Maximising your platform investment - Business Agility · • Office 365 and SharePoint is a...

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?

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


• 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


• 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


• 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


• 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


• 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


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


Intranets

• Aims

• Considerations


• 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


Intranets

• Aims

• Considerations


• Content

• Aggregation

How are you going to:

• Increased communications

• Increased collaboration

• Increased efficiency

• Engaged employees

• Reduce risk


Intranets

• Aims

• Considerations


• Content

• Aggregation


Intranets

• Aims

• Considerations


• Content

• Aggregation

Considerations

• Banners

• News

• Tickers

• Consider how we consume and find information

outside of work….that’s the goal!


Intranets

• Aims

• Considerations


• Content

• Aggregation


Intranets

• Aims

• Considerations


• 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


Intranets

• Aims

• Considerations


• 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


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


Automated Aggregation of Content

Home Page


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


Intranets

• Aims

• Considerations


• Content

• Aggregation

Demo


Document Management

• Identification

• Description

• Management

• Presentation


Document Management

Information Architecture

Core Principles

• Identification

• Description

• Management

• Presentation


If you don’t adequately describe something how can you expect to:

• Find it

• Present it

• Manage it

• Classify it

• Audit it

• Destroy it


Document Management


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


Document Management


Core Principles

• Identification

• Description

• Management

• Presentation

Metadata should be:

• Minimal

• Mandatory?

• Make sense

Subject

Author

Status


Document Management


Core Principles

• Identification

• Description

• Management

• Presentation

• Content Types

• Workflows

• Information Management Policies


Document Management


Core Principles

• Identification

• Description

• Management

• Presentation

• Folders

• Search results

• Views


Document Management


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


Business Process Automation

• Identifying

• Tools

• Obvious BPA

• Considerations



• Identifying

• Tools

• Obvious BPA

• Considerations

• What needs automating

• Automation gaps

• What shouldn’t be automated



• Identifying

• Tools

• Obvious BPA

• Considerations

• OOB

• SPD - Flow

• Nintex, K2

• .NET code



• 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



• Identifying

• Tools

• Obvious BPA

• Considerations

• What will your people respond to?

• Task

• Email

• Calendars

• Group email

• Escalation



• 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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Maximising your platform investment - Business Agility · • Office 365 and SharePoint is a...

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