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State Of The Industry: What's Changed In The Past Few Years With Digital Workplaces & Why It Matters

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Office 365 and SharePoint are evolving fast. A few years ago many of us may have begun modernizing our Digital Workplace environments - planning an upgrade or a migration to a new SharePoint server or even SharePoint Online. Since that time many things have changed in both SharePoint and Office 365, not to mention within our organizations. New services have been added, and many of those services are improving with each passing month. What approaches, strategies and rollout models are other organizations using? What can we learn from their successes?
Join us for this facilitated and interactive discussion where instead of just looking forward, we look back into key changes that we all need to understand better. This discussion will be facilitated by Richard Harbridge, a Microsoft MVP, and internationally recognized expert on Office 365 and SharePoint. Together we will discuss what has changed in the past few years for developers, IT professionals, and Digital Workplace leads while exploring how organizations are leveraging related Microsoft services in different ways today.

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State Of The Industry: What's Changed In The Past Few Years With Digital Workplaces & Why It Matters

  1. 1. WHAT'S CHANGED IN THE PAST FEW YEARS WITH DIGITAL WORKPLACES & WHY IT MATTERS Presented By: Richard Harbridge (@RHarbridge) #E&P KM
  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 EMAIL ME: RICHARD@2TOLEAD.COM
  3. 3. DIGITAL WORKPLACE STRATEGY… Great, we know who you are Richard, but what do you do on a daily basis? - Intranets? - Extranets? - Departmental Portals? - Project Sites & Team Sites? - Enterprise Social Networks? - Document Management? - Records Management? - Process Improvement? - Centers Of Excellence & Technology Adoption? - And much more….
  4. 4. NAVIGATION What's Changed & Why Does It Matter?
  5. 5. NAVIGATION… While mega menus and other innovations were implemented navigation was always structure based, or managed. With special directory style pages.
  6. 6. 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.
  7. 7. Office 365’s SharePoint home is now a more modern site directory experience. New features like activity roll ups, and quick follow/share options are the start. DYNAMIC NAVIGATION…
  8. 8. Navigation has more capabilities out of the box for connecting sites. However this is pretty limited without customization or 3rd party support. MODERN NAVIGATION… Simple OOTB Hub Nav
  9. 9. Navigation has more capabilities out of the box for connecting sites. However this is pretty limited without customization or 3rd party support. MODERN NAVIGATION… Simple Modern Global Nav (Custom)
  10. 10. While structured and managed navigation is still valid in today’s world it is also important to improve navigation with powerful capabilities like search. SEARCH BASED NAVIGATION…
  11. 11. 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. MORE NAVIGATION & CONTENT…
  12. 12. NEWS & PAGES What's Changed & Why Does It Matter?
  13. 13. Easily create powerful, beautiful looking pages WYSIWYG authoring Multi-column sections Drag/ drop editing RTE & Paste support OOB web parts Page Templates PAGES & AUTHORING… Fast and improved news/page authoring builds on what is already available. Microsoft provides many new client side web parts.
  14. 14. Some controls like the hero spotlight or the ability to pin documents to the top of a library can be great ways to spotlight key content and are quite intuitive. PAGE CONTROLS…
  15. 15. There is still a great use for custom controls to simplify authoring, improve experiences, or provide richer integration. PAGE CONTROLS…
  16. 16. NEW HUB SITES & TEMPLATES… Team sites and communication sites will roll up into hub sites. This allows modern rich sites for all but the homepage and special situations.
  17. 17. Supported Via 3rd Party Out Of The Box● A PERSONALIZED CORPORATE CONTENT EXPERIENCE More OOTB capabilities make it easier to add personalization to pages. The creation of dashboard pages or personalized rollups continues to improve. PERSONALIZATION…
  18. 18. A PERSONALIZED CORPORATE CONTENT EXPERIENCE Employees can have the ability to control what content is important to them. You can even extend what is there with custom or third party options. PERSONALIZATION… Supported Via 3rd Party
  19. 19. News should have insights such as the number of comments, likes, views and more to bring content forward while encouraging engagement. NEWS… Out Of The Box● Supported Via 3rd Party
  20. 20. The model of news being personalized based on region was only the beginning. We will go beyond this and target and share team, departmental and other news. INTRANETS… 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’ll see team news (that matters to you) on the homepage soon enough.
  21. 21. MOBILITY What's Changed & Why Does It Matter?
