Future of Designing Collaboration Experiences in Office 365 Designing portals to enable a new kind of collaboration and communication is an absolute necessity today.

Prepared By: Kanwal Khipple

12.06.2016

KANWAL KHIPPLE

My twitter handle is @kkhipple and I work at

SPEAKER | AUTHOR | AWARD WINNING DESIGNER

Why collaboration aka ‘working together’ is not easy.

5 REASONS WHY COLLABORATION DOES NOT WORK

For many, collaboration means that I have to have people skills or “get along” with others.

#1 GETTING ALONG

For many, collaboration means they have to work out loud. When they make mistakes others will criticize their progress.

#2 SCARED TO MAKE MISTAKES

Productivity for many is that they just want to focus on their work and what they need to get done. Working with others means more distractions and not being get work done.

#3 NO DISTRACTIONS

We work with more people on a day-to-day basis today than ever before.

#4 WE WORK WITH MORE PEOPLE…

60% of employees report working with 10 or more people on a day-to-day basis.

Half of these employees work with more than 20.

Your history, culture, religious and politics beliefs influence your view of collaboration

#5 GLOBAL COLLABORATION CHALLENGES

With so many barriers, collaboration needs to be easy.

ARE YOU READY FOR TODAY’S DEMANDS?

What does not work is when you have to go through a certain chain of command where employees are not empowered to make decisions.

HEIRARCHICAL ORG STRUCTURES ARE NOT THE FUTURE

We work across functional areas and leverage increased connectivity wherepeople support one another in more dynamic cross functional teams.

PRODUCTIVITY IS PEOPLE WORKING WITH LESS BORDERS

What leadership style does your company want to employ at the organization, department or team level?

LEADERSHIP STYLES

Learning via Co-Workers is among the most effective and most used methods.

COACH OTHERS & FIND CHAMPIONS…

The main goal for working together is to learn and hope to have better outcomes

LEARNING OR EXPLORING NEW IDEAS

Discussions that enhance learning requires to share different perspectives

TRUST YOUR TEAM

Depending on your circle of trust and your goal, your new space will have different collaboration & communication features

COLLABORATION & COMMUNICATION MODELS

Understand the space that you are striving to design

COMMON SCENARIOS• Information and Knowledge Management• Knowledge Collection (aka Document

Repository) • Expertise Search • Discussions• Idea and Innovation Management• Software Development• Custom Communication• Enterprise Communication• Internal Communications• Human Resource Management• Document Lifecycle Handling (aka Records

Management)

• Meeting Minutes and Tasks • Event Management• Joint Authoring (synchronous/asynchronous) • Information Exchange (aka Communication

Portal)• Problem Solving • Organization of Meetings • Reporting • File Sharing • Sales opportunity handling• Workshop Organization• Quote Compilation

There is a reason that you have more choices now then ever before

DOES ONE SIZE FIT ALL?

Personalize or base the matrixes you leverage on personas that change over time.

Office Video

Urge

ncy

/ Tim

e Se

nsiti

vity

Audience (Internal or External)

Skype For Business

Call

IMSkype

Presence

Skype for Business Online

Meetings

Outlook E-Mail

OneDrive for

Business

SharePoint Team Sites

SharePoint Intranet

Yammer Company

Communications

Yammer GroupsOffice 365

Groups

Individual OrganizationalGroupAd-h

oc /

Low

Urge

nt /

High

Delve Boards

FutureToday

MAP YOUR ORGANIZATION’S JOURNEY

Scenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ●

Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕

We have provided guidance on 10+ common scenarios…whentousewhat.com

SCENARIO GUIDANCE

It goes into much greater depth and can be found at WhenToUseWhat.com

DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER!

Portal Strategy

What about tomorrows demands? Are you ready for those?

ARE YOU READY FOR TODAY’S DEMANDS?

60%+ of workers are part of the mobile workforce

USERS WORKING ANYWHERE…

We also work with contractors, customers or partners more…

USERS WORK INSIDE & OUTSIDE OF THE ORGANIZATION

It is more challenging to meet expectations on legacy technology.

DON’T FALL BEHIND…

Lack of technology adoption is the number one cause of failure for companies

ORGANIZATIONS NEED TO SURVIVE

We work with more people on a day-to-day basis today than ever before.

WE WORK WITH MORE PEOPLE…

60% of employees report working with 10 or more people on a day-to-day basis.

Half of these employees work with more than 20.

