Practical Tips on Designing an Effective Digital Workplace #spfestchi #cm303

1. Better understand how you can build your digital hub powered by SharePoint Online. We’ll dive into how Hub Sites, Communication and broader team sites can support with your digital workplace strategy Presented by Kanwal Khipple (@kkhipple) SharePoint Fest Chicago #spfestchi December 7th 2018 PRACTICAL TIPS ON DESIGNING AN EFFECTIVE DIGITAL HUB

2. YOUR DIGITAL WORKPLACE

3. Rolling out #office365 does not mean you have a digital workplace

4. THERE ARE FINANCIAL BENEFITS Infrastructure cost savings, pay per user per month, price bundling, automatic scale and much more…

5. NO MORE TECHNOLOGY UPGRADES… It is more challenging to meet modern expectations on legacy technology. By leveraging cloud technology you no longer need to upgrade.

6. INNOVATION BENEFITS ARE MORE INTERESTING… Continually improving experiences, continuous rollout of new capabilities, continued integration with more technologies, and much more. (https://roadmap.office.com)

7. WHAT IS A DIGITAL WORKPLACE? Important to understand that a Digital Workplace is how people work today with technology driven change

8. WHAT SUCCESS LOOKS LIKE Being able to work the way you want and making the transition between services seamless

9. WHY CULTURE Iterative and just in time approach to adoption

10. COMMUNICATION COLLABORATIONPRODUCTIVITY Groups Teams YOUR ROLE AS A PRODUCT MANAGER You managing a product not a set of projects • TIP follow the office 365 roadmap (roadmap.office.com) • TIP follow the techcommunity (https://techcommunity.microsoft.com) • TIP major release every 2 years • TIP 4 minor releases every year • TIP build a visual roadmap of product features

11. Services YOUR DIGITAL WORKPLACE Contains all the services, tools and integration that make your day-to-day easier Integrations Tools

12. VISION ROADMAP METRICS EXPERIENCE ORGANIZATIONAL CHANGE PROCESSES CONTENT TECHNOLOGY What we are going to cover today

13. SPEAKER | AUTHOR | SUPER GOOD LOOKING KANWAL KHIPPLE, CEO @kkhipple bit.ly/linkedinkk 2014 2015

15. DESCRIBE SUCCESS IN DIGITAL WORKPLACE TIP ensure cross-functional stakeholders are well represented TIP ensure key champions have an opportunity to provide insights into what’s important to them TIP define a vision that articulates priorities The vision describes the future state of the digital workplace and how it will benefit all stakeholders. LEADERS EMPLOYEES Connect Contribute Learn Trust Empower Lead Networks Reward Innovate ORG

16. Empower employees to be productive and engage with their peers through an integrated employee digital experience OUR VISION

17. PAIN POINTS ADOPTION Too many tools - Not sure what to use when No formal training/support (only peer-to-peer support) Lack of governance SELF-SERVE – COMMUNICATION & COLLABORATION Self-management of workspaces is not available Client/Project Knowledge not shared across regions/teams Lack of collaboration between teams Lack of best practices for documents management Frequency of the various pain points we’ve heard. Dominated by Culture, Adoption & Training frustrations, followed by Workplace Communication & Collaboration. Automate Collaboration Digital Hub Intelligent Search Adoption Self-Serve (Communication & Collaboration) Technology Enablement

18. PAIN POINTS TECHNOLOGY ENABLEMENT Technology Infrastructure is slow and cumbersome Permissions hard to implement to comply with MSA agreements Need direction to migrate documents to SharePoint Online AUTOMATE COLLABORATION Repetitive tasks are not easy to perform due to large number of applications Frequency of the various pain points we’ve heard. Dominated by Culture, Adoption & Training frustrations, followed by Workplace Communication & Collaboration. Automate Collaboration Digital Hub Intelligent Search Adoption Self-Serve (Communication & Collaboration) Technology Enablement

