Intranets & Digital Hubs With Office 365: What You Need To Know

1. INTRANETS & DIGITAL HUBS WITH OFFICE 365: WHAT YOU NEED TO KNOW Presented By: Richard Harbridge (@RHarbridge) #SPFestChi

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. DOWNLOAD OUR 100+ PAGE WHITEPAPER ON INTRANETS WITH OFFICE 365 It goes into much greater depth and can be found at Office365Intranets.com

4. BENEFITS & OPTIONS NAVIGATION & ACCESS INFORMATION ARCHITECTURE PAGES, NEWS, & EVENTS COLLABORATION & SEARCH ENGAGEMENT & ANALYTICS NEXT STEPS 100+ pages of Intranet & O365 guidance: http://Office365Intranets.com

6. THERE ARE FINANCIAL BENEFITS Infrastructure savings, pay per user per month, price bundling, automatic scale and more…

7. SIGNIFICANT INNOVATION BENEFITS… Continually improving experiences, continuous rollout of new capabilities, continued integration with more technologies, and much more. (https://roadmap.office.com)

8. NO MORE TECHNOLOGY UPGRADES… It is more challenging to meet modern expectations on legacy technology.

9. GETTING TO MODERN… Using this scanner you can prepare your classic sites for modernization. Or review the many resources available to help you with this transition. Transform classic pages to modern client-side pages http://bit.ly/githubspmodernizationtool Advice on modernization http://bit.ly/ModernAdvice

10. ORGANIZATION SITE DESIGNS & SAMPLES You can use the Look Book to review various site designs and then with a few clicks provision them to your own environment to get started quicker (and see how much can be done OOTB). Tenant administrators can take advantage of the SharePoint Provisioning Service to automatically provision SharePoint Look Book designs to any tenant in the world.

11. 3rd PARTY ECOSYSTEM Understand the vendors and options in the ecosystem today. Not all are equal. Trust but verify.

14. CONTENT OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.

15. DYNAMIC/PERSONALIZED NAVIGATION… Office 365’s SharePoint home is now a more modern site directory experience that is more personalized and dynamic. From recent sites you visited to recent activity relevant to you. Out Of The Box ●

16. IMPROVED NAVIGATION… Navigation has more out of the box for connecting sites. By leveraging the hub navigation we can now have a consistent navigation across site collections. Simple OOTB Hub Nav Requires Advanced Configuration ◕

17. OOTB MEGA MENUS… Mega menu layout enables you to better organize and showcase the related content and sites based on topic categories and headings. At the hub or site level with audience targeting (soon). TOP OF MIND Global mega still needed for multiple hubs? Out Of The Box ●

18. HEADER IMPROVEMENTS… Continued updates are coming to customize header sizes, hide the site title and site logo thumbnail. Minimal Header Compact Header Strongly branded

19. FOOTER IMPROVEMENTS… Continued updates are coming for managing links in the footer with background color options and ability to organize footer links. Extended Simple Stacked SPFx solution using PnP footer extended (personal links)

20. NAVIGATION INVESTMENTS… The hub navigation is still relatively simple and many organizations still invest in developing or purchasing a custom global navigation to use across their sites. Requires Minor Customization ◑

21. SEARCH BASED NAVIGATION… While structured and managed navigation is still valid in today’s world it is also important to improve navigation with powerful capabilities like search. Bring the power of SharePoint Home and that dynamic personalized navigation into the global/top nav experience. Requires Customization ◔

22. DESIGN BETTER NAVIGATION… Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Consider bringing targeted documents and content to the user inside the navigation experience. Requires Customization ◔ THIS DESIGN ONLY SCALES TO SO MANY LINKS

23. DESIGN BETTER NAVIGATION… Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Consider bringing targeted documents and content to the user inside the navigation experience. Requires Customization ◔

24. DESIGN BETTER NAVIGATION… Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Requires Customization ◔

25. APP LAUNCHER/QUICK ACCESS… While many Intranets build out quick access or app launchers this is in O365 already. Whatever we build should compliment this and not look to replace it. Out Of The Box ●

26. MASTER SITE LIST NAVIGATION… What is shown below is a really simple mockup of a filtered OOTB site directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search

27. SAMPLE OF NAVIGATION PLANNING… Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have examples of content in the nav, and richer/deeper nav in key spaces in the header/footer. 1 2 3 HEADER GLOBAL NAVIGATION QUICK LINKS FOOTER • App Launcher • Office 365 taskbar • ‘Home’ button • Global search • World Clocks? • Office sites? • Sections mega-menu • Departments mega- menu • Tools • Hub-site navigation • Recent sites/teams • Top Links • My saved links • Favorites • Site directory • External websites • Social media • Getting Started • Corporate Community sites 4

