Dynamic Intranet with SharePoint Online
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Office365 brings the promise of creating a Digital workplace solution, in this presentation we look at how to approach the planning for an Intranet with SharePoint online which is part of Office365.
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Dynamic Intranet with SharePoint Online
- 1. Building a dynamic intranet with SharePoint online – the planning process + Intranet content Chandima Kulathilake
- 2. Chandima Kulathilake – Solution Architect Over 15 years in the IT/SharePoint space in planning, architecture, deployment and operational models. From Wellington, New Zealand, now based in Amsterdam & A Coruña, Galicia for this year.
- 3. What we will talk about.. An Intranet on SharePoint online Intranet evolutions What is the planning process? – What are the options? – What can be done? Content management and ongoing operations – Published content – Dynamic content
- 4. Intranet – we all know what it is? An internal website that helps employees to get work done
- 7. Which was… SharePoint online?
- 8. What has actually changed? We are told by strategists, consultants and intranet experts that intranet’s now must be: Work on any device and have a responsive design Have social tools Be part of a Digital workplace or is replaced by one?
- 9. The Digital Workplace concept It’s another trend that we have to all be aware of Or is it just what we already have?
- 10. From Jane McConnell - http://www.digital-workplace- trends.com/the-digital-workplace-framework/digital-workplace- a-new-definition/
- 11. SharePoint online is a digital workplace Delve Yammer Team Sites Published Pages (Intranet)
- 12. Let’s look at some stats Average Years Spent Creating Intranets: 2001–2015. Since 2001, intranet teams have spent an average of 3.2 years (38.3 months) creating their winning designs. Like last year, this year’s winners took less than 1.5 years (17.3 months) to create their designs. – Nielsen Norman Group Average of 3.2 years overall Last year 1.5 years
- 13. Common Intranet issues… Access only to some information Uneven ‘ownership’ of content or why, when, how these are updated. Low user engagement and ownership Not able to find/discover information which is needed by users Out of date information resulting in users not using the Intranet
- 14. When I grow up I want to be.. Information is open and freely available to users unless genuine reasons of confidentiality or commercial sensitivity are identified for limiting access. All users can create, store and share information so that it can be found by other users as quickly as possible, and at any time in the future, therefore taking advantage of the expertise, experience and knowledge gained by past and current users of the company
- 15. Typical themes Empower staff Distributed content contribution Access to communities of conversations Capture and build ideas Engage internally and externally
- 16. Or simply say.. “Our intranet is the gateway to access information, contribute, share ideas and interact with each other”
- 18. How do we plan for an Intranet on SharePoint online? Technical team The Foundation Pilot, review, advise Business team Requirements, stakeholder engagement Content planning Your end users They are the key to success…
- 19. The Big Picture SharePoint Infrastructure SharePoint Features & Functions Web Publish Templates & Widgets UX Information Architecture & Visual Design Custom Brand Layer Search UX Document Publishing UX Calendar, tasks, etc UX Operations Governance Governance & Operations Organisational Capability Style & Brand Management Style & Content Guidelines Training & Support Framework Guidelines & Operational Model Guidelines & Operational Model Business owners education & support Content audit planning & support Content Migration planning & support Comms & adoption planning & support INTRANET Business ownership & collaboration Design agency collaboration & branding Common branding and visual elements Common web publishing elements Solution Spec, Wireframes, Annotated Sitemap, Project Plan, …
- 20. Simple view Information Architecture Interaction/Visual Design 1. Discover Initial Setup and Build Working Solution Weekly Releases Functional Testing Technical Testing Deployment and Operations Plan Review Metrics Ongoing Improvements Training Identify Content Owners & Requirements Training & Operations Planning Discuss Governance & Operational Process Content Creation and Migration Review Content Ownership 2. Implement 3. Test 4. Deploy 5. Adoption
- 21. The Foundation for Office365 Intranet is about your users How will they access it?
- 22. SharePoint online (Office365) Pick the right Plan Be aware of the release roadmap when planning to use features http://roadmap.office.com/
- 23. Pick the right option https://products.office.com/en-us/business/compare-more-office-365-for-business-plans
- 24. Release road map Compared to previous times releases to SharePoint (online) is rapid 2007 > 2010 > 2013 was predictable and was a few years between each cycle With Office365 which includes SharePoint online it’s much more frequent
- 26. Intranet = Branding? To brand or not to brand
- 28. What options do we have? Weigh the cost of custom vs what can be achieved with what’s provided Chances are most of the requirements can be met – but will need special attention (configuration and or development) Go see : “Deep dive into safe SharePoint Server/Online branding using repeatable patterns and practices” @ 3:15pm
- 29. Custom Look and Feel Branding – Design Heavy Intranet Use a Composed Look/theme/alternate CSS file for look and feel JavaScript injection to add custom page components/controls Remote provisioning http://dev.office.com/patterns-and-practices
- 30. Simple is better
- 31. Using wireframes Check functionality vs design trade offs
- 32. Two parts Content creation Content consumption
- 33. Recap An Intranet on SharePoint online What is the planning process? – What are the options? – What can be done? Content management and ongoing operations – Published content – Dynamic content
- 34. Managing content Published vs dynamic content Lead – don’t manage Educate > Monitor > Assist Video is more effective than tutorials
- 35. Pitfalls Move old content to new structure Start the content plan midway through your implementation Start early – learn what works what doesn’t Include the people who create/edit content from day 0 80% of intranet release delays are due to content not being ready!
