Starter Kit for Collaboration from Karuana @ Microsoft IT
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How does Microsoft IT approach the collaboration space? This Real World IT presentation is shared with customers worldwide to accelerate their ability to achieve more from their investments. Also includes links to success.office.com templates in context of how to use them to kick start better adoption of what is available in your enterprise. (Feb 2015)
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Starter Kit for Collaboration from Karuana @ Microsoft IT
- 2. Strategy Deck on Future of Collaboration O365 Adoption Kit Resources
- 5. Key attributes of a successful adoption approach.
- 6. (Examples)
- 7. Create Scenario Driven Teams Across Functions Business Outcome IT & Subject Experts Technology Providers Business & Users
- 8. Microsoft Approach: Leverage Connected Technologies SharePoint Yammer Lync/Exchange Profile Workflow Search Windows Azure Apps Power BI Business Productivity CRM Online; Line of Business Applications; Extended Systems
- 10. The Transformation of Communication PartnersCustomersProspects Sales ServiceMarketing HRR&DOperations Organizational silos Disconnected employee engagement Connected enterprise Connected employee engagement ? ? ? ?
- 11. Microsoft IT embraces an established adoption methodology to influence our audience & drive usage of our services Awareness Understanding Alignment Engagement Champion Service, Program or Policy awareness Do people “get” it? Can they articulate it? They are aligned with our core goal or service They actively use our program or service They enable it for teams They are evangelists for our program or service Internal Adoption Campaigns & User Groups / Business Relationship Staff
- 12. Microsoft Connected Employee Experience •Regional Portals •Organizational Sites •Programs / Projects •Start Here •NewsMix •Campus Experience •Other Primary Apps •MSW •HR Web •IT Web •Unify / InfoPedia •Academy •Enterprise Search •Quick Actions •Enterprise Directory •News & Events •People Search Experience Primary Portals Groups / Team Sites Modern Apps Social by Design MSW
- 16. Real World IT: Example Experiences MSW, Team Sites, Yammer Integration
- 17. Getting There
- 18. Get Creative Talk with your extended business partners to capture innovations for your business Create a Plan Utilize Microsoft’s resources and local partners to land a workable plan for your environment in meaningful phases Build Capabilities Develop key strategic, adoption and execution skills on your team Learn More Watch Real World IT on channel9.msdn.com for more real world solution scenarios launching in July, 2014
- 21. Share SharePoint 2013 represents a new way to work together. New social capabilities make it easy to share ideas, keep track of what your colleagues are working on and help you find answers to questions and discover experts you never knew existed. A new and simplified user experience helps you organize, sync and share all your content, find what you’re looking for, and create sites to keep everyone in sync.
- 23. Non-compatible sites remained on-premises; evaluate “cloud ready” assets/programs No online service consumption from on- prem; required duplicate on-premises (2010 & 2013) services farm Custom PowerShell to provision new users
- 24. Forklift • Move site as-is • Minimize cost • Save enhancements for phase two Partial move • Move relevant content • 3rd party tools Re-think • Re-architect capabilities • New information architecture • Approach for Top tier portals Start Fresh • Abandon current on prem • Accelerate with self service provisioning
- 25. Enterprise Consulting FunctionsIntegration Data & Analytics CRM & ERP Mobility, Social & Collaboration Data Science BI @ Microsoft Data Services Customer Relationship Management Human Capital Financial Services Sales & Supply Chain Mobility Social & Collaboration Security Authorization Enterprise Integration Platform IT Service Monitoring Strategic Workforce Enablemen t Service Engineerin g Delivery Digital Media Service Engineering Delivery SESIT Management ERP Solution Delivery Process & Quality
- 26. Best Practices
- 27. Microsoft Confidential Key Takeaways Light-Up Self Service in the Cloud Rethink Your Experiences Focus on High Value Scenarios for Migration Embrace the Change & Opportunities
- 28. SharePoint Utility Sites 90% of all SharePoint sites at Microsoft
- 29. What Why How No enormous lists (5000+ items) Large lists have the potential to block or significantly degrade access to other sites sharing the same content database Mitigate this risk by keeping lists small and/or using “Views” that limit the number of records displayed per page. Microsoft IT Best Practices
- 30. What Why How Avoid inline JavaScript code with SharePoint Designer. User-written, in-line code is difficult to maintain and has a high potential to render your site unusable in the event of a patch or update. Try to use out-of-box SharePoint features whenever possible. If client-side code is unavoidable, practice good documentation and code writing practices to ensure maintainability. Microsoft IT Best Practices
- 31. What Why How Design sites with a minimum of web parts with external dependencies. Complex site pages with a large number of external dependencies will load slowly in the best of times and sometimes not render at all if there are issues with returning external data. Try to keep pages less than three vertical screen heights and keep the number of web parts that retrieve external data to less than six. Use appropriately scaled photographs instead of raw, multi-megapixel photos directly from a camera or web site. Microsoft IT Best Practices
- 32. Infopedia - Media Portal Custom Portals and Applications MSW – Corp Intranet ITWeb – Business of IT
