state of the industry: what's changed in the past few years with digital workplaces & why...

WHAT'S CHANGED IN THE PAST FEW YEARS WITH DIGITAL WORKPLACES & WHY IT MATTERS

Presented By: Richard Harbridge (@RHarbridge)

#JBoye

@RHarbridge #SPSNH

RICHARDHARBRIDGE

My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.

CTO & MVP | SPEAKER & AUTHOR

DIGITAL WORKPLACE STRATEGY…

Great, we know who you are Richard, but what do you do on a daily basis?

- 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….

ARE YOU READY FOR TODAY’S DEMANDS?

We want to tackle and be ready for tomorrow’s demands, but we are struggling

with the demands of today.

MICROSOFT 365What's Changed & Why Does It Matter?

OFFICE 365…

Provides a way to leverage Microsoft collaboration and productivity workloads

as software as a service.

MICROSOFT 365…

Provides a universal (and enterprise ready) toolkit for teamwork, collaboration

and productivity.

MORE SERVERS & OFFICE…

SharePoint, Exchange, Skype For Business Server & Office 2019 are all announced.

This means more releases in mid 2018 and much more on hybrid!

FREE MIGRATION TOOLING…

Quickly migrate your list and library items with a new lightweight migration tool.

Get started using it in preview now! http://aka.ms/spmt

http://aka.ms/spmt

INTRANETSWhat's Changed & Why Does It Matter?

INTRANETS…

While mega menus and other innovations were implemented navigation was

always structure based, or managed. With special directory style pages.

CONTENT OVER TIME…

The modern digital workplace and Intranet has a continually increasing number

of digital spaces or ‘sites’ where content is stored and shared.

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.

INTRANETS…

While structured and managed navigation is still valid in today’s world it is also

important to improve navigation with powerful capabilities like search.

INTRANETS…

By centralizing and governing the creation of ‘spaces’ or sites we can improve

content organization drastically with things like default metadata and templates.

HOW CAN WE BUILD SITES BETTER?

NEW DESIGNS & TEMPLATES…

The ability to add custom themes, set a default site design, add additional

site designs, scope site designs to users, and more!

Vendor

agreements

Legal portal

Regional partner

outreach

Policies

Customer

Event planning

HR

Quarterly reports Company-wide

Benefits

Acquired sales

EcoAdventure

Travel

Programs

Customer connectionsTravel

innovation

Sales Regional sales

Recognition

& rewards

EMEA sales

Expense trackerCultural

Big winsBenefits

planning

New hiresEMEA

Records center



Vendor

agreements

Legal portal

Regional partner

outreach

Policies

Customer

Event planning

HR

Quarterly reports Company-wide

Benefits

Acquired sales

EcoAdventure

Travel

Programs

Customer connectionsTravel

innovation

Sales

Regional sales

Recognition

& rewards

EMEA sales

Expense trackerCultural

Big wins

Benefits

planning

New hiresEMEA

Records center



When designing news, leadership or even events pages we can take advantage

of new and improved authoring experiences. Team news can be complimentary.

INTRANETS…

When designing news, leadership or even events pages we can take advantage

of new and improved authoring experiences. Team news can be complimentary.

INTRANET CONTROLS…

NEW HUB SITES & TEMPLATES…

Team sites and communication sites will roll up into hub sites. This allows

modern rich sites for all but the homepage and special situations.

Easily create powerful,

beautiful looking pages

WYSIWYG authoring

Multi-column sections

Drag/ drop editing

RTE & Paste support

OOB web parts

Page Templates

INTRANETS…

Fast and improved news authoring will build on what is already available.

Microsoft will provide new client side web parts and site templates.

Web Parts and Toolbox

INTRANETS…

Fast and improved news authoring will build on what is already available.

Microsoft will provide new client side web parts and site templates.

Targeted embedding of Yammer or your enterprise social platform in key parts

of the Intranet, and digital workplace are provided by your org and MSFT.

YAMMER INTEGRATION…

BETTER YAMMER INTEGRATION…

The Yammer client web part is better than ever!

Your Intranet is responsive by design, but you could also enable better site

experiences on mobile devices. Extending team or departmental news reach.

MOBILITY IS MORE THAN ACCESS…

NEW EXPERIENCES MATTER…

Capabilities like bookmarking, notifications, and more help you not only

stay up to date, but follow up when a better time is available.

