WORKSHOP: STRATEGY AND SUCCESS WITH OFFICE 365: PRACTICAL TOOLS AND TECHNIQUES FOR THE STRATEGIST, INFORMATION ARCHITECT AND ANALYST

STRATEGY & SUCCESS W/ OFFICE 365:
PRACTICAL TOOLS & TECHNIQUES
FOR THE STRATEGIST, INFO
ARCHITECT & ANALYST
Facilitated By: Richard Harbridge (@RHarbridge)
#SPFestChi

RICHARD
HARBRIDGE
My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

OUR GOAL TODAY…
Is basically to help you feel more confident and capable when it comes to planning, executing
and managing SharePoint & Office 365 Strategy.
From Here To Here

WHAT WE ARE GOING TO COVER TODAY.
ALIGNING WITH MICROSOFT & OUR INDUSTRY
PLANNING & IMPLEMENTING FOR SCALE
BREAK
PRO-ACTIVE PLANNING (ESTIMATES, ROADMAPS, ADOPTION)
VISUALIZING & COMMUNICATING BETTER (SO MANY TIPS)
1:30pm - 2:00pm
2:00pm – 3:00pm
2:45pm - 3:00pm
3:00pm – 4:00pm
4:00pm - 5:00pm

IT IS ALL ABOUT BUSINESS SATISFACTION…
Let’s dig into where IT is performing and under performing today based on satisfaction within
the org/enterprise. There is a mismatch between where we are and where we need to be.

@RHARBRIDGE
~2%
The amount of unemployment in our
tech sector is very low.
(Source InfoTech 2019/2020 Research)

@RHARBRIDGE
~33%
Of people employed in our industry
sector are strongly open to or actively
exploring new opportunities.

@RHARBRIDGE
~68%
Of people in our industry cite
opportunity for innovative work to be
extremely important in their talent
choices and satisfaction.

USABLE: CHAMPIONS SHOULD BE…
Non managers and non IT are extremely important.

CUSTOMER EFFORT SCORING
“The customer effort score outperforms the Net Promoter Score and Customer Satisfaction
measures in predicting behavior.” – Harvard Business Review
High
Low High
Predictive Power For Increased Spending
Predictive Power For Purchasing
Customer
Satisfaction
(CSAT)
Customer
Effort Score
(CES)

EMPLOYEE EFFORT SCORING
“An Employee Effort Score will outperform the Employee Satisfaction scores in predicting
behavior (and efficacy).” – Richard Harbridge (at Microsoft Ignite 2018)
High
Low High
Predictive Power For Increased Productivity
Predictive Power For Increased Engagement
Employee
Satisfaction
(ESAT)
Employee
Effort Score
(EES)

THE LATEST MATTERS MORE NOW…
While operational efficiency was king things are shifting more and more to business agility as
the highest priority in the marketplace. XaaS is shifting this way to match.

@RHARBRIDGE
3.1% vs 50%>
IT operational spending is only expected
to increase by 3.1% in 2020. However
Line of Business IT spending is expected
to increase by more than 50%.
(Source InfoTech Research 2019/2020)

FROM DIGITAL WORK TO DIGITAL EXCELLENCE…
The more we work digitally the more what we do is captured. With AI improvements we can
better understand how to work better, smarter, and more optimally.

SOME TRENDS FOR DIGITAL WORKPLACES
Here are just a few simplifications of many important topic areas to understand from an industry
trend perspective. Each of these should be aligned or represented in your Office 365 strategy.
Personalization
Behavior Based
Recommendations &
Targeting
Dynamic &
Personalized
Navigation
Contextual
Assistance &
Experiences
Integration
Self-Service
Integration
Enterprise
Integration Solutions
& Cloud Services
Integration
Approaches
Experience
Engaging
Experiences
Mobile First
Experiences (Apps
Matter)
Natural Language
Interfaces & Bots
Search
Predictive &
Behavior Based
Results
Intelligent Indexing
& Analysis
Contextual &
Configurable
Experiences

BOTS & MORE…
Nearly 20% of companies have already deployed chatbots in the workplace, with an anticipated
57% by 2021. Our hubs need to be more intelligent/interactive.

OFFICE 365 HAS A ROADMAP…
It’s important to understand what’s coming, what’s changing and how we should prepare.

