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The future of the modern workplace and Office 365

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Presented by Sam Marshall, ClearBox at SharePoint Conference 2019

Published in: Technology
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The future of the modern workplace and Office 365

  1. 1. The future of the modern workplace and Office 365 Sam Marshall @sammarshall Owner ClearBox Consulting Ltd. clearbox.co.uk
  2. 2. Sam Marshall sam@clearbox.co.uk @sammarshall I’m the owner of ClearBox Consulting in the UK. I’ve specialised in intranets and the digital workplace for over 19 years, working with companies such as GSK, Vodafone, TUI Travel, Sony and Unilever. My current activities focus on intranet and digital workplace strategy, SharePoint in-a-box products and the business side of Office 365.
  3. 3. Our work clearbox.co.uk/sp-intranets
  4. 4. The evolution of the modern workplace
  5. 5. Workwas hard,dirtyand dangerous
  6. 6. Nowwecan workfrom anywhere
  7. 7. “It’saUnixsystem–Iknowthis!”
  8. 8. 25 years ago we were all excited about virtual reality
  9. 9. We’re pretty bad at predicting how technology will be used in practice Technology increases options for how we work, but doesn’t give us a plan We should define the principles of what matters to people, and keep that as the constant as our workplaces evolve Whatdoesthattellus?
  10. 10. It’s Office 365… I know this!
  11. 11. 3. Think beyond Office 365 2.1 Find- ability 1.Focus on the employee experience 2. Join the gaps in the modern workplace 2.3 Firstline Workers2.2 Notifi- cations
  12. 12. 1.Focus on the employee experience
  13. 13. Customer experience
  14. 14. Transformed customer experience
  15. 15. Employee experience: how can we use technology to improve our relationship with our employees?
  16. 16. Meet Monty
  17. 17. Timespentinthemodernworkplace 1 2 3 4 5 6 7
  18. 18. Chart Title 1 2 3 4 5 6 7 Timespentinthemodernworkplace Chart Title 1 2 3 4 5 6 7 1 2 3 Document collaboration 5 6 7 Replace attachments with OneDrive & SharePoint
  19. 19. Employee Journey: Book training Calls the HR help desk. Waits a while. Told it’s not training, but ‘L&D’. Goes on the intranet and searches for ‘training. Sees many policy and .ppt files. Browses the intranet menu. Eventually finds ‘L&D’ under Central services’ New log in to the ‘Learning Management’ system. Finds several suitable courses listed. Clicks ‘Book’. Manager not listed as an ‘approver’. Unsure what ‘cost code’ to use. Yammers a colleague to ask what to do about approval. 1 2 3 4 5 6 7 20 minutes 10 seconds What’s my password this time? OK, this must be it. Search never works How am I supposed to know these things? This all makes sense I need to get back to my deadlines. “Fine” - whatever. Chance to learn something new. Persona: Monty – Project Administrator; not overly enthusiastic about training but happy to do the ‘right thing’. Keen to get back to his design work.
  20. 20. If we make simple tasks hard, employees have nothing left for the hard tasks @sammarshall
  21. 21. Actual Whopper • Rotated to most attractive angle • With cheese • Slightly fluffed up, for picture Advertisements Expectations vs Reality Source: boredpanda.com/fast-food-ads-vs-reality
  22. 22. Happy employees are more productive, provide a better customer experience and cost less
  23. 23. 21% higher Profitability for top vs bottom quartile employee engagement 41% lower absence rate for engaged employees 2017 Gallup Q12 meta-analysis 28 Weeks Average time it take new hires to get up to speed Oxford Economics 2014
  24. 24. A well designed modern workplace makes for happier employees
  25. 25. “I have the tools and equipment to do my work right”. 2017 Gallup Q12 meta-analysis Low score is strongest indicator of job stress
  26. 26. “we analyzed the 64,000 specific workday events reported in the diaries or 238 professionals: of all the events that engage people at work, the single most important — by far — is simply making progress in meaningful work.” Amabile & Kramer in “The Progress Principle”
  27. 27. The modern workplace can support digital transformation, it doesn’t define a vision for what that transformation should be.
  28. 28. What’s the biggest factor in workplace success: the people side or the technology side? @sammarshall
  29. 29. Have resource that champions Employee Experience People change IT
  30. 30. 3. Think beyond Office 365 2.1 Findability 1.Focus on the employee experience 2. Join the gaps in the modern workplace 2.3 Firstline Workers2.3 Notifi- cations
  31. 31. 2.1 Findability 2. Join the gaps in the modern workplace 2.3 Firstline Workers2.3 Notifi- cations
  32. 32. Time spent in the modern workplace 1 2 3 4 5 6 7
  33. 33. 1. Findability
  34. 34. enterprise search precious content
  35. 35. What did you use before Google?
  36. 36. Credits: https://www.webpagefx.com/blog/web-design/popular-search-engines-in-the-90s-then-and-now/
