Top 10 Digital Workplace patterns

Top 10 #DigitalWorkplace Design Patterns Driving effective communication & collaboration across your organization

By: Kanwal Khipple

#spscalgaryApril 1st, 2017

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SPEAKER | AUTHOR | SUPER GOOD LOOKING

KANWAL KHIPPLE, CEO

@kkhipple

bit.ly/linkedinkk

20142015

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Microsoft continues to innovate with Office 365 https://roadmap.office.comOFFICE 365 ROADMAP

Not intranet re-design or some sort of social featuresA DIGITAL WORKPLACE IS NOT?

Its not a fancy re-naming of intranetsIts not about social networks, social or mobile intranetsIts not about social business or social enterprise

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Important to understand that a Digital Workplace is how people work today with technology driven changeWHAT IS A DIGITAL WORKPLACE?

A digital workplace is not just a fancy re-branding of intranets.

Providing a set of services or capabilities for the organization. ClearBox ConsultingEnables new, more effective ways of working; raises employee engagement and agility; and exploits consumer-oriented styles and technologies. GartnerEncompasses all the technologies people use to get work done in todays workplace ... It ranges from your HR applications and core business applications to e-mail, instant messaging and enterprise social media tools and virtual meeting tools. Deloitte

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Letting employees use technology in the way they wantWHY DIGITAL WORKPLACE MATTERS?

Break down the barriers between people, Workplaces, and technologies Empower their employees to be productive and creative wherever they are... IT is a catalyst for new ways of working, but Competitive advantage increasingly comes from letting employees use technology in the way they want to.Requires a business culture that puts people first

Quote from Klaus Holse (Microsoft Western Europe VP)

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Every few years as orgs adopt the ones that provide a productivity quick win, they shift their attention to another set

DIGITAL WORKPLACE PATTERNS

Top 10 #DigitalWorkplace patternsADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

If you build it, will they come?ADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Figure out how people work today and visualize how they might work in the future. Then create guidance to show the users the journeyUrgency / Time SensitivityAudience (Internal or External)Web Conferencing (GoToMeeting)Outlook E-MailGoogleDrivePHP Intranet(OurSpace)Webinars(Go To Webinar)Legacy / Traditional DM SystemT:/ DriveIndividualOrganizationalGroupAd-hoc / LowUrgent / HighP:/ Driveftp ()Web Conferencing (WebEx)Wiki SystemPPM System (Daptive)DropBoxBoxYouSendItC:/ DriveCurrent StateGUIDE USERS FROM WHERE THEY ARE

Delve BoardsOffice VideoUrgency / Time SensitivityAudience (Internal or External)Skype For Business CallIMSkype PresenceSkype for Business Online MeetingsOutlook E-MailOneDrive for BusinessTeam SiteSharePoint IntranetYammer Company CommunicationsYammer GroupsOffice 365 GroupsIndividualOrganizationalGroupAd-hoc / LowUrgent / HighMicrosoft Teams

Future State

Start with Enterprise Guidance starts at the top. WHEN TO USE WHAT HAS MULTIPLE LEVELS

Biggest investments/impact is at the individual levelWHEN TO USE WHAT HAS MULTIPLE LEVELS

Individual and group collaboration needs are diverse

COLLABORATION ISNT EASY

Germans are very competitive and do not usually collaborate naturally,

Germany - the culture in Germany values formality, neatness and strong work ethic. Typically very competitive so they do not usually collaborate naturally.Ghana as a hierarchical society, people are given respect based on age, wisdom, experience, wealth or position. So they expect people that are leaders to make the decision for the entire group. Younger staff members will not challenge superiors.Abu Dhabi - Culture is very much mixed with religion in Abu Dhabi. Many of the rules that are followed are based on Islam. The rules regarding modesty and strong gender segregation. This does not help collaboration between genders. An example is having Emirati employees in a room and only women were allowed to attend. Much more structured than anywhere else.China - They place a high value on education and hard work. There is always a competitive drive to succeed. Very similar to the United States but it is considered impolite to question superiors. We need to break the silence mindset, once the interaction happens it will be incredibly valuable.Japan - culturally, Japanese users are more open to experimenting which leads to higher degrees of collaboration. Have seen much higher adoption rates

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Strategy should be default collaboration apps plus bring-your-own-app (BYOA) strategy.GROWING COLLABORATION PARADOX

COMMUNICATIONCOLLABORATION

PRODUCTIVITY

Groups

Teams

Application selection has not been as straightforward. Knowing when to use what is a common question many ask.

allow users to bring in their own apps, without even asking, as long as they meet some minimum pre-defined requirements (security and data backup/privacy/protection usually top the list.) IT periodically audits what's in use, looking for issues and concerns, and helps users get support if they need it, but is otherwise relatively hands off to manage cost and complexity.