- 33. What Why How Provision a preproduction environment to test all updates, patches, and customizations. Untested updates, patches, and customizations have the potential to bring your site down and affect your SLA. Testing in a non-production (test) environment reduces this risk. Create a duplicate test environment using VMs or spare hardware and test new or revised custom code, patches, and updates on the copy. Any issues can be debugged and documented much more easily than if tested in production. Microsoft IT Best Practices
- 34. What Why How Use designated maintenance windows to deploy solutions, patches, and updates. By developing a regular operational cadence, you can set customer expectations and provide for an organized change management system. The best time for maintenance is when there are the fewest users impacted. Establish when it is appropriate for your service and publish it for all to see. Microsoft IT Best Practices
- 35. What Why How Designate internal customer facing business relationship specialists to help people make the “right” choices for high traffic sites. You will reduce long term costs of non compliant solutions and increase customer satisfaction with IT Services. Identify mid to senior level people who have technical ability and relationship skills. Define a service portfolio, assign them to key business stakeholders and do not task them with delivery activity. Microsoft IT Best Practices
- 37. O365 Adoption Kit Resources Define a vision and identify business scenarios 1 Commit resources and execute an adoption plan 3 Measure, share success, and iterate 4 http://aka.ms/O365kit Prioritize solutions and create an adoption plan 2
- 38. Resources available to help you plan and execute successful roll out & adoption project http://aka.ms/o365kit Use the customer-tested tips, resources, and samples provided in this guide to form an effective change management plan. Use the Survey Template to measure satisfaction and progress against your benchmark. http://aka.ms/o365kit
- 39. A great way to get generate buzz and get people excited is to play teaser videos during an event or by the cafeteria... Inform users of upcoming roll-out, and share benefits for them to create anticipation Announce the upcoming rollout via emails, set up expectations, communicate benefits and show what’s in it for them. http://aka.ms/o365kit http://aka.ms/o365kit
- 40. Put colorful posters and flyers in the cafeteria, by the water cooler, or by the elevator to build awareness and sustain momentum post launch. Inform users of upcoming roll-out, and share benefits for them to create anticipation “Buzz Days” are a great way to showcase benefits, get people excited, and involve Champions within your organization. http://aka.ms/o365kit http://aka.ms/o365kit http://www.co-store.com/iw
- 41. These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365. Help users transition and get started with the new apps Watch these videos to make the switch to the new Office. Get started with the new version to see how to do everyday tasks. http://aka.ms/officestart http://aka.ms/officetraining
- 42. Get people up and running quickly with these essential learning and training resources for Office 365. Increase depth & breadth of usage and manage upcoming changes in the service Learn at your own pace with these free online training courses from Microsoft. http://aka.ms/o365learning http://aka.ms/officetraining
- 43. Use the Policies templates to provide your users with guidelines about how to use Office 365 responsibly. . Increase depth & breadth of usage and manage upcoming changes in the service Leverage this guide to help get your Help Desk ready to troubleshoot Office 365 users. http://aka.ms/o365kit http://aka.ms/o365kit
- 44. Use the Survey Template to measure satisfaction and progress against your benchmark. Increase depth & breadth of usage and manage upcoming changes in the service Leverage Success Criteria Dashboard examples to track progress on roll-out & adoption. http://aka.ms/o365kit http://aka.ms/o365kit http://aka.ms/lyncrask
- 46. Announce the availability of OneDrive for Business to your employees and the top benefits for them with these customizable email templates. Store, sync, share securely your content in the cloud and access it from virtually anywhere Raise awareness about the new feature using posters in the hallways, elevators, kitchen and cafeteria. http://aka.ms/o365kit http://aka.ms/o365kit
- 47. Store, sync, share securely your content in the cloud and access it from virtually anywhere These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365. http://aka.ms/odfblearningcard The Getting Started Videos will introduce people to the key concepts and benefits of OneDrive for Business. http://aka.ms/odfblearningcard
- 48. Store, sync, share securely your content in the cloud and access it from virtually anywhere Use Policies & Best Practices Templates to educate people on the tools available, and how to take the most out of them. Leverage this guide to help get your Help Desk ready to troubleshoot Office 365 users. http://aka.ms/o365kit http://aka.ms/o365kit
- 49. Get Creative Talk with your extended business partners to capture innovations for your business & collaboration services Create a Plan Utilize Microsoft’s resources and local partners to land a workable plan for your environment in meaningful phases Build Capabilities Develop key strategic, adoption and execution skills on your team. Minimize bifurcated experiences that reduce the quality of the user experience. Learn More Through IT Institute, @BeITReady resources, the partner community and watch Real World IT on Channel 9 http://aka.ms/realworldit for more real world solution scenarios
- 51. Questions?
