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withum.com
Presented by:
Withum Digital
Jill Hannemann
Office 365 & Knowledge Management
– Creating a Strategy for the
Enterprise
WEBINAR
About Jill
Jill Hannemann
@ImJillHannemann
jhannemann@withum.com
Principal
Editor, Digital Workplace Today
10+ years in Knowledge Management
Office 365 Expertise: Knowledge
Management, Information
Architecture, Records
Management, Content Migration,
Document Management
Culinary project:
Eggless savories and sweets
Withum Digital - Microsoft Solutions and Services
3
We deliver Digital
Workplace Products
and Solutions that
help organizations
share what they
know and find what
they need by
connecting people,
data and content.
BE IN A POSITION OF STRENGTH | withum.com
KM Strategy for Office 365
digital.withum.com
Productivity
Applications
Office 365: 30,000 Foot View
Productivity
Services
User
Productivity
applications
Office Desktop/Online
Windows Azure
Active Directory
On Premises
Active Directory
Azure Web
Services
IAAS
Custom
Development
Managed
Metadata
Enterprise
Search
Publishing
Records
Management
eDiscoveryWeb Services
How does Office 365 fit into
your Organization?
Websites
Search
Apps
CRM Notes
DataCollab
Calendar
Project
Mgmt
Doc
Mgmt
MS
Office
EmailWorkflow
TheDigitalWorkplace
What’s your Digital
Workplace?
7
Mapping
out the
Digital
Workplace
8
Building your KM Strategy with Office 365
Create a connection between how users work, collaborate, store, search, and reuse knowledge.
9
BE IN A POSITION OF STRENGTH | withum.com
POLL:
What KM challenge are you
most looking to solve?
digital.withum.com
The Value of Office 365
Desktop
Office 365 Desktop Pro Plus
Content
Communication Content Management
Information Sharing Process
Digital
Workplace KM
Tacit Knowledge
Transparency
Accessibility
Retaining Knowledge
Responsiveness
Findability
Searchability
Retention
Knowledge Capture
Reuse
Top-down information sharing
Mission/Vision/Strategy
Services
Policies/Procedures/Guidelines
Process efficiency
Task Management
Time savings
Accessibility
Digital
Workplace KM
Conversations
Persistent Chat
Micro-blogging
Instant Messaging
Email
Where do we store content?
Team workspaces
Document repositories
Metadata
Search
Corporate Intranet
Corporate Communications
Organizational Policies
Human Resources
Business Processes
Customer interaction
Sales
Business Applications
Digital
Workplace KM
CommunicationInformationSharing
ContentMgmt.Process
Aligning Office 365 Workloads with Your Plan
15
Office 365 Workload Capability Evaluation
Scenario
Document Management ◑ ● ● ● ◑
Personal File Storage ●
Access Files from any Device ● ● ● ●
File Sharing and Collaboration
(internal/external, team, project, etc.) ● ● ● ◑
Corporate Communications (News, HR) ●
Internal Training ◑
Records Management ● ●
Intranet ◑ ● ◑
Knowledge Library ●
Persistent Chat ● ◑ 16
Scenario Usage Recommendations
Scenario
Document Management ◑ ● ◑
Individual File Storage ●
External File Sharing ● ● ●
Team File Sharing ● ◑
Project Management (Formal) ◑ ●
Project Management (Informal) ●
Corporate Communications (News, HR) ● ◑
Internal Training ●
Records Management ●
Intranet ◑ ●
Knowledge Library ◑ ● 17
Your Task –
Promoting KM
with Office 365
Office 365 Workloads closely align with
Communication and Content exchanges
Intended usage of Office 365 is the first half
of the conversation
Design, Governance, and Change
Management is the second half to the KM
Strategy
Most business critical applications are not
from the suite of Microsoft tools
BE IN A POSITION OF STRENGTH | withum.com
Communication in the
Digital Workplace
digital.withum.com
Communication in the Digital Workplace
Outside Org
Outer Loop
Inner Loop
• Email
• SharePoint
• MS Teams
• Telephone
• Yammer
• MS Teams/Groups
• Email
• Skype for Business
• Telephone
• MS Teams or Groups - workspaces
• Skype for Business
• Telephone
2
0
CoreTeams
Projects
Connecting
acrossOrg
Partners,
Volunteers,
Customers
Where should I start
a conversation?
21
• The digital workplace can increase
transparency and provide for
threaded discussions that can be
searchable later.
• Email is not the only option.
• Where you start a conversation is
usually where it will continue to live.
• Consider:
 Your audience, could others benefit from
the conversation?
 Could someone else answer your
question?
 The sensitivity of the conversation
 Is there a corresponding document?
Outlook Email – All external and
sensitive conversations, notes of record,
and private/sensitive conversations
Teams Conversations – Questions,
comments, messages pertaining to a
particular project, subject matter,
department, or group of people.
Teams Chat – Instant Messaging, direct
message individuals or a small group of
individuals for a continuous threaded
discussion. Does not need to be based
on a channel.
Yammer Threads – Post comments,
questions, or notable items to share
knowledge or ask for help from
colleagues. Can be based on the theme
or topic of that Yammer Group.
