Is SharePoint 2013 worth waiting for?

Is SharePoint 2013 worth waiting for?

www.clearbox.co.uk

www.clearbox.co.uk © ClearBox Consulting 2012

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Sam Marshall �  Director of ClearBox Consulting �  Former Global Portal Manager

at Unilever �  Comms, KM & IT background �  Associate benchmarking lead for

Intranet Benchmarking Forum

�  Intranet & SharePoint �  Strategy �  Governance �  Implementation �  Collaboration

ClearBox Consulting

[email protected] @sammarshall


Agenda � Headline Changes � Social Features � Collaboration �  Intranet sites and communication � Apps, search and other enhancements �  Is SharePoint 2013 worth waiting for? � Discussion

End 4pm


Health warning � Comments based on Office 365 Preview

�  Features may change �  Bugs ignored �  Everyone is different

� Most orgs won’t launch until mid 2014 or later


Headlines � New social features � Better navigation via “hubs” � Apps and app marketplace � Some mobile support, but not enough


Social Features


Microblogging and Newsfeed � Status updates become fully-functioning newsfeed �  Integrates with profile page � You can follow sites, documents, people etc.

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Communities � New site template or features to add to any site � Community Portal gives aggregation point � Discussion forums more Yammer-like � Moderation tools built-in


Community portal

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Mobile access to communities

Mobile access to communities SharePoint Yammer Newsgator

(c) Newsgator


Gamification and rating � Badges �  Levels � Ratings \ Like are switchable � Social tags deeply buried �  “What’s happening” panel

See also: http://www.clearboxconsulting.co.uk/gamification-on-intranets-the-risks-of-playing-along/


Implications 1.  SharePoint social now offers most features people

want �  May be ~2 years before you get it �  Poor mobile support

2.  None of the new features are likely to make or break a social strategy �  Success stories with SP2010 and even 2007 too

3.  Gamification interesting but ease of deployment carries risk �  Encourage linking of recognition to quality, not volume


Collaboration


Navigation Improvements � Hubs

�  Sites �  Newsfeed �  SkyDrive

� Other enhancements mostly social-oriented


SkyDrive


Site deployment Governance � Better controls over team site deployment

�  Self-service Site creation workflow with custom forms �  Can’t change template according to answers given

� Site closure and deletion policies �  Different workflow for e.g. publishing vs. team sites


Implications � Collaboration always been big selling point for

SharePoint and 2013 consolidates this �  In practice, organization struggle to exploit all the

collaboration features SharePoint has to offer � Team site governance getting better, but still limited

support for planning � Google Enterprise, Huddle etc. offer better user

experience


Implications (continued) � Continuity between formal and informal collaboration

is now strong � Can bridge silos, but visibility of projects may cause

politics while people adapt

Informal Formal

Community Forums Profile Tagging

Wiki Project Sites Team sites

Workflow Records Management


Intranet sites & Communication


Main changes for communicators �  Improved 2-way communications

�  Using social and community tools seen earlier � Flexible publishing

�  Search-based content feeds � Machine translation to other languages


Flexible publishing “Cross site publishing” lets you publish across multiple site collections 1.  Define a list of news stories as a Catalog 2.  Use the Content Search web part to show results


Story Keywords

Paris office move

France, Admin

France Aug Sales figures

France, Sales

UK Aug sales figures

UK, Sales

UK Marketing plan

UK, Marketing

New marketing manager appointed

Spain, Marketing, Sales

France News

Sales News

Marketing News

Image courtesy of: http://www.khamis.net/blog/Lists/Posts/Attachments/80/image_2_664DB204.png


Translation


Other useful improvements � Easier branding �  Image renditions and channels for mobile publishing � Slightly Improved video support � Embed external media such as Bing maps & You

Tube � You can paste from Word without it going haywire!


Implications � SharePoint still lacks a powerful news\article

management facility compared to dedicated CMS tools

� Will meet publishing needs for most departments, teams etc.

� Mobile publishing will be a learning curve and not an appealing start point for SMEs

� Allow for development time for all but the simplest of intranets


Apps, Search and other enhancements


App store 1.  Apps users select for a personal page 2.  App selection for site owners 3.  App store for IT procurement

SharePoint 2013 uses all 3 models

See also: http://www.clearboxconsulting.co.uk/apps-for-intranets/

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Search � New search results design � Search suggestions based on personal history

� Behind the scenes �  Analytics component helps search ‘learn’ over time �  “Did you mean” managed alongside managed metadata �  Full spell check, thesaurus, stemming etc. �  Continuous crawling

See also: http://www.dotnetmafia.com/blogs/dotnettipoftheday/archive/2012/07/17/what-you-need-to-know-about-search-in-sharepoint-2013-preview.aspx


Implications � SharePoint search now very flexible

�  Real-world performance? �  Not yet clear what search licensing model will be

� App store better way of promoting web parts for site owners

� Analytics still lacking so 3rd party add on probably still needed


User Experience


Users still exposed to over-complication


Mobile Support � For browsing, Safari and Chrome work well � Android tablets not officially supported �  iOS Web Apps will edit docs but not create new ones


Mobile views lose all context


Conclusion


Is SP2013 worth waiting for?


Is SP2013 worth waiting for? � Think about your Digital Workplace strategy then role

SharePoint will play to support it � Social improvements will be biggest selling point in

most cases �  Have you outgrown current social intranet? �  How urgently do you need microblogging etc?

� How important will mobile be for your organization over the next 3 years?

�  Is Office 365 rather than on-premises an option?


Scenario 1: SoapnSoup Plc. �  Scenario: SoapnSoup Plc. is a large multinational manufacturer. They

recently migrated several hundred sites from SP2007 to SP2010. The intranet is used for both traditional internal communications and project-based collaboration. Some functions such as marketing have been pushing for better internal social media for some time, and have an unofficial Yammer pilot, though uptake of social initiatives company-wide is slow.

�  Recommendation:

�  Migrate in ~2 years. Rushing to upgrade would be more disruptive than beneficial.

�  Focus on getting the most out of 2010 and improving basic adoption of My Sites and Team Sites.

�  Supplement with e.g. Yammer tactically. Monitor uptake and look to begin a 2013 pilot next year with an early-adopter group.

�  Build competence in developing mobile apps that interface with SharePoint 2010.


Scenario 2: Bobs Buildings Housing �  Scenario: BBH is a housing association that has grown rapidly by

acquisition over the last 5 years. They have an ageing intranet based on a CMS that is out of support, and numerous legacy systems for local intranets and document management. Field representatives likely to get iPads in autumn for online form-filling.

�  Recommendation: �  Consider SharePoint 2013 on Office 365 mid-2013 or other platform

entirely e.g. Thought Farmer, Interact, Liferay etc. �  Likely to be largely manual migration with much that can be thrown away �  Mobile strategy will need careful consideration.

�  Design intranet templates that work on both PC and mobile (e.g. use renditions)

�  Look at third-party apps for working with Team Sites e.g. SharePlus, Colligo, Harmon.ie


Scenario 3: The Ministry for Policies �  Scenario: MFP is a government department that has had a single intranet

on SP2007 for 2 years. It is mostly used for managing documents and top-down communication. Internal communications are keen for more dialogue, but lack leader support.

�  Recommendation:

�  2013 may have little to offer from a business perspective so upgrade likely to be driven by IT support roadmap.

�  Managed metadata may be desirable, but 2010 can do this with less risk �  Internal communications can still use forums, blogs etc. to slowly build

more 2-way communication


Scenario 4 �  Scenario: Assured Mutual Prudence is a financial services company that

has had an intranet since 1996. They were early adopters of SharePoint 2010 and adoption is high, but stakeholders feel its social features are holding them back.

�  Recommendation �  As social features are needed now, look to 3rd party add-ons such as

Newsgator, Telligent or Attini. �  Anticipate migration impact: Stay on 3rd Party for social or move all to

2013?


Questions? Thoughts?

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Sam Marshall Director [email protected] +44 1244 458746

www.clearbox.co.uk

ClearBox Consulting �  Intranet & SharePoint

�  Strategy �  Governance �  Implementation �  Collaboration

Business

Is SharePoint 2013 worth waiting for?