Azure App Discovery can help with this14

Within the whitepaper we have provided guidance on 13 common scenariosDownload it at: WhenToUseWhat.com PROVIDE GUIDANCE FOR COMMON SCENARIO

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Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!PLANNING FOR ADOPTION

May 2017GUIDING UNDERSTANDING2

MAXIMIZE & REALIZE VALUE3

DRIVING INTEREST1

BaselineJune 2017June 2017June 2017

Measure ImpactMeasure Continued Impact

COMMITMENT

Achieve Committed Adoption

1. Driving Interest - Often initially comprised of early adoptions. These users may adopt & use new technology once they are aware of it or have an interest in the technology. Did you know tips & pre-launch communication can accelerate this groups adoption. Use this group to share and influence others.2. Guiding Understanding - Users need help understanding how to change. How can they use the technology? How should they use it? Help, coaching, how to tips, training, contests & challenges help this group of users the most. 3. Maximize & Realize Value - Users need to understand the value of changing. Sharing stories, benefits, contest winners, & business impact of the technology will be critical. Create a champions program. People learn best from others

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When each days Yammer tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.Planning for Tips

Tips drive users to take action, should be themed, should be pre-written beforethe start of the campaign, and should relate to challenges/contests.PLANNING FOR TIPS

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).PLANNING FOR CONTESTS

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. PLANNING FOR TRAINING

Rally the troops and get them all behind a strategic visionADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Digital Workplace strategy should not be focused on one technology.PORTAL STRATEGYDigital WorkplaceCollaboration portalsHR PortalProject Management systemCommunication portalsPortal

DivisionalCommunication Site

Divisional External Collaboration Site

Divisional Collaboration Site

Team Collaboration Site

Record CenterSearch PortalAccounting System

Digital Workshop strategy encapsulates all technology that employees useDEFINING THEMES

Communicate across the organization using these pillars and align projects around these objectivesDEFINE DIGITAL WORKPLACE OBJECTIVES

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Planning out your strategy for Office 365 and how you will leverage specific features and functionalities

BUILD A ROADMAP

Clear priorities Blueprint for the roles and relationships of each department (R&D, marketing, sales, customer support, manufacturing, HR and IT). Map out how various technologies will be exploited to raise engagement levels and support the transition to a digital business.

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Develop a strong digital workplace vendor ecosystem to help you in your path to successful digital transformationWORK WITH THE BEST

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Embrace automation as its the future of the workforceADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

FUD around what automation might do to the workforce of the future. Major benefits to adopting supportive Cognitive based solutionsUniversal income

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Workflow solution to create workflows to get things done. Daniel has a great example of using Flow to manage a simple HR Leave Request process. LEVERAGE MICROSOFT FLOW

Tons of potential in PowerApps with templates and shared apps across the organization or through communities.MICROSOFT POWERAPPS2. Simple list tracking apps that can help coordinate things like assets, site visits, that you want a unique UI on.1. Simple Mobile App experiences where you want to get employee feedback.3. FAQs and resource guides for employees around products or processes.

Surfacing all the interactions in a meaningful way within your network

OFFICE 365 DELVE

Displaying content intelligently by leveraging machine learningINTEGRATE AI

TRENDING DOCUMENTS

Better integration and improved usability are driving changeADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Organizations are finally waking up to the need to foster better integration and improved usability by connecting business applications together into a more collaborative and coherent digital workplace. Now a new twist is emerging.32

If it wasnt obvious, Microsoft is leading with SharePoint

70% of corporate intranets are developed on the Microsoft SharePoint platform

SHAREPOINT IS THE ENTERPRISE INTRANET PLATFORM

Theres a proven set of activities that ensure successTIPS ON BUILDING SUCCESSFUL INTRANETBe User CentricBuild Collaborative CultureImprove FindabilityHave Business OwnershipCreate for re-use

HighlightsGive power back to your usersCreate experiences in mins

HighlightsBeautiful & customizable w/ core intranet featuresOn-Prem, Azure Hosted, Office 365Launch in as little as 4wks / avg. 6 wks

HighlightsLaunch in 4 weeksMultilingual supportOffice 365 & Hybrid

HighlightsGet the right answers fastGet More DoneKeep everyone informedOffice 365 only

HighlightsFeature packedProvides multilingual support

There are limitations with each approach, so choose wiselyCUSTOMIZE, BUILD OR BUY?

Make integration simple despite the complexity of your realityADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Find simple opportunities to integrate other applications

SIMPLE INTEGRATION SCENARIOS

Integration can be complicated as organizations sometimes can not integrate with existing applications or are looking to move to anotherINTRANET REALITY

COMMUNICATIONCOLLABORATION

PRODUCTIVITY

Groups

Teams

Group based chat communication and collaboration platformSLACK

Workspace Moments leverages the IBM Watson cognitive APIs to create a summary (questions, actions or decisions) of the postsIBM WORKSPACE

Chat-based workspace in Microsoft Office 365,a hub for teamworkthat is extensible and customizable for the information a team needs.

Microsoft Teams

Team communication and collaboration platform that brings together chat, voice calls, video meetings and file sharing

CISCO SPARK

Employee satisfaction is now the 3rd most used performance metrics by CIO. ADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Q: most used performance metrics by CIO?

