part 2 - everything you need to know about sharepoint social capabilities - business focus
TRANSCRIPT
October 30-31 � Greenwich, CT
SOCIAL BUSINESS & SHAREPOINT CONFERENCE
EVERYTHING YOU NEED TO KNOW ABOUT SHAREPOINT'S SOCIAL CAPABILITIES
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Part 2 – Focus: Business Strategy
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Who am I?
BostonWe Washington
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SPTechConThe SharePoint Technology Conference
SPTechConThe SharePoint Technology Conference
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Our Goal Today…
From Here To Here
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Information!
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Connecting Value To SharePoint Social Features
What is the Value?
Lowers the costof sharing and organizing
Surfaces knowledge and networks
Increases employeeengagement
The Big Reasons?
Connecting The Dots
EXPERTISE MERGERS ON-BOARDING
JOINT VENTURES VIRTUAL TEAMS MAJOR RE-ORGS
FRANCHISING OUTSOURCE ACTIVITY NEW MARKETS
• Lowers Cost Of Sharing & Organizing Information
• Reduces Organizational Barriers• Improves Business Agility• Compliments Talent Management• Promotes End User Innovation
Business Impact?
What does that mean?• Improve Search Relevance• Improve Content Authority• Add Further Contextual Relevance• Provide Additional Ways To
Find Content
Content was KingNow…
Context is King
Communities
Search
Sites
Composites
ContentInsights
Not Just Communities… Leveraged Everywhere
What about the wheel?
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Social Feedback Leads To Better Procedures?
Why Leveraging SharePoint Blog Features for News is a Great Idea
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The Nature Conservancy - Case Study
Business Challenge The Project Results» Improve “findability” of
experts, content, and data to share best practices and improve project performance.
» Complex, worldwide organization without a single clearinghouse for connecting people and information.
» Intranet/Extranet: connect.TNC global intranet/extranet
» Connects staff, trustees, volunteers, partners, government agencies around the globe
» Integration of Newsgator Social Sites
• The Nature Conservancy is the leading conservation organization working around the world to protect ecologically important lands and waters for nature and people.
• Founded in 1951, currently 1 million members.
• Operates more than 100 marine conservation projects globally.
» Deployed “social Intranet” Q1 2012 that connects experts around the world to share best practices.
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TNC - Department
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TNC - Search
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Social SharePoint Options
When are people going beyond SharePoint for Social Functionality?
Extending (Customizing)
Complimenting (Yammer)
Supplementing (Newsgator)
Replacing
Ignoring/Locking Down
How To Lock Down SharePoint’s Social Features
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Implementing An Effective SharePoint Social Strategy
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8/19/2011Key User Profiles Are Populated
4/4/2011 6/1/2012
5/1/2011 6/1/2011 7/1/2011 8/1/2011 9/1/2011 10/1/2011 11/1/2011 12/1/2011 1/1/2012 2/1/2012 3/1/2012 4/1/2012 5/1/2012
7/1/2011 - 8/19/2011Governance Updates
7/23/2011Site Listing Created
8/10/2011Site Provisioning Process Finalized
8/19/2011Site Provisioning Globally Available
Site Listing Complete
8/19/2011 - 12/2/2011Team/Community Site Roll Out
8/5/2011 - 12/2/2011User Profile Roll Out
7/15/2011Social Strategy & Planning Complete
4/4/2011 - 7/15/2011Social Strategy Planning
12/5/2011 - 3/2/2012Implement IT Knowledge Base
8/29/2011 - 11/4/2011Pilot Leadership Blogs
7/22/2011 - 4/13/2012IS MySite Pilot
12/2/2011+30% Profile Completion
5/25/2012+50% Profile Completion
3/19/2012 - 4/13/2012Review & Implement Retention & Disposition Rules
11/4/2011MySite Branding Complete
8/29/2011Employee Policies Up to Date
1/13/2012Deploy Electronic Vacation Scheduling Organization Wide
2/17/2012Application & Business Leader Listing Available
Social Roll Out
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Phase 4
Phase 3
Phase 2
Phase 1 Basic Profile Import
MySites Piloted
MySites Globally Deployed
MySites Customized
Profiles Implemented
Custom Profile Fields
Profile Fields Integrated With
LOB Data
Users Can Edit Profile Data With Write Back To AD
Photos Updated From Central
Source
Profiles Presentation Customized
My Sites & Profile Roll Out
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Social Feature Roll Out