ENTERPRISE CONTENT MANAGEMENTWhat's Changed & Why Does It Matter?

Intelligent queries, predictive indexing, sort view by indexed column (like date),

and in the future auto index logic will work for libraries larger than 20,000.

SHAREPOINT ONLINE LIMITS…

Smart filters chosen by default, pin columns you filter often, thumbnail-centric

library view, inline contextual information panel, and simple move/copy gestures.

MODERN LIBRARIES & LISTS…

Connect to/from document libraries, route, alert, & set actions. Moving document

attachments from email & use teams to establish email addresses for library folders.

FLOW FOR DOC MANAGEMENT…

Helps users focus on files that are pending, incomplete, or otherwise need

Attention. Response to required properties in modern UI being too “soft”.

ATTENTION VIEWS…

Conditional Formatting Action Links Flow Buttons Data Visualizations

Apply styling to a field,

depending on that field’s value

or range of values

Create a hyperlink to

another page or Web

address, based on the

value in the field

Create a button that kicks off a Flow on

the corresponding item

Use icons and CSS to

decorate fields with visual

indications of trends and

progress

Column formatting can use scenario patterns to apply a format to SharePoint

views making it easier to differentiate key information.

COLUMN FORMATTING…

Tap allows consume section of document in other documents via search. Can also insert Metadata as quick parts. Word SharePoint properties panel. View and edit document metadata directly inside Word 2016 on Windows. (Tap isn’t in Canada yet).

WORD INTEGRATION…

SEARCHWhat's Changed & Why Does It Matter?

Relevancy has historically been based on general criteria like the date or how

popular an item is. How well results match compared to the rest of the index.

SEARCH BASED ON POPULARITY…

Great search is essential – and achievable – with attention

SIMPLIFY FOR

THE USER…

Apply best practices like predictive search as you type, personalization,

and zero-term search. Fewer clicks => More Adoption.

Today search leverages personal activity and provide search results based on your

behavior, not just popularity or metadata. Suggests content to save time.

PERSONALIZED & BEHAVIOUR…

Familiar, fast, rich experience for users accustomed to using their Windows to

find what they are looking for. Local and O365 blended results.

SEARCH BEYOND THE BROWSER…

Bing for business allows you to combine public and enterprise search in a

powerful way. Finally providing a potential option for one search box.

SEARCH BEYOND THE ENTERPRISE…

Search is about more than just documents. Capture whiteboards, business cards,

maps, screenshots, receipts, x-ray images, and more and watch it index.

BEYOND DOCUMENTS…

MULTI GEO SUPPORT…

Multi-Geo search and services stores data locally in a region and ensures data

remains in that region if desired. Combine this with site level conditional access.

Coming soon the questions users ask can be used directly and search will deliver

the answer naturally to users.

QUESTION AND ANSWER…

DISCUSSIONS & CHATSWhat's Changed & Why Does It Matter?

DISCUSSIONS & CHATS…

We might do bulk IM messages, reply all emails, or if you are lucky you might

have some discussion boards.

Today we have a better set of IM and ad-hoc discussion tools, orgs are using

Office 365 Groups and Yammer to improve distribution lists and discussion boards.


Office 365 Groups

Outer Loop Inner Loop FilesSites

Content

SharePoint

Where should we start a dialog? Shifting more and more away from email where

possible and into Teams and Yammer for our daily communication needs.


Microsoft Teams provides a way to work in a team focused hub that is persistent.

Teams integrates with the other convo tools while improving on the experience.

Teams


Even Outlook is becoming more actionable and integrated. Less about notification

and more about taking action that is streamlined. This is also true in Teams.


Nearly 20% of companies have already deployed chatbots in the workplace,

with an anticipated 57% by 2021.


https://community.spiceworks.com/research/future-of-it#section-3

MEETINGSWhat's Changed & Why Does It Matter?

HOW WE CONDUCT MEETINGS HAS CHANGED…

The way we manage meetings, the way we collaborate in meetings has always

been something that we could improve.

More people can participate, on more devices, from more places.

@RHARBRIDGE

Record your meetings, make them available to staff in you team, site or in O365

videos. Go beyond the meeting recording with Office MIX https://mix.office.com/

Meetings when conducted and recorded are closed captioned, this also allows

you to search against the full transcript to jump to that moment in the video.