28. MANY MOBILE CAPABILITIES… Enable better site experiences on mobile devices. Designed for the user. Extending team or departmental reach, notifying of comments or posts, bookmarking to read later and more… Out Of The Box ●

31. SITE CREATION & LIFECYCLE… While OOTB can work great for many smaller orgs, most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box ●

32. SOME IMPROVED SUPPORT… The ability to add custom themes, set a default site design, add additional site designs, scope site designs to users, and more have given us some capabilities to extend this… Requires Minor Customization ◑

33. 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. Major Customization Required ◔

34. HUB SITE PLANNING… Go ahead and plan how you aim to implement hub sites within your organization https://aka.ms/PlanningSPhubsites

35. HUB SITE PLANNING… Hubs will have join approval, bulk association, hub permissions, hub analytics and more. Of these the permissions has the most significant impact on planning.

36. HOME SITE PLANNING… It’s worth implementing a modern SharePoint home site.

39. PAGES & AUTHORING… Fast and improved news/page authoring builds on what is already available. Microsoft provides many new client side web parts, much easier to use sectional layouts and more. Easily create powerful, beautiful looking pages WYSIWYG authoring Multi-column sections Drag/ drop editing RTE & Paste support OOB web parts Page Templates Version history Wiki linking Out Of The Box ●

40. PAGE & CONTENT ROLLUP… It’s extremely easy and intuitive to setup roll ups and tailor, target and manage these on hub or landing pages throughout your Intranet.

41. PAGES & AUTHORING… Use modern pages/news whenever possible. It is richer with sharing, personalization, integration and more. Out Of The Box ●

42. PAGE TEMPLATES & DESIGNS… Provides an approach that can be use for saving a page within the same site so others can repeat and recreate pages using the same content structure. Out Of The Box (SOON) ●

43. PAGES & AUTHORING… Use modern pages/news whenever possible. Control of page design or page layout is the only exception (but there are ways to design better anyways). Process and metadata aren’t blockers. Out Of The Box (SOON) ●

44. PAGES & AUTHORING… Targeting audiences for pages allows for roll up and display control while not restricting based on permissions. This applies to all news and pages and can enable some great new scenarios. Out Of The Box (SOON) ●

45. IMPROVEMENTS FOR AUTHORS… Organizational asset library (thousands of stock images OOTB) help authors add images without needing to be creative leaders. Section background (vertical or horizontal) colors can help improve readability. Out Of The Box ●

46. CURATED NEWS… Link to existing news from your public website, LinkedIn articles, and more. These can show up as a news article visible on the site, SharePoint home in Office 365, and the SharePoint mobile apps News tab. Out Of The Box (Soon)●

47. MORE NEWS FROM TEAMS… It can’t just be regional, departmental and corporate news on your homepage anymore. You need to think about how you will surface team and project news. As team and departmental news increases we want to ensure our digital hub is helping by giving a broader view of that important information. You should be integrating team news on your homepage design ASAP. In this example perhaps green team news.

48. CUSTOMIZATION EXAMPLE: ACTIVITY FEED… Often customers might create their own visualization for news, events or activities rolling up within their Intranet. Requires Minor Customization ◑• News and events filter to separate content types. • Color-coded categories with quick filters above newsfeed. • Events receive nearly the same visual treatment as news, but includes the event date icon. • Featured news/events display as a larger card. • Where no visual image is available or required, a colored background is shown.

49. MULTILINGUAL PUBLISHING… Publish pages/news in multiple languages, consume content in preferred language, receive automatic notifications for translation (what in the page changed) and enter into page directly.

52. SEARCH IS IMPROVING (LIKE A LOT)… Relevancy has historically been based on general criteria like the date or how popular an item is. How well results match compared to the rest of the index. Out Of The Box ●

53. SEARCH IS IMPROVING… Today we still use classic search for refinement/taxonomy driven search. Soon we can get the power of modern search and still leverage our own taxonomy to enhance the search experience further. Out Of The Box ●

54. SEARCH WILL WORK WHERE WE ARE… Familiar, fast, rich experience for users accustomed to using their Windows or Office clients to find what they are looking for. Over time search will be more an more universal as an experience. Out Of The Box ●

55. SEARCH WILL WORK WHERE WE ARE… Familiar, fast, rich experience for users accustomed to using their Windows or Office clients to find what they are looking for. Over time search will be more an more universal as an experience. Out Of The Box ●

56. UNIVERSAL SEARCH IS COMING… You will have ability to crawl external sources of data, connect for specific needs or process as well as manage the configuration.

