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Presented By: Richard Harbridge & Jeff Fried

Avoid Collapse! Build Your Intranet

Foundation The Right Way.

#ILTAG95 @RHarbridge @JeffFried

Richard Harbridge

@RHarbridge

CTO & MVP | Speaker & Author

2toLead

Avoid Collapse! Build Your Intranet

Foundation The Right Way. #ILTAG95

Jeff Fried

@JeffFried

CTO & MVP | Speaker & Author

BA Insight

DIGITALWORKPLACE

Great, we know who you are Richard,but what do you do on a daily basis?

STRATEGY…

- Intranets?

- Extranets?

- Departmental Portals?

- Project Sites & Team Sites?

- Enterprise Social Networks?

- Document Management?

- Records Management?

- Process Improvement?

- Centers Of Excellence &

Technology Adoption?- And much more….

#ILTAG95

WHAT IDO…

Great, we know who you are Jeff,but what do you do on a dailybasis?#ILTAG95

FOUNDATIONSMATTER…

We have all seen the results of Intranets or technology solutions that didn’t have

a strong foundation failing to stand the test of time. #ILTAG95

FOUNDATIONSMATTER…

Let’s discuss the right way to build an effective SharePoint Intranet from the

ground up so that we can all be more successful. #ILTAG95

WHATWE WILL TALKABOUT TODAY…

1. Aligning With Business Needs

2. Setting An Effective Technology Strategy

3. Getting Key Intranet Elements Right

4. Ensure Ongoing Intranet Success

#ILTAG95

• Look first at the neighborhood: what is the business purpose, theoverall context and constraints for your Intranet.

What kind of property is it? What’s the right ‘fit’ for your needs?

Where should it be and why are you buying it?

BEFORE YOU BUILD YOU HAVE TO

KNOWWHERE& WHY…

#ILTAG95

The main purpose often is to improve collaboration or improve

collaborative outcomes.

COLLABORATIONIS AN ATTITUDE…

#ILTAG95

• Every Intranet does multiple things, and too often there is adisconnect between the intranet design goals and what users want.

Every Intranet does multiple things, and too often there is a disconnect

between the intranet design goals and what users want. #ILTAG95

WHAT WILL YOU DO WITH YOUR INTRANET?

You can better define what your Intranet needs to do via tried and tested

approaches like workshops, personae, interviews, surveys and more.

MAPPING YOURGOALS…

#ILTAG95

• Think more broadly about the goals for your intranet.

INTRANETS AREN’TALONE…

You often need to think more broadly about the Intranet and its fit and

purpose in your digital workplace. #ILTAG95

What if we look at our own organizations technology radar?

Inspired by StepTwo’s Digital Workplace Radar

Landed (Now to 6 Months)

In Flight (Future)

Circling (6-24 Months+)

WHAT DOES YOURTECHNOLOGY

RADAR LOOKLIKE?

#ILTAG95

http://www.steptwo.com.au/papers/track-future-2016-digital-workplace-radar/

Getting AD Integrated

Exchange MigrationOutlook & Office

Migration (Pro Plus)

Skype For Business

Intranet

Social(Yammer)

Extranet

OneDrive For Business

SharePoint For Document Management

Team SiteDeployment

Every organization’s journey is a little different, but often follow a similar

path to getting more out of Office 365. What do you need to plan for?

Mandatory

Popular

Situational

Strategic Few

Trust TheCloud

WHAT DOES YOURTECHNOLOGY

RADAR LOOKLIKE?

#ILTAG95

While our business objectives and needs might be complex or unending

we need to start somewhere with simple achievable direction.

KEEP ITSIMPLE…

- to your business driver(s)

- based on value

- clearly and often

- in small projects

- to your infrastructure

- and adapt

AlignSupport

PublishIterateRelate

Evaluate

#ILTAG95

Collaboration is not a technology, it’s an attitude. Culture needs to also

have a plan for improving alongside the technology and Intranet.

COLLABORATIONIS AN ATTITUDE…

#ILTAG95






#ILTAG95

MAKING CHOICESANDBUILDING APLAN…

Just like when building a house we need to define our plan for the Intranet.

We need to ensure the technology foundation of our Intranet is well planned. #ILTAG95

Technology is rarely planned in isolation, but this is especially true for SharePoint.

Your Intranet platform is meant to be used for far more than just the Intranet.

Integration Planning

Business Process Analysis & Improvement Planning

Education, Training & Adoption Planning

Enteprise Social Integration Planning

Security Planning

Site Provisioning & Review Process Planning

Search Planning

Information Architecture Planning

Project & Task Planning

Team & Group Collaboration Planning

Intranet Planning & Design

TechnologyStrategy

OneDrive For Business YammerSharePoint Online

Getting the most out of SharePoint Online requires successfully tackling key

planning activities fromthe bottom up.