OFFICE 365 HAS A MESSAGE CENTER…
It’s important to understand what’s coming, what’s changing and how we should prepare.

HAVE YOU LOOKED AT USER VOICE?
The various user voice feedback collections for Microsoft 365 can help you understand gaps in
the current platform as well as early indication of priority from Microsoft.

VENDORS & 3rd PARTIES…
The Microsoft 365 ecosystem is massive. Many product companies and vendors exist because
they fill gaps or address challenges in the first party product/offerings today.

ALWAYS EXPLORE OOTB FIRST…
While 3rd parties can highlight gaps be sure to evaluate OOTB first. Trust but verify that your
needs can’t be met without custom or 3rd party.
Tenant administrators can take advantage of
the SharePoint Provisioning Service to automatically
provision SharePoint Look Book designs to any tenant in
the world.

LEVERAGING MODERN SITES…
• Over 40 New Modern Web Parts
• Save Page As Template (Page Design)
• Save/Bookmark
• Send By Email & Email News Digest
• Section Layouts
• Richer Integration With Teams
• Audience Targeting
• & Much More…
There are more than 40 reasons outlined in Office365Intranets.com to use Modern sites over classic
ones. Transition ASAP as modern sites are the foundation for most new features.

GETTING TO MODERN…
Using this scanner you can prepare your classic sites for modernization.
Transform classic
pages to modern
client-side pages
http://bit.ly/githubspmodernizationtool

PERMISSIONS HELP FRAME READINESS…
When evaluating a readiness for teams or a modern team site check permissions in the
existing space/site.
Project Site
Owners
Members
Visitors
Subset Of
Project Team
External
Project Team
Members
Translates Easily
To Modern
Team Sites &
MSFT Teams

LEVERAGE MICROSOFT SEARCH…
While today we cannot customize Microsoft search the way you may want, it still provides
better relevancy. Try and use both it and a classic search center experience together today.

MICROSOFT MOBILE FIRST…
Enable better site experiences on mobile devices. Designed for the user. Extending team or
departmental reach, notifying of comments or posts, bookmarking to read later and more…
Out Of The Box
●

FREE MIGRATION TOOLING…
Quickly migrate your sites from SP2013 or SP2010 with a new lightweight migration tool. Received many updates -
http://aka.ms/spmt (PowerShell supported). Example of something important that is not in the roadmap.

ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
Video
Conferencing
Intranet
Social
Intranet
Integrated Digital
Workplace
Integrated Voice
Conferencing
Surface Hubs In
Boardrooms
Holoportation
(HoloLens)

ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
??? ???
???
???
Social Driven
Intranet
Integrated Digital
Workplace
Surface Hubs In
Boardrooms
AI Assisted Or Led
Contract Review
Self-Service Business
Intelligence
AI Assisted Or Led
Product Research

DIGITAL VALUE WILL GROW OVER TIME…
Our organizations have to plan to keep pace with growth and ever increasing user demand.

SITE CREATION & LIFECYCLE…
While OOTB can work great for many smaller orgs, most need more structure to support
governance, lifecycle management, and better search/navigation experiences.
Out Of The Box
●

SOME IMPROVED SUPPORT…
The ability to add custom themes, set a default site design, add additional site designs, scope site
designs to users, and more have given us some capabilities to extend this…
Requires Minor Customization
◑

PROVISIONING AUTOMATION…
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
Major Customization Required
◔

DEFAULT METADATA…
You don’t need to ask users for metadata if it can be determined by where their content is
stored. Location based defaults or default site metadata can be very powerful.

SITE STRUCTURE MODEL(S)
There are a number of ways to manage site hierarchy. The key is to ensure hierarchy enables
collaboration and does not restrict it.
SITE NAV
TOP NAV
SITE NAV
SITE NAV
SITE NAV
SITE NAV
HUB-AND-SPOKE
SITE NAV
SITE NAV
SITE NAV
SITE
NAV
SITE NAV
SITE NAV
TOP NAV
SITE NAV
TOP NAV
HIERARCHICAL

HUB SITE PLANNING…
Go ahead and plan how you aim to implement hub sites within your organization
https://aka.ms/PlanningSPhubsites
HR Hub
Benefits
Pay and
Compensati
on
Talent
Acquisition
Performanc
e
Manageme
nt
Professional
Developme
nt
“Manager
Portal”
(restricted)
HR Team
Site
(private)
Inside
Austria
Austria
Finance
Austria
HR
Austria
Legal
Austria
Quality
Project
1
Project
2
Project
3
Project
4
Modern
Intranet
Portfolio
Communication
Site Migration
Team
Team Site
Migration Team
Infrastructure
Upgrade Team

TEAMS IMPACT ON INFO ARCHITECTURE…
Be aware of the increased number of sites and by proxy greater importance of governance,
navigation improvements and more.
Projects
Project A Project B
Projects Project A
Channels
Files
Project A
Private
Project AB
Channels
Files
Project B
Channels
Files

Full Trust
Code
Web
Parts
Features
Event
Receivers
TIME TO VALUE FOR INTEGRATION…
Our traditional waterfall model, and model where we build based on server model
development takes longer and doesn’t maximize IT effect.
Past

Client Side
Web Parts
Cloud
Services
The new model accelerates development considerably as we can deliver more tailored value
faster, and often avoid server side delays or complexity.
Present

Now it doesn’t just need to be IT who is meeting integration needs. O365 Connectors, Flow,
Team Tabs, 3rd Party solutions, all accelerate time to value.
Present

Microsoft Flow allows organizations and individuals to automate workflows that integrate with
existing SaaS services and business apps that users rely on today.
Present

Now it doesn’t just need to be IT who is meeting integration needs.
Future

SIMPLE INTEGRATION STILL MATTERS…
When provisioning spaces connect them based on your IA and provisioning process. Example
change Outlook Conversations link to the Team. This is defaulted moving forward. 
Present
Linking is still a
reliable and easy
way to integrate.

INTEGRATION CAN BE EASY…
Using the connectors built in, or by using a simple sync model you can connect systems and
reduce clicks, or tie processes/data together.
Present
Supported Via 3rd Party

PROCESS IMPROVEMENT…
Doesn’t always need to be complex. Start with simple metadata changes, move onto
notifications, escalations and reminders, etc. More iterative is always better here.
Process Details
• What is the name of the process?
• Who are the actors of the process?
• What are the systems involved in the process?
• What are the pre-conditions for this process taking place?
• What are the post conditions after this process has taken place?
• How long does the process take right now?
• If there are outliers or exceptions to the typical duration what are the
causes for this?
• How frequently does this process take place?
Process Deep Dive
• What are the existing pain points in the process?
• Examples:
• Tracking and Reporting, Exception Handling, Filling Out Forms &
Notifying Participants
• What are the ‘exceptions’ in the process?
• Where in the process are there escalation paths?
• What are these paths?
• What are the existing documents or artifacts used/leveraged within the process?
• What are the related processes?
• Related tasks?
• What is the process? (Process mapping activities.)
• What are the permissions and privacy considerations throughout the process?
Potential Outcomes
• Process Map
• All Steps
• All Forms/Documents
• All Exceptions
• All Actors/Roles
• All Reports
• Form Wireframes
• Key Forms/Documents Will Have Wireframes
• Use Cases/Usage Scenarios/User Stories
• Depending On Complexity

1 DAY HACKATHON
Establishing a culture of failure is important for individuals and teams to grow. PowerApps
works best when you drive more user led creation via techniques like Hackathons.

YAMMER TIP: BIGGER GROUPS ARE BETTER
Events
Annual Offsite (2019, 2018, etc)
Ignite SP Saturday
SPC
User Group
Meet Up
There is a lot of research that shows designing for the consumer and not the contributor is
often better in communities. Larger and more active communities are almost always better.

YAMMER TIP: OFFICIAL OR AWARDED
Not just to differentiate. To improve clarity of purpose, leader engagement, community
management, diversity of participation and business value realization.

OBJECTIVES MATTER…
Think about the objectives that drive many of your projects and programs internally. In most
organizations simply spending more time planning objectives can make a big difference.
These are not good objectives!

Let’s do a simple exercise where we break down a generic objective.

We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would like
to ‘imprv request rspnse time’ by…

Legal Contract Solutions
• Contract Review Flow
• Request Contract Review PowerApp
• Integration with ClientDB
• Client Contracts Modern SP Site

PRIORITIZATION CAN BE DIFFICULT…
The simplest prioritization formula still hasn’t changed.
Estimated Value
Estimated Difficulty
I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

GIVING ESTIMATES…
Never ever give a single number. Why a range? Realistically if you don’t give a range it won’t
indicate how uncertain you are about the estimate.
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

GIVING ESTIMATES…
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful
consideration) typically leads to poor results in both setting the right expectation and being accurate.
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

THERE IS A LOT OF PLANNING…
Technology is rarely planned in isolation, but this is especially true for SharePoint. In other words
your Intranet platform is meant to be used for far more than just the Intranet.
Integration
Planning
Business Process Analysis &
Improvement Planning
Education, Training
& Adoption Planning
Enteprise Social
Integration Planning
Security
Planning
Site Provisioning &
Review Process Planning
Search Planning
Information
Architecture Planning
Project & Task
Planning
Team & Group
Collaboration Planning
Intranet Planning
& Design
SharePoint Online
Getting the most out of
SharePoint Online requires
successfully tackling key
planning activities from the
bottom up.
YammerOneDrive For Business
Skype For BusinessOffice Delve

PRO-ACTIVE & COMPREHENSIVE PLANS…
It is important to not just plan for a targeted workload or project/program, but to instead plan for
many, based on your digital workplace goals and all of Office 365’s services.
- Intranets?
- Extranets?
- Departmental Portals?
- Functional Areas?
- Project Sites?
- Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Business Processes?
- Information Protection?
- Meeting Management?
- And much much more….

EXAMPLE: INTRANET ROADMAP SAMPLE
Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com

EXAMPLE: POWER BI ROADMAP SAMPLE
Below is a really simple example of a roadmap for just Power BI as a technology focus.

WHERE DO YOU START? CURRENT STATE…
An easy way to approach this is to do findings exercises around your digital workplace needs.
Interviews, surveys, focus groups, usage analysis, and more can help generate meaningful findings.
• Adoption
• Too many tools - Not sure what to use when
• No formal training/support (only peer-to-peer support)
• Lack of governance
• Self-Serve – Communication & Collaboration
• Self-management of workspaces is not available
• Client/Project Knowledge not shared across regions/teams
• Lack of collaboration between teams
• Lack of best practices for documents management
• Technology Enablement
• Technology Infrastructure is slow and cumbersome
• Permissions hard to implement to comply with MSA agreements
• Need direction to migrate documents to SharePoint Online
• Automate Collaboration
• Repetitive tasks are not easy to perform due to large number of applications
• Intelligent Search
• Difficult to find information within the company
• No central place to search for employees
• Employee information and status not up to date
• Digital Hub
• Fractured Corporate Communication (each business line has separate
communication)
• Lack of Single Sign-on (10-15 applications to log in every day)
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement

THEN START TO MAP FUTURE STATE…
Once you have findings then work on establishing actionable recommendations (hopefully
with an expert). Recommendations can then be categorized and you can determine ‘urgency’.

EMBRACE SPECIFICITY & ANALYSIS…
You can definitely approach this with more of a user need mapped to recommendation/solution
approach along with business value and complexity to makes things easier to prioritize.

FRAMING ROADMAPS IS NOT THAT HARD
Just try it yourself by putting together some recommendations from this event. Then put them
into a roadmap based on urgency or even better based on business value and complexity.

PLAN FOR MULTIPLE LEVELS
How do we ensure readiness and success around adoption at an organizational level?
Organizational Checklist
Individual
Group
Organizational

ENSURE YOU HAVE THE RIGHT ROLES
Do you have people who own and lead key roles, do you have the resources that
support a role? Does the role communicate, coordinate and engage effectively?
Role Resources Communication Coordination Engagement Trend
Office 365
Project Manager
4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Business Owner
4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Executive
Sponsors
4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed 
Champions
4 - Managed 4 - Managed 5 - Optimizing 4 - Managed 
Departmental
Leads
3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic 
Education Leads
4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic 
IT Leads
4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed 
HR Manager
3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined 
Communication
Leads
5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Community

HOW READY IS YOUR CULTURE?
As an example during performance reviews do your key questions connect back
to things that benefit and exemplify digital best practices? Provide examples!