- 36. Social Content Yammer – groups and discussions Delve – insights and connections This is still an area we are not 100% sure what to do with.. It’s an evolving concept, don’t try to put restrictions on users if they want to use these features
- 37. Summary Evaluate requirements • Identify SharePoint online plan (E2 vs E3) • Establish Identity integration project > process • Establish proof of concept tenant or site collection • Establish a release schedule/show and tell Identify core requirements • Create functional wireframes - discuss function over design • Branding guidelines and requirements/approach • Setup IA structure (sub sites etc) • Test content creation within structure Start content audit and ownership requirements early (Establish clear rules for dynamic vs periodic content) • Publishing guidelines • Update schedules
- 38. Thank you for attending!
Editor's Notes
- Point out that this may be a dynamic session with both sessions being blended
- When intranets were first introduced during the 1990's, the original problem they were to solve was to make corporate information such as process descriptions, instructions, organizational information, and corporate news available and more accessible to employees. Before information was digitalized, it used to be put in binders and on bulletin boards. It had to be physically copied and placed at every location where it was to be used, and the people who needed it had to go to that location. The intranet helped to make this information much more available and accessible, less redundant, as well as easier to update and distribute for those whose task it was to produce and distribute the information.
- Digital workplace – four variations •Model A is where most organizations are today: three distinct worlds, each providing value in different ways. •Model B is a big step forward, and often the trigger for senior management interest when collaboration becomes part of the intranet. That often marks the arrival of business support as one of the intranet strategy drivers. •Model C has re-positioned the “ex-intranet” as part of the overall digital workplace. Here, the networked collaboration of discovering and discussing, along with the structured, project-driven collaboration live side by side with the managed content and applications of the “ex-intranet”. •Model D is the most future-oriented. It considers the digital workplace to encompass not just the internal world but parts of the external world as well. This makes the “new intranet” a blend of managed, collaborative and social content. The digital workplace itself has become a platform for the extended enterprise.
- Digital workplace – four variations •Model A is where most organizations are today: three distinct worlds, each providing value in different ways. •Model B is a big step forward, and often the trigger for senior management interest when collaboration becomes part of the intranet. That often marks the arrival of business support as one of the intranet strategy drivers. •Model C has re-positioned the “ex-intranet” as part of the overall digital workplace. Here, the networked collaboration of discovering and discussing, along with the structured, project-driven collaboration live side by side with the managed content and applications of the “ex-intranet”. •Model D is the most future-oriented. It considers the digital workplace to encompass not just the internal world but parts of the external world as well. This makes the “new intranet” a blend of managed, collaborative and social content. The digital workplace itself has become a platform for the extended enterprise. We will look at these each and the approach on what these technologies mean to each of the scenarios
- The planning process includes a number of key decision points – be aware of where you want to be in 12 months’ time. Because…. As you can see typical Intranet projects – have quite a lengthy timeframe from idea to realisation – this is not just about the technology part. It’s about the holistic approach of having a content rich intranet. Note that these are based on findings from NN group – in general I would agree on 1-2years for an intranet project for an organisation of 500+ users
- Aims & objectives—what is its purpose? Design—what will it look like? Processes—how will content be developed and maintained? Standards—how will content be managed? Technology—what hardware and software is needed and what can you afford? ROI—how can you measure Return on Investment?
- The overall success is a partnership, it’s about the art of the possible not what doesn’t work
- This is one of the key points that will and must be foremost in early discussions if you are thinking of using SharePoint online, although down the line this can change, it is something that needs to be understood well. From experience most organisations are in the middle – meaning It’s a Office365 federated identity mode.
- Sample of what happens with rapid changes being rolled out..
- This is essentially a trade off – where your organisation is looking to use a highly branded look and feel then you will need to consider that if you make copies that you may not automatically get the “latest” updates as and when released by Microsoft. Microsoft will provide the updates as they are released, this is because Office365 it is a commoditized offering. http://blogs.msdn.com/b/vesku/archive/2014/03/02/sharepoint-online-solution-pack-for-branding-and-provisioning-released.aspx http://dev.office.com/patterns-and-practices-resources?filters=Scenarios
- http://www.sharepointnutsandbolts.com/2015/01/custom-master-pages-and-web-templates-in-office-365--thoughts.html
- Deep dive into safe SharePoint Server/Online branding using repeatable patterns and practices <- Vesa and Jeremy
- http://blogs.msdn.com/b/vesku/archive/2014/03/02/sharepoint-online-solution-pack-for-branding-and-provisioning-released.aspx http://dev.office.com/patterns-and-practices
- Don’t try to customize the content editing part
- Greater freedom for users to contribute to even structured content, provide pathways where users can discuss openly what matters to them