19. PAIN POINTS INTELLIGENT SEARCH Difficult to find information within the company No central place to search for employees Employee information and status not up to date DIGITAL HUB Fractured Corporate Communication (each business line has separate communication) Lack of Single Sign-on (10-15 applications to log in every day) Frequency of the various pain points we’ve heard. Dominated by Culture, Adoption & Training frustrations, followed by Workplace Communication & Collaboration. Automate Collaboration Digital Hub Intelligent Search Adoption Self-Serve (Communication & Collaboration) Technology Enablement

20. OUR USERS, OUR EXPERIENCE Understanding needs from our users perspective guides our priorities Theodore, Connector Kyle, Collaborator Judy, Consumer Eva, Contributor John, Communicator

21. OUR USERS, OUR EXPERIENCE TIP gather champions and run a workshop to define personae TIP understand their frustrations, key goals and user needs TIP capture current state and future state needs TIP capture their interact touch points across the digital hub Understanding needs from our users perspective guides our priorities

22. It would be great to find content easily over the Intranet using search and be able to access work related documents and materials while I am out of the office GOALS Create work related documents efficiently with reference to existing documents and templates. EXPECTATIONS Consolidate personalized mechanism to find relevant content. Personalized communication/notifications. FRUSTRATIONS Difficult to sift through search results / documents to find the relevant documents, and lack of communication relevance to his work. “ KEY CHARACTERISTICS Age Occupation Education Family Location 41 Field Employee Bachelor’s Degree Married Canada FUTURE STATE OUTLOOK SHAREPOINT ONEDRIVE TEAMS YAMMER CURRENT STATE OUTLOOK SHAREPOINT ONEDRIVE TEAMS YAMMER Judy Consumer Persona Straight Focused independent ATTRIBUTES TECHNICAL PROWESS TECH. AVOIDANCE ONLINE EXPERIENCE SOCIAL DRIVE TOUCH POINT CHANNELS Phone Website Speech Chat Mobile App Goal Oriented

24. USER STORIES Capture user needs by personae. Answer the who, what and the why As a who are you? I want to… what is your need? So that… why is it important to you? John Find all relevant documents from a unified search I can quickly review the information and determine what I can reuse or reference in my work flip

25. USER NEEDS Collaboration, Communication and Creative workshop uncovered numerous needs and wants Personalize company and team news based on my interests Personalized Navigation Automate tasks Digital Workplace support process Enable teams to automate their processes Digital Workplace Manage Permissions Logical Architecture Easily search for experts Communications strategy Track the point of contact Shared Ownership Site Creation Tool Content management strategy Easily and effectively communicate When-to-use-what guidance Collaborate on deliverables with my teammates Metadata On-boarding and Off-boarding process Seamlessly switch between Apps Company communication (news and publications) Workplace collaboration Access to all information important to me Access to workplace productivity tools Access to team and project content Personalized content based on employee groupings Tag documents Expertise search Refine search results Content Search Internal best practices (SOPs, Playbook) Capture and measure employee engagement Permissions management strategy

26. Workshops and discussions have helped us prioritize and plan out key activities for the next quarter USER NEEDS 0 5 10 15 20 25 30 35 Adoption as a Service Digital Hub Intelligent Search Knowledge Sharing Team Cooperation

27. MoSCoW Encourage participation & prioritize user needs M ust have S hould have C ould have W on’t have

28. USER NEEDS all requirements are important, but they are prioritized to deliver the greatest and most immediate business benefits early TIP split up champions per personae TIP what functionality do users need TIP understand their frustrations, key goals and frustrations

29. PRODUCT ROADMAP As we unearth requests, we will align them based on priority and business value CORE COMPONENTS CONTENTS 2018 Q1 Q2 Q3 Q4 R1 R2 OFFICE 365 BETA PILOT TOP NAVIGATION SOLUTION FRAMEWORK INFORMATION ARCHITECTURE OOTB BRANDING RESPONSIVE DESIGN INFORMATION ARCHITECTURE PAGE LAYOUTSHOME PAGE TOP NAVIGATION FOOTER HERO SLIDER EMPLOYEE SPOTLIGHT STAFF DIRECTORY RESPONSIVE DESIGN SPOTLIGHT PAGES SITE DESIGNS HUB SITES PAGE TEMPLATES? ???

