing large audiences and groups. Any Typically not collaborative in nature and primarily used to schedule or inform. Used for 1:1, 1:Few & 1:Many discussions when the audience isn’t using Teams or Yammer.
  100. 100. YAMMER, TEAMS & OUTLOOK INSIGHTS High level definitions that dive a bit deeper than the loop model/explanation tool. Microsoft Teams Yammer Outlook Collaboration Approach? Real-Time Collaboration As the primary meeting facilitation tool in an Office 365 business as well as the primary place for teams to work this is the most collaborative communication environment for work today. Often also used to schedule meetings. Collaboration Via Discussion Typically not a real time collaborative environment and often not a place where collaboration on content occurs. It is often more focused on sharing of ideas, sharing of content, referencing content or collecting feedback/ideas from others and discussing content. Sequential Collaboration You can only email content and information and await a response, there is limited immediacy and it takes lot’s of effort to consolidate changes. Excellent for scheduling meetings. Typical Confidentiality Approach? Shared Ownership Typically this is a shared circle of trust. Viewers are also contributors by default. Content often has a sense of shared ownership. Shared Context & Often Public Often more for sharing openly, getting feedback outside a core team, or sharing across the organization. Many groups are (and should be) publicly open to a very large audience (often across internal org units/boundaries). Limited Ownership Often used for more confidential or secure communication (sometimes with rights protection) or may use with shared links to SharePoint content that is secured for limited audiences.
  101. 101. YAMMER, TEAMS & OUTLOOK INSIGHTS High level definitions that dive a bit deeper than the loop model/explanation tool. Microsoft Teams Yammer Outlook Typical Communication Approach? Ad-hoc Typically informal or project/team level discussions. Ad-hoc & Planned From corporate communications and leadership communications to ad-hoc Q&A. Mixed style and formality levels depending on the Group/Community. Typically more formal than Teams. Planned While ad-hoc communication happens here often it’s planned and in many instances a bit of formality is expected (e.g. signatures, etc.). More formal than Teams and often more formal than Yammer. Integration Options? All of these support access and sign on integration, and O365/AD group integration, quick IM and quick call via People Cards. Dependent & Highly Integrated With Office 365 • Can be associated with SharePoint sites. • Outlook can mail channels. • Yammer can post to channels. • Tabs and Connectors. • Chat Bots Integrated With Office 365 • Can be displayed on SharePoint pages (multiple web parts/styles). • Can be provisioned with SharePoint sites. • Outlook can respond to posts and mail Groups. Integrated With Office 365 • Outlook conversations can be provisioned with SharePoint sites. • Yammer and Teams can notify in Outlook.
  102. 102. LENSES ON TEAMWORK… Another visual approach to explaining how users work with these tools is to use a lenses analogy. Files SitesChannels
  103. 103. THE WORK ON VISUALIZATION HELPS… This is a GOOD exercise for the leadership team and to come up with broad guidance. However it is not often actionable/usable by users in this format.
  104. 104. THERE ARE MANY VISUALIZATIONS… Avanade has done a great job of representing their perspective of this you can read about it on this this article page. Dux and Blair have also presented this.
  105. 105. FROM CURRENT TO FUTURE STATES… Figure out how people work today and visualize how they might work in the future. Then create guidance to show the users the journey… Office 365 Groups Delve Boards Office VideoUrgency/TimeSensitivity Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business Team Site SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroupAd-hoc/LowUrgent/High Urgency/TimeSensitivity Web Conferencing (GoToMeeting) Outlook E-Mail GoogleDrive PHP Intranet (“OurSpace”) Webinars (Go To Webinar) Legacy / Traditional DM System T:/ Drive Individual OrganizationalGroup Ad-hoc/LowUrgent/High P:/ Drive ftp (…) Web Conferencing (WebEx) Wiki System PPM System (Daptive) DropBox Box YouSendIt C:/ Drive Current State Microsoft Teams
  106. 106. C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) CURRENT STATE… You need to really understand the current state in the enterprise.
  107. 107. CURRENT STATE… The user is using a small portion of Office 365 at this point. C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive)
  108. 108. CURRENT STATE… Now the user can use OneDrive for Business, including it’s many features like sync, shared with me, discover, and more. C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve
  109. 109. CURRENT STATE… Showing users not only how they can share, but if/when they can share externally can be a great way to reduce dependency on other tools. C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve OneDrive (w/ External Sharing)
  110. 110. CURRENT STATE… With the introduction of IM, and availability users can now connect more easily throughout OneDrive, via Outlook and via Skype for Business. C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business
  111. 111. CURRENT STATE… SharePoint Sites/Groups introduce collaboration scenarios beyond just file sharing. This also further lights up Delve. Great time to pilot Planner. C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve
  112. 112. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”)
  113. 113. CURRENT STATE… There are a few ways you can show organizational direction to champions, site owners, super users, leaders, and even the end user audience. C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share)
  114. 114. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server
  115. 115. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes
  116. 116. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes
  117. 117. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. Team Sites/Groups (w/ Ext Share) C:/ Drive (Local Drive) Wiki System Webinars (Go To PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes
  118. 118. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. Team Sites/Groups (w/ Ext Share) C:/ Drive (Local Drive) Wiki System Webinars (Go To PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes Skype For Business (w/ Broadcast)
  119. 119. CURRENT STATE… Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work. Team Sites/Groups (w/ Ext Share) C:/ Drive (Local Drive) Wiki System PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes Skype For Business (w/ Broadcast)
  120. 120. CURRENT STATE… Then innovations are introduced where you are, improving SharePoint sites so there is no need to go to Delve (as people cards and web parts bring it into one place). Modern Team Sites/Groups (w/ Ext Share) C:/ Drive (Local Drive) Wiki System PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center Modern SPO Intranet (“OurSpace”) SharePoint Server Indexes Skype For Business (w/ Broadcast)
  121. 121. CURRENT STATE… Then Stream and Teams totally improve integration and experience removing the need for Skype for Business, broadcast, and providing entirely new benefits. Modern Team Sites/Groups (w/ Ext Share) C:/ Drive (Local Drive) Wiki System PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center Modern SPO Intranet (“OurSpace”) SharePoint Server Indexes Microsoft Teams w/ Stream
  122. 122. STOP WITH THE BALANCING ACT ANALOGY… Consider the example most people use when referencing Governance. The wild west or super locked down. The reality is that governance (and most approaches) are more nuanced. Projects Tasks Communities Practices
  123. 123. THE POWER OF A STORY Whether it be about adding friction/involvement or measuring the right thing.
  124. 124. Thank You! IntraTeam,Sponsors,&YouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.com Message Me On LinkedIn or Email Richard@2toLead.com CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY Let’s connect and find ways to do more and work together.

