Learn the 5 steps to transform Office 365 into a Digital Workplace. This webinar focuses on step 3. Define a strategy for organizing your documents.
See how to design your Intranet Home on SharePoint Online with a content management process working with department portals.
See the on demand webinar at:
https://www.spmarketplace.com/
2. Transforming Office 365 into a Digital Workplace
Started in 2012 in Northern California
Microsoft ISV Partner, CityNext Partner, Cloud
Accelerator Partner
Over 1300 installations worldwide
Provide:
Out-of-the-box Workplace solutions
on Office 365 and SharePoint
www.spmarketplace.com
Darrell Trimble, CEO
3. What this Webinar Series is about:
“Making it easy to do business inside your organization”
Traditional Organization Internal Services Structure with a Digital
Workplace
Internal Business Structure
4. Four Pillars of Employee Productivity:
Information
• News
• Events
• Announcements
• Contacts
Resources
• Policies
• Procedures
• Forms
• Other Docs
• Media
• FAQ, KB
Services
• Questions
• Problems
• Requests
• Status
Processes
• Time-off
• HR data
• Expenses
• Purchases
• Travel
• Many more
5. 5 Steps to a Digital Workplace on Office 365
Define your Internal Portal Structure
Define Communications Process
Organize Resources & Documents
Consistent Internal Services
Integrate Business Processes
6. 5 Steps to a Digital Workplace on Office 365
Define your Internal Business Structure
Define Communications Process
Organize Resources & Documents
Consistent Internal Services
Integrate Business Processes
8. Siloed Functions each have different doc
storage standards
Policies
Procedures
Processes
Service
Systems
Policies
Procedures
Processes
Service
Systems
Policies
Procedures
Processes
Service
Systems
Policies
Procedures
Processes
Service
Systems
Policies
Procedures
Processes
Service
Systems
10. Document Issues
• Where is it kept?
• How do I find it?
• Author left the company and it
was on her computer
• Which email was it attached
to?
• Do I have the latest version?
• How do I share comments or
make changes?
11. The Result
Employee frustration / Time wasted
Old data / Bad decisions
Legal liability from lost history
Missed Opportunities
17. Document
Organization in a
Digital
Workplace
Align to your Operational
Portal Structure
Role/Type of the Documents
Governance / who needs
access?
Cross reference to Business
Function Subjects
Intranet
Home
IT
Internal
Team/Groups
Employee
Portal
HR Division
Products
Doc Center
Intranet
Home
IT HR Division
Organize Documents in the
context of how they are used
19. Document Use Analysis
Policy / Procedures /
Forms
• Source - All
Functions
• Use - Most
Employees
• Internal Use
Functional –
Confidential / Staff
Reference
• Emp Docs,
Technical, Legal, etc
• Functional Staff
Reference
• May be xref to
process
• Staff use only
Functional – Internal
Customer Reference
• Manuals, ref cards,
media, regulations
etc
• Available to
employees in
Service portals
Product / Service
Reference
• Product reference
• Engineering Specs,
Collateral, etc
• Used across
business units or
divisions
Document Activities
• Document Creation
• Collaborative Development
• Published Version
• Reference only
20. Use alignment with Office 365 Doc Tools
One Drive Personal
•Your personal documents synced to your client(s)
One Drive for Business – Group or Team
•Department or group documents in process (collaboration)
•Group collaboration docs
SharePoint Libs in Staff Portals
•Completed Docs, Policy versions, Forms, etc
•Functional Reference Docs
SharePoint Libs in Emp Service Portals
•Reference Center in Depts
•Doc Central for Policies, Procedures
21. Department
Intranet Home
Department Department
Help Central Doc Central Process Central
OrganizationEmployeeDepartments
Communities
Divisions or Groups
Information
ResourcesService Requests Processes
IT HR
Internal Services Structure
Best Practice
Mkt
“Operational Portal Structure”
Employee Portal Staff Portal
22. Department
Intranet Home
Department Department
Help Central Doc Central Process Central
OrganizationEmployeeDepartments
Communities
Divisions or Groups
Internal Services Structure
Best Practice
Employee Portal Staff Portal
Central Docs – Policies, Proc, Forms
Emp Portals Resource Libs
Dept. Staff Functional Libs & Resources
Operational Resource Libs
Collaboration Docs, Groups, Teams
23. Applied to your Operational Portal
Structure Intranet
Home
IT
Internal
Team/Groups
Employee
Portal
HR Division
Products
Doc Center
24. Turn-key Portal Structure
Common User Experience
Groups Security Data Documents Workflow Collaboration Connectivity
Digital Workplace Platform
25. Natively Built on SharePoint
Forms Notifications Actions Data Office Integration
SharePoint
Use: all demos
Objective: Establish credibility, leadership in the O365 Business Solutions market.
Positioning: subtly position us above newer competition that has just entered the market
Transition: let me take a couple of minutes to explain overall what we do before getting into your particular product of interest.
Use: All demos
Objective: Make them realize that over time they have built a monster which hurts their business.
Detail: Systems and processes driven by individual departments (from their perspective out, rather than the employee in) have made it harder to do business internally than externally.
Use: Intranet or Suite deals only
Objective: Establish a best practices that provide a structure that is in the context of the organization.
Detail: After over 700 deployments, we have learned what works and what does not. From this we have established a best practices structure that provides an employee with an intuitive approach that is in the context of the organization.
Competitive jab: It is really more than just a fancy Intranet web page, rather it establishes a structure to build your organization hub over time which supports typical Intranet features like news, communication, collaboration and documents. It goes beyond that to drive productivity and ROI by providing a structure for consistent access to internal service processes, help desks, and document management.
Use: Intranet or Suite deals only
Objective: Establish a best practices that provide a structure that is in the context of the organization.
Detail: After over 700 deployments, we have learned what works and what does not. From this we have established a best practices structure that provides an employee with an intuitive approach that is in the context of the organization.
Competitive jab: It is really more than just a fancy Intranet web page, rather it establishes a structure to build your organization hub over time which supports typical Intranet features like news, communication, collaboration and documents. It goes beyond that to drive productivity and ROI by providing a structure for consistent access to internal service processes, help desks, and document management.
Objective: Lead in to demo
Any questions? Measure how much they got it.
Detail: ok if there are no other questions, lets see how you can turn your O365 from this into this!