O365 Tools for Building a Digital Workplace

Building the Digital Workplace in Office 365

@jefffried

Jeff Fried CTO, BA Insight

Collaboration is not a Technology,

it’s an Attitude

Source: dilbert.com

Focused on Search and SharePoint since 2004

Longtime Search Nerd• CTO, BA Insight• Senior PM,

Microsoft• VP, FAST• SVP, LingoMotors

About Jeff FriedPassionate About• Search• SharePoint• Search-driven

applications• Information

Strategy

Blog: BAinsight.com/blogTechnet Column“A View from the Crawlspace”

jeff.fried@bainsight.com

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About BA Insight Our software quickly connects SharePoint users to needed information Software portfolio includes:

– Connectivity - Secure connectors and federation to over 50 content systems– Classification - Autotagging, metadata generation, and text analytics– Applications - Improve the user experience to boost productivity– Analytics - Insight into how SharePoint portals, search, & content are being used

Hundreds of successful implementations including:

Today’s sessionWhat is an Digital Workplace?Why SharePoint & O365?

The Future of SharePointWhat it means for your project

Approaches to building YOUR Digital WorkplaceBenefits

Tour of O365 +How it maps to Digital Workplaces

Work is what you do,

Not where you go

Photo Source: http://www.instagram.com/say_linds

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How Do Employees Spend Their Time?

Source: International Data Corporation

Minimize time spent here

Focus on getting things done – customer/client impact.

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Major Trends

Source: Nielsen Intranet Reports – https://www.nngroup.com/reports/topic/intranets/

A lot of people are using O365 & SharePoint200K+

Organizations50K+Partners

190M+Paid seats

1M+Developers

9 of the 10 best intranets built on SharePoint*

$10B+Solutions ecosystem

2X usage growth +5X content growth in SharePoint Online

*Nielsen Norman Group, ‘2016 Intranet Design Awards’

>40% of all seats and >60% of new seats are SharePoint Online

WHY?

Bundled Broad Suite Pre-Integrated Modern Rapid Innovation Platform

Average Intranet Refresh took 17 months!

Within 1-2 years, the #SharePoint #intranet marketplace will shift from 90% custom-coded solutions, to 80-90% out-of-the-box intranet products running on SharePoint as a platform.

Lists 26 productsPublished November 15, 2016

Office 365 is a Bundled Service

What’s inOffice 365 Enterprise E5

Office 365 service comparisonhttps://technet.microsoft.com/en-us/office/dn788955.aspx

Updated vision and lots of real progress on a broad front:

Many updates in SharePoint Online & OneDrive for Business– Expect changes every month or so (check https://fasttrack.microsoft.com/roadmap )

SharePoint and O365 are Changing Quickly

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SharePoint: Mobile and Intelligent IntranetNative mobile

experiences

Office 365 Groups

Microsoft Graph

Team Sites

+ +

Portals & Publishing

Business Apps

SharePoint Framework

Hybrid

Security & Compliance

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Example: Delta Airlines

Mobile experienceImproved efficiencyPersonalizationReplace antiquated technology

Today’s sessionWhat is an Digital Workplace?Why SharePoint & O365?

The Future of SharePointWhat it means for your project

Approaches to building YOUR Digital WorkplaceBenefits

Tour of O365 +How it maps to Digital Workplaces

Digital Workplace

Communi-cations

Mobility

Documents

Social

Insights

DesktopExchange

Online

SharePoint Online

YammerOneDrive for Business

Office

GroupsGraphGovernance

Tour deO365

Exchange• Individual E-mail• Group MailBoxes• Archiving• Attachments

Many people “live” in email help them be more efficient there

Communications

Outlook / Exchange

Online Meetings Phone/PBX Click to Share

Skype For BusinessCommunications

Office 365 GroupsSimple to Manage

Single DefinitionSelf-serviceSharing to non-members

Shows up all over O365

Azure Active Directory

AppsOffice 365 Groups

Office 365 Groups - building blocks

IdentityOffice Graph

Skyp

e

Conv

ersa

tions

Files

Cale

ndar

Note

book

Dyna

mics

CRM

Delv

e

Plan

s

Powe

r BI

Conn

ecto

rs

MobilityModern Productivity Relies on Mobile

Clients• Desktop• Web• Mobile

Mobility

DesktopTeams

MobilityOneDrive For Business

• Sync Engine “Fixed”• Simple UI• Easy Sharing &

Co-authoring

Mobile Clients

Mobility

Cross-Device IoS Android Windows

SharePoint Mobile App

Document and Records Management

Easy Save, Share, Version…Advanced functionality including:

WorkflowAuditingMulti-authoring

Enterprise Search

‘Findability’ is the ability to be able to quickly and easily find relevant informationFAST Search core powers many parts of SharePoint and O365Need add-on components for full-breadth Enterprise Search

The Microsoft GraphInformation and people come to you

DOCUMENTS NOTESEXCHANGE

ONEDRIVE YAMMERSHAREPOINT VIDEO ATTACHMENTS

Stay in the knowDiscover new, relevant information and people

based on the intelligence of who you work with and content you work on. 