Employee satisfaction is now the 3rd most used performance metrics by CIO. 49

Gives you ability to view analytics and create interactive dashboards

POWERBI

Office 365 has a number of administrative reports, including a content pack for Power BI.OFFICE 365 REPORTS

Using the audit log additional detail, insight, and information can be retrieved.PERSONAL ANALYTICS

Office 365 brings insights to users throughout the experience.SEARCH SCOPED ANALYTICS

Office 365 brings insights to users throughout the experience.SITE SCOPED ANALYTICS

Office 365 brings insights to users throughout the experience.SITE SCOPED ANALYTICS

Office 365 brings insights to users throughout the experience.DOCUMENT SCOPED ANALYTICS

Office 365 brings insights to users throughout the experience.VIDEO SCOPED ANALYTICS

SharePoint has had popularity reporting for quite some time.POPULARITY TRENDS & ITEMS

Webtrends captures the data from SharePoint and Office 365 and reports on it with their own platform solution (SaaS). WEBTRENDS

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Each vendor has their own unique offerings in terms of reports and actions. Intlock focuses a little more on driving user action and interaction, as well as analytics portalsINTLOCK

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Aims to have the biggest impact on the bottom lineADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Simplify how people interact with technologies to solve 1 needSERVICE DESIGN

Search for PeopleEdit DocumentsRead AnnouncementsSearch for Content

Leverage the new Modern Experience and Office UI fabric as part of our new look and feel.MODERN EXPERIENCE

EMPLOYEE EXPERIENCE IS KEY TO A HIGH-PERFORMANCE WORKPLACEINCREASING EMPLOYEE ENGAGEMENT

Traditional field workerRemote work at customer siteCall headquarters on mobile phone and try to locate the right expertDescribe to the expert what they are seeingTake a digital picture and send it to the expert either from mobile phone or PCReturn to the field to follow the instructions from the expert over the phone

Digital WorkplaceField engineers sport wearables that stream real-time video back to the expert, so they can see what the field worker seesThe field engineer receives real time instructions, hands-free, visually and audiblyThe expert provides guidance and data in real-time, so field engineers can make quick decisions providing enhanced productivity and service levels

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Companies are not innovating on search experience for usersADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

For the last 20 years, finding people and content has been a constant frustration inside large organizations. There have been periodic improvements due to better technology, some understanding of content tagging and innovative search practice, but the story for most companies has been one of disappointment and annoyance. 65

Focus on use case driven search improvements

USE CASE DRIVEN

Find ways to integrate search results into the experienceIMPROVE SEARCH EXPERIENCE

Simplify engagement to improve employee satisfactionADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

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Bots simplify the FAQ and todo experienceBOTS

Leverage Bots to educate your usersBOT INTEGRATION

Creating a Bot for answering FAQs http://bit.ly/2ntjf5xCREATE YOUR OWN FAQ BOT

Productivity quick wins to be a catalyst for cultural changeADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

Either organizations are not investing into their digital workplace or most employees are not even aware that digital transformation is happening in their organization.72

Failure is the catalyst to innovationENCOURAGE FAILURE

Great way to instill that what you create might not be leveraged in the long termHACKATHON

Focus on productivity quick wins that deliver value in small amounts & gather feedback. Move to a portfolio model after a few successesBE AGILE AND ITERATE

What #digitalworkplace patterns is your org investing into?ADOPTIONSTRATEGYARTIFICAL INTELLIGENCEINTRANETINTEGRATIONANALYTICSUSER EXPERIENCESEARCHBOTSCULTURE

THANK YOU SPONSORS!Special thanks

Never know who you will meet, make sure you network!HOUSEKEEPINGClosing and Prize Draws at 3:55pmMacDonald HallSharePint and Networking at 4:30pmLocation TBD

Thank You!Organizers, Sponsors and You for making this possible.50+ SharePoint Presentations @ Slideshare.Net/kkhippleWhen to Use What Whitepaper @ WhentoUseWhat.comIntranets w/ Office 365 Whitepaper @ Office365Intranets.com External Sharing w/ Office 365 Whitepaper @ Office365Extranets.comand more!

Message Me On LinkedIn or Email Kanwal@Khipple.com My twitter handle is @kkhipple and I work at SPEAKER | AUTHOR | SUPER GOOD LOOKING

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It goes into much greater depth and can be found at WhenToUseWhat.comDOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER!Microsoft Teams Enterprise Guidance coming soon

Give you guidance and recommendations to successfully plan and implement an Office 365 Intranet http://office365intranets.com DOWNLOAD INTRANETS WITH OFFICE 365 WHITEPAPER!

Give you guidance and recommendations to successfully measure & share the business impact and value of Office 365 http://Office365Metrics.com

DOWNLOAD TO MEASURE BUSINESS IMPACT & ROI OF OFFICE 365 WHITEPAPER

Give you guidance and recommendations to improve external sharing and collaboration http://office365extranets.com

DOWNLOAD TO OFFICE 365 EXTERNAL SHARING WHITEPAPER

Give you guidance and recommendations to successfully plan and improve Office 365 adoption http://Office365Campaigns.com

DOWNLOAD DRIVING OFFICE 365 ADOPTION WHITEPAPER