Office Delve Skype For Business

THERE IS A LOTOF

PLANNING INVOLVED…

#ILTAG95

WHY?

• Best practices

SHAREPOINT PROVIDES AGREATTECHNOLOGYFOUNDATION…

The evidence is all around us from awards to enterprise usage. 70% of

corporate intranets are developedon the SharePointplatform. #ILTAG95

It’s a platform, an integrated suite, modern, mobile enabled, business centric,

and maximizes the impact of your Intranet investments.

WHY INTRANETSON SHAREPOINT?

#ILTAG95

It’s a platform, an integrated suite, modern, mobile enabled, business centric,

and maximizes the impact of your Intranet investments.


• Bundled

• Broad Suite

• Pre-Integrated

• Modern

• Rapid Innovation

• Platform

#ILTAG95

When it provides so much benefit it doesn’t come without some cost.


#ILTAG95

There are real challenges that come with building an Intranet on SharePoint

that you should understand before you start.


• Bundled

• Broad Suite

• Pre-Integrated

• Modern

• Rapid Innovation

• Platform

▪ Bloated

▪ Confusing Collection

▪ MSFT-centric

▪ Under Construction

▪ Moving Target

▪ You fill in the gaps

#ILTAG95

SharePoint makes iterative easier. Build Intranets in an iterative way to

deliver value faster. Agility is critical when the platform is changing.

TIMETOVALUE& NAVIGATINGCHANGE…

#ILTAG95

We deliver more value in far less time today. It’s not unreasonable toexpect a new modern Intranet in weeks or months instead of years.

HOWLONGSHOULDITTAKE?

#ILTAG95

So Intranets can be built faster, iteratively, and deliver more value…

How do we achieve that ourselves?

HOWCAN WE KEEP UP AND MOVEFASTER?

#ILTAG95

Primary drive is cost and speed or time to value. In professional service costs

alone it is typicaly 40% cheaper,not including hardware,maintenance and more.

SHOULDIT BE ON SERVER OR ONLINE?

#ILTAG95

Continually improving experiences, continuous rollout of new capabilities,

continued integration with more technologies, and much more… #ILTAG95

THE CLOUD ENABLESUS TO KEEP PACE WITH INDUSTRY TRENDS…

GETTINGCLOSER TO THE

CLOUD WILLHELP…

It is more challenging to meet modern expectations on legacy technology.#ILTAG95

• “Out-of-the-box” SharePoint / O365

• Add-on “Ready to Go Intranet”

• Full Custom

Configure Tailor Extend Custom

Once you determine the platform and where to run it you still need to consider

build or buyoptions. #ILTAG95

OPTIONS…

WHATABOUT “READY TOGO” INTRANETS?

Lists 26 products

There has been an explosion of new offeringsat the same time that Microsoft

is extending its OOB Intranet capabilities. #ILTAG95

All options require work to integrate, configure, and roll out

BUILD VS BUY CONSIDERATIONS…

OOTB(++) Buy(IIAB) Build

Developmenteffort

Keeps up with Microsoft Innovations

Feature Set Fit Exactly torequirements

Customized to existing business processes

Effort/Cost toconfigure

Testing andCompliance

Licensingcost

RegularUpdates/Upgrades

Impact on internal resources/otherprojects

#ILTAG95

WHATSYSTEMSDO YOUNEEDTOINTEGRATE?

Another very critical area of technology planning is determiningwhat you

want to integrate, need to integrate, and how you will integrate. #ILTAG95

61%of knowledge workers regularly access 4 or more systems to get the information

they need to do their jobs

15%regularly access 11 or more systems

Aim to get critical mass – integrate the core systems that most people depend

on into your Intranet, and then it will be an effective hub for gettingwork done.

WE LIVE IN SILOS…

36%of a typical knowledge worker’s day is spent looking for andconsolidating information spread across a variety of systems

#ILTAG95

WHATDOES INTEGRATIONLOOKLIKE?

Make sure you understand where you need which scenarios

Common Scenarios

• Display information from external systems in UI, such as web parts, application pages, etc.

• Client/Matter dashboards

• Allow users to interact with external data in SharePoint list format

• Crawl back-end data sources so they show up in search results

• Import external data into user profiles

Make sure you understand where you need which scenarios.#ILTAG95

• Buy vs. build for connectors? boils down to “buy”44

• Aderant

• Amazon S3

• Alfresco

• Box

• Confluence

• CuadraSTAR

• Elite / 3E

• EMC Documentum

• EMC eRoom

• Google Drive

• HP ConsolidatedArchive

(EAS, aka Zantaz)