MODERN MEETINGS WITH TEAMS…

INTEGRATIONWhat's Changed & Why Does It Matter?

Build Business Case

Secure Budget (On Promise Of

Value)

Analyze Systems, Needs &

Approach

Design Optimal Solution

Build Solution

Test Solution (QA & Then

Production)

Document Deployment

Deploy Solution (QA & Then Production)

Deliver ValueGet Feedback

(Often As A Separate Motion)

TIME TO VALUE FOR INTEGRATION…

When people want to see information in one place we would build, buy

and implement solutions. IT leads this and the approach takes time.


We optimize for MVP and iterative improvement today.

Accelerating IT’s ability to integrate faster and deliver value sooner.

Secure Budget (On Promise Of

Immediate Value)

Build Business Case

Analyze & Design For Priority Needs

Build MVP Or Iterate Solution

Test & Deploy Solution (Often

Direct To Production)

Secure Budget (On Realization Of Value

& Feedback)

Arguably this is made much better by improvements in development

patterns, as well as a reduction in complexity of deployment/risks.



Our traditional waterfall model, and model where we build based on

server model development takes longer and doesn’t maximize IT effect.

Full Trust Code

Web Parts

FeaturesEvent

Receivers


The new model accelerates development considerably as we can deliver

more tailored value faster, and often avoid server side delays or complexity.

Client Side Web Parts

Cloud Services

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 val.


Microsoft Flow allows organizations and individuals to automate workflows that

integrate with existing SaaS services and business apps that users rely on today.


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


FORMS & PROCESSWhat's Changed & Why Does It Matter?

FORMS & PROCESSES…

We may have built forms in previous tools but they were not mobile enabled

and are often challenging to update or improve.

No new versions.

Supported to 2026.

SurveysCustomer Profile Collection

Customer Profile Collection

Employee Satisfaction Survey

Event Feedback

Organizing Team Activities

QuizzesClassroom Quizzes and Assessments

HR Training

PollsQ&A

Town Hall Q&A

Presentation Polling

Ideation

Information Gathering Partnership Application

Organizing Team Activities

Event Registrations

MICROSOFT FORMS…

There are many uses for Microsoft forms alongside PowerApps and Flow.

https://forms.office.com/Pages/ResponsePage.aspx?id=v4j5cvGGr0GRqy180BHbR_gIagXfWQFHulNT9ed6yCBUOUtFOEFYQkE0OUVINUtVR0hBV1cwVEhaMy4u

https://forms.office.com/Pages/ResponsePage.aspx?id=v4j5cvGGr0GRqy180BHbRyfgA-k_IJJOlZlRy_M-u7pUOFpOREMzQVZOWDJXTUdIM0dWNkgzRTZNTi4u

PowerApps that solve business challenges are added directly into SharePoint.

Better experiences for common flow activities like approvals are leveraged.

FORMS & PROCESSES…Teams

PowerApps Web Part can make it easy to add PowerApps to a page for many

common form scenarios throughout your Intranet, teams and sites.

FORMS & PROCESSES…Teams

ACCESS & CONTROLWhat's Changed & Why Does It Matter?

MANAGING ACCESS & CONTROL…

While core documents are managed and controlled many other places

like team or departmental collaboration suffer from permission challenges.


We use dynamic groups with membership defined as a rule, rather

than as a static list of members. We expire groups (if need not attested).

Expiring GroupsAdmins set a duration after

creation when group owners

need to attest the continuing

need for their group. Else it’s

deleted.

One IdentityAzure Active Directory (AAD) is

the master for group identity

and membership across Office

365 (Exchange, SharePoint,

Yammer, Teams, Planner, Power

BI, etc.)


Throughout the Office 365 experience for SharePoint or OneDrive content

access control is readily available and easy to understand as an end user.


Sharing is also intuitive and easy across Windows, Office and SharePoint.

This increases the ease of sharing SharePoint content wherever you work.


Make it easy to manage access and ensure the wrong kind of sharing

doesn’t take place – whether internal or external.

EXTERNAL COLLABORATIONWhat's Changed & Why Does It Matter?

EXTERNAL COLLABORATION…

External access may have involved significant effort for onboarding, user

management, access control, and we had unsanctioned tools popping up.


We have an effective SharePoint Extranet strategy with many sites

while also providing lower friction options for specific users if needed.

