This webinar focuses on step 2. Define your Communications (news, announcements, events...) strategy. See how to design your Intranet Home on SharePoint Online with a content management process working with department portals. See the on demand webinar at: https://www.spmarketplace.com/

1. Webinar Series:
5 Steps to transform
Office 365 into a
Digital Workplace
Step 2:
Intranet Home
Design &
Communications
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
Intranet Home & Communications Structure
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. 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
Establish a consistent approach across departments

7. Agenda
•Organizational Communications Challenges
•How an Intranet Home page can help
•Its all about “active, targeted” content
•Leveraging a portal structure to capture content
•Content Organization and Management
•Hidden Gotchas with the Basic SharePoint
Communication Sites
•Out of the Box alternatives

8. Organization Communications
Announcements
• Internal, Departmental, Social, Alerts, Policy or Procedural
• Often delivered through email
News
• Internal, External, Industry, Regulatory, Local Interest
• Delivered through newsletters, email, many sources, need to know basis
Events
• Major Events to to Meetings, cross organizational to departmental
• Email, calendars, announcements

9. Problem: no
delivery structure
Overuse of Email as a delivery vehicle
 Missed Communications in a chaotic
stream of information
 Comments is through email
Newsletters
 Point in time delivery, periodic
 Not collaborative
Break room bulletin board
 Not targeted
 No guarantee of delivery
No common approach across
departments

10. Possible Results
Price Change
announcement gets
missed – bad sales quotes
Regulatory change news
item gets missed –
potential fines
Employee announcement
– assigning tasks to
terminated employee
Customer negative news
item gets missed –
revenue impact
New policy or procedure
announcement gets
missed – employee breaks
rules they did not know
about
Benefit enrollment
deadline announcement –
employee loses medical
coverage
Competitor News missed
– Sales loses deal they
could have won
…

11. 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
Solution: Implement a communication strategy in Digital Workplace
Mkt
“Operational Portal Structure”
Employee Portal Staff Portal

12. WWW.COLLAB365.EVENTS
Department
Intranet Home
Department Department
Help Central Doc Central Process Central
OrganizationEmployeeDepartments
Communities
Divisions or Groups
Information
IT HR
Solution: Implement a communication strategy in Digital Workplace
Mkt
“Operational Portal Structure”
Employee Portal Staff Portal
Information Information Information Information

13. Create an Internal Home Page
Objective: Attract employees to it everyday

14. Up to date Content
Summarize and allow drill down
Easy to use and find content
Targeted to their role, interests, location
Provide useful reference information
Don’t try to consolidate everything to just the
organization home page
 New, Events, and Announcements may be
appropriate in a sub portal
 Put other resource links, info, docs, forms in
another place. Keep the Home Page real estate
simple as possible
Make it interesting and useful so employees will use it

15. Challenge: Capturing the latest content
Company
Departments
IT
HR
Finance
Facilities
Legal
Operations
Manufacturing
Service
Engineering
Sales /
Marketing
Branches
Inside Sales
Online Sales
Marketing
Division 2 Division 2
External News
and
Information
Industry News and Events
Local News and Events
Quick Reference

16. Multi-level Communication Structure
Group or
Department
Division / Region
Organization Intranet
Division
HR IT
Region
Sales
Get the right content to the right people

17. Example Home Pages
Organization Home Page (Intranet Home)
Department Home Page

18. Intranet Home Design
Objective: Communications Home page for
Organization
Secondary: Navigation point for the rest of the portal
Structure
Make it the go to place for what is going on and getting
to resources and services they need to do their job.
Some basic rules:
• Keep it simple – don’t put to much in one place
• Put frequently changing information on front page
• Personalize info and links as much as possible
• Put static resources in menu or links not on front
page
• Personalize where it makes sense - targeting
• Implement “active content” with content coming
from the operation

19. Content Management – Top Home Page
Organization Home Page (Intranet Home)
Intranet Content Manager
Governance
◦ Approve promoted content (from departments or groups)
◦ Modify Content for top level presentation
Targeting
◦ Who should see it?
◦ Location, Department, Group
Display on the page
◦ Order of important
◦ Timeframe
Department Service Portals
Department Content Manager
Simple Content Management

20. What's Needed: A Content Management
System and process
News, Announcements, Events and Links need to be stored in SharePoint Lists
◦ Meta data allows for Targeting, Display and Governance
◦ Add, delete, archive
◦ Easy to track historical changes, use.
Easy to Manage
◦ Content Dashboard
◦ No need to have deep SharePoint expertise
Governance
◦ News, Announcements and Events pushed up from other departments need to be reviewed and
approved
◦ Email notifications to Content Manager

21. Demonstration
of a
Communications
Strategy
Applied

22. What you get in base SharePoint Templates
Communications Strategy
Requirement
Communication
Site
Team Site
News Y Y
Announcements N N
Events Y Y
Roll-up from Departments Only News Only News
List based Content News, Events News, Events
Content Approval N N
Audience Targeting N N
Display Scheduling, Order N N
New Content Notifications N N
Content Dashboard N N
Collaborative (ratings, comments) N N
Blog N N

23. An Out of Box Solution
Communications Strategy
Requirement
Communicatio
n Site
Team Site SP
Workplace
Solutions
News Y Y Y
Announcements N N Y
Events Y Y Y
Roll-up from Departments Only News Only News All
List based Content News, Events News,
Events
All
Content Approval N N Y
Audience Targeting N N Y
Display Scheduling, Order N N Y
New Content Notifications N N Y
Content Dashboard N N Y
Collaborative (ratings,
comments)
N N Y
Blog N N Y

24. Results
Greatly Improved Communication across Organization
Lower Risk of Missed or Bad Communications
More Control over Quality of Communications
Higher Productivity from Consistent Approach

25. 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

26. Turn-key Portal Structure
Common User Experience
Groups Security Data Documents Workflow Collaboration Connectivity
Digital Workplace Platform

27. Transform your business on Office 365
www.spmarketplace.com
Learn more, see it in action at: