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.

1. Webinar
Scaling
enterprise
intranets in
Office 365

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. Your webinar hosts
Sam Marshall
Managing Director
@SamMarshall
Flemming Goldbach
VP of Product
@fgoldbach

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.
clearbox.co.uk
Sam Marshall
Managing Director
@SamMarshall

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 wizdom-intranet.com to learn more.
Flemming Goldbach
VP of Product
@fgoldbach

6. What is your
biggest challenge?
Poll

7. Agenda
 Reach – geography and language
 Depth – adoption and front-line
 Features
 Office 365 considerations

8. Reach

9. Extending Reach
 Extending geographies
 Extending governance
 Multiple languages

10. Extending to new geographies
Centralised De-centralised

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. Examples
Loosely governed Tightly governed

13. One Organization's Governance
Model
Loosely governed Tightly governed
Knowledge
Articles
Corporate
News
Policies &
Procedures

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. 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. UK
Business
French
Business
Italian
Business
Multiple Languages

17. UK
Business
French
Business
Italian
Business
GlobalGlobal on top

18. Strategy Products Italy HR
Intranet Home
Multi-lingual

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. Depth

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. 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. 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. 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. 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. Features

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. •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. Swisscom
Courtesy of Swisscom / @ThomasMaeder

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. 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. Office 365
considerations

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. Q&A

35. SharePoint intranets in-a-box
10% off
WizdomWebinar
clearbox.co.uk
34 intranet products reviewed
430 pages
Immediate download
Our expert assessments of products
that transform SharePoint into a useful
and useable intranet.

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. Connect
ClearBox Consulting
clearbox.co.uk
@ClearBox
hello@clearbox.co.uk
+44 (0) 1224 458746
Treliske House, Queens Park Road,
Chester, CH4 7AD, UK
Wizdom
wizdom-intranet.com
@wizdom_intranet
info@wizdom-intranet.com
+45 38 41 25 30
Horkaer 18, 2730 Herlev,
Copenhagen, Denmark