Phase 1Less Than 50% Profiles Populated
Notes and Status Updates Infrequently Used
Community Sites Piloted
Wikis Piloted
Leadership Blogs Piloted
Discussion Boards Piloted
Tags & Notes Infrequent (Usage Low)
Ratings Piloted On Knowledge Base
Phase 2Less Than 75% Profiles Populated
Notes & Status Updates Used Frequently By Early Adopters
Community Sites Globally Deployed
Wiki Sites Globally Deployed
Department Blogs Deployed
Discussion Boards Globally Deployed
Tags & Notes Adopted (Usage High)
Knowledge Base Initiating New Procedures/Policies
Phase 3Close to 100% Profiles Populated
Notes & Status Updates Considered Cultural Norm
Communities Extended To External Participants
Wiki Spaces Extended To External Participants
Personal Blogs Deployed
Discussion Boards Leading To New Innovation Or Cost Savings
Tags & Notes (Expected)
Knowledge Base Podcasting & Media
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Map To Business Objectives
Support Acquisitions
Provide Positive Work Culture
Highlight Exceptional People
Have Highly Effective Decision Making
Supporting Community
Customer Transparent Support
Leadership Personally Engaging w/ Customers
Internal Social Collaboration
User Profiles Personal MySites
Internal Social Networking
Communities Of Interest Communities Of Practice
External Social Authoring
Social CRM
Direct Relationship Indirect Relationship
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Profile Sprawl Challenge?
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No Anonymity In The Enterprise?
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Keyword Sprawl Challenge?
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Discipline and Processes
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Samples of What to Measure– Number of completed user profiles– Number of connections per user– Cross posting of blogs, subscriptions to RSS and other feeds– Average number of participants with Wikis (also look at
distribution – Wikis with most participants vs. universe of wikis)
– Effective use on major projects– Reduction in e-mail (generally, on specific topics, corporate
noise)– Range of adoption (departments, topics)– Does a new policy or idea get adopted easier? – Search metrics: fewer similar queries=right information faster
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SharePoint Social Maturity
*Super Simplified
Tagging
Notes / Discussions
Rating
People Profiles
MySites
People Search
Wikis
Blogging
Microblogging & Activities
Instant Messaging
0
1
2
3
4
5
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BusinessTips and Tricks
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Brand Your Social Roll OutWe Make Things Happen What follows are potential ‘Social’ Slogan
Additions (based on “We Make Things Happen”): “When we work together.”“Keep up with them using COMPANYXYZ Social.”“Be a part of them with COMPANYXYZ Social.”“Share them on COMPANYXYZ Social.”“Be involved in creating them on COMPANYXYZ Innovate”
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• Trained To Leverage Social Collaboration, Networking And Media
• Trained To Create Knowledge And Practice
• Trained To Promote Best Practices Around Specific Focus Areas
• Trained To Lead By Example
• Trained To Make And Enforce Decisions
Executives Center of Excellence
EmployeesBusiness Units
Scope of Training
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Opportunistic Driven Learning
Training Should Follow “Just In Time & Just Enough”
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Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…
Support Updates
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User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management
Support Updates
SharePoint Standards Online
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Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
(You can’t know everything)
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Measure SupportLearn and use data to be proactive.
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Planning for Privacy
• Who can social tag/bookmark?Define an acceptable use policy
• What happens when the employee leaves?• Security trimming of tags ON or OFF
Pluggable architecture allows definition of rules and back endsDefine how to handle non-SharePoint and external sitesOnly Indexed sites can be trimmed out-of-the-box
• Activity Feed Repercussions
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Remember you can Manage Tags• In Central Admin you can search and manage
all tags of a user, or those that specific words.
• This means you can create and actively perform governance and control/resolutions.