  22. 22. Your Intranet is responsive by design, but you could also enable better site experiences on mobile devices. Extending team or departmental reach. MOBILITY IS MORE THAN ACCESS…
  23. 23. NEW EXPERIENCES MATTER… Capabilities like bookmarking, notifications, and more help you not only stay up to date, but follow up when a better time is available.
  24. 24. ENTERPRISE CONTENT MANAGEMENT What's Changed & Why Does It Matter?
  25. 25. CONTENT SERVICES What's Changed & Why Does It Matter?
  26. 26. Intelligent queries, predictive indexing, sort view by indexed column (like date), and in the future auto index logic will work for libraries larger than 20,000. SHAREPOINT ONLINE LIMITS…
  27. 27. Smart filters chosen by default, pin columns you filter often, thumbnail-centric library view, inline contextual information panel, and simple move/copy gestures. MODERN LIBRARIES & LISTS…
  28. 28. Helps users focus on files that are pending, incomplete, or otherwise need Attention. Response to required properties in modern UI being too “soft”. ATTENTION VIEWS…
  29. 29. Conditional Formatting Action Links Flow Buttons Data Visualizations Apply styling to a field, depending on that field’s value or range of values Create a hyperlink to another page or Web address, based on the value in the field Create a button that kicks off a Flow on the corresponding item Use icons and CSS to decorate fields with visual indications of trends and progress Column formatting can use scenario patterns to apply a format to SharePoint views making it easier to differentiate key information. COLUMN FORMATTING…
  30. 30. By centralizing and governing the creation of ‘spaces’ or sites we can improve content organization drastically with things like default metadata and templates. HOW CAN WE BUILD SITES BETTER?
  31. 31. Connect to/from document libraries, route, alert, & set actions. Moving document attachments from email & use teams to establish email addresses for library folders. FLOW FOR DOC MANAGEMENT…
  32. 32. Tap allows consume section of document in other documents via search. Can also insert Metadata as quick parts. Word SharePoint properties panel. View and edit document metadata directly inside Word 2016 on Windows. (Tap isn’t in Canada yet). WORD INTEGRATION…
  33. 33. Configure labels and document retention across the suite. IMPROVED COMPLIANCE…
  34. 34. SEARCH What's Changed & Why Does It Matter?
  35. 35. 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. SEARCH BASED ON POPULARITY…
  36. 36. Great search is essential – and achievable – with attention SIMPLIFY FOR THE USER… Apply best practices like predictive search as you type, personalization, and zero-term search. Fewer clicks => More Adoption.
  37. 37. Supported Via 3rd Party Great search is essential – and achievable – with attention SIMPLIFY FOR THE USER… Apply best practices like predictive search as you type, personalization, and zero-term search. Fewer clicks => More Adoption. Supported Via 3rd Party
  38. 38. Familiar, fast, rich experience for users accustomed to using their Windows to find what they are looking for. Local and O365 blended results. SEARCH BEYOND THE BROWSER…
  39. 39. Search is about more than just documents. Capture whiteboards, business cards, maps, screenshots, receipts, x-ray images, and more and watch it index. BEYOND DOCUMENTS…
  40. 40. MULTI GEO SUPPORT… Multi-Geo search and services stores data locally in a region and ensures data remains in that region if desired. Combine this with site level conditional access.
  41. 41. Suggested content saves time. Over time the questions users ask can be used directly and search will deliver the answer naturally to users. QUESTION AND ANSWER…
  42. 42. DISCUSSIONS & CHATS What's Changed & Why Does It Matter?
  43. 43. DISCUSSIONS & CHATS… We might do bulk IM messages, reply all emails, or if you are lucky you might have some discussion boards.
  44. 44. Today we have a better set of IM and ad-hoc discussion tools, orgs are using Office 365 Groups and Yammer to improve distribution lists and discussion boards. DISCUSSIONS & CHATS…
  45. 45. Office 365 Groups Outer LoopInner Loop Files Sites Content SharePoint Where should we start a dialog? Shifting more and more away from email where possible and into Teams and Yammer for our daily communication needs. DISCUSSIONS & CHATS…
  46. 46. Where should we start a dialog? Shifting more and more away from email where possible and into Teams and Yammer for our daily communication needs. DISCUSSIONS & CHATS…
  47. 47. Where should we start a dialog? Shifting more and more away from email where possible and into Teams and Yammer for our daily communication needs. DISCUSSIONS & CHATS…
  48. 48. Microsoft Teams provides a way to work in a team focused hub that is persistent. Teams integrates with the other convo tools while improving on the experience. Teams DISCUSSIONS & CHATS…
  49. 49. Even Outlook is becoming more actionable and integrated. Less about notification and more about taking action that is streamlined. This is also true in Teams. DISCUSSIONS & CHATS…
  50. 50. Nearly 20% of companies have already deployed chatbots in the workplace, with an anticipated 57% by 2021. DISCUSSIONS & CHATS…
  51. 51. MEETINGS What's Changed & Why Does It Matter?