• Surface content based on who you work with & what is trending

• Find people & expertise with recommendations from Microsoft Graph

• View personalized content in context & on the go

• Control visibility of sensitive content with existing permissions

Discover relevant content & people with Delve

Why Can’t Everything in an Intranet be Dynamic?

• News• Forums• Content• Navigation• Tools/Applets• Analytics IT

CAN

Exchange

• Connecting people across time and location

• Store knowledge for long-term consumption (not just in e-mail)

• Surface knowledge that was hidden (Delve application)

Yammer, Groups

Connecting users to people and information

Social

Exchange• Easy Authoring Experience

• Natively embed Office 365 documents and video

• Auto-saved as you work• Friendly URLs• Looks good across

devices

• Will be used to create pages in Blogs, Office 365 Groups, Codename “InfoPedia” and more

Authoring

Connecting users to people and information

Modern team sites

Office 365 Groups integration

Simple, fast site creation

Powerful and fluid pages

Modern libraries and lists

Microsoft PowerApps and Flow

Yammer and Power BI integration

Exchange

Open Questions around• When to use what?• What’s the direction

of Yammer?

Groups are a unifying force

Areas of Overlap in O365 Social FeaturesSocial

Teams

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Business Intelligence• Provides the ability to

display business information in graphical format

• Tools include PowerPivot, Excel Services, and Power View

• Delve Analytics shows organizational insight

Digital Workplace

Communi-cations

Mobility

Documents

Social

Insights

Desktop

GroupsGraph

Governance

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What didn’t we cover (just a sample)

Extensibility• By Developers

• Custom• 3rd-party products• Add-ins • Soon: SharePoint Fabric

• “No code”• Process, Task Automation• Yesterday: Workflow, Designer• Today: PowerApps, Flow• Access

Also in O365• Extranets/Sharing• Video• Project• ….

Apps/Tools you might not know about • Planner• Sway• Mix• GigJam• Lens• ….

Digital Workplace

Communi-cations

Mobility

Documents

Social

Insights

Desktop

Exchange Online

SharePoint Online

YammerOneDrive for Business

Office

All/Most of the Capabilities you need

+ Configurable+ Extensible

EvolvingQuickly

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Bundled Broad Suite Pre-Integrated Modern Rapid Innovation Platform

Bloated Confusing Collection MSFT-centric Under Construction Moving Target You fill in the gaps

Is the glass half-empty or half-full?

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O365

Microsoft islearning

new tricks

Today’s sessionWhat is an Digital Workplace?Why SharePoint & O365?

The Future of SharePointWhat it means for your project

Approaches to building YOUR Digital WorkplaceBenefits

Tour of O365 +How it maps to Digital Workplaces

Digital Workplace is more than the technology

Source: Jane McConnell www.digital-workplace-trends.com

Keep your eye on the

Digital Workplace Business Benefits

Real Estate Costs (sq. ft./FTE)Travel ExpensesEnvironmental Gains

Absenteeism Staff Turnover

Improved Communications Reinforcement of Culture

Improved Employee ExperienceProductivityGreater Innovation

Improved Customer ExperienceCustomer RetentionCustomer Profitability

“Availability of resources to perform well”“Freedom from obstacles to success at work”“Ability to meet work challenges effectively”“I have the materials and equipment I need to do my work right”“At work, my opinions seem to count”

“The mission or purpose of my company makes me feel my job is important”

Digital Workplace Employee Benefits

Project Tips

• Engage leaders for executive and department buy-in.

• Use a project manager, process improvement.

• Create new content organization, discard ruthlessly.

• Establish local ownership contacts.

• Make friends with HR and IS.

• Get excited. It can transform your communications.

