www.clearbox.co.uk
@sammarshall
Image CC: flickr.com/photos/arrighi/
The building blocks of a digital workplace

Sam Marshall
sam@clearbox.co.uk @sammarshall
ClearBoxCONSULTING
I N T R A N E T S | C O L L A B O R A T I O N | S H A R E P O I N T
I’m the owner of ClearBox Consulting in the UK & ROI.
I’ve specialised in intranets and the digital workplace
for over 19 years, working with companies such
as GSK, Vodafone, TUI Travel, Sony and Unilever.
My current activities focus on intranet and digital
workplace strategy, SharePoint in-a-box products
and the business side of Office 365.

• Intranet, SharePoint
and digital workplace
strategy
— Practical experience
— Transparent
— Vendor-neutral
ClearBox Consulting

SharePoint Intranets in-a-box report
10% off
with
code
‘DWA19’
www.clearbox.co.uk

8,000 Survey
Responses
300 focus
groups
400,000
Employees
represented

What employees always want
I’M OVERLOADED WITH
INFORMATION
I CAN’T FIND THE
INFORMATION I NEED
I’M MORE INTERESTED IN
WHAT’S HAPPENING
LOCALLY
WHAT AM I SUPPOSED TO
USE WHEN?
WHO KNOWS WHAT WE
KNOW?
IT AIN’T PRETTY!

The primary purpose of a digital
workplace should be to optimise the
employee experience

Employee Experience

enterprise search
precious content

92
5
11
3
6
2
1
2 1
3
14
2
80
2
5
17
“Modern workplaces are
interruption factories”
David Hansson, Basecamp
96

17

Employee journey: Book training
Persona: Monty – Project Administrator; not overly enthusiastic about training but happy
to do the ‘right thing’. Keen to get back to his design work.
15 minutes 10 seconds
What’s my
password this
time?
Chance to learn
something new.
OK, this must be it.
Search
never
works
How am I supposed
to know these
things?
This all makes
sense
I need to
get back to
my
deadlines.
Calls the HR
help desk.
Waits a
while. Told
it’s not
training, but
‘L&D’.
2
Goes on the
intranet and
searches for
‘training.
Sees many
policy and
.ppt files.
1
Browses the
intranet
menu.
Eventually
finds ‘L&D’
under
Central
services’
3
New log in to
the ‘Learning
Management
’ system.
4
Finds
several
suitable
courses
listed. Clicks
‘Book’.
5
Manager not
listed as an
‘approver’.
Unsure what
‘cost code’
to use.
6
Yammers a
colleague to
ask what to
do about
approval.
7
“Fine” -
whatever.

Good digital workplace design means
delivering a joined-up employee
experience

Designing your digital workplace

ClearB
oxCONSULT
IN
G
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
Formal Communication
Orientation
Two Way Communication
Formal Collaboration
Innovation
Informal Collaboration
Real-Time Collaboration
Personal Productivity
External Collaboration
Business Systems
Employee Services
Mobile
Agile Work Support
Anywhere Access
Physical Spaces
Integration
Flexibility
Security
Standards
Robustness
Accessibility
Design
Emotive
Information Architecture
Cohesion
Availability
Reward
Acceptance
Training/Coaching
Steering
Monitoring & Measurement
Team & Resources
Policy & Processes
Business Goals
Sponsorship
Employee Needs
Process
Find People
Classify
Search
Store and Retrieve
Notify and Filter

Digital workplace framework
Services
Communicate and
engage
Collaborate Find & share
Business
applications
Agile working
Management
Strategy
Governance &
operations
Adoption User experience
Technology &
security

Current
Communicate
and engage
Collaborate
Collaborate
Find & Share
Find & share
Business
ApplicationsBusiness
applications
Agile WorkingAgile
working

Current Desired
Communicate
and engage
Collaborate
Collaborate
Find & Share
Find & share
Business
ApplicationsBusiness
applications
Agile WorkingAgile
working

Planning DW technology

Digital workplace framework
Services
Communicate and
engage
Collaborate Find & share
Business
applications
Agile working
Management
Strategy
Governance &
operations
Adoption User experience
Technology &
security