Editor's Notes

  • There is a growing trend of organisations moving to “the cloud” to meet their intranet needs. While many organisations are running their Intranets “on premise”, many are considering entirely cloud-based solutions or running them on platforms like Office 365. The question for many companies is “should our intranet be built with Office 365?” In this session Richard Harbridge will explore: • The benefits Office 365 brings to an intranet... • Where the issues and challenges will lie... • When and how you may integrate Office 365 with your existing intranet today...​
    You Will Learn:
    The benefits Office 365 brings to an intranet... When and how you may integrate Office 365 with your existing intranet today... What do the new features mean for Office 365 Intranets? Why go with Office 365 for your Intranet?
  • Richard Harbridge is the Chief Technology Officer and an owner at 2toLead. Richard works as a trusted advisor with hundreds of organizations, helping them understand their current needs, their Soon needs, and what actions they should take in order to grow and achieve their bold ambitions.
     
    Richard remains hands on in his work and has led, architected, and implemented hundreds of business and technology solutions that have helped organizations transform both digitally and organizationally. Richard has a passion for helping organizations achieve more; whether it is helping an organization build beautiful websites to support great content and social strategy, or helping an organization leverage emerging cloud and mobile technology to better service their members or the communities that they serve.
     
    Richard is an author and an internationally recognized expert in Microsoft technology, marketing and professional services. As a sought-after speaker, Richard has often had the opportunity to share his insights, experiences, and advice around branding, partner management, social networking, collaboration, ROI,  technology/process adoption, and business development at numerous industry events in around the globe. When not speaking at industry events, Richard works with Microsoft, partners, and customers as an advisor around business and technology, and serves on multiple committees, leads user groups, and is a Board Member of the Microsoft Community Leadership Board.
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     personalize company and team news based on my interests

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