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Avoid Collapse! Build Your IntranetFoundation The Right Way.Presented By: Richard Harbridge & Jeff Fried#ILTAG95 @RHarbridge @JeffFried

Richard [email protected] & MVP Speaker & Author2toLeadJeff [email protected] & MVP Speaker & AuthorBA InsightAvoid Collapse! Build Your Intranet#ILTAG95Foundation The Right Way.

DIGITAL WORKPLACESTRATEGY -Intranets?Extranets?Departmental Portals?Project Sites & Team Sites?Enterprise Social Networks?Document Management?Records Management?Process Improvement?Centers Of Excellence &Technology Adoption?- And much more .Great, we know who you are Richard, but what do you do on a daily basis?#ILTAG95

WHAT I DO Great, we know who you are Jeff, but what do you do on a daily basis?#ILTAG95

FOUNDATIONSMATTER We have all seen the results of Intranets or technology solutions that didn’t havea strong foundation failing to stand the test of time.#ILTAG95

FOUNDATIONSMATTER Let’s discuss the right way to build an effective SharePoint Intranet from theground up so that we can all be more successful.#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

BEFORE YOU BUILD YOU HAVE TOKNOW WHERE & WHY Lookkindfirstofatpropertythe neighborhood:whatis thepurpose, theWhatis it? What’s theright‘fit’ businessfor your needs?overallcontextandconstraintsforbuyingyour Intranet.Whereshouldit beandwhy are youit?#ILTAG95

COLLABORATION IS AN ATTITUDE The main purpose often is to improve collaboration or improvecollaborative outcomes.#ILTAG95

WHAT WILL YOU DO WITH YOUR INTRANET? thereadoesmultiplethings,andandtootoooftenthereis a isdisconnectdisconnectbetweendesignthe intranetdesignwhat users want.betweenthe intranetgoals andwhatgoalsusersandwant.#ILTAG95

MAPPING YOURGOALS You can better define what your Intranet needs to do via tried and testedapproaches like workshops, personae, interviews, surveys and more.#ILTAG95

INTRANETS AREN’TALONE T hinkgoalsaboutfor yourintranet.and its fit andYouoftenmoreneedbroadlyto thinkaboutmore thebroadlythe Intranetpurpose in your digital workplace.#ILTAG95

WHAT DOES YOURTECHNOLOGYRADAR LOOKLIKE?In Flight (Future)Circling (6-24 Months )Landed (Now to 6 Months)What if we look at our own organizations technology radar?Inspired by StepTwo’s Digital Workplace Radar#ILTAG95

WHAT DOES YOURTECHNOLOGYRADAR LOOKLIKE?Getting ADIntegratedTrust TheCloudPopularSituationalStrategic FewOneDrive nt For DocumentManagementTeam SiteDeploymentSkype ForBusinessExtranetExchange MigrationOutlook & OfficeMigration (Pro Plus)Every organization’s journey is a little different, but often follow a similarpath to getting more out of Office 365. What do you need to plan for?#ILTAG95

KEEP ITSIMPLE AlignSupportPublishIterateRelateEvaluate- to your business driver(s)- based on value- clearly and often- in small projects- to your infrastructure- and adaptWhile our business objectives and needs might be complex or unendingwe need to start somewhere with simple achievable direction.#ILTAG95

COLLABORATION IS AN ATTITUDE Collaboration is not a technology, it’s an attitude. Culture needs to alsohave a plan for improving alongside the technology and Intranet.#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

MAKING CHOICESANDBUILDING A PLAN Just like when building a house we need to define our plan for the Intranet.We need to ensure the technology foundation of our Intranet is well planned.#ILTAG95

THERE IS A LOT OFPLANNING INVOLVED OneDrive For BusinessYammerIntegrationPlanningSharePoint OnlineGetting the most out ofSharePoint Online requiressuccessfully tackling keyplanning activities from thebottom up.Office DelveSkype For BusinessBusiness Process Analysis &Improvement PlanningEducation, Training& Adoption PlanningEnteprise SocialIntegration PlanningSecurityPlanningSite Provisioning &Review Process PlanningSearch PlanningInformationArchitecture PlanningProject & TaskPlanningTeam & GroupCollaboration PlanningIntranet Planning& DesignTechnologyStrategyTechnology is rarely planned in isolation, but this is especially true for SharePoint.Your Intranet platform is meant to be used for far more than just the Intranet.#ILTAG95

SHAREPOINT PROVIDES AGREATTECHNOLOGY FOUNDATION WHY? BestpracticesTheevidenceis all around us from awards to enterprise usage. 70% ofcorporate intranets are developed on the SharePoint platform.#ILTAG95