• HPE Records Manager/HP TRIM

• IBM Connections

• IBM Content Manager

• IBM DB2

• IBM FileNet P8

• IBM Lotus Notes

• IBM WebSphere

• iManage Work

• Jive

• LegalKEY

• LexisNexis Interaction

• Lotus Notes Databases

• Microsoft Dynamics CRM

• Microsoft Exchange

• Microsoft Exchange Public Folders

• Microsoft SQL Server

• MySQL

• NetDocuments

• Neudesic The Firm Directory

• Objective

• OneDrive

• OpenText LiveLink/RM

• OpenText eDOCS DM

• Oracle Database

• Oracle WebCenter

• Oracle WebCenter Content (UCM/Stellent)

• PLC/Practical Law

• ProLaw

• Salesforce.com

• SAP ERP

• ServiceNow

• SharePoint Online

• SharePoint 2016

• SharePoint 2013

• SharePoint 2010

• SharePoint 2007

• Sitecore

• Any SQL-based CRM system

• Veeva Vault• Veritas Enterprise Vault

(Symantec eVault)

• WestKM

• Xerox DocuShare

• Yammer

Buy versus build for connectors. Often boils down to buy and then buildon it.#ILTAG95

WHAT CONNECTIONS TO RSS SHOULD YOU INCLUDE?






#ILTAG95

PLANFORIMPLEMENTATION…

The information architectureand functional requirementsare like our foundation

and framing plan. We detail how things will be built and providemore detail. #ILTAG95

Your Intranet design should be about improving how people work today.

Making jobs easier, more productive, and more impactful.

HOWSHOULDOUR INTRANETBE DESIGNED?

#ILTAG95

HOWWILL YOUMANAGEACCESS?

Mobility and access outside of the enterprise is a requirement today.#ILTAG95

Your Intranet should be responsiveby design,but you could also enable better

experiences on mobile devices. Extending team or departmental engagement.

HOWWILL YOUENABLEMOBILITY?

#ILTAG95

HOW SHOULD USERSNAVIGATE?

While mega menus and other innovations were implemented,navigation

was always structure based or managed. With special directory style pages. #ILTAG95

While structured and managed navigation is still valid in today’sworld, it is also

important to improve navigation with powerful capabilities like search.

HOW SHOULD USERSNAVIGATE?

#ILTAG95

Office365’sSharePointhome is now a more modern site directory experience.

New features like activity roll ups, and quick follow/share options are the start.

HOW SHOULD USERS NAVIGATE?

#ILTAG95

When designing news, leadership or even events pages we can take advantage

of new and improved authoring experiences. Teamnews can be complimentary.

HOWSHOULDNEWSBE DESIGNED?

#ILTAG95

Targetedembeddingof Yammer or your enterprise social platform in key parts

of the Intranet, and digital workplace are provided by your org and MSFT.

HOWSHOULDSOCIALBE ENABLED?

#ILTAG95

INTRANETS…

Capabilities like bookmarking, notifications, and more help you not only

stay up to date, but follow up when a better time is available. #ILTAG95

Search box/resultsUnified search & discovery Expertise findingDynamic content/dashboardsSearch-driven navigation Application steering Digital Assistant

HOWDOES SEARCH FIT IN?

Search isn’t just about looking for documents.#ILTAG95

Great search is essential – and achievable – with attention

• Internet-Like Search Experience• “Search and Refine”

• Intelligent type-ahead

• Search within results

• Searching Both “for” and “within” Documents

• Finding Experts Based on Profile and Contribution

• Creating Topic-Specific Knowledge Centers

GUIDE THEUSER…

Great search is essential and achievable – with the right attention.#ILTAG95

QUICKLYFIND THE RIGHTEXPERTS…

Finding the right experts is an important scenario in any legal Intranet.#ILTAG95






#ILTAG95

Having a great foundation and plan means you can be successful.

Once it’s built we still need people to move in and take ownership.

YOU‘RE NOT DONE YET…

#ILTAG95

We need to invest in key areas to enable and accelerate adoption. We can’t do

it alone and need to have the right foundation of structure and support.

eGovernanc Policies & Guidance

#ILTAG95

PLANNING FOR ADOPTION…

Even in a mid-size firm, don’t leave the Intranet to just IT

Create a Cross-Functional Project Team

Within the core team:▪ Varied perspectives▪ Access to broader range of skills▪ Greater buy-in across

departments & practices

+ Project is more enjoyable

Beyond the core team:Wider network of people involved

▪ Contributing content▪ Working on usage + policies▪ Marketing, Communications▪ Launch advocates

→Project is more successful

#ILTAG95

EVALUATE YOUR POLICYAND

GUIDANCEREADINESS…

Thereare many policies and guidance materials that should exist and be in use

for your Intranet or a modern digital workplace strategy to be effective. #ILTAG95

Adoption Campaigns


We need to invest in key areas to enable and accelerate adoption.