Skype for Business Telephony – Connect
via PSTN voice call. Immediate, no
record of conversations is needed.
BE IN A POSITION OF STRENGTH | withum.com
Content Management
digital.withum.com
Storing Content – Content Repositories
23
Knowledge
Base
Organizational
Repositories
Department
Content
Active
Project/Team
Content
Team
Repositories
Individual
Repositories
Individual
Content
Org-wide and Social
Collaboration
Networks
Electronic
Records
Inner Loop
Outer Loop
Outside Org.
Video
Libraries
Communities
of Practice
Records
Policies
Knowledge Base
Department
Communities of Practice
Video Libraries
Team/Project Content
Individual Content
Individual
Enterprise
Working
Content/Temporary
Information Architecture for
Workspaces
• Intentionally less rigid
• More focus on Governance boundaries
 Creation – subset group of users
 Topical integrity
 Naming conventions
 Security/Access/Membership
Create your Information Architecture
With Modern Sites,
it’s different
01
Same principals will
always apply!
02
Create
categorization for
document
repositories
03
For each repository,
consider distinctions
in files to create
content types
04
Define metadata
attributes as related
to searchability,
filtered navigation,
and content types
05
Strategy and Considerations for each Repository
Individual
Content
Team
Content
Department
Content
Video
Libraries
Social
Collab
Networks
Knowledge
Base
Communities
of Practice
Records
Organization Self
governed
Team
governed
Enterprise
Taxonomy
Enterprise
Taxonomy
influenced
Admin
governed
Enterprise
Taxonomy
Enterprise
Taxonomy
Records
Retention
Schedule
Categorization Self
governed
Team
governed
Enterprise
Taxonomy
Channels No Enterprise
Taxonomy
Enterprise
Taxonomy
Retention
Schedule
Metadata No No Yes Yes No Yes Yes Yes
Content
Types
No High level
content
types
Department
and subject
defined
Yes No Yes Yes Defined
around
retention
schedule
Naming
Conventions
No Yes –
creation of
Teams
Yes/No Yes Yes Yes Yes Yes
Document
Created
Multiple author
collaboration
Final draft
Publish
document
Create Best
Practice
Save File as a
Record
Document Lifecycle
• Document creation can be -
• Existing documents from
search
• Files shared on Yammer
• MS Office
• Files can be moved, linked,
routed based on Content Type
attributes
KM Strategy for
Office 365
Define the
value and
align with
workload
intentions
Design IA,
Governance,
and Use
Cases
Change
Mgmt.
Adoption
How should
Office 365 fit
in your
organization?
BE IN A POSITION OF STRENGTH | withum.com
Next Step
If you’d like to talk about your current knowledge management
strategy or need help getting started,
contact us today – we’re happy to chat!
Schedule a Free Consultation
digital.withum.com/contact
White Paper: The Business Value of Office 365
Transform your organization by channeling your
important business activities through Office 365.
Download our white paper now >>

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Webinar: Office 365 & Knowledge Management— Creating A Strategy For The Enterprise

  • 1. withum.com Presented by: Withum Digital Jill Hannemann Office 365 & Knowledge Management – Creating a Strategy for the Enterprise WEBINAR
  • 2. About Jill Jill Hannemann @ImJillHannemann jhannemann@withum.com Principal Editor, Digital Workplace Today 10+ years in Knowledge Management Office 365 Expertise: Knowledge Management, Information Architecture, Records Management, Content Migration, Document Management Culinary project: Eggless savories and sweets
  • 3. Withum Digital - Microsoft Solutions and Services 3 We deliver Digital Workplace Products and Solutions that help organizations share what they know and find what they need by connecting people, data and content.
  • 4. BE IN A POSITION OF STRENGTH | withum.com KM Strategy for Office 365 digital.withum.com
  • 5. Productivity Applications Office 365: 30,000 Foot View Productivity Services User Productivity applications Office Desktop/Online Windows Azure Active Directory On Premises Active Directory Azure Web Services IAAS Custom Development Managed Metadata Enterprise Search Publishing Records Management eDiscoveryWeb Services
  • 6. How does Office 365 fit into your Organization?