- 54. Which tool do I use… for conversations? Find expertise Private conversations Easy discovery Broad reach Discussion/feedback Real time Team brainstorming Example Only
- 55. Which tool do I choose… when collaborating on documents? File permissions Limited to private / known audience Easy discovery Versioning Folders for 100’s of files Workflow Detailed reviews Discussion / feedback Example Only
- 56. Which tool do I use… for video publishing? Corporate / org-wide event Team / community video Windows Phone access iPhone app access Create free channel Embed video on a page Download video offline Appropriate for HBI content In-depth reporting / metrics Dedicated / elevated support Upload a video for free Example Only
- 58. Modernize & mobilize existing application inventory Application Strategy: Objectives & Guiding Principles Tackle FY app targets at scale Improve customer sat Objectives Guiding Principles Agile delivery & rapid response Continuous improvement, reusable assets High-quality modern design Build capability in IT BPUs
- 59. Sandbox App Model: Past, Present and Future _api 59
- 60. 3 Screens & Services AzureSharePoint Windows Phone Windows 8 SQL Azure (Storage) SharePoint Libraries SharePoint (HTML UX) + CSOM Windows Azure (Business Logic) OfficeSharePoint
- 61. Geek Cooking & car enthusiast Life Coach Animal Lover Values & Experience: Enthusiasm, execution and empathy Specialist in ECM, sales / marketing & technology mgmt. Lead by doing – embrace change as a constant Karuana Gatimu (@karuana) Director, Engagement & Adoption Microsoft IT Discovery & Collaboration My goal is to enable people to leverage modern experiences for business value and organizational change.
Editor's Notes
- Input your own guiding principles
- So let’s look more deeply about how collaboration will transform your business. Key Messages: Problem statement: Before the advent of social channels, connections occurred across traditional channels—web, email, phone and face-to-face. Organizational departments have operated in silos. These silos limit the relationship potential with customers and create barriers to cross-group productivity. Opportunity What we are seeing is that the barriers between internal work groups are disappearing. More and more, people are expected to and want to work together across these organizational divides. Social technologies enable you to make this a reality. Your teams can be more productive: making it simple to coordinate tasks among team members, share information, find people, even see and talk to each other around the world. The real power in social comes when you extend this reach to include stakeholders who are external to your organization including of course your customers. By connecting your enterprise, you can deliver on a truly connected customer experience.
- The concept of content syndication and any device access is at the heart of the Microsoft Connected Employee Experience. Utilizing SharePoint’s robust publishing and workflow capabilities in a streamlined way we create “content channels” for our major authoritative news sources. First tier channels are from our highest trafficked corporate portals while secondary channels may be generated by regions, organizations or top level programs. A governance process owned by business & IT maintains the channel list. Once published this content is visible in a responsive search experience and will eventually be syndicated down to the mobile app level paired with social features such as comment, share or like. Combining this strategy with enterprise analytics provides and end to end view of an articles life throughout our ecosystem. This is primarily a communications effort with the technology supporting the broader reaching goals of employee pride, engagement and information sharing. Supporting Technology: SharePoint taxonomy, publishing, workflow, list, libraries and page layouts. Enterprise content types defined at a global level. Some customization allowed to support business needs. Yammer integration or SharePoint social integration can be selected based on the customers roadmap. Microsoft integrates Yammer technology and utilizes O365 to provide the any device, any location functionality.
- Expectations of people have changed over time. They now need modern experiences across many devices with the ability to easily collaborate with broader teams while maintaining security.
- SharePoint is the place to share ideas, content and the vision of your company. It’s scalable enough to organize and manage all your information assets but it’s also designed to organize and store documents to enable personal productivity, keep teams’ in sync, and projects on track. It’s where you go to discover experts, share knowledge and uncover connections to information and people. It’s a hub for developers to build and deploy modern apps and for designers to build eye-catching websites. And because its built in the cloud IT Pros can manage cost, and meet the demands of compliance to manage risk. Finally, SharePoint 2013 has been built to handle almost anything our customers can throw at it so IT Pros can spend more time managing information, delivering innovation and manage their time effectively.