Agile
Working
Mobile
Anywhere
Access
Physical Spaces
Agile work
support
Business
Systems
Employee
Services
Business
Applications
Find & Share
Find People
Search
Store & Retrieve
Classify
Notify & Filter
Collaborate
Formal
Collaboration
Informal
Collaboration
Real-time
Collaboration
Innovation
External
Collaboration
Personal
Productivity
Formal
Communication
Two-Way
Communication
Orientation
Communicate
and Engage
Digital workplace – ‘Big’ Intranet role

Agile
Working
Mobile
Anywhere
Access
Physical Spaces
Agile work
support
Business
Systems
Employee
Services
Business
Applications
Find & Share
Find People
Search
Store & Retrieve
Classify
Notify & Filter
Collaborate
Formal
Collaboration
Informal
Collaboration
Real-time
Collaboration
Innovation
External
Collaboration
Personal
Productivity
Formal
Communication
Two-Way
Communication
Orientation
Communicate
and Engage
Digital workplace – ‘Minimalist’ Intranet role

Will Office 365 fix it all?

Collaborationismorethandocuments
Expert Process
• Surveying
• Diagnosis
• Insurance underwriting
• Health & Safety assessment
Rich Collaboration
• Product development
• System implementation
• Service design
Embedded Process
• HR request forms
• Facility Bookings
• Checklists
• Rota scheduling
Ad-hoc interaction
• Information requests
• Status Updates
SIMPLE
STABLE
COMPLEX
EVOLVING

Matchingtoolstocollaborationprocesses
Expert Process
• Workflow tools
• Data manipulation
• Search & reference
• Checklists
• Customised tools
Rich Collaboration
• Document versioning
• Joint viewing & editing
• Online discussions
• Group knowledge management
• Status sharing
Embedded Process
• Online Forms
• Notifications
• Status tracking
• Process documentation
Ad-hoc interaction
• Simple comms (IM, email,
phone)
• Info-sharing
• Social networks
EVOLVING
SIMPLE
STABLE
COMPLEX

HowOffice365maps
Expert Process
• Dedicated tools
• K2 / Nintex
• PowerBI
• Checklists
• Customised tools
(e.g. Excel macros)
Rich Collaboration
• SharePoint team sites
• Office co-editing
• Yammer/Teams - structured
• SharePoint for KM (libraries /
doc center)
Embedded Process
• HR Self-service
• SharePoint lists
• Forms
• Flow
• Power Apps
Ad-hoc interaction
• Web meetings
• Teams
• Yammer – unstructured
• OneDrive
• Kaizala / What’s App
EVOLVING
SIMPLE
STABLE
COMPLEX

Governance and resources
Image: https://commons.wikimedia.org/wiki/File:El_Vatic%C3%A0.jpg

ClearB
oxCONSULT
IN
G
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
Formal Communication
Orientation
Two Way Communication
Formal Collaboration
Innovation
Informal Collaboration
Real-Time Collaboration
Personal Productivity
External Collaboration
Business Systems
Employee Services
Mobile
Agile Work Support
Anywhere Access
Physical Spaces
Integration
Flexibility
Security
Standards
Robustness
Accessibility
Design
Emotive
Information Architecture
Cohesion
Availability
Reward
Acceptance
Training/Coaching
Steering
Monitoring & Measurement
Team & Resources
Policy & Processes
Business Goals
Sponsorship
Employee Needs
Process
Find People
Classify
Search
Store and Retrieve
Notify and Filter

Who leads?

Simplification | Engagement | Productivity
Making life easier for employees

Centre of Excellence Model
Steering council
VP level
Sets Strategy, policy & funding
Digital Workplace group
Director level
Consults on policy,
priority and impact
Site and application owners
Manager level
Content and application day to
day operations
Strategic
Operational
Agile development
Delivers rapid ongoing
improvements
Champions employee
experience
Digital Workplace CoE
IT, HR, UX, Security, Comms
Execution
Single point of contact
Develops and
maintains standards
and training

Implementation

Don’t let
technology
take budget
from
Employee
Experience
EX IT

ClearB
oxCONSULT
IN
G
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security

Current Desired
Communicate
and engage
Collaborate
Innovation
Collaborate
Find & Share
Find & share
Business
ApplicationsBusiness
applications
Agile WorkingAgile
working

