Intranets in the Cloud: What you need to know #spsmontreal

INTRANETS IN THE CLOUD: WHAT YOU NEED TO KNOW
In this session we will explore, the benefits Office 365 brings to an intranet, where the
issues and challenges will lie and when and how you may integrate Office 365 with
your existing intranet and digital workplace today...
Presented by Kanwal Khipple (@kkhipple)
#SPSMONTREAL
SharePointSaturday
Montreal2018

SPEAKER | AUTHOR | SUPER GOOD LOOKING
KANWAL KHIPPLE, CEO
@kkhipple
bit.ly/linkedinkk
2014 2015

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

BENEFITS OF INTRANETS IN THE CLOUD
BEST PRACTICES FOR INTRANETS IN OFFICE 365
NEXT STEPS
What we are going to cover today

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

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

NO MORE TECHNOLOGY UPGRADES…
It is more challenging to meet modern expectations on legacy technology. By leveraging cloud
technology you no longer need to upgrade.

INTRANET PLANNING…
Over 100 pages of Intranet & O365 guidance at
NEWS & PAGES
Keeps employees informed
by targeted, easy to publish
articles.
TOOLS & QUICK
ACCESS
Accessible and rapid access
with single sign on to key
tools/apps.
LEADERSHIP MESSAGING
Amplifies reach and impact of leader
communications.
SHARED STORIES
Giving employees a voice
and way to share with the
organization.
MOBILE EXPERIENCE
Provides the Intranet to employees
anywhere at anytime, and on any device.
EVENTS
Shared calendar experiences to stay
up to date on corporate and
divisional events.
ENGAGING SOLUTIONS
Foster engagement with
compelling solutions to business
challenges.
ENTERPRISE SOCIAL
Integrate and enhance from
commenting to interactive
polls.
CONTENT SEARCH
Powerful full text search available
across the entire Intranet and in
specific collections.
VIDEO
Storage, conversion
and optimized
playback of video.
FORMS
Providing
rich forms.
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.
FLEXIBLE
NAVIGATION
Powered by metadata, site
structure or search.
ACTIONABLE
ANALYTICS
Provide actionable
insights based on usage.
PEOPLE SEARCH
Intuitive, intelligent and
modern people search
experiences.
PEOPLE
RECOGNITION
Celebrating
talent/connecting people
within the organization.

TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION

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.
TODAY

DYNAMIC NAVIGATION…
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.
TODAY

MODERN 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
TODAY

MODERN NAVIGATION…
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.
TODAY

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.
TODAY

MORE NAVIGATION & CONTENT…
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.
TODAY

SHAREPOINT SITE CREATION EXPERIENCE…
While this is a powerful new capability that works great for many smaller orgs,
but for governance and navigation you may need and want more structure.
TODAY

NEW DESIGNS & TEMPLATES…
The ability to add custom themes, set a default site design, add additional site designs,
scope site designs to users, and more!
TODAY

MANAGE PROVISIONING…
By centralizing and governing the creation of ‘spaces’ or sites we can improve content
organization drastically with things like default metadata and templates.
TODAY

INCORPORATE THE SUITE BAR (AND DON’T
MODIFY IT)….
Design to take full advantage of the platform. Don’t ignore the power and benefit that the
suite bar provides between notifications and quick navigation.
LARGE
MEDIUM
SMALL
TODAY

APP LAUNCHER & SINGLE SIGN ON
EXPERIENCE…
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.
TODAY

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.
TODAY

TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION
ACTIONABLE
ANALYTICS
Provide actionable

ANALYTICS…
We have had analytics, but only administrators or really advanced users could get them,
and even then the format and usability was low.
PAST

ANALYTICS…
Analytics are now integrated into key experiences to help users improve, understand, and take
action. They are brought to the surface.
TODAY

ANALYTICS…
Organizations and leaders are piloting and exploring merging models of individual productivity
analytics and organizational analytics that are very rich today (E5).
TODAY

ANALYTICS…
The trend for surfacing more actionable analytics to teams, and users will continue.
SOON

ANALYTICS…
Far more is tracked today than ever before, and better reporting is continually being made
available to help make sense of all this data.
TODAY

ANALYTICS…
Workplace Analytics is already making digital workplace KPI’s part of key executive decision
making to drive better results for many organizations.
TODAY