30. Empower employees to be productive and engage with their peers through an integrated employee digital experience DIGITAL TRANSFORMATION ROADMAP SELF SERVE DIGITAL HUB AUTOMATE COLLAB INTELLIGENT SEARCH ADOPTION AS A SERVICE Empower employees to manage and create teams Measure and improve employee success Automate repetitive tasks Inform and engage employees Deliver smart results based on how you work

31. BUSINESS OBJECTIVES TIP leverage mind mapping to broke down into much more specific objectives through stakeholder participation Where is the business prioritizing their investments and teams TIP understand how a solution or technology benefits the organization and what business objectives it helps to meet

32. DIGITAL WORKPLACE PLANNING… Intranets Extranets Departmental Portals Functional Areas Project Group Sites Team Group Sites Enterprise Social Network Document Management Records Management And much much more…. Intranet planning is a small part of your broader digital workplace planning.

34. ANALYTICS… The trend for surfacing more actionable analytics to teams, and users will continue. TIP educate content owners on the metrics they have available TIP ensure metrics have clear actionable next steps

35. ANALYTICS… http://Office365Metrics.com contains guidance on ways to measure Office 365 & samples of common business impacts it can drive. TIP ensure everyone understand what metrics that are available in Office 365 and Azure TIP align metrics based on your business impacts TIP define baseline by capturing metrics prior to your launch

36. ANALYTICS… Far more is tracked today than ever before, and better reporting is continually being made available to help make sense of all this data. TIP take advantage of Power BI adoption content pack for the initial launch of your portal TIP review 70+ activities that are tracked and accessible via the Audit Log search functionality

37. ANALYTICS… Workplace Analytics is already making digital workplace KPI’s part of key executive decision making to drive better results for many organizations. TODAY

38. Give you guidance and recommendations to successfully measure & share the business impact and value of Office 365 http://Office365Metrics.com DOWNLOAD TO MEASURE BUSINESS IMPACT & ROI OF OFFICE 365 WHITEPAPER

40. NAVIGATING BETWEEN APPLICATIONS While many Intranets build out quick access or app launchers this is in O365 already. Whatever we build should compliment this and not look to replace it.

41. INCORPORATE THE SUITE BAR Design to take full advantage of the platform. Don’t ignore the power and benefit that the suite bar provides between notifications and quick navigation. LARGE MEDIUM SMALL

42. OFFICE 365 SUITE BAR TIP educate users that Office 365 and SharePoint labels are there to communicate what applications they are using. TIP configure Office 365 logo to direct users to the intranet no matter where they are TIP leverage Settings menu to enable configuration for your custom applications instead of building another settings menu Global navigation that provides access to key applications, settings and user profile

43. OFFICE 365 APP LAUNCHER • TIP leverage Office 365 App Launcher rather than building your own • TIP schedule and record training to guide users how to personalize applications • TIP add organization approved applications and make them available in users app launcher • TIP educate users that they can easily access confidential documents that can be confident Enabling users to leverage Office 365-based, 3rd party and in-house applications

44. MODERN NAVIGATION… Microsoft is provided top and bottom configurable area’s for you to implement consistent navigation patterns TIP ensure the experience benefits multiple scenarios as they are consistent across site collections TIP ensure the experience benefits organizations, teams and individuals as well as provides a search based experience TIP take into consideration OOTB and custom navigation scenario (left hand, top nav, hub site nav, app launcher)

45. SEARCH BASED NAVIGATION… While structured and managed navigation is still valid in today’s world it is also important to improve navigation with powerful capabilities like search.