Implementation Approaches

Configure Tailor Extend Custom

• “Out-of-the-box” SharePoint / O365

• Add-on “Ready to Go Intranet”• Custom

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Independent of Implementation Approach, nearly every Digital Workplace will need to add:

1. ConnectivityConnectors to content & systems outside of O365

3. ContextPersonalization through behavioural information

2. Structure Information Architecture & Tags for navigation & findability

Bridging across Silos

of knowledge workers regularly access 4 or more systems to get the information they need to do

their jobs

61%

regularly access 11 or more systems

of a typical knowledge worker’s day is spent looking for and consolidation

information spread across a variety of systems

36%

15%

Connectivity to MANY Enterprise SystemsDatabases• IBM DB2• Microsoft SQL Server• MySQL• Oracle Databases

ERP and Portal Systems• IBM WebSphere• Oracle Interaction (PlumTree)• Oracle WebCenter • SAP Business Suite• SAP DMS

Search and Cloud Systems• Box • Google Drive• Microsoft SharePoint 2013, 2010,

2007, FAST Search for SharePoint• Microsoft Search Server• Microsoft SharePoint Online• PharmaCircle• Scopus

Content and Collaboration Systems• Alfresco • Confluence• CuadraSTAR• EMC Documentum• EMC eRoom• HP Trim• IBM Connections• IBM Content Manager• IBM Filenet P8• IBM Lotus Notes • Objective DMS• OpenText LiveLink/RM• OpenText Hummingbird / eDocs• Oracle CMS/Stellent• Veeva Vault• Xerox DocuShare

Mailbox and Archiving Systems• HP Autonomy EAS / (Zantaz)• IBM Lotus Notes • Microsoft Exchange • Microsoft Exchange Public Folders• OpenText LiveLink File Archive• Symantex Evault

Practice Management Systems• Aderant Practice Management• Autonomy Worksite (iManage)• Elite/3E• Elite Prolaw • KnowledgeMill OnePlace• LegalKey • NetDocuments• Practical Law • RealPractice

CRM Systems• Microsoft Dynamics CRM• LexisNexis Interaction CRM• Salesforce.com/Force.com• ServiceNow• Any SQL Based CRM

Enterprise Social Networks• IBM Connections• Jive • SalesForce Chatter• Yammer

External content from Connectors also surfaces in Delve, SharePoint Home, Team Sites, etc. via the Office Graph

1. ConnectivityConnectors to content & systems outside of O365

3. ContextPersonalization through behavioural information

2. Structure Information Architecture & Tags for navigation & findability

Independent of Implementation Approach, nearly every Digital Workplace will need to add:

Sound Information Architecture Provides• Continuity

• Simpler maintenance• Single version of the truth

Achieve through• Content types• Metadata• List based site columns= Better Search &

Refinement

1. ConnectivityConnectors to content & systems outside of O365

3. ContextPersonalization through behavioural information

2. Structure Information Architecture & Tags for navigation & findability

Independent of Implementation Approach, nearly every Digital Workplace will need to add:

Portal Driven Analytics

The Future of SharePointWhat it means for your Project

Simple and powerful file

sharing

Mobile and intelligent intranet

Open and connected platform

Security, privacy, and compliance

Mobile and intelligent intranet roadmap

Released

Site activity and insights

Modern lists, libraries, and pages

SharePoint mobile app (iOS)

SharePoint home on the web

Coming Soon

Microsoft PowerApps and Flow

Simple, fast site creation

Office 365 Groups integration

SharePoint mobile app (Windows, Android)

Team news

Preview/Rolling out

Open and connected platform roadmap

Coming Soon

SharePoint webhooks (GA)

Sites and lists in Microsoft Graph

Released (developer preview)

Files in Microsoft Graph

SharePoint webhooks

SharePoint Framework

Modern team site extensibility

SharePoint Framework (GA)

SharePoint Add-in improvements

Preview/Rolling out

Most of this will come on-prem/hybrid too (eventually)

What does this mean for your Project?

Configure Tailor Extend Custom

• All parts of this spectrum get easier

• OoTB – modern & mobile• Tailoring – easy for Power Users• Extending & Customizing – same UI

as OoTB

Today’s sessionWhat is an Digital Workplace?Why SharePoint & O365?

The Future of SharePointWhat it means for your project

Approaches to building YOUR Digital WorkplaceBenefits

Tour of O365 +How it maps to Digital Workplaces

Resources

– Office 365 Customer Success Centero fasttrack.office.com/

– Office 365 Roadmapo fasttrack.office.com/roadmap

– Office Blogso blogs.office.com/

– Yammer Office 365 Networko yammer.com/itpronetwork

#DigitalWorkplace– Digital Workplace Group

o digitalworkplacegroup.com – Gartner Digital Workplace Program

o http://www.gartner.com/it-glossary/digital-workplace/

– AIIM o http://www.aiim.org/Resources/Toolkits

/How-to-Plan-Digital-Workplace

– Many other great sourceso CapGemini, Avenade, Deloitte, PWC,

Step Two, IntraNet Focus, ….

#Office365

Contact:Jeff.Fried@BAinsight.comwww.BAinsight.com

Questions?