The document provides guidance on taking a strategic approach to using Office 365. It discusses understanding the business opportunity with Office 365, making the right decision for an organization, creating the proper organizational context to achieve value, and driving effective use to realize benefits. A strategic approach requires analyzing scenarios, decisions, organizational constructs like culture and governance, and developing an adoption framework with elements like training and champions.
1. Taking a Strategic Approach
to the Use of Office 365
Michael Sampson
Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Drive Effective
Use to Reap
the Benefits of
Office 365
10. Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Drive Effective
Use to Reap
the Benefits of
Office 365
12. A set of online
services
provided by
Microsoft
A set of
complementary
Microsoft software
applications to install
on computing devices
13. A set of online
services
provided by
Microsoft
Exchange, SharePoint, Skype
for Business, etc.
Provided by Microsoft;
dedicated data centres
Subscription payment model;
different market segments
New advanced services
(e.g., machine intelligence)
14. A set of
complementary
Microsoft software
applications to install
on computing devices
Word, Excel, PowerPoint,
OneNote, Outlook
Multi-device plans
(desktop, laptop, tablet)
Cross-device support
(Windows, Mac, iOS, Android)
Auto-updates
18. We have no clue!
Declared Expertise
Deduced Expertise
Discerned Expertise
19. Level 1. Declared Expertise
• What I think about myself
• What I know about myself
• Accuracy depends on self-knowledge
• Have to keep up-to-date
• A separate activity from work
• Expertise is asserted
21. Level 2. Deduced Expertise
• What the system reasons about me
• What I read
• The documents I write
• The emails I send
• Expertise is enacted
• A by-product of work
22. Level 2. Deduced Expertise
• E.g., SharePoint My Profile (in 2010)
• “We enhanced user profiles to reflect colleagues,
interests, expertise – either via explicit tagging or
recommendations based on Outlook and Office
Communicator.The model is opt-in so users can
manage what information is shared publically.They
decide when an interest is something they want to
share or be asked about by others in the
organization.”
23. Level 3. Discerned Expertise
• What others see in you
• What others recognise in you
• My NewYork story
• Expertise is socially recognised
25. On Internal Profiles
Capability
information
for proposals
Automatically
up-to-date
“Best” vs.
“Good
Enough”
Content +
Availability
Value gained
indirectly
Another
person
searches and
locates you
From job
description
to project
contribution
Who can I get
help with on
this project?
26. Four Levels of Data
Contributions,
Membership
What the
Employee Does
Systems for projects, document
management, collaboration
Name and contact
details
System Details
Active Directory
HR System
Written introduction
About the
Employee
The Employee
Network
Connectedness
Other people
connected with
Explicit and implicit
actions in systems
27. Research
Findings
Research: Mandating Participation Fails
•KnowledgeYellow Pages (1990s)
•Problem = getting people to fill out their
profile
•Proposed solution = mandated
participation
•But:
• BP – 12% in first year
• Pratt-Whitney Rocketdyne – 25% after 8
years
28. Research
Findings
Research:Will this mean I get extra work?
•Roadblock – getting extra work when
found
•Solution:
• Provide other means of sharing expertise
(blog posts, etc.)
• Basic expertise requests can be auto-
answered
• Advanced expertise requests
29. In Office 365: Delve Profile
• Contact details from
SharePoint Newsfeed
• Highlights recent activity
• Respects security settings on
items
• Most roads lead to the Delve
profile
• Delve activity is discrete
items, not summarised
themes
• Launching board for
interaction
30. In Office 365:Yammer Profile
• Completely separate profile
inYammer
• Recent content activity
• Contact information
• Network information
31. For Office 365: Roadmap Intent
•Delve as the kingpin profile
•Refiners to Delve results
•Profile integration? (Delve,Yammer)
•More content signals into Delve
• Microsoft Graph
32. Evaluation: Pros
•Good progress on profile rationalisation
•Delve answers who, what, how
• e.g., easy access to contact information
Evaluation:
Pros and
Cons
33. Evaluation: Cons
•Two profiles is bad
•No reasoned expertise (only aggregated
activity)
• Can’t answer “who should I ask about X?”
