maximising your platform investment - business agility · • office 365 and sharepoint is a...
TRANSCRIPT
Maximising Your Platform Investment
BUSINESS AGILITY
Manchester - March 2019
Activity and timings
Office 365 Overview of an ever changing landscape10:30-11:30
Intranets Principles, practices and applications11:30-12:45
Document ManagementPrinciples, practices and applications12:45-13:00
Process Automation Gaining efficiency and reducing risk13:00-13:30
Help & SupportHow can Business Agility help you14:00-14:15
Approach and Planning Setting up for success13:30-14:00
SummaryOverview and final questions14:15-14:30
Break out SessionsIndividual queries and help sessions14:30 ~
Welcome
Presentation Cover Take Away
Lunch @ 12, End ~2:30
Post Seminar
What is SharePoint & Office 365
What is it used for
How should you approach your projects
Setting you up for success
Insights into Office 365
Making the right choices
Planning & Approach Tips
Who's using Office 365 at the moment?
Who's planning on using it?
Office 365 Growth
What is Office 365 – On the surface
• Sway
• Teams
• Groups
• Forms
• Stream
• Planner
• PowerApps
• Flow
• StaffHub
• Office Applications
• Skype for Business
• Exchange
• OneDrive
• SharePoint
• Yammer
• Video
• Delve
• Power BI
What is Office 365 - Underneath
• Classification
• DLP
• Data Governance
• Threat Management
• Data Privacy
• Search & Investigation
• Reports
• Service Assurance
• Compliance
What is Office 365?
What is Office 365?
So what do we use, where and how?
Teams
Planner
Flow
Forms
Staff Hub
Stream
Sway
Pros, Cons & Considerations
Teams
• Teamwork hub
• Originally developed to compete with Slack
• Conversation based UI
• Add people from inside & outside your organisation
• Connects to third party apps through apps, bots & connectors
• Replacement for S4B
Teams
Pros Cons
Easy to setup No private channels
Little or no training Ignores underlying business rules
Myriad of connectors No template support
Folder based content management Requires client for desktop and video calls
Open structure – no presets or common nav
Not search aware
Considerations• Scope
• Business value
• Governance
• Compliance
Planner
• Organise teamwork tasks
• Create plans
• Dashboard based UI
• Buckets and cards!
• Connects to third party apps through apps, bots & connectors
Planner
Pros Cons
Easy to setup Tasks do not integrate with Outlook
Little or no training Ignores underlying business rules attachments!
Nice informative UI No template support
Lightweight project management Open structure – no presets or common nav
Not search aware
Considerations• Scope
• Business value
• Governance
• Compliance
Flow
• Cloud based service
• Create and automate workflows
• Connect to 365 and on-prem
• Preloaded with thousands of connectors
• Replacing SWM (?)
• Predefined templates (1000’s!)
Flow
Pros Cons
Easy to learn More complex requires dev
Little or no training
Suits devs & power users
Huge library of connectors & templates
Not limited to cloud
Considerations• Governance
• Flow security
Forms
• Cloud based service
• Create forms, surveys, polls and quizzes
• Collates responses
• Supports embedding and QR
• Internal or external
• Pro is coming ££!
Forms
Pros Cons
Easy to learn Very simple forms
Little or no training Doesn’t integrate with other LOB systems
Export to Excel
Mobile aware
Considerations• Governance & GDPR
• Sharing
Staff Hub
• Cloud based service
• Manage shift schedules and team work
• Made for mobile
• Distribute content to teams and shift workers
Staff Hub
Pros Cons
Simple shift management Does not manage shifts
Integrates with internal or external Creates a group in SP for each team
Export to Excel
Request for time off, swap or offer
Considerations• See cons
• Wholly manual for resource/shift clashes
Stream
• Cloud based service
• Manage and stream videos and media
• Supports channels
• Much like youtube
• Search transcripts
• Face detection
• Where do faces appear
Stream
Pros Cons
Simple easy interface Comes off your storage
Supports live events
Adds captioning and transcript
Search aware including people
Embed in other 365 apps
Considerations• Think about your storage
• Live events come with a cost
Sway
• Cloud based service
• Manage and present stories, presentations and content
• Supports templates
• Supports internal and external sharing
Sway
Pros Cons
Simple easy interface No direct connection to 365
Templates to get strated Importing documents temperamental
Topic generation Difficult to brand
Use existing documents
Provides analytics
Supports embedding
Considerations• Scope
How can Office 365 help my business?
SharePoint
Feature rich platform for building business solutions
• Lists
• Libraries
• Content Types
• Workflow
• Search
• BCS
• Sites
• Intranets
• Document Management
• ECM
• BPA
• BI
• Social
• Collaboration
SharePoint
Three main functional areas
Functional
• Intranets
• Document Management
• Business Process Automation
Strategic
• Increased comms
• Employee engagement
• User adoption
• Increased efficiency
• Compliance
• Risk reduction
Before you begin......
Information Architecture – underpins everything!
If you can describe your information, you can
• Find it – efficiency, risk
• Manage it - compliance
• Classify it - compliance
• Act on it – efficiency, risk
• Report on it - compliance
• Destroy it – compliance, risk
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
• Help people do their work
• Reinforce key messages
• Common shared experience
• Engage with other employees
• Share Knowledge
• Find information and people
• On any device, anywhere
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
How are you going to:
• Increased communications
• Increased collaboration
• Increased efficiency
• Engaged employees
• Reduce risk
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
Considerations
• Banners
• News
• Tickers
• Consider how we consume and find information
outside of work….that’s the goal!
