Webinar Series: 5 steps to transform Office 365 into a Digital Workplace - Step 1: Portal Structure
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In this webinar learn how to define a best practice Portal Structure on SharePoint online for your organization. The first part of a 5 part Digital Workplace Series. Covers Intranet, Departments, Divisions and Groups. See the on demand webinar at: https://www.spmarketplace.com/
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Webinar Series: 5 steps to transform Office 365 into a Digital Workplace - Step 1: Portal Structure
- 1. Webinar Series: 5 Steps to transform Office 365 into a Digital Workplace Step 1: Portal Structure
- 2. Transforming Office 365 into a Digital Workplace “Making it easy to do business inside your organization” Started in 2012 in Northern California Microsoft ISV Partner, CityNext Partner, Cloud Accelerator Partner Over 1300 installations worldwide Provide: Out-of-the-box Workplace solutions on Office 365 and SharePoint www.spmarketplace.com Darrell Trimble, CEO
- 3. What this Webinar Series is about: “Making it easy to do business inside your organization” Traditional Organization Office 365 Digital Workplace Internal Business Structure
- 4. 5 Steps to a Digital Workplace on Office 365 Define your Internal Portal Structure Define Communications Process Organize Resources & Documents Consistent Internal Services Integrate Business Processes
- 5. 5 Steps to a Digital Workplace on Office 365 Define your Internal Business Structure Define Communications Process Organize Resources & Documents Consistent Internal Services Integrate Business Processes
- 6. Agenda •Office 365 Deployment and Challenges •Putting Office 365 into the context of your organization •The missing piece – Define your Internal Business Structure •Introducing an Operational Portal Structure • Types of Portals • Mapping to your Organization •Evolving to a Digital Workplace • Educate, plan, implement • A phased approach
- 7. Office 365 Maturity Phases Email Doc Sharing Team Collaboration Intranet Structure Operational Integration Business Visibility
- 8. Groups Security Data Content Workflow Collaboration Connectivity Digital Workplace Platform Office 365 GroupsProcess Applications (Dynamics 365 or?)
- 9. Unloading technology on users
- 10. “Chaos in the cloud” Communication Site Microsoft Team Office 365 Group Microsoft Team Hub Site Microsoft Team Drives Anarchy
- 11. Where, what, how? HOW DO WE ORGANIZE DOCUMENTS, CONTENT? “We have everything on a File Server today” Where does it go in our move to the cloud? What do we do with policies, procedures? What about forms, contracts, training docs? What about videos, images, collateral? Do we put them in a big SharePoint site? Or OneDrive? WHAT O365 SERVICES TO USE BY WHO AND WHEN? “What Office 365 tools or services do we let our users use?” Which team collaboration solutions do we use, when? Do we let everyone setup Teams or Sites? What about security? How do we manage it? Is there any standards for discussions? Chat?
- 12. Why is there so much confusion? Because you never defined how you are going to do business internally! Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Policies Procedures Processes Service Systems Duh!
- 13. Best Practice Customer Service Design Banking Fast Food Retail Consistent Way to Access Resources and Services
- 14. What is Needed at the Organization Level Define an Internal Business Structure (in context of your organization) o Consistent way to deliver and access: o Information – News, Announcements, Alerts, Events etc. o Resources – Documents (policies, procedures, forms), Media, Reference info o Services – questions, requests, support o Processes – employee facing processes (time-off, expenses, etc.) o Collaboration – people directory, teams, discussions, meetings etc. o Across departments and functions, in the context of work Digital Workplace to support the Internal Business Structure o Front office tools – Office 365 type tools and services o Operational Portal structure that integrates with front office o Predefined portals for different levels of the Business Structure o Flexibility for change o Self supported by departments, groups (power user capabile)
- 15. Bridge Siloed Departments HR • HRIS • Talent • Time-off • Performance • Policies • Payroll • Help Desk • Docs • Training IT • Help Desk • Assets • Vendors • Network Mgt • Change • Projects • Policies Finance/Admin • Accounting • Billing • Purchasing • Expenses • Budgets • Help Desk • Contracts • Docs • Policies Marketing/Sales/Services • CRM • Quotes • Campaigns • Website • Sales Docs • Mkt Docs • Support Desk • Services Projects Engineering • Projects • Product Mgt • Scheduling • Bugs • Docs • Design Common Communication and Internal Services Structure
- 16. Four Pillars of Internal Business Structure Information • News • Events • Announcements • Contacts Resources • Policies • Procedures • Forms • Other Docs • Media • FAQ, KB Services • Questions • Problems • Requests • Status Processes • Time-off • HR data • Expenses • Purchases • Travel • Many more
- 17. Groups Security Data Content Workflow Collaboration Connectivity Digital Workplace Platform Operational Portals (SharePoint) Office 365 GroupsProcess Applications (Dynamics 365 or?)