46. MORE NAVIGATION & CONTENT… Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav.

47. SEARCH ENHANCEMENTS TIP encourage users to leverage predictive search results TIP customize filters to enable users to get specific search results TIP encourage users to search for content-related metadata Providing the ability to define custom entities and customize their display

48. GLOBAL SEARCH Users will have the ability to search for content and people throughout in Office apps SOON

49. NEW DESIGNS & TEMPLATES… The ability to add custom themes, set a default site design, add additional site designs, scope site designs to users, and more!

50. BRANDING TIP keep customizations minimal to colors (CSS-driven) TIP leverage Site Designs to apply font color & background color TIP no need to build a custom master page TIP works well for team sites Bringing some character to your team sites

51. CREATIVE DESIGN TIP leverage modern SharePoint UX rather than build custom TIP leverage Site Designs to apply font color & background color TIP limit custom fonts to Headings TIP no need to build a custom master page TIP leverage for your intranet Bringing your brand to life

52. SHAREPOINT MOBILE APP TIP unable to customize the brand TIP extensibility is not yet availability Take your intranet with you to stay connected and informed about important content, news, sites and people while on the go – for those in-between moments.

54. PEOPLE RECOGNITION Finding ways to recognize employees and their accomplishments

55. SHARED STORIES Building champions in an organization starts by encouraging and sharing failures

56. LEADERSHIP MESSAGING Enabling your champions and leaders to connect with employees.

57. YAMMER TIP create groups based on specific topics or use cases TIP dedicate community managers TIP encourage lessons learned are shared with perspective teams Bring your own drink to the water cooler 

58. MICROSOFT TEAMS TIP use General channel for onboarding and guiding new members TIP try to facilitate one Subject per Conversation thread to keep everyone focused TIP create channels that for broader team goals rather then a specific topic TIP create tabs to connect and streamline experience for users Your productivity portal

59. ADOPTION CAMPAIGN TIP capture all user-drive adoption requests TIP create CoE to store all material TIP dedicate one adoption lead per 2500 employees TIP schedule frequent check-ins TIP measure, test and repeat Map out adoption needs in a clear plan JUL 2018 AUG 2018 AUG 201

61. MICROSOFT POWERAPPS TIP leverage PowerApps for small tasks TIP replace InfoPath forms with PowerApps TIP keep PowerApps simple Simplify business process requests

62. METADATA FOR MODERN PAGES Ability to customize site and news page-related metadata SOON

63. PAGE APPROVAL Simply name your flow, add the person who will approve your page, save it as a draft, submit for approval. Once approved, the page status gets updated to “published” and is visible to your intended readers. SOON

64. FORMS & PROCESSES… PowerApps Web Part can make it easy to add PowerApps to a page for many common form scenarios throughout your Intranet, teams and sites. SOON

65. MICROSOFT FLOW TIP automate simple and complex workflows TIP leverage to integrate with applications Automate your life

66. ENGAGING SOLUTIONS… As team and departmental news increases we want to ensure our digital hub is helping by giving a broader view of that important information. You should be integrating team news on your homepage design ASAP. TODAY

68. PAGE AUTHORING IMPROVEMENTS Use modern pages/news whenever possible. Control of page design or page layout is the only exceptions. Process and metadata aren’t blockers. SOON

69. GROUP-CONNECTED SHAREPOINT TEAM SITE UPDATES When you share and work together, you need the tools and digital workspaces to communicate, access data, and stay productive. SOON GROUP INBOX ACTIVITY VISIBLE WITHIN SITE ACTIVITIES Beyond important site activities, like files modifications and published news, now you will see additional important email activity that’s happening in the group inbox. MODERN TEAM SITES AVAILABLE ON-PREMISES WITHIN SHAREPOINT SERVER 2019 Get the benefits of “going modern” on-premises. Team sites in SharePoint Server 2019 will have modern home pages (which give access to modern web parts and pages), modern lists and libraries, and will reflow and look beautiful inside the SharePoint mobile apps. Note: these sites are not “group-connected” as that requires the use of Office 365 groups only available in Office 365.

