NCAF&E 2016 Get Streamlined, Get Focused, Get Organized: Strategies to Create a Successful 2016
Best Strategies to Get the Most Out of Office 365
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WEBINAR Best Strategies to Get the Most Out of Office 365
Transcript of Best Strategies to Get the Most Out of Office 365
WEBINAR
Best Strategies to Get the Most Out of Office 365
About Jill
Jill Hannemann@[email protected]
Director of Advisory Services
Editor, Digital Workplace Today10+ years in Knowledge Management
SharePoint Expertise: Information Architecture, Records Management, Content Migration, Document Management
Culinary project: Cinnamon Rolls!
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Search
Sites
File Sharing
Mobile
Availability
Collaboration
Knowledge Transfer
Reduced IT Maintenance
What Are We Looking For Office 365 To Do?
What Is Office 365 Made Of?
Office Graph
Services
Cloud
Processing
Applications
Authentication
Looking At It A Different Way…5
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Instant Message
Social
Team SitesOnline Storage
Intranet
Document/Record Management
Individual Team Enterprise
Audience
Authentication
Looking At It A Different Way…6
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Instant Message
Social
Team SitesOnline Storage
Intranet
Document/Record Management
Individual Team Enterprise
Audience
Things That Seem To Do Similar Things…
Office Graph
Services
Cloud
Processing
Applications
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Creating a Plan to Maximize Investment and
Productivity
1. Create Roles/Functions For Document Storage9
OneDrive for Business Sites Yammer
“Where I keep docs that I’m working on that
are in progress or confidential for my eyes
only.”
“Where I share a one-off document with
someone outside my organization.”
“Where I store documents for my
team or project.”
“Where documents are stored that I
publish for use by the rest of the
company.”
“We don’t store documents here, we
create a link from the sites.”
2. Establishing Governance For Our Digital Workplace
Clarify roles and
responsibilities
Resolve ambiguities; establish a
framework for shared goals
Consistent decision-making;
support a long-term vision
Simplify maintenance; save time and
money
Four Pillars To Governance
Value Statement
Define a vision and business objectives
Summarize primary business requirements
What will SharePoint do for you?
Roles & Responsibilities
Content management and maintenance roles
Executive Sponsor
SharePoint Delivery Manager
SharePoint Architect
Trainer
Business Owners
Helpdesk
Policies & Procedures
Processes and rules
Where “content sprawl” is outlawed
Provision, Share, Maintain
Don’t create bottlenecks
Communication & Education
Set expectations:
1. Define features: what they are and what they aren’t
Train users for the actions they’ll need to accomplish
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Managing For Change Within Your Organization
Planning for Change Management!
“Change Management Fundamentals – The 20% you need to know which will make you know more
than 80% of your colleagues.” – John Westworth, Microsoft
Managing For Change Through Communication
• Acknowledge existing practices
• Identify pain points
Current State
• Migration
• Temporary activities
• Participation and effort
Transition State
• Training
• Feedback loop
• Improvement
Future State
Defining Your Communication Plan
Getting Started With Office 365
Understanding the Features
Site Collections
Sites
Pages
SharePoint Online
Lists and Libraries
Columns
Managed Metadata
Content Types
Hierarchy
Security
Roles
Document Management
Files Storage
Web Parts
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SharePoint Online16
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The Service running the other applications
SharePointTeam Sites
Document/Record Management
Online Storage
Social
What it’s good for –• Team site design – Familiar and Flexible! • Team collaborative document and file storage• Document management and records management• Site centers for information sharing, apps, workflows, forms• List functionality is still very robust for data intake and
management• Robust eco-system of 3rd party add-on products
Not good for –• Social – unsophisticated toolset, never fully integrated• The look and feel is what it is• If custom, can be expensive to maintain• Internet sites
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OneDrive For BusinessDocument Storage
1 TB
Records management available
Maintain metadata schemas
Redundancy and security of network
Mobility
Apps available
Responsive
Usability
Shows “Sharing”
Drag and Drop
Share with external partners
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Leverages SharePoint Personal Sites functionality
OneDrive for BusinessDocument/Record Management
Online StorageWhat it’s good for –• Personal file storage• Document repository• Maintaining records and information management• Cloud storage – access files anywhere from any device• Mobile accessibility• Sharing and collaboration with smaller or limited individuals• Access to Groups collaboration
Not good for –• Team collaboration –
• Links, no navigation• No calendaring, or other features
Yammer21
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Enterprise Social for Office 365
YammerSocial
What it’s good for –• Easy adoption – simple and intuitive• Usage can improve transparency, meetings,
communications, boost corporate culture • It’s the best tool for what it does in Office 365
Not good for –• Integration is work-in-progress – conversation in
context!• It’s all about adoption:
• Without a solid business use case, adoption can fail• Without leadership buy-in, adoption can fail
• It may or may not work for your corporate culture
Yammer Integration23
A different take on the Team Site
Groups
Integrates email, files, One Note, Lync, calendar, security
Easy to create a new group
Easy email distribution listing
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Groups25
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A team collaboration app
GroupsTeam Sites
What it’s good for –• Team collaboration, task forces, projects• Ties together core productivity tasks for teams in a seamless way• Managing secure documents and information within a project• Access Groups in Outlook• Access Groups Files in One Drive for Business• Shared team One Note
Not good for –• Similar to Team Sites in SharePoint – confusing to users• No user friendly connectivity to document repositories in SharePoint• No archive strategies in place for teams or projects that are completed• Larger teams or department spaces, unless use case is direct and
limited• No templating to align closely with specific business requirements
Office 365 Video is the first of the NextGen Portals Released
NextGen Portals
Built in intelligence layer using Office Graph
‘Curatorial experience’ for intranet content such as company news, announcements, information navigation and search
InfoPedia will be a knowledge management portal released in 2016
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Ready-to-go Portals
NextGen PortalsIntranet
What it’s good for –• Always current• Big data solutions at scale• Less upfront costs• Less change management• Maximizing ROI
Not good for –• Be aware of capabilities and limitations• Be willing to wait• Be ready for changes• More information to be shared in coming months
Other Requirements Of Office 365
Search/Delve
Mobility
Reduced IT Maintenance
Authentication
Collaboration Spectrum30
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Instant Message
Social
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Intranet
Document/Record Management
Individual Team Enterprise
Audience
Mapping Your Plan For Productivity
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Individual Team Enterprise
Audience
Defining Your Plan For Productivity32
Getting Up and Running
with Office 365
• Understand how you’ll use each
feature
• Define a Change Management plan
that includes:
• Communication
• Training
• Adapt and change with needs
Need help with your Office 365 deployment?
Contact Us http://www.portalsolutions.net/contact
Next Steps
Thank you.
Check out our podcasts, including Jill’s episode on Office 365 and Strawberry Shortcakehttp://portl.me/1S8UMtF
Webinar – March 30, 1PM EST
The Rise of NextGen Intranets: Introducing OneWindow WorkplaceRegister Here: http://portl.me/1q4f019