A Service mindset
ClearBox
CO
NS
UL
TING
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
Improve innovation
• Incentive to participate
• Cultural fit
• Mobile-access
• Friendly attractive
design
• Dedicated tool
• Intranet form
• Social network
Idea management
• Idea management process
• Facilitation resources

Conclusion

1. Plan across the
whole digital
workplace
Conclusion
ClearBox CO
NS
UL
TING
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security

1. Plan across the
whole digital
workplace
2. Deliver a joined-up
employee
experience
Conclusion
Cle
arB
ox
CON
SULT
ING
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
What’s my
password this
time?
Chance to learn
something new.
OK, this must be it.
Search
never
works
How am I supposed to
know these things?
This all makes
sense
I need to
get back to
my
deadlines.
Calls the
HR help
desk. Waits
a while.
Told it’s not
training, but
‘L&D’.
2
Goes on
the intranet
and
searches
for ‘training.
Sees many
policy and
.ppt files.
1
Browses
the intranet
menu.
Eventually
finds ‘L&D’
under
Central
services’
3
New log in
to the
‘Learning
Managemen
t’ system.
4
Finds
several
suitable
courses
listed.
Clicks
‘Book’.
5
Manager
not listed as
an
‘approver’.
Unsure
what ‘cost
code’ to
use.
6
Yammers a
colleague to
ask what to
do about
approval.
7
“Fine” -
whatever.

1. Plan across the
whole digital
workplace
2. Deliver a joined-
up employee
experience
3. Match tools to
the job
Conclusion
Cle
arB
ox
CON
SULT
ING
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
What’s my
password
this time?
Chance to learn
something new.
OK, this must be it.
Search
never
works
How am I supposed to
know these things?
This all makes
sense
I need
to get
back
to my
deadli
nes.
Calls the
HR help
desk.
Waits a
while.
Told it’s
not
training,
but
‘L&D’.
2
Goes on
the
intranet
and
searches
for
‘training.
Sees
many
policy
and .ppt
files.
1
Browses
the
intranet
menu.
Eventuall
y finds
‘L&D’
under
Central
services’
3
New log
in to the
‘Learning
Manage
ment’
system.
4
Finds
several
suitable
courses
listed.
Clicks
‘Book’.
5
Manager
not listed
as an
‘approve
r’.
Unsure
what
‘cost
code’ to
use.
6
Yammer
s a
colleagu
e to ask
what to
do about
approval
.
7
“Fine” -
whatever.

1. Plan across the
whole digital
workplace
2. Deliver a joined-
up employee
experience
3. Match tools to the
job
4. Support as an
ongoing service
Conclusion
Cle
arB
ox
CON
SULT
ING
IN
T R A
N
E T S
|
C O
L L A
B O
R A T IO
N
|
S H
A
R E P O
IN
T
Communicate & Engage Collaborate Find & Share Business Applications Agile Working
Strategy Governance & Operations Adoption User Experience Technology & Security
What’s my
password
this time?
Chance to learn
something new.
OK, this must be it.
Search
never
works
How am I supposed to
know these things?
This all makes
sense
I need
to get
back
to my
deadli
nes.
Calls the
HR help
desk.
Waits a
while.
Told it’s
not
training,
but
‘L&D’.
2
Goes on
the
intranet
and
searches
for
‘training.
Sees
many
policy
and .ppt
files.
1
Browses
the
intranet
menu.
Eventuall
y finds
‘L&D’
under
Central
services’
3
New log
in to the
‘Learning
Manage
ment’
system.
4
Finds
several
suitable
courses
listed.
Clicks
‘Book’.
5
Manager
not listed
as an
‘approve
r’.
Unsure
what
‘cost
code’ to
use.
6
Yammer
s a
colleagu
e to ask
what to
do about
approval
.
7
“Fine” -
whatever.
Agile development
Delivers rapid ongoing
improvements
Champions employee
experience
Digital Workplace CoE
IT, HR, UX, Security, Comms
Execution
Single point of contact
Develops and
maintains standards
and training

sam@clearbox.co.uk
@sammarshall
www.clearbox.co.uk

SharePoint Intranets in-a-box report – November 2019
10% off
with
code
‘DWA19’
www.clearbox.co.uk