spca2014 building a digital workplace on share point sam marshall 1.0d

Building a Digital Workplace

on SharePoint

www.clearbox.co.uk

@sammarshall

ClearBox Consulting

Intranet, SharePoint and

digital workplace:

Strategy

Governance

Collaboration

Communities

Adoption

Training

Practical experience

Transparent

Vendor-neutral

Sam Marshall

Director of ClearBox Consulting

15 years intranet and digital

workplace

Former global portal manager

at Unilever

Benchmarked over 40

intranets

Comms, KM & IT background

sam@clearbox.co.uk

@sammarshall

Should you base your

digital workplace on

SharePoint?

Yes!…possibly…

…it depends, you see…

Headlines

1. SharePoint can cover many bases

2. But SharePoint will never be a

complete digital workplace

3. A successful digital workplace

depends more on management and

people than technology

Drivers • Global markets

• Dispersed teams vs. silos

• Recruitment flexibility

• Employee engagement

• Floor / Field workers

• Innovation

• Connection to customer

Strategy

• Knowledge work

• Work-life balance

• Work autonomy / productivity

• Freelancing

• Consumer UX

Employees

• Social tools

• Cloud

• Mobile

• Fast internet everywhere

• Search

• Big data

Technology

Digital workplace

Traditional Intranet

NewsRSS

feedsEmployee

self-

service

Extended Intranet

Collaboration tools

for internal teams

HR Systems

Policies

Corporate

information

Phone book

Internal

social

networks

Desktop & Online

Office

applications

Web

Conferencing

E-mail

Telepresence

Twitter

feeds

Instant

messaging

Yammer

External

social

networks

Document

Management

CRM

ExtranetSupply chain

management

© DWG/IBF 2013

Digital Workplace Framework

StrategyGovernance &

OperationAdoption

User Experience

Technology & Security

Services

Management

Communicate & Engage

Collaborate Find & ShareBusiness

ApplicationsAgile Working

StrategyGovernance &

OperationAdoption

User Experience

Technology & Security

Communicate & Engage Collaborate Find & Share

Business Applications

Agile Working

Se

rvic

es

Typical Potential

Start with ‘WHY’

Capability Benefit OutcomeStrategic Goals

Feature

“One” Organisation

Single identityAll employees see same msg.

Corp-Wide CommsNews Hub

Customer satisfaction

2-way comms

Employee engagement

Less churn

Time savings Response times faster

Fewer outagesBetter stock control

Community discussions

SAP DashboardQuicker access

to data

Single place to collaborate

Flexible project resourcing

Best people on a taskTeam Sites

Benefits mapping

An Example Case Study

Global company

Search and silos and issue

Comms intranet on content management system

Multiple other intranets on other systems

SharePoint used for collaboration and some comms

Yammer used ‘virally’

Multiple people finders and profiles

2. Employee needs 3. Strategy

Hygiene factors

Specialist needs

SponsorStake-holders

Strategic priorities

Tech. oppor-tunities

Vision

Goals

Roadmap

1. Top-down direction

Unarticulated

frustrationsExternal

expectations

Establishing purpose

SharePoint?

When does SharePoint make

sense?

StrategyGovernance &

OperationAdoption

User Experience

Technology & Security

Communicate & Engage Collaborate Find & Share

Business Applications

Agile Working

Se

rvic

es

Typical Potential

SharePoint-Digital Workplace: Services

Communicate and Engage

Formal Communication

Two-Way Communication

Orientation

Yammer has a bright future

Cloud can be an issue

Look at Beezy, Sitrion and Jive

SharePoint 2013 may be good enough

Integration with on-prem may never be

fixed

Should you move to Yammer?

Are people moving to Yammer?

SharePoint-Digital Workplace: Services

Communicate and Engage

Formal Communication

Two-Way Communication

Orientation

Collaborate

Formal Collaboration

Informal Collaboration

Real-time Collaboration

Innovation

External Collaboration

Personal Productivity

Exercise

“I wish I’d signed up for the Zumba class instead...”

People Relationships

“It’s not written down

Go and ask Joe”

Information Cultures

Sharing

Control

Innovation

“Here’s 5 untested

ideas”

Market Advantage

“Here’s the PowerPoint

with our USPs”

Hierarchy

Here’s the

approved process

v3.2.1

Adapted from Cameron & Quinn

Competing Values Framework (2011)

DifferentiationIntegration

People Relationships

“It’s not written down

Go and ask Joe”

Innovation

“Here’s 5 untested

ideas”

Market Advantage

“Here’s the PowerPoint

with our USPs”

Hierarchy

Here’s the

approved process

v3.2.1

SharePoint Fit

Adapted from Cameron & Quinn

Competing Values Framework (2011)

Sharing

Control

DifferentiationIntegration

People Relationships

“It’s not written down

Go and ask Joe”

Innovation

“Here’s 5 untested

ideas”

Market Advantage

“Here’s the PowerPoint

with our USPs”