  52. 52. More people can participate, on more devices, from more places.
  53. 53. @RHARBRIDGE Record your meetings, make them available to staff in you team, site or in O365 videos.
  54. 54. Meetings when conducted and recorded are closed captioned, this also allows you to search against the full transcript to jump to that moment in the video. MODERN MEETINGS WITH TEAMS…
  55. 55. We can target specific pain points such as how we handle preparing, organizing and executing meetings or by going beyond basic extranet file sharing. HOW COULD WE IMPROVE OTHER EXPERIENCES?
  56. 56. INTEGRATION What's Changed & Why Does It Matter?
  57. 57. 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) 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.
  58. 58. TIME TO VALUE FOR INTEGRATION… We optimize for MVP and iterative improvement today. Accelerating IT’s ability to integrate faster and deliver value sooner. Secure Budget (On Promise Of Immediate Value) Build Business Case Analyze & Design For Priority Needs Build MVP Or Iterate Solution Test & Deploy Solution (Often Direct To Production) Secure Budget (On Realization Of Value & Feedback)
  59. 59. Arguably this is made much better by improvements in development patterns, as well as a reduction in complexity of deployment/risks. TIME TO VALUE FOR INTEGRATION…
  60. 60. 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. Full Trust Code Web Parts Features Event Receivers
  61. 61. 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. Client Side Web Parts Cloud Services
  62. 62. 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 val. TIME TO VALUE FOR INTEGRATION…
  63. 63. Microsoft Flow allows organizations and individuals to automate workflows that integrate with existing SaaS services and business apps that users rely on today. TIME TO VALUE FOR INTEGRATION…
  64. 64. Now it doesn’t just need to be IT who is meeting integration needs. TIME TO VALUE FOR INTEGRATION…
  65. 65. SIMPLE INTEGRATION… When provisioning spaces connect them based on your IA and provisioning process. Example change Outlook Conversations link to the Team.
  66. 66. 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. Supported Via 3rd Party
  67. 67. FORMS & PROCESS What's Changed & Why Does It Matter?
  68. 68. FORMS & PROCESSES… We may have built forms in previous tools but they were not mobile enabled and are often challenging to update or improve. No new versions. Supported to 2026.
  69. 69. SurveysCustomer Profile Collection Customer Profile Collection Employee Satisfaction Survey Event Feedback Organizing Team Activities Quizzes Classroom Quizzes and Assessments HR Training PollsQ&A Town Hall Q&A Presentation Polling Ideation Information Gathering Partnership Application Organizing Team Activities Event Registrations MICROSOFT FORMS… There are many uses for Microsoft forms alongside PowerApps and Flow.
  70. 70. PowerApps that solve business challenges are added directly into SharePoint. Better experiences for common flow activities like approvals are leveraged. FORMS & PROCESSES… Teams
  71. 71. PowerApps Web Part can make it easy to add PowerApps to a page for many common form scenarios throughout your Intranet, teams and sites. FORMS & PROCESSES… Teams
  72. 72. ACCESS & CONTROL What's Changed & Why Does It Matter?
  73. 73. MANAGING ACCESS & CONTROL… While core documents are managed and controlled many other places like team or departmental collaboration suffer from permission challenges.
  74. 74. MANAGING ACCESS & CONTROL… We use dynamic groups with membership defined as a rule, rather than as a static list of members. We expire groups (if need not attested). Expiring Groups Admins set a duration after creation when group owners need to attest the continuing need for their group. Else it’s deleted. One Identity Azure Active Directory (AAD) is the master for group identity and membership across Office 365 (Exchange, SharePoint, Yammer, Teams, Planner, Power BI, etc.)
  75. 75. MANAGING ACCESS & CONTROL… Throughout the Office 365 experience for SharePoint or OneDrive content access control is readily available and easy to understand as an end user.