POLICIES AND GUIDANCE
Resources can be even more complex. Do you have common and expected policies, guidance,
or content available and up to date today?
# Need
Current
State
Notes & Recommendations
Support
1
Office 365
Champion
Coverage &
Selection Plan
Current State
No, Champion coverage and/or selection plan exists which identifies
champions per business unit, office, department, team, or floor nor one that
outlines how new Champions can/should be identified or nominated to
improve Office 365 adoption.
Current Champions were selected based on their role within the different units
and to get a good cross section of individuals (executives, reception area, field
and office workers)
Recommendations:
 Ensure there is an accessible list of these active champions.
 Ensure you have shared the details of how you select champions,
remaining champion gaps/needs, and how users can sign up to be one
in your Campion Coverage and Selection Criteria guidance.
2
Champion
Commitment
Guide
Current State
No, Champion Commitment Guide exists that articulates the value of
champions and the champion’s community while outlining champion
commitments and benefits
Recommendations:
 Draft an Office 365 Champion Guide detailing the value of Champions
and their community within your organization, the required
commitments necessary to be a Champion and the associated benefits.
3
Champion Fact
Sheet
Current State
No, the Champion community does not have a fact sheet that can be provided
to a champion’s manager to support or help in attaining buy-in.
Recommendations:
# Icon Description
1 Does Not Exist: The starting point of usage and guidance. There is no plan being
followed.
2 Partially Defined/Started: An approach may have been decided upon and is being
opportunistically applied. The approach has not been widely accepted nor adopted. It may
be informally defined.
3 Defined: The approach has been reviewed and accepted within the organization. There
has been buy-in to the documented approach and the approach is often followed. The
way this area is implemented is defined and/or standardized, but not in use across the
entire organization. Some governance is defined but may not be widely
understood/followed.
4 Defined & Managed: This area is centrally supported, standardized, and implemented
across the organization. It is defined and understood/followed. Metrics may be gathered
and reported.
5 Optimized & Managed: This area is functioning optimally and continuous improvement
occurs based on defined and monitored metrics or feedback. Assets are pro-actively
maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.

Success readiness is something you can evaluate and it spans roles, programs,
policies, guidance, even incentives and rewards. http://Office365Resources.com.
AT AN
ORGANIZATIONAL
LEVEL HOW READY
ARE YOU?

Review Success Readiness Twice A Year
Start by ensuring your organization has what it needs to be successful. Do this at least twice a
year to ensure you can track your improvement over time.
Individual
Group
Organizational

ALIGN WITH BUSINESS OBJECTIVES
Here is an example of the technique we often use when creating objective maps
for our customers. See more at http://Office365Metrics.com.

Define specific and measurable business objectives and align those with what
your adoption service provides at a minimum on a yearly basis.
Individual
Group
Organizational
Align With Business Objectives Yearly

MEASUREMENT MATTERS
It doesn’t need to be really difficult. Start with some business impact statements and the high-
level value you expect to achieve.

http://Office365Metrics.com contains guidance on ways to measure Office 365
& samples of common business impacts it can drive.
WHAT ABOUT
BUSINESS IMPACT?

Measure and review the business impact your technology and digital excellence investments
are having in the business.
Individual
Group
Organizational
Measure & Review Impact Quarterly

DIGITAL CENTER OF EXCELLENCE
Ensure you build a meaningful and active digital center of excellence to provide
a singular place you funnel users towards for improvement and change.

Don’t forget to continually share new guidance on “how to best use” your digital
technologies. Especially as they continually change and improve over time.
Individual
Group
Organizational
Measure & Review Impact Quarterly
Improve Digital Center Of Excellence

Building off of organizational guidance we can easily tackle the group / leader /
champion level and the individual user level.
Individual
Group
Organizational
Group/Individual Checklist

FUNNEL FOR COMMITMENT
In order for users to improve their digital skills and technology use we need them
to embrace and commit to change. It’s about more than training.
1
3
Drive Interest/Awareness
Guide Understanding
Realize Value
2

PLANNING FOR ADOPTION…
We need to be more tactical and granular to drive meaningful commitment.
Plan and execute adoption campaigns! http://Office365Campaigns.com

PLANNING FOR ADOPTION
Developing a roadmap for adoption where we plan activities before launch, during launch and
after launch is important. Plan and execute campaigns!