ANALYTICS…
http://Office365Metrics.com contains guidance on ways to measure Office 365 & samples
of common business impacts it can drive.
TODAY

PEOPLE SEARCH
experiences.
CONTENT SEARCH
TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION
ACTIONABLE
ANALYTICS
Provide actionable

SEARCH BASED ON POPULARITY…
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.
PAST

SEARCH BASED ON POPULARITY…
Familiar, fast, rich experience for users accustomed to using their Windows or Office clients to find
what they are looking for.
SOON

BEYOND DOCUMENTS…
Search is about more than just documents. Capture whiteboards, business cards, maps,
screenshots, receipts, x-ray images, and more and watch it index.
SOON

MODERN SEARCH…
We can get all this rich power of modern search and still leverage our own taxonomy and
enhance the search experience further.
SOON

SEARCH WHERE YOU ARE…
We can personalize, tailor and improve search by embedding it in the experience and use
predictive search – type and see immediate preview results in context.
TODAY

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.
SOON

QUESTION AND ANSWER…
Coming soon the questions users ask can be used directly and search will deliver the answer
naturally to users.
SOON

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.
PAST

Instead of custom profiles we now have rich profiles where new functionality is continually
added. About more than just the user details.
TODAY

Profiles are embedded in more places. Instead of just a contact they now surface activity of that
user (recent documents today, more in the Soon).
TODAY

Tools already monitor your directory for information that is missing, incorrect or out-of-
date. Pro-actively reaching out to users.
TODAY

Don’t forget that there are more improvements coming from strategic investments like
Microsoft’s in LinkedIn that can improve the expertise story.
SOON

NEWS & PAGES
articles.
communications.
EVENTS
divisional events.
PEOPLE
RECOGNITION
Celebrating
PEOPLE SEARCH
experiences.
CONTENT SEARCH
TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION
ACTIONABLE
ANALYTICS
Provide actionable

NEWS & PAGES…
Fast and improved news/page authoring builds on what is already available. Microsoft
provides many new client side web parts.
Easily create powerful,
beautiful looking pages
WYSIWYG authoring
Multi-column sections
Drag/ drop editing
RTE & Paste support
OOB web parts
Page Templates
TODAY

PAGES & AUTHORING…
Use modern pages/news whenever possible. It is richer with sharing, personalization,
integration and more.
TODAY

NEWS & PAGES…
Use modern pages/news whenever possible. Control of page design or page layout is the
only exceptions. Process and metadata aren’t blockers.
SOON

NEWS & PAGES…
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.
SOON

NEWS & PAGES…
More OOTB capabilities make it easier to add personalization to pages. The creation of
dashboard pages or personalized rollups continues to improve.
TODAY

EVENTS
Encouraging users to share events and giving them an opportunity to connect with each
other
TODAY

Enabling your champions and leaders to connect with employees.
TODAY

PEOPLE RECOGNITION
Finding ways to recognize employees and their accomplishments
TODAY

MOBILE EXPERIENCE
NEWS & PAGES
articles.
communications.
EVENTS
divisional events.
PEOPLE
RECOGNITION
Celebrating
PEOPLE SEARCH
experiences.
CONTENT SEARCH
TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION
ACTIONABLE
ANALYTICS
Provide actionable

RESPONSIVE DESIGN…
Responsive design is a default requirement. Every Intranet should be responsive by design.
Microsoft is incorporating in all modern site designs and so should you.
PAST

INTRANET IN YOUR POCKET…
What if you could also enable better site experiences on mobile devices. What if you could
design for the user? Extending team or departmental reach.
TODAY

INTRANETS…
Capabilities like bookmarking, notifications, and more help you not only stay up to date, but
follow up when a better time is available.
TODAY

MOBILE EXPERIENCE
ENTERPRISE SOCIAL
polls.
ENGAGING SOLUTIONS
challenges.
SHARED STORIES
organization.
NEWS & PAGES
articles.
communications.
EVENTS
divisional events.
PEOPLE
RECOGNITION
Celebrating
PEOPLE SEARCH
experiences.
CONTENT SEARCH
TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION

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 Microsoft.
TODAY

ENTERPRISE SOCIAL…
This kind of usage of Yammer is especially helpful on content like news where
comments and social interaction can create more opportunities for engagement.
TODAY

BETTER YAMMER EXPERIENCES…
Continued innovation provides more styles and ways to integrate existing social tools like
Yammer into your Intranet.
TODAY

DISCUSSIONS & CHATS…
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.
SOON

SHARED STORIES
Building champions in an organization starts by encouraging and sharing failures
TODAY

ENGAGING SOLUTIONS…
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.
TODAY

MOBILE EXPERIENCE
ENTERPRISE SOCIAL
polls.
VIDEO
Storage, conversion
and optimized
playback of video.
FORMS
Providing
rich forms.
ENGAGING SOLUTIONS
challenges.
SHARED STORIES
organization.
NEWS & PAGES
articles.
communications.
EVENTS
divisional events.
PEOPLE
RECOGNITION
Celebrating
PEOPLE SEARCH
experiences.
CONTENT SEARCH
TOOLS & QUICK
ACCESS
tools/apps.
FLEXIBLE
NAVIGATION
ACTIONABLE
ANALYTICS
Provide actionable

MICROSOFT FORMS…
There are many uses for Microsoft forms alongside PowerApps and Flow.
Surveys Customer Profile Collection
Customer Profile Collection, Employee Satisfaction Survey
Event Feedback, Organizing Team Activities
Quizzes
Classroom Quizzes and Assessments
HR Training
Polls Q&A
Town Hall Q&A, Presentation Polling, Ideation
Information Gathering
Partnership Application, Organizing Team Activities
Event Registrations
TODAY

FORMS & PROCESSES…
PowerApps Web Part can make it easy to add PowerApps to a page for many common form
scenarios throughout your Intranet, teams and sites.
SOON

ENABLING NEW VIDEO EXPERIENCES…
Ready to go portal experiences like Office Video are easy to enable and embrace. All included in
Office 365.
TODAY

ENABLING NEW VIDEO EXPERIENCES…
From inserting and offline viewing, to subtitles and captions, these Video experiences are always
undergoing constant innovation and greater integration.
TODAY

Empower employees to be productive and engage
with their peers through an integrated employee digital
experience
OUR VISION

OUR USERS, OUR EXPERIENCE
Understanding needs from our users perspective guides our priorities
Theodore,
Connector
Kyle,
Collaborator
Judy,
Consumer
Eva,
Contributor
John,
Communicator

PAIN POINTS
• 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 combersome
• 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)
Frequency of the various pain points we’ve heard. Dominated by Culture, Adoption & Training
frustrations, followed by Workplace Communication & Collaboration.
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement

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

PRODUCT ROADMAP
As we unearth requests, we will align them based on priority and business value
CORE
COMPONENTS
CONTENTS
2018 Q1 Q2 Q3 Q4
R1 R2
OFFICE 365
BETA PILOT
TOP NAVIGATION
SOLUTION FRAMEWORK
OOTB BRANDING RESPONSIVE DESIGN
PAGE LAYOUTSHOME PAGE
TOP NAVIGATION
FOOTER
HERO SLIDER
EMPLOYEE SPOTLIGHT
STAFF DIRECTORY
RESPONSIVE DESIGN
SPOTLIGHT PAGES
SITE DESIGNS HUB SITES PAGE TEMPLATES? ???

ADOPTION CAMPAIGN
Map out adoption needs in a clear plan
TIP capture all user-drive
adoption requests
TIP create CoE to store all
material
TIP dedicate one adoption lead
per 2500 employees
TIP schedule frequent check-ins
TIP measure, test and repeat
MAR 2018 APR 2018 MAY 201

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.

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

My twitter handle is @kkhipple and I work at
Thank You!
Organizers, Sponsors and You for making this possible.
50+ SharePoint Presentations @ Slideshare.Net/kkhipple
When to Use What Whitepaper @ WhentoUseWhat.com
Intranets w/ Office 365 Whitepaper @ Office365Intranets.com
External Sharing w/ Office 365 Whitepaper @ Office365Extranets.com
and more!
Message Me On LinkedIn or Email Kanwal@Khipple.com
SPEAKER | AUTHOR | SUPER GOOD LOOKING

Intranets in the Cloud: What you need to know #spsmontreal

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