70. DEEM SPECIFIC SITES AS “ORGANIZATIONAL NEWS SOURCES” the news that comes from “organizational news source” sites will get special visual treatment bubbling up to the top of one’s view. SOON ORG NEWS

71. TEAM SITES TIP encourage others to share knowledge sharing they have learned from peers TIP create pages for focused topics rather than creating sub sites Working together towards a goal

72. COMMUNICATION SITES TIP make the objective clear to inform in an open community so it inspires future leaders TIP encourage creative content contributions TIP have community leaders guide contributors with content and image tips TIP recognize contributors and inspire new contributors monthly Engaging with like-minded community members

73. NEW HUB SITES & TEMPLATES… Team sites and communication sites will roll up into hub sites. This allows modern rich sites for all but the homepage and special situations. TODAY

74. KIDS BUILD COMMUNITIES Take advantage of moving towards a flat-hierarchy in terms of your SharePoint architecture KEY ORGANIZATIONAL FUNCTIONS (EXAMPLE, HR, Finance, Public Relations, Legal, IT, Comms) LOCATIONS (EXAMPLE, Sales regions, location based offices) SUBSIDIARY/PORTFOLIO/SUBDIVISION (EXAMPLE, Product line, legal projects, communities) HR EU SALES TRAVEL PROGRA MS NEW HIRES REWARDS HR BENEFITS PLANNING LONDON MADRID PARIS NEW MARKETS SENIOR QUESTS SPECIAL INTEREST

75. PLANNING HUB SITES Have questions on what you need to consider when planning hub sites? Read Microsoft’s Hub Site Planning guide https://aka.ms/PlanningSPhubsites SETTING THE STAGE Ability to model your site as relationships (via links) rather than hierarchy or ownership GETTING STARTED Hub sites give you shared navigation and brand, roll-up of content and search as well as a home destination for the hub WHAT SHOULD BE A HUB SITE? Start with answering who is your audience and what do they need to accomplish and how do the people who need the information get their work done? HOW SHOULD I ORGANIZE MY HUB SITE? Creating a hub site must be done by the global or SharePoint admin in Office 365, planning, managing and organizing the hub site is the responsibility of the hub site owner And more…

76. HUB SITES TIP use hub sites when team sites are similar TIP review team site ownership as they can connect to any hub TIP search, branding and navigation are common Bringing teams together

77. BUILD COMMUNITIES continued investments into improving how hub sites are managed HUB SITE OWNERSHIP MANAGEMENT Ability to associate to having hundreds hub sites (current limit is 50) AUTOMATE SITE CREATION & DESIGN Apply actions automatically when a site is associated to hub site, to ensure permissions, metadata, column types, and policies are applied consistently; http://aka.ms/SPC18-Blog APPROVALS FOR HUB SITE ASSOCIATION A flexible approval process further empowers hub site owners and site owners to make requests and programmatically adapt to changes within their growing, dynamic intranet. SOON

78. CONTENT OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.

79. ARCHITECTURE How your sites are organized changes going forward TIP classic publishing still has a place for your custom portals TIP modern sites (communication, teams) are really improving but customization is limited TIP flat hierarchy directly simplifies and impacts governance

80. INTRANET PLANNING… Over 100 pages of Intranet & O365 guidance at http://Office365Intranets.com MOBILE EXPERIENCE Provides the Intranet to employees anywhere at anytime, and on any device. ENTERPRISE SOCIAL Integrate and enhance from commenting to interactive polls. VIDEO Storage, conversion and optimized playback of video. FORMS Providing rich forms. ENGAGING SOLUTIONS Foster engagement with compelling solutions to business challenges. SHARED STORIES Giving employees a voice and way to share with the organization. NEWS & PAGES Keeps employees informed by targeted, easy to publish articles. LEADERSHIP MESSAGING Amplifies reach and impact of leader communications. EVENTS Shared calendar experiences to stay up to date on corporate and divisional events. PEOPLE RECOGNITION Celebrating talent/connecting people within the organization. PEOPLE SEARCH Intuitive, intelligent and modern people search experiences. CONTENT SEARCH Powerful full text search available across the entire Intranet and in specific collections. TOOLS & QUICK ACCESS Accessible and rapid access with single sign on to key tools/apps. FLEXIBLE NAVIGATION Powered by metadata, site structure or search. INFORMATION ARCHITECTURE Foundational for the Intranet and ECM and includes site, file, and sensitive data classification, planning and defining audiences, site templates, page templates, content types and much more. ACTIONABLE ANALYTICS Provide actionable insights based on usage.