PLANNING FOR TIPS
When each day’s Yammer/SharePoint News tip is posted by a member of the tip team it
ensures that these tips come from different users which gets more people involved.

PLANNING FOR TIPS
Tips drive users to take action, should be themed, should be pre-written before
the start of the campaign, and can be easily adapted from existing ones.

PLANNING FOR CONTESTS
Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office
365” document in the Office 365 Resource Kit (http://Office365Resources.com)

PLANNING FOR COMMUNICATION
Define a comprehensive communication plan along with the messaging for key Email, Intranet
posts, Yammer posts or communication for the campaign.

Having a campaign over a duration of days enables greater measurement, clearer
accountability, and simplifies the coordination and commitment needed.
Baseline Measure Impact Measure Continued Impact

PLANNING FOR MEASUREMENT
Example: We can see that most sharing is happening in SharePoint and not OneDrive. Great
insight is available now in the adoption pack.

If executing effective adoption campaigns leads to effective commitment is there anything
else we should keep in mind?

CAMPAIGNS ENRICH COE CONTENT
The campaign generates new resources, training, tips, tricks, success stories,
and much more that adds continual value to your digital center of excellence.

Building off of organizational guidance we should leverage campaigns to
improve adoption and continually support our digital center of excellence.
Individual
Group
Organizational
Group/Individual Checklist
Define An Adoption Plan & Campaigns
Execute Campaigns & Add To CoE
Update Adoption Plan (Repeat)
Plan & Execute Campaigns (Repeat)

It would be great to find content easily over the Intranet
using search and be able to access work related
documents and materials while I am out of the office
GOALS
Create work related documents
efficiently with reference to existing
documents and templates.
EXPECTATIONS
Consolidate personalized
mechanism to find relevant
content. Personalized
communication/notifications.
FRUSTRATIONS
Difficult to sift through search
results / documents to find the
relevant documents, and lack of
communication relevance to his
work.
“
KEY CHARACTERISTICS
Age
Occupation
Education
Family
Location
41
Field Employee
Bachelor’s Degree
Married
Canada
FUTURE STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
CURRENT STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
Judy
Consumer Persona
Straight Focused independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented

HOW CAN CARD SORTING HELP?
Techniques like card sorting can create shared understanding across a group of stakeholders
around the best ways to think about and organize information.
Gerbil

Ford
Gerbil

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

MIND MAP NAVIGATION…
Using Mind Maps for navigational design makes this process MUCH faster and more efficient.

MIND MAP SITE & TEAMS PLANNING…
…

HOW CAN VISUAL NOTE TAKING HELP?
When conducting any meeting there should never be a blank screen. Use PowerPoint,
OneNote, Word, or an open Email. Take notes as people talk and facilitate!

UNDERSTAND WHERE USERS HAVE BEEN…
Teams Meetings Rock: Meeting recordings, seeing who is speaking, muting and controlling
audio easily, auto transcription, capture of side bar and IM like dialog, action items and more.

HOW CAN DIALOG MAPPING HELP?
Techniques like information mapping via a specific syntax can remove biases.

VERSIONING MAY NOT BE INTUITIVE…
Not every user understands that there is a concept of versioning. It’s such a simple but
important message and capability that all users should know about.
Before Digital File Shares SharePoint

DOCUMENT INVENTORY…
While there is a lot of contextual insights on documents sometimes it still helps to assess the
kinds of documents and content you have to better plan and improve experiences.
Compiling results from 20 to 50
participants using excel
sheets/hand outs can be
painful.
If you expect many responses
use a survey tool instead.

CONTENT TYPE PLANNING…
Building a mind map based on the inventory and document type definition worksheets can be
really helpful in visually communicating the relationship between content and information.

OFFICE 365 COMMUNITY PLATFORM
This also allows us to map to models where we satisfy typical knowledge patterns etc.

