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Scaling enterprise intranets in office 365


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Webinar with Sam Marshall of ClearBox, and Flemming Goldbach of Wizdom
5th April 2018, 2pm BST / 3pm CEST / 9am EDT

In this webinar we’ll take a broad look at what it means to scale up a simple intranet in Office 365 into something enterprise-wide. We’ll look at the implications for going from a legacy single site intranet to a geographic or business-unit multi-site approach, often involving multiple languages and regulations too.

We’ll then consider how to deepen your intranet by expanding it to frontline workers and external partners, concluding with a look at the strengths and weaknesses of the Office 365 feature set.

We’ll cover:

Reach: how to scale to a global organisation, considering languages, regulatory differences, geographically distributed permissions, performance etc.
Depth: adoption, and expanding to frontline workers and external collaborators
Features: providing the same benefits and features of your current intranet with your new ‘platform-as-a-service’ solution, considering the lack of control you have over the underlying platform
O365: what it does really well, where add-on products are needed and how to adapt it for scale and global performance.

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Scaling enterprise intranets in office 365

  1. 1. Webinar Scaling enterprise intranets in Office 365
  2. 2. We will try to answer some questions during the webinar, and a few more at the end. Both participating companies will email you the recording within 48 hours (so you won’t miss it!). You can listen via your computer or by dialling the phone number in the email you received today. Housekeeping
  3. 3. Your webinar hosts Sam Marshall Managing Director @SamMarshall Flemming Goldbach VP of Product @fgoldbach
  4. 4. About ClearBox ClearBox Consulting is a specialist independent consultancy that believes in making the workplace a better and more productive experience.We understand technology, but we approach it from the people side first. Our goal is to help organisations collaborate and communicate more effectively.We specialise in intranets and the wider digital workplace, including internal social media, enterprise mobile strategies and real-time collaboration tools. Sam Marshall Managing Director @SamMarshall
  5. 5. AboutWizdom Building and delivering state-of-the-art digital workplaces is the lifeblood of what we do. Our top-rated intranet product offers components to build and brand a digital workplace on top of Microsoft’s SharePoint and Office 365, empowering close to 300 digital workplaces around the globe. Wizdom is headquartered in Copenhagen, Denmark and deliver solutions all over the world through partners. Visit us at to learn more. Flemming Goldbach VP of Product @fgoldbach
  6. 6. What is your biggest challenge? Poll
  7. 7. Agenda  Reach – geography and language  Depth – adoption and front-line  Features  Office 365 considerations
  8. 8. Reach
  9. 9. Extending Reach  Extending geographies  Extending governance  Multiple languages
  10. 10. Extending to new geographies Centralised De-centralised
  11. 11. Content governance models Loosely governed • Everyone can create any content anywhere • Utilize search technologies to surface relevant content to users • Reader must be critical to author and content Tightly governed • Content is created according to strict governance rules – often permission enforced • Utilize targeted navigation and thoughtful Information Architecture • Content is "approved" by its location
  12. 12. Examples Loosely governed Tightly governed
  13. 13. One Organization's Governance Model Loosely governed Tightly governed Knowledge Articles Corporate News Policies & Procedures
  14. 14. One Organization's Governance Model – add multiple regions Loosely governed Tightly governed Knowledge Articles Corporate News Policies & Procedures Knowledge Articles Corporate News Policies & Procedures Region A Region B
  15. 15. Content Governance is key  Define types of content and their governance model  Ownership, contact and revision date on all content  Regularly follow-up on usage and content relevance  Training, guidance and tools to content owners and editors
  16. 16. UK Business French Business Italian Business Multiple Languages
  17. 17. UK Business French Business Italian Business GlobalGlobal on top
  18. 18. Strategy Products Italy HR Intranet Home Multi-lingual
