Intranets beyond SharePoint

2015-11-27 Perttu Tolvanen (@perttutolvanen) / Keynote at Confex Intranett 2015 (Oslo, Norway)

Intranets beyond SharePointtypical concepts & technology choices in Nordics

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Advisor in buying intranet and web projects intranet concepts, technology evaluations, implementation partner negotiations

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Lessons learned in last 15 years

1. Great intranets are the heart of the organisation. Intranets help employees to navigate to resources, find key information and keep their focus.

2. Intranets are not systems that change the way organisations work. Successful intranets adapt to the way organisation works and they enhance the way organisation works – they make the organisation more efficient, faster and more enjoyable.

3. Sometimes intranets deliver extensive functionality and capabilities that has been missing from other systems or is non-existent due to other reasons. This makes intranet concepts sometimes very different from each other.

4. Intranets are greatly influenced by the platforms and their providers’ sales messages. Especially individual features can be very product-driven – and that is a good thing… as long as the product goes to same direction as you!

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Today ”Enterprise Microsoft” isa very platform-agnostic software company.

Their iOS apps even support Dropbox and Box.

Current trends

Microsoft is now competing in the cloud with Office 365 – that is their absolute #1

focus right now. They don’t really care about on-premise customers anymore…

Current trends

Microsoft is building a new platform – to replace Windows and Office (as their #1 cash cow). They want everyone to sign in through Office 365 – that is their main game. Intranets are not their focus right now –

especially not intranets for large enterprises.

On-premise

Cloud

Microsoft is basically changing its strategy from a car-maker to provider of

public transportation. That is a major strategic move.

Current trends

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vs.

The ’applification’ is a major design and technology trend – and that is something that is worth following –

especially if your employees are mostly knowledge workers.

Current trends

Current trends

Social channel is becoming a new layer that complements intranets and other main channels (especially in knowledge work). Main player (that is

leading by example) is Slack. Yammer is a major player also even though it has been neglected heavily by MS during the last few years. HipChat is a

good alternative if on-premise installation is a requirement.

Current trends

Having an enterprise chat that replaces internal email is nice…

Having an enterprise chat that replaces internal email is nice… but the true game-changer are integrations to other systems. Social channel is worthy as a stand-alone channel when you have 5+ internal systems integrated to it and it becomes a social activity stream. And that is where Slack

is right now showing us a glimpse in to the future…

Source: http://kentnguyen.com/personal/staying-sane-managing-multiple-projects/

Right now we have a beautiful world for small teams.

But if you work for a big enterprise, you are out of luck. And probably things are not going to change in

a couple of years yet.

So lets get back to reality…

Human resource management (HR

systems)

Intranet News, guidelines, phonebook, key

documents, search…

Phonebooks & other

company directories

Resource planning and

finance management

(e.g. accounting, production

management, stock management, logistics)

Customer relationship

management (CRM)

Project sites (for partners)

WebsitesExtranets

eCommerce

Web applications

Document management

Reporting

Data warehouses

Resource bookings, e.g. rooms

“Intranet landscape”


systems)Phonebooks

& other company

directories

Resource planning and finance

management (e.g. accounting, production



management (CRM)

Project sites(for partners)

Document management

Reporting

Data warehouses

“big picture”

Project management

Contract managemen

t

Resource bookings, e.g. rooms Intranet

News, guidelines, phonebook, key

documents, search… Remember: Having a simple, communicational intranet is

ok!


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

“big picture”

Project management

Contract managemen

t



documents, search…… but sometimes you need to expand … and there are three

typical directions where intranet concepts expand.

1. Employee handbooks, news channel, starting page for the day

Centrally produced content, same experience for everyone.

Builds common culture.

2. Operational support for work

tasks

Business-specific workflows and applications and

guidelines.

Possibly highly integrated to other business applications.

3. Collaboration

Team sites, project sites, document management.

Content is organized by the teams, for the teams.

Official communication

and process guidelines

Supports everyday work, flexible structures and processes

Social elements

News, events, blogs

Content, materials, pages, documents

Links to other systems and resources

Conceptual elements of intranets

Reports, key figures, business status dashboards

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Most typical intranet concepts and platforms (in Nordics)


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




1. Social / communicational intranet


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




1. Social / communicational intranet

Simple intranets can be done successfully with many systems, even Office 365 works for them –

or even WordPress.


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




2. Intranet with lots of custom functionality


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




2. Intranet with lots of custom functionality

The more functionality and transaction-oriented features you require, the more

you should be looking at true portal systems, like Liferay.


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




3. Document management & collaboration


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t




3. Document management & collaboration

If you absolute want to include document management and

collaboration spaces to your intranet, then Office 365 is your #1 choice.

But why do you want to do it?


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t

Resource bookings, e.g. rooms



Special case: Document management with a different system

Document management /

team sites

Separating intranet and document management is typically a smart move even though you would use Office 365 for both of them – and in any case this

gives you lot more options.


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t








Special case: Multilingual intranet


systems)Phonebooks

& other company

directories





management (CRM)


Document management

Reporting

Data warehouses

Project management

Contract managemen

t








Special case: Multilingual intranet

If you have multiple languages, countries and business units – you probably require a true

web content management system – a system that can handle relations between language

versions and use the same content in multiple places. And this is something that e.g. Office

365 can’t do.


systems)Phonebooks

& other company

directories




Project sites(for partners)Document

management

Reporting

Data warehouses

Project management

Contract managemen

t








Multilingual intranet

(2) Portal approach

(3) Collaboration

(1) Social/communicational

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Advice for your intranet renewal project1. Choose your concept direction early: social/communicational,

multilanguage, functionality-driven or collaboration-driven2. Document management is not a typical area of intranet – especially in

large organisations3. Demanding multilanguage concept often requires a true web content

management system4. Office 365 requires a redesign of intranet concept even if you are

upgrading from SharePoint 2010/2013 (think small applications instead of big business portals)

5. Having many tools is typically not a problem for knowledge workers – even having separate search interfaces can be ok

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Perttu Tolvanen

Web & CMS Expert, Partner

Perttu Tolvanen is a CMS expert that helps clients choose partners and technologies for their Web, intranet and eCommerce projects. His daily work involves writing RFPs, analyzing proposals, meeting vendors and facilitating workshops.

[email protected]+358 50 685199

@perttutolvanenhttp://www.perttutolvanen.com linkedin.com/in/perttutolvanen

http://www.perttutolvanen.com/

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North Patrol is your expert in selecting the best vendors and technologies for your next intranet or web project. We are an independent consulting company without ties to system vendors, and can help you define the concept, select the best system and vendor.

We have participated in projects using e.g. the following products: Drupal, WordPress, EPiServer, Sitecore, Sitefinity, Liferay, SDL Tridion, SharePoint, Confluence, Magento, Hybris.www.northpatrol.com

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