•No suggestions
• Actions to take
• Actions to stop taking
Evaluation:
Pros and
Cons
34. Behaviours: Define the profile baseline
•Minimum profile standard, e.g.,
• Up-to-date professional photo
• Contact phone number
• Geographical location
• Job title
•Issues:
• Check corporate guidance on privacy
• Senior executives need to model
Behavioural
Aspects
40. Reality: IncredibleArray of Capabilities
• Wide array of capabilities
• New productivity services
• What makes sense for your organisation?
• The challenge—which tool for what? (and under
changing tool capabilities)
41. Reality: It’s Microsoft’s Problem
• Microsoft has the responsibility to:
• Make the service run reliably
• Deal with upgrades
• Handle any migration activities
42. Reality: Scalability for New Users
• No new infrastructure to deploy
• Add new users, assign licenses, and GO
43. • Monthly or annual pricing
• But to save money:
• De-establish internal infrastructure
• Re-allocate or dis-establish head count
Reality: Clarity on Costs
44. Reality: Opex not Capex
• Don’t need to find Capex allocations in budgets
• But:
• You Own Nothing
• Locked into perpetual licensing
• You can no longer skip an upgrade cycle
46. Reality: Office 365 Has Outages
June 2014 North America (9h) Exchange
June 2015 United Kingdom (13h) Exchange
July 2015 North and Latin America Exchange
Dec 2015 Europe (4h) Azure AD
47. Reality: Hands-off vs. Hands-different
• Changing role of IT professional
• NOT — keeping the lights going
• BUT — rolling out, approving, doing the change
management of new capabilities
48. Reality: Microsoft Can Cancel Plans atWill
• July 2014
• Cancelled: Small Business and Midsize Business Plans
• July 2015
• Cancelled: Enterprise E4
• Replacement: Enterprise E5
50. Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Organisational
Constructs
51.
52. Around 94% of the possible
improvements belong to the system –
the responsibility of management.
W. Edwards Deming
65. Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Drive Effective
Use to Reap
the Benefits of
Office 365
Adoption
Framework
66. Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Drive Effective
Use to Reap
the Benefits of
Office 365
Planners, Office 365 ProjectTeam,
Decision Makers, Governance Group
Users
67. Assertion
• Given the ease of signing
up to Office 365, if
organisations fail to get
value, they will actively
churn the service
offering
•Although the challenge
has always been getting
to effective use, now it is
the critical competency
for organisations,
business partners, and
Microsoft
68. What does effective look like?
Efficient
Process
The way the
process is
designed is
efficient
Productive
Behaviours
Effective
human
behaviours
aligned with
the outcome
Best
Tool
The best tool
for the task is
used within
the process or
activity
Valued
Outcome
Someone gets
something of
value
69. Efficient
Process
Productive
Behaviours
Best
Tool
Valued
Outcome
Communicators can write / create / record the update
and get feedback from co-creators in context
Employees get alerted on new updates; can respond
Clear and concise communication of facts and details
An ability to seek clarification or give feedback
SharePoint announcement (with an alert)
Yammer announcement (on All Company)
Video announcement (viaVideo Portal)
Keep employees informed of new happenings
across the organisation
72. Drivers for
Effective Use
Enables a
Business
Strategy
Core to a
Business
Process
Executive
Mandate
In-Group
Social
Expectation
Example: Agricultural Firm
Strategy: International Expansion through Acquisition
Requirement: Consistent Processes and Operational Blueprint
Tool: SharePoint and Workflow
80. Understand
the Business
Opportunity
with Office 365
Make the Right
Decision for
Your Business
on Office 365
Create the
Context for
Achieving
Value with
Office 365
Drive Effective
Use to Reap
the Benefits of
Office 365
Scenarios
Decision
Analysis
Organisational
Constructs
Adoption
Framework
86. Re-Imagining Productive Work with
Microsoft Office 365
Half price for conference delegates
Coupon code dwcnz
(valid until 5pm Friday 12 August)
michaelsampson.net/books/office365reimagining/