82. SHAREPOINT SITE CREATION EXPERIENCE… While this is a powerful new capability that works great for many smaller orgs, but for governance and navigation you may need and want more structure.

83. MANAGE PROVISIONING… By centralizing and governing the creation of ‘spaces’ or sites we can improve content organization drastically with things like default metadata and templates. TODAY

84. Want to spark a conversation within Teams for every News article? Just add the News connector! 1. Right-click any Microsoft Teams channel, 2. click Connectors, and then 3. add SharePoint News. POST ALL YOUR TEAM NEWS INTO MICROSOFT TEAMS AUTOMATICALLY You can also post each news article to your team automatically, to drive visibility and engagement. Each article generates a conversation within the selected Microsoft Teams channel. TODAY

85. MULTI GEO SUPPORT… Multi-Geo search and services stores data locally in a region and ensures data remains in that region if desired. Combine this with site level conditional access. SOON

86. WEATHER COMPONENT allow authors to configure showing the web part to show weather information provided by MSN Weather for a given location. TODAY

87. ENABLING NEW VIDEO EXPERIENCES… From inserting and offline viewing, to subtitles and captions, these Video experiences are always undergoing constant innovation and greater integration. TODAY

88. MICROSOFT TRAINING SERVICES Ability to surface Microsoft Training content directly within SharePoint SOON

89. AUDIENCE TARGETTING you can better define what news articles and pages appear on the home experience of your site by configuring what is visible to specific groups SOON

90. NEW MICROSOFT PLANNER INTEGRATIONS This is Planner for the team as a full-page app. Simply click New > Plan, and start managing team tasks right inside the SharePoint user experience. SOON

91. STARTER KIT This is a solution designed for SharePoint Online to inspire you for your own customizations. https://github.com/SharePoint/sp-starter-kit TODAY OBJECTIVES Automated provisioning of simple demo content within a communication site Automated provisioning of the whole solution to any tenant within minutes Automated configuration of Site Scripts and Site Designs at the tenant level using the PnP Remote Provisioning engine Implementation of different customizations for SharePoint Online Usage of Office UI Fabric and reusable PnP SPFx controls within the customizations

93. WHY CULTURE Iterative and just in time approach to adoption

94. COMMUNICATION COLLABORATIONPRODUCTIVITY Groups Teams YOUR ROLE AS A PRODUCT MANAGER • TIP follow the office 365 roadmap (roadmap.office.com) • TIP follow the techcommunity (https://techcommunity.microsoft.com) • TIP major release every 2 years • TIP 4 minor releases every year • TIP build a visual roadmap of product features You managing a product not a set of projects

95. DIGITAL WORKPLACE PLANNING… Intranets Extranets Departmental Portals Functional Areas Project Group Sites Team Group Sites Enterprise Social Network Document Management Records Management And much much more…. Intranet planning is a small part of your broader digital workplace planning.

96. My twitter handle is @kkhipple and I work at Thank You! Organizers, Sponsors and You for making this possible. 50+ SharePoint Presentations @ Slideshare.Net/kkhipple When to Use What Whitepaper @ WhentoUseWhat.com Intranets w/ Office 365 Whitepaper @ Office365Intranets.com External Sharing w/ Office 365 Whitepaper @ Office365Extranets.com and more! Message Me On LinkedIn or Email Kanwal@Khipple.com SPEAKER | AUTHOR | SUPER GOOD LOOKING

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