part 2 - everything you need to know about sharepoint social capabilities - business focus

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

#SPSocial @RHarbridge

Who am I?

BostonWe Washington

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book


SPTechConThe SharePoint Technology Conference

SPTechConThe SharePoint Technology Conference


Our Goal Today…

From Here To Here


Information!


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?


Social Feedback Leads To Better Procedures?

Why Leveraging SharePoint Blog Features for News is a Great Idea

https://www.nothingbutsharepoint.com/sites/eusp/Pages/Why-Leveraging-SharePoint-Blog-Features-for-Intranet-News-is-a-Great-Idea.aspx


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.


TNC - Department


TNC - Search


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

http://www.rharbridge.com/?p=595

http://www.rharbridge.com/?p=633


Implementing An Effective SharePoint Social Strategy


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


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


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


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


Profile Sprawl Challenge?


No Anonymity In The Enterprise?


Keyword Sprawl Challenge?


Discipline and Processes


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


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


BusinessTips and Tricks


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”


• 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

#SPSocial @RHarbridgeImage from Paul Culmsee

Opportunistic Driven Learning

Training Should Follow “Just In Time & Just Enough”


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


User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management

Support Updates

SharePoint Standards Online

http://www.spstandards.com/


Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)


Measure SupportLearn and use data to be proactive.


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


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.


Tip: Plan For User Adoption


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


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


HR & Legal ConsiderationsFor Social Strategies


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


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.


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?


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?


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.


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)


Social TechnologyVendors & Tools


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

http://www.hisoftware.com/solutions/hisoftware-compliance-sheriff/social-computing.aspx



http://www.newsgator.com/

http://www.kwizcom.com/sharepoint-add-ons/




http://www.lightningtools.com/

http://www.realcom-inc.com/product/sharepoint.asp

http://www.realcom-inc.com/product/sharepoint.asp

http://www.newsgator.com/


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


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

http://feedback.yammer.com/forums/145382-thanks-for-your-feedback/suggestions/1888625-lync-integration


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.

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