  76. 76. MANAGING ACCESS & CONTROL… Sharing is also intuitive and easy across Windows, Office and SharePoint. This increases the ease of sharing SharePoint content wherever you work.
  77. 77. MANAGING ACCESS & CONTROL… Make it easy to manage access and ensure the wrong kind of sharing doesn’t take place – whether internal or external.
  78. 78. EXTERNAL COLLABORATION What's Changed & Why Does It Matter?
  79. 79. EXTERNAL COLLABORATION… External access may have involved significant effort for onboarding, user management, access control, and we had unsanctioned tools popping up.
  80. 80. EXTERNAL COLLABORATION… We have an effective SharePoint Extranet strategy with many sites while also providing lower friction options for specific users if needed.
  81. 81. 1. Notifications To Track Access 2. They Can See All Files In One Place 3. Per Group – Sharing Controls… 4. Much More! EXTERNAL COLLABORATION… There is a lot of additional control, extensibility, and more options coming to Office 365 and Azure that enrich the external collaboration story.
  82. 82. WORK MANAGEMENT What's Changed & Why Does It Matter?
  83. 83. WORK MANAGEMENT… We have had the need to manage tasks for ages, the issues we thought were aggregating tasks and making it easier to manage them. Turns out the biggest gap was actually collaborating on tasks (not working on your own).
  84. 84. WORK MANAGEMENT… Now we have a modern task management experience focused on easier collaborative task management.
  85. 85. Significant enhancements are coming for Planner such as templating, integrating it with To-Do, and Project Online over time. WORK MANAGEMENT…
  86. 86. PROFILES & EXPERTISE What's Changed & Why Does It Matter?
  87. 87. PROFILES & EXPERTISE… Typically we would customize profiles to try and make them even more useful. OOTB was basic, the main issue was people not filling them out.
  88. 88. PROFILES & EXPERTISE… Instead of custom profiles we now have rich profiles where new functionality is continually added. About more than just the user details.
  89. 89. PROFILES & EXPERTISE… Profiles are embedded in more places. Instead of just a contact they now surface activity of that user (recent documents today, more in the future).
  90. 90. PROFILES & EXPERTISE… Tools already monitor your directory for information that is missing, incorrect or out-of-date. Pro-actively reaching out to users.
  91. 91. PROFILES & EXPERTISE… …Don’t forget that there are more improvements coming from strategic investments like Microsoft’s in LinkedIn that can improve the expertise story.
  92. 92. ANALYTICS What's Changed & Why Does It Matter?
  93. 93. We have had analytics, but only administrators or really advanced users could get them, and even then the format and usability was low. ANALYTICS…
  94. 94. Analytics are now integrated into key experiences to help users improve, understand, and take action. They are brought to the surface. ANALYTICS…
  95. 95. Organizations and leaders are piloting and exploring merging models of individual productivity analytics and organizational analytics that are very rich today (E5). ANALYTICS…
  96. 96. Far more is tracked today than ever before, and better reporting is continually being made available to help make sense of all this data. ANALYTICS…
  97. 97. http://Office365Metrics.com contains guidance on ways to measure Office 365 & samples of common business impacts it can drive. ANALYTICS…
  98. 98. ANALYTICS… The trend for surfacing more actionable analytics to teams, and users will continue.
  99. 99. Workplace Analytics (now available for orgs with over 5k users) is already driving better guidance for all organizations based on analytics available. ANALYTICS…
  100. 100. CLOSING What's Changed & Why Does It Matter?
  101. 101. What if we look at our own organizations technology radar? Inspired by StepTwo’s Digital Workplace Radar Landed (Now to 6 Months) Circling (6-24 Months+) In Flight (Future) WHAT DOES YOUR TECHNOLOGY RADAR LOOK LIKE?
  102. 102. Getting AD Integrated Exchange Migration Outlook & Office Migration (Pro Plus) Skype For Business Intranet Social (Yammer) Extranet OneDrive For Business SharePoint For Document Management Team Site Deployment Every organization’s journey is a little different, but often follow a similar path to getting more out of Office 365. What do you need to plan for? Trust The Cloud WHAT DOES YOUR TECHNOLOGY RADAR LOOK LIKE? MSFT Stream (Video)
  103. 103. Thank You! E&PKM’samazingteamformakingthispossible. 180+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.

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