INNER LOOPS & OUTER LOOPS
Technologies serve a targeted purpose. For communication and connection while the content
may be stored in SharePoint where we connect/communicate can shift.
Outer LoopInner Loop
Me
We All Of Us
SharePoint
Files, Sites, & Content
Collaboration
Stream
Video & Live Events

INNER LOOPS & OUTER LOOPS
Brad Grissom had a great alternative and more detailed way of thinking about inner and out loops
copied below and available at https://regarding365.com/where-work-gets-done-8d1d653ef48d.

YAMMER, TEAMS & OUTLOOK INSIGHTS
High level definitions that dive a bit deeper than the loop model/explanation tool.
Microsoft Teams Yammer Outlook
Conversation Structure Microsoft Teams
Channels
Threaded Conversations
Chats
Yammer Groups
Topics/Hashtags
Threaded Conversations
Chats
Inbox
Folders
Threaded Emails
Typical Urgency &
Speed
Immediate / Near Immediate
Primary for instant
communication and meetings -
active daily use. Messages
typically have immediate/near
term value. Messages can lose
value over time.
Near Immediate, Delayed By
Hours, Days Or Weeks
While there is a chat/inbox and it
can be responsive for Q&A
scenarios – responses may not be
as immediate. Messages typically
gain value over time.
Delayed By Hours Or Days
The modern day voice mail.
Marking as important/urgent
may get a faster response, but
typically responses are delayed.
Messages typically lose value
over time.
Typical Audience /
Group Size
Small
Designed for smaller teams
where there is shared work or
activities/responsibilities.
Primary tool for 1:1 ad-hoc
instant messaging.
Large
Organization-wide, cross-
functional, cross departmental,
departmental, and business unit.
Ideal for communities. Additional
reporting available for managing
large audiences and groups.
Any
Typically not collaborative in
nature and primarily used to
schedule or inform. Used for 1:1,
1:Few & 1:Many discussions
when the audience isn’t using
Teams or Yammer.

Collaboration
Approach?
Real-Time Collaboration
As the primary meeting
facilitation tool in an Office 365
business as well as the primary
place for teams to work this is
the most collaborative
communication environment for
work today. Often also used to
schedule meetings.
Collaboration Via Discussion
Typically not a real time
collaborative environment and
often not a place where
collaboration on content occurs.
It is often more focused on
sharing of ideas, sharing of
content, referencing content or
collecting feedback/ideas from
others and discussing content.
Sequential Collaboration
You can only email content and
information and await a
response, there is limited
immediacy and it takes lot’s of
effort to consolidate changes.
Excellent for scheduling
meetings.
Typical Confidentiality
Approach?
Shared Ownership
Typically this is a shared circle of
trust. Viewers are also
contributors by default. Content
often has a sense of shared
ownership.
Shared Context & Often Public
Often more for sharing openly,
getting feedback outside a core
team, or sharing across the
organization. Many groups are
(and should be) publicly open to
a very large audience (often
across internal org
units/boundaries).
Limited Ownership
Often used for more confidential
or secure communication
(sometimes with rights
protection) or may use with
shared links to SharePoint
content that is secured for limited
audiences.

Typical Communication
Approach?
Ad-hoc
Typically informal or project/team
level discussions.
Ad-hoc & Planned
From corporate communications
and leadership communications
to ad-hoc Q&A. Mixed style and
formality levels depending on the
Group/Community. Typically
more formal than Teams.
Planned
While ad-hoc communication
happens here often it’s planned
and in many instances a bit of
formality is expected (e.g.
signatures, etc.). More formal
than Teams and often more
formal than Yammer.
Integration Options?
All of these support access and
sign on integration, and O365/AD
group integration, quick IM and
quick call via People Cards.
Dependent & Highly
Integrated With Office 365
• Can be associated with
SharePoint sites.
• Outlook can mail channels.
• Yammer can post to channels.
• Tabs and Connectors.
• Chat Bots
• Can be displayed on
SharePoint pages (multiple
web parts/styles).
• Can be provisioned with
SharePoint sites.
• Outlook can respond to posts
and mail Groups.
• Outlook conversations can be
provisioned with SharePoint
sites.
• Yammer and Teams can notify
in Outlook.

LENSES ON TEAMWORK…
Another visual approach to explaining how users work with these tools is to use a lenses
analogy.
Files
SitesChannels

THE WORK ON VISUALIZATION HELPS…
This is a GOOD exercise for the leadership team and to come up with broad guidance.
However it is not often actionable/usable by users in this format.