WHY INTRANETS ON SHAREPOINT?It’s a platform, an integrated suite, modern, mobile enabled, business centric,and maximizes the impact of your Intranet investments.#ILTAG95

WHY INTRANETS ON SHAREPOINT? Bundled Broad Suite Pre-Integrated Modern Rapid Innovation PlatformIt’s a platform, an integrated suite, modern, mobile enabled, business centric,and maximizes the impact of your Intranet investments.#ILTAG95

WHY INTRANETS ON SHAREPOINT?When it provides so much benefit it doesn’t come without some cost.#ILTAG95

WHY INTRANETS ON SHAREPOINT? Bundled Bloated Broad Suite Confusing Collection Pre-Integrated MSFT-centric Modern Under Construction Rapid Innovation Moving Target Platform You fill in the gapsThere are real challenges that come with building an Intranet on SharePointthat you should understand before you start.#ILTAG95

TIME TO VALUE & NAVIGATING CHANGE SharePoint makes iterative easier. Build Intranets in an iterative way todeliver value faster. Agility is critical when the platform is changing.#ILTAG95

HOW LONG SHOULD IT TAKE?We deliver more value in far less time today. It’s not unreasonable toexpect a new modern Intranet in weeks or months instead of years.#ILTAG95

HOW CAN WE KEEP UP AND MOVE FASTER?So Intranets can be built faster, iteratively, and deliver more value How do we achieve that ourselves?#ILTAG95

SHOULD IT BE ON SERVER OR ONLINE?Primary drive is cost and speed or time to value. In professional service costsalone it is typicaly 40% cheaper, not including hardware, maintenance and more. #ILTAG95

THE CLOUD ENABLESUS TO KEEP PACE WITHINDUSTRY TRENDS Continually improving experiences, continuous rollout of new capabilities,continued integration with more technologies, and much more #ILTAG95

GETTINGCLOSER TO THECLOUD WILLHELP It is more challenging to meet modern expectations on legacy technology.#ILTAG95

OPTIONS “Out-of-the-box” SharePoint / O365 Add-on “Ready to Go Intranet” Full CustomConfigureTailorExtendCustomOnce you determine the platform and where to run it you still need to considerbuild or buy options.#ILTAG95

WHAT ABOUT “READY TO GO” INTRANETS?Lists 26 productsThere has been an explosion of new offerings at the same time that Microsoftis extending its OOB Intranet capabilities.#ILTAG95

BUILD VS BUY CONSIDERATIONS OOTB( )Buy(IIAB)BuildDevelopment effortKeeps up with Microsoft InnovationsFeature Set Fit Exactly torequirementsCustomized to existing business processesEffort/Cost toconfigureTesting mpact on internal resources/otherprojectsAll options require work to integrate, configure, and roll out#ILTAG95

WHAT SYSTEMS DO YOU NEED TO INTEGRATE?Another very critical area of technology planning is determining what youwant to integrate, need to integrate, and how you will integrate.#ILTAG95

WE LIVE IN SILOS 36%of a typical knowledge worker’s day is spent looking for andconsolidating information spread across a variety of systems61%of knowledge workers regularly access 4or more systems to get the informationthey need to do their jobs15%regularly access 11 or more systemsAim to get critical mass – integrate the core systems that most people dependon into your Intranet, and then it will be an effective hub for getting work done.#ILTAG95

WHAT DOES INTEGRATION LOOK LIKE?Common Scenarios Display information from external systems in UI, such as web parts,application pages, etc. Client/Matter dashboards Allow users to interact with external data in SharePoint list format Crawl back-end data sources so they show up in search results Import external data into user profilesMake tandunderstandwhereneedwhichscenarios#ILTAG95

WHAT CONNECTIONS TO RSS SHOULD YOU INCLUDE? AderantAmazon S3AlfrescoBoxConfluenceCuadraSTARElite / 3EEMC DocumentumEMC eRoomGoogle DriveHP Consolidated Archive(EAS, aka Zantaz)HPE Records Manager/HP TRIMIBM ConnectionsIBM Content ManagerIBM DB2IBM FileNet P8IBM Lotus NotesIBM WebSphere iManage WorkJiveLegalKEYLexisNexis InteractionLotus Notes DatabasesMicrosoft Dynamics CRMMicrosoft ExchangeMicrosoft Exchange Public FoldersMicrosoft SQL ServerMySQLNetDocumentsNeudesic The Firm DirectoryObjectiveOneDriveOpenText LiveLink/RMOpenText eDOCS DMOracle DatabaseOracle WebCenterOracle WebCenter Content (UCM/Stellent) PLC/Practical LawProLawSalesforce.comSAP ERPServiceNowSharePoint OnlineSharePoint 2016SharePoint 2013SharePoint 2010SharePoint 2007SitecoreAny SQL-based CRM systemVeeva VaultVeritas Enterprise Vault(Symantec eVault)WestKMXerox DocuShareYammer Buy vs. build for connectors? boils down to “buy”Buy versus build for connectors. Often boils down to buy and then build on it.#ILTAG9544