- OOB; buy; build
- Large lists have the potential to block or significantly degrade access to other sites sharing the same content database. While SharePoint 2010 will limit the size of lists by default, it is good practice to keep list views small so load times are kept to a minimum.
- User-written client-side code is often poorly documented and hard to maintain. Updates and patches often break sites using custom scripts and require extensive troubleshooting to resolve. If possible enforce policies and practices to limit and regulate user-written code.
- Page complexity = longer load times. The fewer external dependencies, the lower th erisk of one data source holding up the page render. Also, when using photographs in the design of the page, be sure to re-scale each photo to the size being used to reduce the overall payload size.
- It’s a bad idea to deploy untested code and equally bad to test it in production. This goes for patches and updates as well. Even though the patches and updates come from Microsoft and have been thoroughly tested by Microsoft, it has not been tested in your particular environment, with your unique configuration and topology.
- Customer satisfaction can be improved by setting expectations. Knowing that the service is down for maintenance ahead of time allows customers to plan accordingly. This also applies to IT operations. Setting a rhythm to the business allows for proper change management activities to happen that results in reduced risk to the service and higher availability.
- Customer satisfaction can be improved by setting expectations. Setting a rhythm to the business allows for proper change management activities to happen that results in reduced risk to the service and higher availability.
- SharePoint 2013 developers are now presented with three options when implementing projects in or with SharePoint 2013. Each of the app development options presents its own advantages and disadvantages: Full-Trust Solutions: Full trust solutions were introduced in SharePoint 2007 and allow developers to write code that can utilize the SharePoint server-side API. Custom code in these solutions is deployed to the hosting Web application’s \BIN directory or global assembly cache (GAC). Code can be secured using .NET’s Code Access Security (CAS) but typically is run in full trust. These types of solutions are added to the farm in SharePoint by an IT Pro with console access and deployed by someone with farm administrator rights. These are the most unrestricted types of solutions that can be deployed via SharePoint. Full-trust solutions cannot be deployed in hosted SharePoint deployments; they are only available in on-premise installations. In full-trust solutions developers must manually code in any logic that should happen when the solutions are upgraded or uninstalled. Sandbox Solutions: Sandbox solutions, also known as user-code solutions, were introduced in SharePoint 2010. These types of solutions can be uploaded and deployed by site collection administrators. This flexibility comes with some trade-offs in that only a subset of the server-side SharePoint API is available in custom solutions. In addition server-side code cannot make calls/requests to externally hosted Web services. However developers can use client-side based solutions (using JavaScript or Silverlight) to call external services and even make cross domain calls using techniques such as the HTTP post messages. Sandbox solutions are the only types of solutions that can be deployed to hosted SharePoint installations. Similar to full-trust solutions, developers must manually code in any logic that should happen when sandbox solutions are upgraded or uninstalled. SharePoint Apps: SharePoint 2013 introduces a new development model, the “SharePoint app model”, that addresses limitations of the solution-based approach. The new app model can leverage new support for OAuth where apps can be granted permissions to do things within SharePoint sites and even be packaged and sold through a public or corporate marketplace. In addition to the OAuth support added in SharePoint 2013, Microsoft also improved the API surface and capabilities in the client-side object model (CSOM) and REST API’s for more client-side & remote server-side code solutions. In addition to the Marketplace support, Microsoft made considerable investments to make the install/upgrade/uninstall process of apps a very end user friendly experience addressing a common developer challenge in previous versions of SharePoint and the solution-based approach. One limitation this approach is that server side code is explicitly prohibited in these types of customizations. Any server side code should be hosted outside of SharePoint in the cloud or elsewhere. Looking back at SharePoint 2010, the common development approaches had a few challenges associated with them. With Full Trusted Solutions, custom code was deployed to the server. These types of solutions generally meant there were a lot of things to deploy to the server, even if they were all deployed in a SharePoint solution package. This also meant that most deployments required a server touch as an IT Pro with console access would need to upload the solution to the server’s solution store for deployment. In addition server outages and most SharePoint errors could usually be traced to custom code deployed to the server. These types of solutions are only available with on-prem deployments and not with hosted deployments that only allow sandbox solutions. Sandbox solutions have their own challenges in that they are limited in the number of things you can do. Developers can work within a subset of the full server-side API and are blocked from making external database or web service calls. Both of these options, farm & sandbox solutions, require the developer to have a solid understanding and be familiar with the SharePoint server-side API.
- As a developer or a portfolio manager we can’t think about just the SharePoint site we need to think about choosing the right platform, where our data lives, and what the multiple user experiences are that we can light up. Getting a Windows Phone or Windows 8 Modern experience driven from a SharePoint list is one of the easiest ways to extend your reach and employee experience.