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
• Where does it live
• Who owns it
• Is it approved
• How is it surfaced
• Is it relevant
• Is it personal to me
• How can I feedback
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
A new way of thinking… sort of.
Traditional Intranets
Home Page
HR Finance Comms Operations IT
Issues• Lack of visibility
• Huge risk
• No automation
• Information may be out of date by the time it is published
• Does not encourage content creation or user adoption
Content Management!
Home Page
HR Finance Comms Operations IT
Title
Subject
Image
Newsworthy?
Policy Changes for Pensions
New policy changes come into effect from 23rd September for all employees based in Manchester
Title
Subject
Content Surfacing
Home Page
HR Finance Comms Operations IT
Automated Aggregation of Content
Home Page
HR Finance Comms Operations IT
Create
Submit
ApproveSurface
Retire
Summary
• Intranets shouldn’t need a gatekeeper
• Aggregation of content should be automated and easy
• Content can be anything – news, documents, announcements, video, warnings etc. etc.
• Providing the mechanism for users to submit content massively increases user engagement & adoption
• Ownership of an intranet should be company wide where governance and stewardship is built into process
How is SharePoint being used?
Intranets
• Aims
• Considerations
• Real Estate & Presentation
• Content
• Aggregation
Demo
How is SharePoint being used?
Document Management
• Identification
• Description
• Management
• Presentation
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
Information Architecture
If you don’t adequately describe something how can you expect to:
• Find it
• Present it
• Manage it
• Classify it
• Audit it
• Destroy it
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
What is a document?
• Traditional – word, pdf, excel, mov, mp3, scanned
• Web Content – news, announcement, article, KB
• Web Page – multiple types in a single container
• Aggregated content – newsletter, report, form
Regardless of form or type, you should manage the classification,
lifecycle and ultimate destruction of a document
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
Metadata should be:
• Minimal
• Mandatory?
• Make sense
Subject
Author
Status
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
• Content Types
• Workflows
• Information Management Policies
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
• Folders
• Search results
• Views
How is SharePoint being used?
Document Management
Information Architecture
Core Principles
• Identification
• Description
• Management
• Presentation
Demo
Summary
• Information Architecture will drive your Document Management
• Describing content allows us to channel where the content is surfaced, automatically
• Use Metadata to define your data
• Use Search and Views to surface your data
• Surfacing allows you to present your managed data anywhere and in any format
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
• What needs automating
• Automation gaps
• What shouldn’t be automated
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
• OOB
• SPD - Flow
• Nintex, K2
• .NET code
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
• Approval – timesheets, holiday, contracts, documents
• Booking – kit, rooms, vehicles
• People – training, on-boarding, off-boarding
• Creating – documents, tasks, contracts, newsletters
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
• What will your people respond to?
• Task
• Calendars
• Group email
• Escalation
How is SharePoint being used?
Business Process Automation
• Identifying
• Tools
• Obvious BPA
• Considerations
Demo
Summary
• Know your process and improve on it!
• Use groups so emails don’t get “lost”
• Automate the “end of life” process for documents, data and people ☺
• Workflows will help ensure you company’s compliance, reduce risk and gain efficiency
• Get rid of those mundane time consuming processes
Common Mistakes
What to avoid
• Lack of Planning
• Features are not solutions
• ROI not clarified
• Poor understanding of SP
• Big Bang Approach
• Fire and Forget
• SharePoint DIY
• Information Architecture
• Scope
• Governance
• 30% firefighting
• Starting without understanding
• What’s coming?
• Retro fitting expensive
• Modern context requirements
• Business & user impact
• There is no end point - CIP
Approach
Roadmap your journey
• Identify business objectives
• Have a governance plan!
• Primary stakeholders
• Success measurement
• Plan for:
• Design
• Change
• Support
• Quick wins
• User adoption
• Communication
How we can help
Expertise
• SP Since 2001
• SharePoint, .NET, CRM, Exchange, AD,
Azure, Dynamics
• SQL Server, SSRS, SSIS, SSAS
• MCP’s MCSE MCSD
• Prince2, ITIL
• MS Gold Partner
• Strategy, Planning & Business Analysis
Experience
• Solving business problems
• Avoid pitfalls
• Identify quick wins
• Vertical agnostic
How we can help
Flexible Approach
• Reduce Risk
• Knowledge Transfer
• Support
• Partnership
• Enablers
• Reviews
• Firefighting & Rescue
First Step
Art of the Possible
Stage 1
Requirements Capture
Checkpoint 1
Stage 2
Detailed DesignCheckpoint 2
Stage 3
Build, Test and Go Live
Stage 4
Support
£ ?
£
£
£
How we can help
Burndown Support
• Buy buckets of hours
• Use as you like
• Consultancy on tap
• On-prem or 365
• Free Health check & Report
• Advice, guidance and demo’s
• Inner circle knowledge
In Summary
• Office 365 and SharePoint is a compelling platform where you can build fantastic solutions
• Planning, understanding, user adoption and communication is key
• Start smart and small to deliver quick wins – it will naturally build out
• Think about information from an enterprise perspective
• Get assistance and develop good patterns and practices
• It should be a CIP roadmap
• It should align with a higher strategy as a complimentary tool
• Think in business terms – software without a solution
• Enjoy it…building smart, effective solutions should make you happy ☺
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