- 19. WWW.COLLAB365.EVENTS Department Intranet Home Department Department Help Central Doc Central Process Central OrganizationEmployeeDepartments Communities Divisions or Groups Information ResourcesService Requests Processes IT HR Internal Services Structure Best Practice Mkt “Operational Portal Structure” Employee Portal Staff Portal
- 20. Operational Portal Types Communications Site Employee Central Service Departments Groups News, Announcements, Events and Navigation to services and resources Consolidated point for Documents, Service Requests and Processes Functional Service Portal + a Staff portal for function Peer to Peer Team Portal to collaborate and share
- 21. More than Portals Employee Self-Service / Projects Departments Help Central Doc Central Process Central Service Portal Staff Portal
- 22. Apply to employee services
- 23. Look at your organization Structure Company Departments IT HR Finance Facilities Legal Operations Manufacturing Service Engineering Sales / Marketing Branches Inside Sales Online Sales Marketing Division 2 Division 2 Hub Sites Communications Sites Team Sites Portals
- 24. Type of Groups in your Organization • Provide services and resources internally, shared service • IT, HR, Admin, Safety, Quality, Legal, etc • Service Model Internal Service Groups • Operational groups generating product, revenue or services • Sales, Services, Engineering, Support • Peer to Peer Operational Groups • Operational units operate independently • Divisions, Product Units, Regions • Service and peerBusiness Units
- 25. Company Departments IT HR Finance Facilities Legal Operations Manufacturing Service Engineering Sales / Marketing Branches Inside Sales Online Sales Marketing Division 1 Division 2 Intranet Home Departments IT HR Finance Facilities Legal Operations Manufacturing Service Engineering Sales / Marketing Branches Inside Sales Online Sales Marketing Division 1 Division 2 Self Service
- 26. Introducing SP Workplace Solutions Intranet Home Out-of-the-box Portals that bring structure to your cloud transformation Employee Self-Service / Projects Departments Groups County Home Departments IT HR Finance Facilities Legal Operations Public Works Parks & Rec Community Relations Agency 2 Branches Research Community Relations Partners Agencies Self-Service Projects Company Home Departments IT HR Finance Facilities Legal Operations Manufacturing Service Engineering Sales / Marketing Branches Inside Sales Online Sales Marketing Division Self-Service Projects Church Home Departments IT HR Finance Facilities Comm. Services Youth Volunteers Events Ministries Outreach Family Seniors Substance Abuse Branches Self-Service Projects
- 27. Structure Defines Office 365 Deployment Intranet Tech Ops IT R&D G&A Finance HR Admin Sales Sales Marketing Communications Community Ops Accounts Service Events QA / Safety Business Development Partner Mgt
- 28. Results Higher Employee Productivity Lower Costs, Less Risk Foundation to Grow
- 29. 5 Steps to a Digital Workplace on Office 365 Define your Internal Portal Structure Define Communications Process Organize Resources & Documents Consistent Internal Services Integrate Business Processes
- 30. Turn-key Portal Structure Common User Experience Groups Security Data Documents Workflow Collaboration Connectivity Digital Workplace Platform
- 31. Transform your business on Office 365 www.spmarketplace.com Learn more, see it in action at:
Editor's Notes
- Use: all demos Objective: Establish credibility, leadership in the O365 Business Solutions market. Positioning: subtly position us above newer competition that has just entered the market Transition: let me take a couple of minutes to explain overall what we do before getting into your particular product of interest.
- Use: All demos Objective: Introduce the product offerings as a unique integrated solution which greatly accelerates productivity, ROI and adoption of O365. Detail: Communicate the depth of our offerings, and how they uniquely work together in an integrated approach. Also that application services takes our templates beyond simple SharePoint template to powerful solutions supported by over 100 enhanced features above standard SharePoint. Also make sure they know that they can start with IT or Internet for example, and add modules as they need them. Competitive jab: It is the only offering that goes beyond a simple Intranet home page, to provide a structure to build upon.
- Use: All demos Objective: Introduce the product offerings as a unique integrated solution which greatly accelerates productivity, ROI and adoption of O365. Detail: Communicate the depth of our offerings, and how they uniquely work together in an integrated approach. Also that application services takes our templates beyond simple SharePoint template to powerful solutions supported by over 100 enhanced features above standard SharePoint. Also make sure they know that they can start with IT or Internet for example, and add modules as they need them. Competitive jab: It is the only offering that goes beyond a simple Intranet home page, to provide a structure to build upon.
- Use: Intranet or Suite deals only Objective: Establish a best practices that provide a structure that is in the context of the organization. Detail: After over 700 deployments, we have learned what works and what does not. From this we have established a best practices structure that provides an employee with an intuitive approach that is in the context of the organization. Competitive jab: It is really more than just a fancy Intranet web page, rather it establishes a structure to build your organization hub over time which supports typical Intranet features like news, communication, collaboration and documents. It goes beyond that to drive productivity and ROI by providing a structure for consistent access to internal service processes, help desks, and document management.