  37. 37. Your paternity leave entitlement is: Questions? Jo Malone is your HR rep Apply for paternity leave Employee handbook: paternity leave section 6 days vacation remaining J F M A M J J A S O N D 10 days Provideanswersnotlinks
  38. 38. MicrosoftSearchisahugestepintherightdirection
  39. 39. Micro applications in search - AstraZeneca
  40. 40. 2. Integrated notifications
  41. 41. Pressures on the employee experience 92 5 11 3 6 2 1 2 1 3 14 2 80 2 5 17 “Modern workplaces are interruption factories” David Hansson, Basecamp 96
  42. 42. 17
  43. 43. A new version of Adobe Reader is available Grumpy cat  Lights left on in car park B Celebrity to open new wing
  44. 44. Future of the activity stream Blink / Workgrid / SaphoiOS and Android notifications Teams?
  45. 45. Microservices at Wells Fargo
  46. 46. 3. Firstline workers
  47. 47. Firstline worker value Customer feedback Product performance Process improve- ments
  48. 48. Office365mobile isgettingbetter
  49. 49. COWIFieldNotes Screenshot courtesy of COWI / @ninanikolaisen
  50. 50. COWI team sites are embedded in how they work
  51. 51. Liberty Mutual & Workgrid
  52. 52. 3. Think beyond Office 365 2.1 Findability 1.Focus on the employee experience 2. Join the gaps in the modern workplace 2.3 Firstline Workers2.3 Notifi- cations
  53. 53. 3. Think beyond Office 365
  54. 54. Office 365 needs to be planned as part of a wider employee experience approach
  55. 55. Office365 is like a Swiss army knife...
  56. 56. ...but if only it was that simple
  57. 57. ...each user’s experience of Office 365 should be pitched to their world
  58. 58. Collaboration ismorethandocuments Expert Process • Surveying • Diagnosis • Insurance underwriting • Health & Safety assessment Rich Collaboration • Product development • System implementation • Service design Embedded Process • HR request forms • Facility Bookings • Checklists • Rota scheduling Ad-hoc interaction • Information requests • Status Updates SIMPLE STABLE COMPLEX EVOLVING
  59. 59. Matchingtoolstocollaboration processes Expert Process • Workflow tools • Data manipulation • Search & reference • Checklists • Customised tools Rich Collaboration • Document versioning • Joint viewing & editing • Online discussions • Group knowledge management • Status sharing Embedded Process • Online Forms • Notifications • Status tracking • Process documentation Ad-hoc interaction • Simple comms (IM, email, phone) • Info-sharing • Social networks EVOLVING SIMPLE STABLE COMPLEX
  60. 60. HowOffice365maps Expert Process • Dedicated tools • K2 / Nintex • PowerBI • Checklists • Customised tools (e.g. Excel macros) Rich Collaboration • SharePoint Team sites • Office co-editing • Yammer - structured • SharePoint for KM (libraries / doc center) Embedded Process • SharePoint lists • Forms • Flow • Power Apps Ad-hoc interaction • Teams • Kaizala • Yammer – unstructured • OneDrive EVOLVING SIMPLE STABLE COMPLEX
  61. 61. 3. Think beyond Office 365 2.1 Findability 1.Focus on the employee experience 2. Join the gaps in the modern workplace 2.3 Firstline Workers2.3 Notifi- cations Bringing it all together
  62. 62. Digital workplace framework Services Communicate and engage Collaborate Find & share Business applications Agile working Management Strategy Governance & operations Adoption User experience Technology & security
  63. 63. Current Desired Communicate and engage Collaborate Collaborate Find & Share Find & share Business ApplicationsBusiness applications Agile WorkingAgile working
  64. 64. Digital workplace – SharePoint role Agile Working Mobile Anywhere Access Physical Spaces Agile work support Business Systems Employee Services Business Applications Find & Share Find People Search Store & Retrieve Classify Notify & Filter Collaborate Formal Collaboration Informal Collaboration Real-time Collaboration Innovation External Collaboration Personal Productivity Formal Communication Two-Way Communication Orientation Communicate and Engage
  65. 65. A move to headless CMS
  66. 66. In summary….
  67. 67. We need to: Your paternity leave entitlement is: Questions? Jo Malone is your HR rep Apply for paternity leave Employee handbook: paternity leave section 6 days Holiday remaining J F M A M J J A S O N D 10 days 3. Think beyond Office 365 1.Focus on the employee experience 2. Join the gaps in the modern workplace
  68. 68. RFP Nobody’s better placed than you to deliver it!
  69. 69. Thank you
  70. 70. Thank you Questions aka.ms/SPC/Sessions/BRK101 Share slides and resources from this session clearbox.co.uk/blog More about these ideas on my blog https://www.clearbox.co.uk/digitalworkplace/ Town planning poster clearbox.co.uk/sp-intranets SharePoint intranets in-a-box report https://www.cmswire.com/digital-workplace/what- microservices-bring-to-the-digital-workplace/ Microservices and Wells Fargo case study aka.ms/M365Roadmap Discover what’s coming with the Microsoft 365 Roadmap @sammarshall #SPC19 Follow me and share this session Think about the total employee experience Focus on the ‘glue’ for the modern workplace Plan beyond Office 365

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