  • 9. Building your KM Strategy with Office 365 Create a connection between how users work, collaborate, store, search, and reuse knowledge. 9
  • 10. BE IN A POSITION OF STRENGTH | withum.com POLL: What KM challenge are you most looking to solve? digital.withum.com
  • 11. The Value of Office 365 Desktop Office 365 Desktop Pro Plus Content
  • 12. Communication Content Management Information Sharing Process Digital Workplace KM
  • 13. Tacit Knowledge Transparency Accessibility Retaining Knowledge Responsiveness Findability Searchability Retention Knowledge Capture Reuse Top-down information sharing Mission/Vision/Strategy Services Policies/Procedures/Guidelines Process efficiency Task Management Time savings Accessibility Digital Workplace KM
  • 14. Conversations Persistent Chat Micro-blogging Instant Messaging Email Where do we store content? Team workspaces Document repositories Metadata Search Corporate Intranet Corporate Communications Organizational Policies Human Resources Business Processes Customer interaction Sales Business Applications Digital Workplace KM CommunicationInformationSharing ContentMgmt.Process
  • 15. Aligning Office 365 Workloads with Your Plan 15
  • 16. Office 365 Workload Capability Evaluation Scenario Document Management ◑ ● ● ● ◑ Personal File Storage ● Access Files from any Device ● ● ● ● File Sharing and Collaboration (internal/external, team, project, etc.) ● ● ● ◑ Corporate Communications (News, HR) ● Internal Training ◑ Records Management ● ● Intranet ◑ ● ◑ Knowledge Library ● Persistent Chat ● ◑ 16
  • 17. Scenario Usage Recommendations Scenario Document Management ◑ ● ◑ Individual File Storage ● External File Sharing ● ● ● Team File Sharing ● ◑ Project Management (Formal) ◑ ● Project Management (Informal) ● Corporate Communications (News, HR) ● ◑ Internal Training ● Records Management ● Intranet ◑ ● Knowledge Library ◑ ● 17
  • 18. Your Task – Promoting KM with Office 365 Office 365 Workloads closely align with Communication and Content exchanges Intended usage of Office 365 is the first half of the conversation Design, Governance, and Change Management is the second half to the KM Strategy Most business critical applications are not from the suite of Microsoft tools
  • 19. BE IN A POSITION OF STRENGTH | withum.com Communication in the Digital Workplace digital.withum.com
  • 20. Communication in the Digital Workplace Outside Org Outer Loop Inner Loop • Email • SharePoint • MS Teams • Telephone • Yammer • MS Teams/Groups • Email • Skype for Business • Telephone • MS Teams or Groups - workspaces • Skype for Business • Telephone 2 0 CoreTeams Projects Connecting acrossOrg Partners, Volunteers, Customers
  • 21. Where should I start a conversation? 21 • The digital workplace can increase transparency and provide for threaded discussions that can be searchable later. • Email is not the only option. • Where you start a conversation is usually where it will continue to live. • Consider:  Your audience, could others benefit from the conversation?  Could someone else answer your question?  The sensitivity of the conversation  Is there a corresponding document? Outlook Email – All external and sensitive conversations, notes of record, and private/sensitive conversations Teams Conversations – Questions, comments, messages pertaining to a particular project, subject matter, department, or group of people. Teams Chat – Instant Messaging, direct message individuals or a small group of individuals for a continuous threaded discussion. Does not need to be based on a channel. Yammer Threads – Post comments, questions, or notable items to share knowledge or ask for help from colleagues. Can be based on the theme or topic of that Yammer Group. Skype for Business Telephony – Connect via PSTN voice call. Immediate, no record of conversations is needed.
  • 22. BE IN A POSITION OF STRENGTH | withum.com Content Management digital.withum.com
  • 23. Storing Content – Content Repositories 23 Knowledge Base Organizational Repositories Department Content Active Project/Team Content Team Repositories Individual Repositories Individual Content Org-wide and Social Collaboration Networks Electronic Records Inner Loop Outer Loop Outside Org. Video Libraries Communities of Practice
  • 24. Records Policies Knowledge Base Department Communities of Practice Video Libraries Team/Project Content Individual Content Individual Enterprise Working Content/Temporary
  • 25. Information Architecture for Workspaces • Intentionally less rigid • More focus on Governance boundaries  Creation – subset group of users  Topical integrity  Naming conventions  Security/Access/Membership
  • 26. Create your Information Architecture With Modern Sites, it’s different 01 Same principals will always apply! 02 Create categorization for document repositories 03 For each repository, consider distinctions in files to create content types 04 Define metadata attributes as related to searchability, filtered navigation, and content types 05
  • 27. Strategy and Considerations for each Repository Individual Content Team Content Department Content Video Libraries Social Collab Networks Knowledge Base Communities of Practice Records Organization Self governed Team governed Enterprise Taxonomy Enterprise Taxonomy influenced Admin governed Enterprise Taxonomy Enterprise Taxonomy Records Retention Schedule Categorization Self governed Team governed Enterprise Taxonomy Channels No Enterprise Taxonomy Enterprise Taxonomy Retention Schedule Metadata No No Yes Yes No Yes Yes Yes Content Types No High level content types Department and subject defined Yes No Yes Yes Defined around retention schedule Naming Conventions No Yes – creation of Teams Yes/No Yes Yes Yes Yes Yes
  • 28. Document Created Multiple author collaboration Final draft Publish document Create Best Practice Save File as a Record Document Lifecycle • Document creation can be - • Existing documents from search • Files shared on Yammer • MS Office • Files can be moved, linked, routed based on Content Type attributes
  • 29. KM Strategy for Office 365 Define the value and align with workload intentions Design IA, Governance, and Use Cases Change Mgmt. Adoption How should Office 365 fit in your organization?
  • 30. BE IN A POSITION OF STRENGTH | withum.com Next Step If you’d like to talk about your current knowledge management strategy or need help getting started, contact us today – we’re happy to chat! Schedule a Free Consultation digital.withum.com/contact White Paper: The Business Value of Office 365 Transform your organization by channeling your important business activities through Office 365. Download our white paper now >>