Presentation from European SharePoint Conference on 15th November in Dublin. This presentation explores why we need to rethink Document Management in Office 365 if we are to achieve success.

2. RETHINKING DOCUMENT
MANAGEMENT IN OFFICE 365
PETER BADDELEY
BADDAZ LIMITED, UNITED KINGDOM
Add
Speaker
Photo here

3. ProvisionPoint
• Site Provisioning and Management Tool for Office 365
• www.provisionpoint.com

4. Qaixen
Qaixen.com | @Qaixen | +44 (0)8447 724936

5. About You

6. About this Session

7. Agenda
• Time for a Rethink
• A Simple Approach
• Appreciate the Interface
• Right Level of Control
• Roadmap to Success

8. Time for a Rethink

9. Office 365 is not SharePoint
• Stop thinking it is
• Productivity Apps
• Including Office
• Cross Browser & Devices
• Evolving Platform

10. Stop Fighting your Users
• They hate SharePoint
• Difficult to Use
• Hard to Find Anything
• Don’t want to fill in Meta Data
• My Documents
• Just let me work with my documents
• What was I last working on
• I would like to…..
• Access Documents Everywhere
• Use them on my iPad
• Share with Customers, Suppliers…

11. Keep it Simple
Not Simple
• Lots of Folders
• 10+ Fields of Meta Data
• Complex Customisations
• Everything in OneDrive
• Everyone creating Sites
Simple
• Simple Libraries
• Non Mandatory Taxonomy
• App Launcher / 365 Home
• OneDrive for Drafting
• Appropriate use of Sites

12. A Simple Approach

13. Time to Change
• Stop Overcomplicating
• Complex Structures
• Too much Customisation
• Lots of Meta Data
• Embrace new Office 365
• Groups / Modern Team Sites
• Mobile First
• Not everything is a Document
• Take Advantage of Features
• Version Control, Co-Authoring
• Search

14. Approach for You
• What is the “Thing you do”

15. Approach for You
Governance
Model
Customise
Flow
Lists
Docs
Standard
Chat
Tasks
Docs
OneDrive, Office,
Mobile, CRM
“Thing you Do”
80%
Complex
20%

16. Keeping it Simple
• Modern Sites
• About the “Thing you Do”
• Tag by Site and Library
• Specific Meta Data where required
• Local Content Ownership
• Option of wider Group features

17. What about the Complicated Stuff
• Also needs a Rethink
• Should it be in Office 365
• Isolate in its own area
• Power Apps and Flow
• New Development Tools

18. What about Teams
• I am not sure I get them
• Do users get them
• Suit certain types of users, eg IT and Digital/Comms
• Ad hoc collaboration replacing Meeting/Doc Workspaces

19. Do I have Job Anymore

20. New
SharePoint
Admin
Architect
Solution
Vendor Tools
Intranet
Capability
GovernanceSecurity
User Support
Developed
Capability

21. Appreciate the Interface

22. Don’t get Distracted
• Don’t fight Interfaces
• Works across Experiences
• Anything else will break
• Branding Irrelevant

23. Don’t worry about Structure
• Structure is a waste of time
• Not relevant and not used
• Navigation relevant to User
• Navigation relevant to Now
• People can use Search

24. Personalised Navigation

25. But I am Really Worried about Structure
• Seriously don’t, user don’t care and organisations change
• But if you need to then build your own
• Microsoft has some plans

26. Mobile Working
• Many Mobile Apps
• Vary per Device
• Don’t forget about Sync
• Understand Experience
• Align with Approach

27. Mobile Working

28. Right Level of Control

29. Management Challenges
• Defaults as Open Platform
• Lots of different Services
• Users can access anywhere
• Mobile is encouraged
• Users can create Stuff
• Sharing Internally/Externally

30. Governance Model
User
Freedom
Management
Control

31. Governance Model
• Empower your “Super Users”
• Where possible standardise Sites
• Site Setup Document
• Maintain a Central Governance Site
• Document Management Best Practice
• Mandatory Training including Governance/Compliance

32. Securing Office 365
• Control
• Multi-Factor Authentication
• Data Loss Protection
• Group Creation Rules
• Monitoring
• Auditing
• eDiscovery
• Mobile Working
• Policies for location
• Access based on device state
• External Access
• Global and Site Collection Settings

33. Roadmap to Sucess

34. How to Get Started
• Multi-Phased Implementation (6-12 months)
• Pilot to define Approach for You
• Try to package the Roll Out
• Roll out Sprints
Phase One:
Pilot Definition
Phase Two:
Running Pilot
Phase Three:
Roll Out Planning
Phase Four:
Staged Roll Out

35. Take the Leap
• Keep it Simple
• Align to the “Thing” you do
• Utilise what Office 365 does
• Users will love the simplicity
• Focus time on right things
• Microsoft will change things

36. Questions

37. Resources
• https://support.office.com/en-us/article/SharePoint-Online-and-OneDrive-for-Business-
software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498?ui=en-
US&rs=en-US&ad=US#__additional_information_about
• https://blogs.office.com/2016/02/17/auditing-reporting-and-storage-improvements-for-
sharepoint-online-and-onedrive-for-business/
• https://products.office.com/en-us/business/office-365-trust-center-cloud-computing-
security
• https://techcommunity.microsoft.com/t5/SharePoint-Blog/Connecting-the-modern-
workplace-with-SharePoint-and-OneDrive/ba-p/110399
• https://techcommunity.microsoft.com/t5/SharePoint-Blog/SharePoint-hub-sites-new-in-
Office-365/ba-p/109547
• https://blogs.office.com/2016/04/13/introducing-a-new-home-page-experience-for-
office-365-users/

38. Get in Contact
• ask@baddaz.com
• @Baddaz
• www.baddaz.com