Were there open questions?

SharePointIntranet & Content Management

YammerEnterprise Social

Office AppsCo-authoring Content

OutlookMail & Calendar

SkypeVoice, Video, & Meetings

Identity | Groups | Graph | Intelligence | Compliance

OFFICE 365 RECAP

It’s a starting point to something greater

WHAT ARE PORTALS

Used as a dashboard for employees, like a newspaper

COMMUNICATION PORTAL

• Heavy Branding• News• Announcements• Events• Dashboards• Spotlights• Highlighted

content• Personalized

Links

Promote a culture that “Works Out Loud”

ENTERPRISE SOCIAL PORTAL

This is where employees do most of their work

COLLABORATION PORTAL

Advanced capabilities to find specific information

SEARCH PORTAL

Display only curated content for general consumption by the organization

KNOWLEDGE MANAGEMENT PORTAL

There are numerous of portals, each with a different purpose

WHY USE DIFFERENT PORTALS?

Search for People

Edit Documents

Read Announcemen

ts

Search for Content

GLOBALCollaboration Portal

To date, we’ve heard a lot about collaboration needs

PORTAL STRATEGY

Search Portal

Knowledge Management Portal

Communication Portal

GLOBALCollaboration Portal

Our current vision expands on the need for collaboration sites and increase communication

OUR VISION

Search Portal

Knowledge Management Portal

Communication PortalPortal

DivisionalCommunicati

on Site

Divisional External

Collaboration Site

Divisional Collaborati

on Site

Team Collaborati

on Site

Record Center

If you are looking for a portal where you can create and share videos for training, communication, interviews, etc then leverage Microsoft Stream.

VIEWING VIDEOS

If you are focused on making it easy to organize team work by creating new plans, organize and assign tasks, share files, discuss, and easily receive and disperse updates, check out Planner

ORGANIZE TEAMWORK

Want to enable desk-free workers and their managers to manage time, communicate with their teams, and share content, then check out StaffHub

Desk-free workers

If you are looking for a focused space that empowers people, within a circle of trust, to work together using many of the tools Office 365 offers, check out Groups

TEAM FOCUSED

If you are looking to have a private, meaningful communication space between you and your coworkers around a common objective, Yammer fills that gap

PRIVATE GROUP COMMUNICATION

If you are looking for a space that offers bit of social, links to resources, showcase key information (like Employees) and ability to socialize then SharePoint Team Sites work.

COLLABORATE WITH LIGHT DISCUSSIONS

If you are looking to create social hubs, opportunities for employees to learn the latest news and announcements from the organization, then SharePoint is a great platform!

COMMUNICATION ACROSS THE ENTERPRISE

Give you guidance and recommendations to successfully plan and implement an Office 365 Intranet http://office365intranets.com

DOWNLOAD INTRANETS WITH OFFICE 365 WHITEPAPER!

If you are looking for a focused space that empowers people, within a circle of trust, to work together using many of the tools Office 365 offers, then leverage Office 365 Groups

COLLABORATION WITH YOUR CIRCLE OF TRUST

Give you guidance and recommendations to successfully plan and implement External Sharing in your own organization http://office365extranets.com

DOWNLOAD EXTERNAL SHARING WITH OFFICE 365 WHITEPAPER!

Where do you begin to deliver innovative solutions?

KEYS TO SUCCESS

Begin with the right challenge and work towards simple-fast solutions

DESIGN SPRINT PROCESS

Set the StageThe right challenge and the right team

MondayUnderstand the problem

TuesdayExplore ideas to solve the problem

WednesdayChoose the best ideas and develop them

ThursdayMake a prototype

FridayTest with customers

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

DOWNLOAD DRIVING OFFICE 365 ADOPTION WHITEPAPER

Most of us do not want instructions on how to collaborate but that initial introduction to a solution with useful tips helps with adoption.

RAISE AWARENESS

Whether you are working from home, in a small office or an enterprise space, ensure you have a working environment that encourages collaboration amongst teams

CREATE COLLABORATIVE WORKSPACES

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

DIGITAL WORKPLACE STRATEGY

There are three common approaches to transitioning to Office 365

PRACTICAL TRANSITION STRATEGIES

ENABLE COMMUNICATIO

NENABLE

COLLABORATION ENABLE CLOUD

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

My twitter handle is @kkhipple and I work at

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 SPEAKER | AUTHOR | AWARD WINNING DESIGNER