57. UNIVERSAL SEARCH IS COMING… Search will be removed from the site header to the Office 365 Suite bar. Current suite header Coming soon suite header with universal search

58. UNIVERSAL SEARCH IS COMING… Search will be removed from the site header to the Office 365 Suite bar.

61. DYNAMIC/PERSONALIZED CONTENT… There are more capabilities to create personalized pages and “My SharePoint”. Whether it’s notifications, saved news, saved documents, personalized news, sites, or more. Out Of The Box ●

62. MORE ANALYTICS FOR EVERYONE… The trend for surfacing more actionable analytics to teams, and users will continue. Out Of The Box (SOON) ●

63. EVERYTHING CAN BE CAPTURED… Far more is tracked today than ever before, and better reporting is continually being made available to help make sense of all this data. Requires Advanced Configuration ◕

64. INSIGHTFUL NEWS… News should have insights such as the number of comments, likes, views and more to bring content forward while encouraging engagement. Out Of The Box ●

65. COMMENTS GET MORE INTERACTIVE… Embedded capabilities in article pages like @mentions makes comments more valuable and useful. Out Of The Box ●

66. YAMMER INTEGRATION… Targeted embedding of Yammer or your enterprise social platform in key parts of the Intranet, and digital workplace are provided by your org and MSFT. Out Of The Box●

67. YAMMER INTEGRATION… Keep in mind Yammer has a really important role to play in an Intranet! Out Of The Box ●

68. YAMMER INTEGRATION… Yammer is especially helpful on content like news where comments and social interaction can create more opportunities for engagement. At Scale, Some Customization Required ◔

69. YAMMER & TEAMS INTEGRATION Over time powerful capabilities like search will better integrate these places people work.

70. CONSIDER INTEGRATING OR ENHANCING • Unify Teams notifications into your Intranet with the SharePoint framework. • Automate the provisioning of a new Project site by also setting up a link to teams conversations in SharePoint, adding appropriate tabs, Teams connectors and other Teams configuration to reduce manual effort and integration. • Improve navigation across teams by creating a great teams directory navigation experience with the SharePoint framework. There are always ways to improve and better align these tools and their capabilities with your own working environment or working needs.

71. MICROSOFT FORMS There are many uses for Microsoft forms alongside PowerApps and Flow. These can be embedded in any news article or modern page via the Forms web part. Surveys • Customer Profile Collection • Employee Satisfaction Survey • Event Feedback • Organizing Team Activities Quizzes • Classroom Quizzes and Assessments • HR Training Polls • Town Hall Q&A • Presentation Polling • Ideation Information Gathering • Partnership Application • Organizing Team Activities • Event Registrations

72. MICROSOFT POWERAPPS With modern pages you can make it easy to add PowerApps to a page for many common form scenarios throughout your Intranet, teams and sites.

73. STREAM & VIDEO EXPERIENCES Ready to go portal experiences like Microsoft Stream are easy to enable and embrace. All included in Office 365.

74. STREAM & VIDEO EXPERIENCES Inserting and offline viewing, subtitles and captions, automatic transcripts, facial detection, and more - Video experiences are always undergoing constant innovation and greater integration.

77. DOWNLOAD OUR 100+ PAGE WHITEPAPER ON INTRANETS WITH OFFICE 365 It goes into much greater depth and can be found at Office365Intranets.com

78. THERE IS LOTS MORE TO TALK ABOUT… We only scratched the surface. There is a lot more we could discuss around personalization, integration, business process improvement, etc... MOBILE EXPERIENCE Provides the Intranet to employees anywhere at anytime, and on any device. ENTERPRISE SOCIAL Integrate and enhance from commenting to interactive polls. VIDEO Storage, conversion and optimized playback of video. FORMS Providing rich forms. ENGAGING SOLUTIONS Foster engagement with compelling solutions to business challenges. SHARED STORIES Giving employees a voice and way to share with the organization. NEWS & PAGES Keeps employees informed by targeted, easy to publish articles. LEADERSHIP MESSAGING Amplifies reach and impact of leader communications. EVENTS Shared calendar experiences to stay up to date on corporate and divisional events. RECOGNITION Celebrating talent/connecting people within the organization. PEOPLE SEARCH Intuitive, intelligent and modern people search experiences. CONTENT SEARCH Powerful full text search available across the entire Intranet and in specific collections. TOOLS & QUICK ACCESS Accessible and rapid access to key tools/apps. FLEXIBLE NAVIGATION Powered by metadata, site structure or search. INFORMATION ARCHITECTURE Foundational for the Intranet and ECM and includes site, file, and sensitive data classification, planning and defining audiences, site templates, page templates, content types and much more. ACTIONABLE ANALYTICS Provide actionable insights based on usage.

79. 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

80. DIGITAL WORKPLACE PLANNING… Intranets? Extranets? Departmental Portals? Functional Areas? Project Group Sites? Team Group Sites? Enterprise Social Network? Document Management? Records Management? And much much more…. Intranet planning is a small part of your broader digital workplace planning.

81. Thank You! SPFest,Sponsors,&YouForMakingThisPossible… 200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 600+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.

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