  19. 19. ContentVariants Approach  CMS contains each content item in multiple languages  CMS delivers content item matching user language choice  Workflow manages versions Strategy Products Italy HR Intranet Home
  20. 20. Depth
  21. 21. Supporting frontline workers  Digital devices more pervasive  Opportunities  Direct customer / product experience feedback  Photo / video sharing  Cost savings for employee services  Issues to consider:  Screen dominated by process-specific app  Unreliable connectivity  Challenging environment for UX
  22. 22. Case: Retail and Distribution • In-store staff regularly need to perform audit of store facilities and adjacent areas • Direct access to relevant Policies and Procedures from Mobile device • Attest that inspection was done, and add comments to inspection when necessary • Supporting offline inspections Mobile App for in- store staff to perform mandatory inspections digitally Previously used paper forms and walking back and forth between desktop PC and area to be inspected
  23. 23. Case: Maritime Pilotage • Pilots navigating ships need access to updated knowledge provided by peers and Backoffice staff • Direct information about weather, water levels etc. in serviced harbours • Role-based responsive pages targeted specific use cases when performing pilot work Targeted role-based pages optimized for pilot mobile use cases Previously Pilots only used the Intranet on shared desktop PCs during "down-time"
  24. 24. External user access  Office 365 provides built-in infrastructure for external access  Opportunities  Collaborate directly with external stakeholders  Build digital processes that spans outside own organization  Issues to consider:  Permission setting becomes even more important
  25. 25. Case: Engineering Company • Full collaboration across entire team (internal and external) on documents, templates, deliverables etc. • Shared guidance to ensure that methods and deliveries are aligned in project teams • Clearly defined roles including inherent permissions in projects to distinguish between roles and internal / external association Project collaboration between internal and external team members Previously project collaboration was done by sending documents back and forth by mail, or using un-sanctioned services
  26. 26. Features
  27. 27. •? POST LAUNCH •Development •Support •Rollout PHASE 3 •Governance •Detailed plan •Architecture & UX •Adoption & Comms PHASE 2 • Define objectives • Choose platform • Business case PHASE 1 Value starts +15 months 3 MONTHS 3 MONTHS 9 MONTHS Waterfall
  28. 28. •Launch Wave 1 •PilotWave 2 •Propose Wave 3... WAVE 2… •Initial launch •PilotWave 1 •Propose Wave 2 •Migrate rest of content WAVE 1 •New Platform •Migrate core content •Propose Wave 1 FOUNDATION •Vision •Set up team •Product selection PREPARATION Value starts +6 months 2 MONTHS 4 MONTHS 3 MONTHS 3 MONTHS Agile
  29. 29. Swisscom Courtesy of Swisscom / @ThomasMaeder
  30. 30. Agile and ‘in-a-box’ products  The agile approach is perfect with ‘in- a-box’ products  Have a big vision, but deliver value in increments  Pick a platform and product that matches your big vision  Continuously utilize more and more capabilities in the platform and product  Set an organization to support this continuous evolution
  31. 31. Select Product Project Portal Intranet Engineering Company, 13000 employees Business Initiative X Multiple parallel streams for different deliveries on Office365 / Wizdom Digital Workplace Digital Work- place strategy
  32. 32. Office 365 considerations
  33. 33. Office 365 scaling – things to know  SharePoint Online is a full scaled, full featured SharePoint secured and managed by Microsoft  Office 365 services are continuously updated  Your organization's SharePoint Online tenant is on a shared SharePoint infrastructure  SharePoint Online scales itself when you grow  Multi-geo distribution is planned for Office 365 – selected preview in 2018 – no G.A. date yet
  34. 34. Q&A
  35. 35. SharePoint intranets in-a-box 10% off WizdomWebinar 34 intranet products reviewed 430 pages Immediate download Our expert assessments of products that transform SharePoint into a useful and useable intranet.
  36. 36. FREE: See Enterprise Intranets • See a handful of enterprise deployments • Have a dialogue on what challenges were faced and how they were overcome: multi- language, multi-geo, multi-entity etc. Wizdom offer a free follow-up vision call with you to hear about real-life customer cases
  37. 37. Connect ClearBox Consulting @ClearBox +44 (0) 1224 458746 Treliske House, Queens Park Road, Chester, CH4 7AD, UK Wizdom @wizdom_intranet +45 38 41 25 30 Horkaer 18, 2730 Herlev, Copenhagen, Denmark