Hierarchy

Here’s the

approved process

v3.2.1

SharePoint Fit

Adapted from Cameron & Quinn

Competing Values Framework (2011)

Sharing

Control

DifferentiationIntegration

SharePoint-Digital Workplace: Services

Communicate and Engage

Formal Communication

Two-Way Communication

Orientation

Collaborate

Formal Collaboration

Informal Collaboration

Real-time Collaboration

Innovation

External Collaboration

Personal Productivity

Find & Share

Find People

Search

Store & Retrieve

Classify

Notify & Filter

Office Graph

Delve will help – but only on Office 365

SharePoint-Digital Workplace: Services

Communicate and Engage

Formal Communication

Two-Way Communication

Orientation

Collaborate

Formal Collaboration

Informal Collaboration

Real-time Collaboration

Innovation

External Collaboration

Personal Productivity

Find & Share

Find People

Search

Store & Retrieve

Classify

Notify & Filter

Business Applications

Business Systems

Employee Services

Do more ad-hoc workflow

Courtesy of Ellen van Aken: www.mydigitalworkplace.wordpress.com

SharePoint-Digital Workplace: Services

Communicate and Engage

Formal Communication

Two-Way Communication

Orientation

Collaborate

Formal Collaboration

Informal Collaboration

Real-time Collaboration

Innovation

External Collaboration

Personal Productivity

Find & Share

Find People

Search

Store & Retrieve

Classify

Notify & Filter

Business Applications

Business Systems

Employee Services

Agile Working

Mobile

Anywhere Access

Physical Spaces

Agile work support

Good potential for extranets

Mobile support is poor

Most success stories developed outside SharePoint

Management

Management

Most of what is challenging in managing

SharePoint is common to all digital workplaces

But SharePoint’s scale and diversity makes it a

steep learning curve

SharePoint-Digital Workplace: Management

Strategy

Business goals

Employee needs

Process

Sponsorship

Governance & Operation

Steering

Team & resources

Policy & Processes

Monitoring & measurement

Adoption

Availability

Acceptance

Training/Coaching

Reward

User Experience

Design

Accessibility

Information Architecture

Cohesion

Emotive

Technology & Security

Flexibility

Integration

Standards

Robustness

Security

SharePoint-Digital Workplace: Management

Strategy

Business goals

Employee needs

Process

Sponsorship

SharePoint is like a Swiss army knife...

...but if only it was that simple

SharePoint-Digital Workplace: Management

Governance & Operation

Steering

Team & resources

Policy & Processes

Monitoring & measurement

“You put WHAT in your Yammer status?”

Governance & Operation

AdoptionUser

ExperienceTechnology &

Security

Communicate & Engage

Collaborate Find & ShareBusiness

ApplicationsAgile Working

•Internal communications

•Site / Content owners

•Moderators

•Community mgrs.

•PMO

•Search service manager

•Information specialists

Information architect \ metadata

Coach/Champion

•HR

•Facilities mgrs.

•Technical architect

•Technical architect

•Business analysis

Se

rvic

es

Strategy

• Steering Group &

sponsor

DW/Intranet manager

Implementation support

Coach / Trainer

Change mgr. / Comms

User experience

Information architect

•Visual designer

Intranet Platform mgr.

•Project manager

•Technical architect

•Info. security

•Developers

•Vendor relationship mgrs. Analytics specialist

•Site owner forum

Ma

na

ge

me

nt

Measurement

Value

Adoption

Health

SharePoint-Digital Workplace: Management

Adoption

Availability

Acceptance

Training/Coaching

Reward

User Experience

Design

Accessibility

Information Architecture

Cohesion

Emotive

Only a fraction of SharePoint gets used

80% of organisations with SharePoint continue

emailing documents back and forth

-- Usamp survey 2010

In some companies, SharePoint is seen as the last resort

“Whenever somebody tells me that the answer is on

SharePoint my heart sinks. I know I’ll never find it”

-- Employee survey response [Anon]

Slack: Everything in one

place

Is BYOS a good idea?

Trello, WhatsApp etc.

Example: trello.com

Keep experimenting

80:20 landscape

Some of that 20% may be non-Microsoft

SharePoint-Digital Workplace: Management

Technology & Security

Flexibility

Integration

Standards

Robustness

Security

Conclusion

www.clearbox.co.uk

StrategyGovernance &

OperationAdoption

User Experience

Technology & Security

Communicate & Engage Collaborate Find & Share

Business Applications

Agile Working

Se

rvic

es

Typical Potential

www.clearbox.co.uk

StrategyGovernance &

OperationAdoption

User Experience

Technology & Security

Communicate & Engage Collaborate Find & Share

Business Applications

Agile Working

Se

rvic

es

Typical Potential O365

Don’t think of ‘SharePoint’ in the middle of

your Digital Workplace….

@

…think of how it enables the flow between

people and content

Should you base your

digital workplace on

SharePoint?

Can

Yes!…partly

Intranet, SharePoint & Digital Workplace

Strategy

Governance

Implementation

Collaboration

Training

www.clearbox.co.uk

www.clearbox.co.uk