Committing to a clear plan and meaningful activity is important. #ILTAG95

PLAN ANDEXECUTE CAMPAIGNS…

Developing a roadmap for adoptionwhere we plan activities before launch,

during launch and after launch is important. Plan and execute campaigns! #ILTAG95

When each day’sYammer tip is posted by a member of the tip team it ensures

that these tips come from differentusers which gets more people involved. #ILTAG95


Tips drive users to take action, should be themed, should be pre-writtenbefore

the start of the campaign, and should relate to challenges/contests.


#ILTAG95

The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value).

Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)

#ILTAG95


http://office365resources.com/


during launch and after launch is important. Plan and execute campaigns!

Understanding

#ILTAG95


Since you are already doing a time boxed campaign consider providing targeted training sessions that are hands on and participatory. Even if you are performing training remotely if the group is small enough you can create exercises and track completion. #ILTAG95


PLANNING FORCOMMUNICATION…

Define a comprehensive communication plan along with the messaging for key

Email, Intranet posts, Yammer posts or communication for the campaign. #ILTAG95

@RHARBRIDGE

DOWNLOAD THEDRIVINGOFFICE 365 ADOPTION&USAGEWHITEPAPER!

Want more information on how to build effective campaigns for Intranet

adoption? Check out this extensive whitepaper at Office365Campaigns.com. #ILTAG95

http://www.office365campaigns.com/

PLAN ANDEXECUTE CAMPAIGNS…



Having a campaign over a duration of days enables greater measurement,

clearer accountability, and simplifies the coordination and commitment needed.

Baseline Measure Impact Measure Continued Impact

#ILTAG95


It doesn’tneed to be really difficult. Start with defining the high-level value.

MEASUREMENTMATTERS…

#ILTAG95

http://Office365Metrics.comcontains guidance on ways to measure Office 365

& samples of common business impacts it can drive.

WHAT ISA

BUSINESSIMPACT?

#ILTAG95

http://office365metrics.com/

It doesn’t need to be really difficult. Create actionable measurementsbased on

specific andachievable benefits.

MEASUREMENTMATTERS…

#ILTAG95

Benefit Overview

Benefit ID OH-B6

Benefit Title Improved Employee Engagement For Leadership Communication

Benefit Owner [Removed From Sample]

Benefit Description Yammer and our news engine offer a direct channel for Leadership/Employee interaction. Use this opportunity to help company

executives gather insight into employee feedback or to stimulate conversation between them.

Related Business

Impacts

Improved Employee Engagement, Improved Leadership Engagement

Solution Tool Yammer

Measurement

Technique

Manual import of analytics data from news provided by the analytics solution and Yammer post/conversation analysis either

manually accomplished or based on the yammer analytics solution (based on exported conversations).

Metric(s) Per leader metrics would be the preference while an aggregate can provide averages and broader measurement of progress.

Number of articles from company leadership correlated with the number of views, employee responses, likes and likes.

Number of Yammer posts from company leadership and the number of employee responses per leadership post in Yammer.

Baseline

Measurement

[Removed From Sample]

Target [Removed From Sample]

Determine trailing baseline then determine company goal…

Supporting Activities 1. Provide employee Yammer access – desktop and/or mobile

2. Organize leadership Yammer-driven Question and Answer sessions

3. Encourage employee participation through Adoption Campaigns

4. Assign resources to monitor and facilitate the Question and Answer sessions

Define benefits that can be realized with simple analysis and initiatives, helping

drivebusiness improvement faster w/ minimized additional investment.

HOWDO YOUPROFILE ABENEFIT?

#ILTAG95

ID Benefit May 2017

Mark Complete once Evaluation is Complete, Analysis is Complete, and Results are Escalated to Appropriate Channels

Jun 2017 Jul 2017 Aug 2017 Sep 2017 Oct 2017 Nov 2017 Dec 2017 Jan 2018 Feb 2018 Mar 2018

ID Benefit Benefit Owner(s) Measurement

Activities

Key Metrics Time

Horizon

Frequency of

Analysis

Suggested Inferences Suggested Actions

This isn’t a new conceptand there are lots of examples of benefits realization

across the industry. The important thing is to actually track these!

DEFINE ABENEFITS REALIZATIONPLAN

#ILTAG95

Youwon’t have everything you need OOTB,but it’s a great platform and start.

Youhave the foundation, but needexperts or tools to get the most out of it.

ABILITY TO MEASUREIS ALSOIMPORTANT

#ILTAG95

@RHARBRIDGE

DOWNLOADTHEMEASURING THEBUSINESSIMPACT OF OFFICE365WHITEPAPER!

It goes into much greater depth and can be found at Office365Metrics.com.#ILTAG95

http://www.office365metrics.com/






#ILTAG95

REACH OUTTOUS! | WE ARE SUPERFRIENDLY!

Connectwith us on Twitter at: @RHarbridge & @JeffFried, or on LinkedIn.

Email us at [email protected] and [email protected].

THANK YOU!

#ILTAG95