Webinar: Best Strategies to Get the Most Out of Office 365
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How can your team get the most out of Office 365? Microsoft Office 365 is full of rich features, but boy can it be challenging to manage. Thoughtful consideration around defining governance and aligning features with business tasks is absolutely critical. So what do you need to know? In this webinar, Jill Hannemann of Portal Solutions walks you through use cases surrounding Office 365 features and discusses strategies for framing context to introduce to user groups. We covered: - The workloads in Office 365 - The strengths and weaknesses for the workloads in context to productivity - Governance framework with which to structure your own strategy
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Webinar: Best Strategies to Get the Most Out of Office 365
- 1. WEBINAR Best Strategies to Get the Most Out of Office 365
- 2. About Jill Jill Hannemann @imjillhannemann jhannemann@portalsolutions.net Director of Advisory Services Editor, Digital Workplace Today 10+ years in Knowledge Management SharePoint Expertise: Information Architecture, Records Management, Content Migration, Document Management Culinary project: Cinnamon Rolls!
- 3. 3 Search Email Sites File Sharing Mobile Availability Collaboration Knowledge Transfer Reduced IT Maintenance What Are We Looking For Office 365 To Do?
- 4. What Is Office 365 Made Of? Office Graph Services Cloud Processing Applications
- 5. Authentication Looking At It A Different Way… 5 RecordTemporary TypeofContent Instant Message E-Mail Social Team SitesOnline Storage Intranet Document/Record Management Individual Team Enterprise Audience
- 6. Authentication Looking At It A Different Way… 6 RecordTemporary TypeofContent Instant Message E-Mail Social Team SitesOnline Storage Intranet Document/Record Management Individual Team Enterprise Audience
- 7. Things That Seem To Do Similar Things… Office Graph Services Cloud Processing Applications
- 8. 8 Creating a Plan to Maximize Investment and Productivity
- 9. 1. Create Roles/Functions For Document Storage 9 OneDrive for Business Sites Yammer “Where I keep docs that I’m working on that are in progress or confidential for my eyes only.” “Where I share a one-off document with someone outside my organization.” “Where I store documents for my team or project.” “Where documents are stored that I publish for use by the rest of the company.” “We don’t store documents here, we create a link from the sites.”
- 10. 2. Establishing Governance For Our Digital Workplace Clarify roles and responsibilities Resolve ambiguities; establish a framework for shared goals Consistent decision- making; support a long- term vision Simplify maintenance; save time and money
- 11. Four Pillars To Governance Value Statement Define a vision and business objectives Summarize primary business requirements What will SharePoint do for you? Roles & Responsibilities Content management and maintenance roles Executive Sponsor SharePoint Delivery Manager SharePoint Architect Trainer Business Owners Helpdesk Policies & Procedures Processes and rules Where “content sprawl” is outlawed Provision, Share, Maintain Don’t create bottlenecks Communication & Education Set expectations: 1. Define features: what they are and what they aren’t Train users for the actions they’ll need to accomplish 11
- 12. Managing For Change Within Your Organization Planning for Change Management! “Change Management Fundamentals – The 20% you need to know which will make you know more than 80% of your colleagues.” – John Westworth, Microsoft
- 13. Managing For Change Through Communication • Acknowledge existing practices • Identify pain points Current State • Migration • Temporary activities • Participation and effort Transition State • Training • Feedback loop • Improvement Future State Defining Your Communication Plan
- 14. Getting Started With Office 365 Understanding the Features
- 15. Site Collections Sites Pages SharePoint Online Lists and Libraries Columns Managed Metadata Content Types Hierarchy Security Roles Document Management Files Storage Web Parts 15
- 17. 17 The Service running the other applications SharePointTeam Sites Document/Record Management Online Storage Social What it’s good for – • Team site design – Familiar and Flexible! • Team collaborative document and file storage • Document management and records management • Site centers for information sharing, apps, workflows, forms • List functionality is still very robust for data intake and management • Robust eco-system of 3rd party add-on products Not good for – • Social – unsophisticated toolset, never fully integrated • The look and feel is what it is • If custom, can be expensive to maintain • Internet sites
- 18. 18 18 OneDrive For Business Document Storage 1 TB Records management available Maintain metadata schemas Redundancy and security of network Mobility Apps available Responsive Usability Shows “Sharing” Drag and Drop Share with external partners
- 19. 19
- 20. 20 Leverages SharePoint Personal Sites functionality OneDrive for BusinessDocument/Record Management Online Storage What it’s good for – • Personal file storage • Document repository • Maintaining records and information management • Cloud storage – access files anywhere from any device • Mobile accessibility • Sharing and collaboration with smaller or limited individuals • Access to Groups collaboration Not good for – • Team collaboration – • Links, no navigation • No calendaring, or other features
- 21. Yammer 21
- 22. 22 Enterprise Social for Office 365 Yammer Social What it’s good for – • Easy adoption – simple and intuitive • Usage can improve transparency, meetings, communications, boost corporate culture • It’s the best tool for what it does in Office 365 Not good for – • Integration is work-in-progress – conversation in context! • It’s all about adoption: • Without a solid business use case, adoption can fail • Without leadership buy-in, adoption can fail • It may or may not work for your corporate culture
- 24. A different take on the Team Site Groups Integrates email, files, One Note, Lync, calendar, security Easy to create a new group Easy email distribution listing 24
- 25. Groups 25
- 26. 26 A team collaboration app Groups Team Sites What it’s good for – • Team collaboration, task forces, projects • Ties together core productivity tasks for teams in a seamless way • Managing secure documents and information within a project • Access Groups in Outlook • Access Groups Files in One Drive for Business • Shared team One Note Not good for – • Similar to Team Sites in SharePoint – confusing to users • No user friendly connectivity to document repositories in SharePoint • No archive strategies in place for teams or projects that are completed • Larger teams or department spaces, unless use case is direct and limited • No templating to align closely with specific business requirements
- 27. Office 365 Video is the first of the NextGen Portals Released NextGen Portals Built in intelligence layer using Office Graph ‘Curatorial experience’ for intranet content such as company news, announcements, information navigation and search InfoPedia will be a knowledge management portal released in 2016 27
- 28. 28 Ready-to-go Portals NextGen PortalsIntranet What it’s good for – • Always current • Big data solutions at scale • Less upfront costs • Less change management • Maximizing ROI Not good for – • Be aware of capabilities and limitations • Be willing to wait • Be ready for changes • More information to be shared in coming months
- 29. Other Requirements Of Office 365 Search/Delve Mobility Reduced IT Maintenance
- 30. Authentication Collaboration Spectrum 30 RecordTemporary TypeofContent Instant Message E-Mail Social Team SitesOnline Storage Intranet Document/Record Management Individual Team Enterprise Audience
- 31. Mapping Your Plan For Productivity RecordTemporary TypeofContent Individual Team Enterprise Audience
- 32. Defining Your Plan For Productivity 32 Getting Up and Running with Office 365 • Understand how you’ll use each feature • Define a Change Management plan that includes: • Communication • Training • Adapt and change with needs
- 33. Need help with your Office 365 deployment? Contact Us http://www.portalsolutions.net/contact Next Steps Thank you. Check out our podcasts, including Jill’s episode on Office 365 and Strawberry Shortcake http://portl.me/1S8UMtF
- 34. Webinar – March 30, 1PM EST The Rise of NextGen Intranets: Introducing OneWindow Workplace Register Here: http://portl.me/1q4f019