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

PLAN FORIMPLEMENTATION The information architecture and functional requirements are like our foundationand framing plan. We detail how things will be built and provide more detail.#ILTAG95

HOW SHOULD OUR INTRANET BE DESIGNED?Your Intranet design should be about improving how people work today.Making jobs easier, more productive, and more impactful.#ILTAG95

HOW WILL YOU MANAGE ACCESS?Mobility and access outside of the enterprise is a requirement today.#ILTAG95

HOW WILL YOU ENABLE MOBILITY?Your Intranet should be responsive by design, but you could also enable betterexperiences on mobile devices. Extending team or departmental engagement.#ILTAG95

HOW SHOULD USERSNAVIGATE?While mega menus and other innovations were implemented, navigationwas always structure based or managed. With special directory style pages.#ILTAG95

HOW SHOULD USERSNAVIGATE?While structured and managed navigation is still valid in today’s world, it is alsoimportant to improve navigation with powerful capabilities like search.#ILTAG95

HOW SHOULD USERS NAVIGATE?Office 365’s SharePoint home is now a more modern site directory experience.New features like activity roll ups, and quick follow/share options are the start.#ILTAG95

HOW SHOULD NEWS BE DESIGNED?When designing news, leadership or even events pages we can take advantageof new and improved authoring experiences. Team news can be complimentary.#ILTAG95

HOW SHOULD SOCIAL BE ENABLED?Targeted embedding of Yammer or your enterprise social platform in key partsof the Intranet, and digital workplace are provided by your org and MSFT.#ILTAG95

INTRANETS Capabilities like bookmarking, notifications, and more help you not onlystay up to date, but follow up when a better time is available.#ILTAG95

HOW DOES SEARCH FIT IN?Search box/resultsUnified search & discoveryExpertise findingDynamic content/dashboardsSearch-driven navigationApplication steeringDigital AssistantSearch isn’t just about looking for documents.#ILTAG95

GUIDE THEUSER Internet-Like Search Experience “Search and Refine” Intelligent type-ahead Search within results Searching Both “for” and “within” Documents Finding Experts Based on Profile and Contribution Creating Topic-Specific Knowledge CentersGreat searchis essential– and achievable– withGreat searchis essentialand achievable– with therightattentionattention.#ILTAG95

QUICKLY FIND THE RIGHT EXPERTS Finding the right experts is an important scenario in any legal Intranet.#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Aligning With Business Needs2. Setting An Effective Technology Strategy3. Getting Key Intranet Elements Right4. Ensure Ongoing Intranet Success#ILTAG95

YOU‘RE NOT DONE YET Having a great foundation and plan means you can be successful.Once it’s built we still need people to move in and take ownership.#ILTAG95

PLANNING FOR ADOPTION Governanc ePolicies &GuidanceWe need to invest in key areas to enable and accelerate adoption. We can’t doit alone and need to have the right foundation of structure and support.#ILTAG95

Create a Cross-Functional Project TeamBeyond the core team:Within the core team:Wider network of people involved Varied perspectives Contributing content Access to broader range of skills Working on usage policies Greater buy-in across Marketing, Communicationsdepartments & practices Launch advocates Project is more enjoyable Project is more successfulEven in a mid-size firm, don’t leave the Intranet to just IT#ILTAG95

EVALUATE YOUR POLICYANDGUIDANCE READINESS There are many policies and guidance materials that should exist and be in usefor your Intranet or a modern digital workplace strategy to be effective.#ILTAG95

PLANNING FOR ADOPTION AdoptionCampaignsWe need to invest in key areas to enable and accelerate adoption.Committing to a clear plan and meaningful activity is important.#ILTAG95

PLAN ANDEXECUTE CAMPAIGNS Developing a roadmap for adoption where we plan activities before launch,during launch and after launch is important. Plan and execute campaigns!#ILTAG95

PLANNING FOR ADOPTION When each day’s Yammer tip is posted by a member of the tip team it ensuresthat these tips come from different users which gets more people involved.#ILTAG95

PLANNING FOR ADOPTION Tips drive users to take action, should be themed, should be pre-written beforethe start of the campaign, and should relate to challenges/contests.#ILTAG95

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!#ILTAG95

PLANNING FOR ADOPTION 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)The goal of each contest is to get the users to take an action (upload a profilepicture, download a mobile app, etc.) and those actions should be connected to atip or tips that had been shared (explaining how to do the action and its value).#ILTAG95

PLANNING FOR ADOPTION UnderstandingDeveloping a roadmap for adoption where we plan activities before launch,during launch and after launch is important. Plan and execute campaigns!#ILTAG95

PLANNING FOR ADOPTION Since you are already doing a time boxed campaign consider providing targeted trainingsessions that are hands on and participatory. Even if you are performing training remotelyif the group is small enough you can create exercises and track completion.#ILTAG95

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!#ILTAG95

PLANNING FORCOMMUNICATION Define a comprehensive communication plan along with the messaging for keyEmail, Intranet posts, Yammer posts or communication for the campaign.#ILTAG95

@RHARBRIDGEDOWNLOAD THEDRIVINGOFFICE 365 ADOPTION&USAGE WHITEPAPER!Want more information on how to build effective campaigns for Intranetadoption? Check out this extensive whitepaper at Office365Campaigns.com.#ILTAG95

PLAN ANDEXECUTE CAMPAIGNS Developing a roadmap for adoption where we plan activities before launch,during launch and after launch is important. Plan and execute campaigns!#ILTAG95

PLANNING FOR ADOPTION BaselineMeasure ImpactMeasure Continued ImpactHaving a campaign over a duration of days enables greater measurement,clearer accountability, and simplifies the coordination and commitment needed.#ILTAG95

MEASUREMENTMATTERS It doesn’t need to be really difficult. Start with defining the high-level value.#ILTAG95

WHAT ISABUSINESS IMPACT?http://Office365Metrics.com contains guidance on ways to measure Office 365& samples of common business impacts it can drive.#ILTAG95

MEASUREMENTMATTERS It doesn’t need to be really difficult. Create actionable measurements based onspecific andachievable benefits.#ILTAG95

HOW DO YOUPROFILE ABENEFIT?Benefit OverviewBenefit IDOH-B6Benefit TitleImproved Employee Engagement For Leadership CommunicationBenefit Owner[Removed From Sample]Benefit DescriptionYammer and our news engine offer a direct channel for Leadership/Employee interaction. Use this opportunity to help companyexecutives gather insight into employee feedback or to stimulate conversation between them.Related BusinessImproved Employee Engagement, Improved Leadership EngagementImpactsSolution ToolYammerMeasurementManual import of analytics data from news provided by the analytics solution and Yammer post/conversation analysis eitherTechniquemanually accomplished or based on the yammer analytics solution (based on exported conversations).Metric(s)Per leader metrics would be the preference while an aggregate can provide averages and broader measurement of progress.Number of articles from company leadership correlated with the number of views, employee responses, likes and likes.Number of Yammer posts from company leadership and the number of employee responses per leadership post in Yammer.Baseline[Removed From Sample]MeasurementTarget[Removed From Sample]Determine trailing baseline then determine company goal Supporting Activities1. Provide employee Yammer access – desktop and/or mobile2. Organize leadership Yammer-driven Question and Answer sessions3. Encourage employee participation through Adoption Campaigns4. Assign resources to monitor and facilitate the Question and Answer sessionsDefine benefits that can be realized with simple analysis and initiatives, helpingdrive business improvement faster w/ minimized additional investment.#ILTAG95

DEFINE ABENEFITSREALIZATIONPLANIDBenefitBenefit Owner(s)MeasurementActivitiesMark Complete once Evaluation is Complete, Analysis is Complete, and Results are Escalated to Appropriate ChannelsIDKey MetricsBenefitMay 2017TimeFrequency ofHorizonAnalysisJun 2017Jul 2017Aug 2017Suggested InferencesSep 2017Oct 2017Nov 2017Dec 2017Jan 2018Suggested ActionsThis isn’t a new concept and there are lots of examples of benefits realizationacross the industry. The important thing is to actually track these!#ILTAG95Feb 2018Mar 2018

ABILITY TO MEASUREIS ALSO IMPORTANTYou won’t have everything you need OOTB, but it’s a great platform and start.You have the foundation, but need experts or tools to get the most out of it.#ILTAG95

@RHARBRIDGEDOWNLOAD THEMEASURING THEBUSINESSIMPACT OF OFFICE365WHITEPAPER!It goes into much greater depth and can be found at Office365Metrics.com.#ILTAG95

WHAT WE WILL TALK ABOUT TODAY 1. Alig