THERE ARE MANY VISUALIZATIONS…
Avanade has done a great job of representing their perspective of this you can read about it
on this this article page. Dux and Blair have also presented this.

FROM CURRENT TO FUTURE STATES…
Figure out how people work today and visualize how they might work in the future. Then
create guidance to show the users the journey…
Office 365
Groups
Delve
Boards
Office VideoUrgency/TimeSensitivity
Skype For
Business
Call
IM
Skype
Presence
Skype for
Business
Online
Meetings
Outlook
E-Mail
OneDrive
for
Business
Team
Site
SharePoint
Intranet
Yammer Company
Communications
Yammer
Groups
Office 365
Groups
Individual OrganizationalGroupAd-hoc/LowUrgent/High
Urgency/TimeSensitivity
Web
Conferencing
(GoToMeeting)
Outlook
E-Mail
GoogleDrive
PHP Intranet
(“OurSpace”)
Webinars
(Go To Webinar)
Legacy /
Traditional
DM System
T:/ Drive
Individual OrganizationalGroup
Ad-hoc/LowUrgent/High
P:/ Drive
ftp (…)
Web
Conferencing
(WebEx)
Wiki System
PPM System (Daptive)
DropBox
Box
YouSendIt
C:/ Drive
Current State
Microsoft Teams

Envisioning XYZ’s Workplace In
The Future
Centralize Data Storage
Use hybrid, or pure cloud-based storage services so it can easily be
shared and synchronized across devices while scaling with demand.
Tablets & Smartphones
Shift the consumption of information from paper to convenient,
portable, connected digital devices and services.
Bring Your Own Device Flexibility
That offers security, directory services, and the touch-and-gesture
features that underlie the digital work style.
Anywhere Access To Information
Via computers, laptops, tablets, and smartphones so people can
access their information anywhere, anytime through NextGen portal
experiences.
Easily Connect & Collaborate
In executive conference rooms, at your desk, or on the road with
modern voice, video, screen sharing and other modern meeting
collaboration services.
More Engaged Employees
Increase engagement inside and outside of meetings by unlocking
the full potential of your workforce through enterprise social
collaboration, and enterprise social networking.
Natural Input & Interactivity
Using OneNote & the Modern Office suite for touch, stylus, and
gesture-based input to take notes and mark up documents digitally,
replacing notebooks and whiteboards.
“Empower our employees with anywhere, anytime
access to their personal workplace and our
collective knowledge and expertise.”
– CEO of XYZ
1
2
3
5
4
6
7
1
2
3
4
5
6
7

STOP WITH THE BALANCING ACT ANALOGY…
Consider the example most people use when referencing Governance. The wild west or super
locked down. The reality is that governance (and most approaches) are more nuanced.
Projects
Tasks
Communities
Practices

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions?

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions? Based on a
richer an more in depth understanding of pain points, concerns and interests.

DEMONSTRATIONS & IMPACT…
Let’s walk through 2 variations of the same demo. Can you pick up on the difference?

“SO WHAT” OR CONTEXT MATTERS A LOT…
Throughout the demo ask – “So what” – why is this important? This makes a huge difference.

INTERACTION…
Things we will do today (besides listen to Richard drone on and on).
• Share One Thing You Didn’t Know But Learned At The Event
• Build Your Own Digital Workplace Or Technology Radar
• Name And Outline An Adoption Campaign
• Demo In Pairs – Ask “So What”
• Have Interactive Q&A

THE POWER OF A STORY
Whether it be about adding friction/involvement or measuring the right thing.

Thank You!
SPFest,Sponsors,&YouForMakingThisPossible…
200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers
WhenToUseWhat.com Office365Intranets.com
Office365Metrics.com Office365Campaigns.com
Office365Extranets.com Office365Resources.com
Message Me On LinkedIn or Email Richard@2toLead.com
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
Let’s connect and find ways to do more and work together.

WORKSHOP: STRATEGY AND SUCCESS WITH OFFICE 365: PRACTICAL TOOLS AND TECHNIQUES FOR THE STRATEGIST, INFORMATION ARCHITECT AND ANALYST

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