1. Notifications To Track Access2. They Can See All Files In One Place3. Per Group – Sharing Controls… 4. Much More!


There is a lot of additional control, extensibility, and more options coming

to Office 365 and Azure that enrich the external collaboration story.

WORK MANAGEMENTWhat's Changed & Why Does It Matter?

WORK MANAGEMENT…

We have had the need to manage tasks for ages, the issues we thought wereaggregating tasks and making it easier to manage them. Turns out the biggestgap was actually collaborating on tasks (not working on your own).

WORK MANAGEMENT…

Now we have a modern task management experience focused on

easier collaborative task management.

Significant enhancements are coming for Planner such as templating,

integrating it with To-Do, and Project Online over time.

WORK MANAGEMENT…

PROFILES & EXPERTISEWhat's Changed & Why Does It Matter?

PROFILES & EXPERTISE…

Typically we would customize profiles to try and make them even more

useful. OOTB was basic, the main issue was people not filling them out.


Instead of custom profiles we now have rich profiles where new

functionality is continually added. About more than just the user details.


Profiles are embedded in more places. Instead of just a contact they now

surface activity of that user (recent documents today, more in the future).


Tools already monitor your directory for information that is missing,

incorrect or out-of-date. Pro-actively reaching out to users.


…Don’t forget that there are more improvements coming from strategic

investments like Microsoft’s in LinkedIn that can improve the expertise story.

ANALYTICSWhat's Changed & Why Does It Matter?

We have had analytics, but only administrators or really advanced users could

get them, and even then the format and usability was low.

ANALYTICS…

Analytics are now integrated into key experiences to help users improve,

understand, and take action. They are brought to the surface.

ANALYTICS…

Organizations and leaders are piloting and exploring merging models of individual

productivity analytics and organizational analytics that are very rich today (E5).

ANALYTICS…

Far more is tracked today than ever before, and better reporting is continually

being made available to help make sense of all this data.

ANALYTICS…

http://Office365Metrics.com contains guidance on ways to measure Office 365

& samples of common business impacts it can drive.

ANALYTICS…

http://office365metrics.com/

ANALYTICS…

The trend for surfacing more actionable analytics to teams, and users

will continue.

ANALYTICS…

Workplace Analytics (now available for orgs with over 5k users) is already

driving better guidance for all organizations based on analytics available.

https://support.office.com/en-us/article/Explore-metrics-for-Workplace-Analytics-c2d12d4a-c61d-4c86-a7ae-804007ab6831?ui=en-US&rs=en-US&ad=US

CLOSING & ROADMAPSWhat's Changed & Why Does It Matter?

Keep an eye on what’s coming! There is even more to be announced

next year!

PAGES ROADMAP…


next year!

SITE OWNERS ROADMAP…


next year!

SHAREPOINT ADMINS ROADMAP…


next year!

CONTENT SERVICES ROADMAP…


next year!

BUSINESS SOLUTIONS ROADMAP…

What if we look at our own organizations technology radar?

Inspired by StepTwo’s Digital Workplace Radar

Landed (Now to 6 Months)

Circling (6-24 Months+)

In Flight (Future)

WHAT DOES YOUR TECHNOLOGY

RADAR LOOK LIKE?

http://www.steptwo.com.au/papers/track-future-2016-digital-workplace-radar/

Getting AD Integrated

Exchange MigrationOutlook & Office

Migration (Pro Plus)

Skype For Business

Intranet

Social (Yammer)

Extranet

OneDrive For Business

SharePoint For Document Management

Team Site Deployment

Every organization’s journey is a little different, but often follow a similar

path to getting more out of Office 365. What do you need to plan for?

Mandatory

Popular

Situational

Strategic Few

Trust The Cloud

WHAT DOES YOUR TECHNOLOGY

RADAR LOOK LIKE?

MSFT Stream (Video)

Thank You!J. Boye’samazing team for making this possible.

180+ Awesome Presentations At.. Slideshare.Net/RHarbridge

300+ Pages Of Whitepapers At.. 2toLead.com/Whitepapers

WhenToUseWhat.com Office365Intranets.com

Office365Metrics.com Office365Campaigns.com

Office365Extranets.com Office365Resources.com

Message Me On LinkedIn or Email [email protected]

CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

Let’s connect and find ways to do more and work together.