Is the traditional structure we see on local file servers something that should be replicated in a migration to the new collaboration environment in Microsoft 365? To get the most productivity for users a fresh approach should be taken, one that encompasses services like SharePoint and the features it provides like metadata to make information easier to find and navigate. Services like Delve can be leveraged to help information come to users rather than them having to dig for it in deep and complex folder structures. Are sub folders and sub sites still important in a modern approach to collaboration? Come along and see if they still have a role to play in organisations of the future.

7. https://www.youtube.com/watch?v=mNHR5OWtpNE

8. Yahoo Is Shutting Down the Original YAHOO Because No One Cares and Everything Dies
https://www.themarysue.com/yahoo-shutting-down-yahoo/

15. Some problems with subsites
- Managing permissions - especially unique permissions inside the structure
- External user access - Sharing different pieces with different people outside your
organisation
- Restructuring - You can’t simply ‘drag and drop’ a subsite to a new location
- No single look and feel - Items inside inherit by default. How many branded subsites
have you ever seen?
- Single set of meta data – different subsites typically have different metadata. This
promotes inconsistency and complexity
- Path length limitations - The deeper you go, the longer the URL path becomes and
hard it becomes to work with

16. The one constant in today’s collaboration
world is change
We therefore need to build systems that can
easily adapt to change

18. Old New Modern
Data
Comms
Shadow IT
Files
IT Admin
Ad Hoc
Linear Parallel
User
Structured
Control
Data
Access
Office 365 Team
Work

19. Communication Sites
Stand Alone Team Sites
Hub Sites
- Desktop files
- Home Drive
- Profile
- By function or
location
- E.g. Fin, HR, NSW
- Archive
- Extranet
- Company wide
- Intranet
- Navigation
- Company wide chat

23. Hub sites
• Allow linking to other content
• Provide a globally consistent
navigation
• Are a single maintenance point
• Should live at the top of your
hierarchy
• Navigation can be abstracted from
structure
• Users don’t need to know structure
• Mobile friendly
https://techcommunity.microsoft.com/t5/microsoft-sharepoint-blog/sharepoint-hub-sites-new-in-office-365/ba-p/109547

24. Metadata
• Think of it like ‘tagging’
• You can have multiple metadata per item
• Can have a global hierarchy which is known as a taxonomy which can be implemented using
services like the Term Store
• Allows filtering and sorting of information in both a managed and ad-hoc way
• In the ‘old world’ the metadata was the folder in which the data lived and the path to that
folder. However, it could only live in a single location unless duplicated

29. Multiple Document Libraries
- Each library can have a different look and feel
- Each library can have different securities
- Each library can have different automations
- Each library can have different metadata
- Each library can be sync’ed independently
- The is effectively no limit on how many document libraries a single site can have
- Mobile friendly
- More libraries with less in them is best

33. AdvantagesofTeams
- Designed for when you want to combine file storage and conversations
- Collaboration is no longer just storage
- The central place for users to go to ‘get stuff done’
- Removes the need to constantly switch apps
- Working ‘out loud’ makes both conversations and content to be searchable
- Can link independent Document Libraries
- Can link independent content
- Mobile friendly

36. AdvantagesofDelve
- Think of it as your global search engine across Microsoft 365 content
- Customised and optimised for each individual user without any need of configuration
- Dynamic display of relevant data based on interactions with that data
- Also shows you what items your colleagues are working on
- Available as a mobile app
- Also allows you to ‘follow’ others
- Share and link directly from here
- You don’t need to necessarily know where the items is in the structure, you simply click
to open

37. F: drive to M365 – An example
Sales
Customers
2018
2019
Campaign

41. ProjectCortex
- AI will take care of presenting the information
- AI will take care of determining relevance
- Less worry about where the information is actually located
- Coming soon

42. - Don’t just drag and drop from an existing structure, transform it
- Successful transformation starts will planning and a process not action
- Make the best use of the new tools and abilities available
- Metadata in now more important than structure
- You could say Metadata is the new structure
- Rule of three as a best practice if possible
- The best solution for you is your solution
- Your best solution takes time to grow
Conclusions and instructions

43. • Build your modern Intranet on SharePoint in Office 365 -
https://resources.techcommunity.microsoft.com/resources/build-modern-intranet-on-sharepoint-office-365/S
• harePoint Hub Site Overview - https://docs.microsoft.com/en-us/sharepoint/dev/features/hub-site/hub-site-overview
• Introducing Project Cortex - https://techcommunity.microsoft.com/t5/microsoft-365-blog/introducing-project-
cortex/ba-p/966091
• Creating and launching a healthy SharePoint portal - https://docs.microsoft.com/en-us/sharepoint/portal-health
• Best practices for collaborating with Office 365 - https://support.office.com/en-gb/article/best-practices-for-
collaborating-with-office-365-5144136b-1ff8-476f-bcba-00de0bdaa600?ui=en-US&rs=en-GB&ad=GB
• Overview: best practices for managing how people use your team site - https://support.office.com/en-
us/article/Overview-best-practices-for-managing-how-people-use-your-team-site-95e83c3d-e1b0-4aae-9d08-
e94dcaa4942e
• Organize documents and sites in Office 365 - https://support.office.com/en-us/article/organize-documents-and-sites-in-
office-365-1a36030f-3e54-4c43-8401-b7bcd0d1c16b
Resources

44. Email : director@ciaops.com
Twitter : @directorcia