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Tip: Plan For User Adoption
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Encourage Community Adoption With Best Practices
• Start small • Select, support, and nurture your champions– Funding for “strategic” champions– Champions training
• Seed communities with content/structure• Establish guidelines for etiquette• Watch out for corporate policy/governance• Don’t neglect usability
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Differences Between Teams and Communities
ScopeProduct development resources with a common goal Produce specific deliverablesInclude internal and external participants
ValueMeasurable deliverablesEasily integrated in product development process
Team Community of Practice (Interest)
OpenCommunity
Scope Spontaneous participants across organizations and individualsContent and discussion left up to participantsInclude anonymous internal and external participants
Value Open dialog and exchange of ideas
Scope Consolidation of expertise across teamsNo defined deliverable or timelineOptional participation within an organizationProfessional Interests
Value Share best practicesProvide additional resources to drive Problem solving, Discovery…
CommunityTeamCommunity
© 2009 PTC56
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HR & Legal ConsiderationsFor Social Strategies
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Social Media Policy?• You should have one for external use.• It’s recommended you use a comprehensive
template (there are many online and they are extremely inexpensive).
• You should have one for internal use.• This policy should mention or refer to…• Discrimination Policies• Sexual Harassment Policies• Computer Security and Acceptable Use
Policies• Intellectual Property Policies
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Incident ReportsAn incident report or accident report is a form that is filled out in order to record details of an unusual event that occurs at the facility, such as an injury to a patient. The purpose of the incident report is to document the exact details of the occurrence while they are fresh in the minds of those who witnessed the event.
In SharePoint Terms?
If something unusual happens as a result of SharePoint use it must be documented with as much detail as possible while it’s still fresh in the minds of those who were participants or effected.
If action (especially disciplinary) is taken as a result of an incident; information leading to the decision (including risks) and how efficacy (success) will be monitored must be retained.
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Photo Sharing?• Can the company share Christmas party photos?• Can an individual? On their mysite?
• Does the organization need a photo release form?• What About MySite Photos?• How will these be managed?• Approved?
• How will these be populated?• Do photos already exist of many staff
members?
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MySites
• Is The Organization Responsible For Documents On Users Desktops?
• What Privacy Rules Must Be Upheld?• What are the RM policies for these files?• Retention?• Disposition?
• Are there specific provisioning policies that must be put into place before a user can have a MySite?
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Wikis, Blogs, Discussion Boards, Notes, & Status Updates
• What are the records management rules around…• Wiki Content?• Blog Content?• Comments?
• Discussion Board Content?• Note Content?• Status Update Content?
* Notes & Status Updates Have No OOTB Auditing Or Information Policies.
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User Profiles• Properties (Legal Considerations)• Job Title Property• Can Users Update Their Own Information?• What Information Can Be Shared?• What Information Must Be Opt In?• In Other Words: What Information Can’t We
Auto or Pre Populate?• What Should The Default Privacy Settings Be?
• What Records Management Rules Must User Profiles Adhere To?• Retention (Info Policies, Version Control etc)
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Social TechnologyVendors & Tools
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SharePoint Social Vendors
HiSoftware Compliance Sheriff for Social Computing and Collaboration Compliance
Social Sites For SharePoint
KwizCom WikiPlus, Ratings and More
Lightning Tools SharePoint Forum
AskMe For SharePoint
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Yammer/SharePoint Integration• Primary Yammer Web Part: Add robust Yammer feeds, private messages, and notifications
tabs to SharePoint sites to facilitate team and company-wide conversations.• Light Embeddable Feeds: Embed a lightweight Yammer mini feed anywhere in SharePoint
to view and keep track of relevant discussions without disrupting your workflow.• Document & List Integration: Send links to documents, calendar events, and tasks from
SharePoint to Yammer feeds for real-time collaboration.• Federated Search: Find the information you need fast with relevant Yammer messages
displayed side by side your SharePoint search results.• Profile Sync: Import profile information from SharePoint into Yammer, eliminating the need
to complete two profiles.• Notifications: Track unread Yammer messages from the SharePoint top banner.• Activity Streams: Automatically deliver activity updates from SharePoint to your colleagues
on Yammer.• Single Sign-On: Leverage SharePoint authentication credentials to simultaneously sign into
Yammer through a single entry point.• Admin Configurations: Manage the Primary Yammer Web Part using SharePoint’s built-in
controls and templates. Choose to configure read-only Yammer feeds so that users without Yammer accounts can also view conversations
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Finding Expertise - Yammer vs SharePoint
• Cons of Yammer:– Soft Skills and Hard Skills in two different locations– No current integration with Lync makes it less
integrated – Current scalability concerns
• Pros of Yammer:– Facebook like UI makes it immediately familiar– Easy setup with immediate social networking
capabilities– Cost
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Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:
700+ SharePoint IA Slides at..PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
Thank You Organizers, Sponsors and You for Making this Possible.