Intranet systems beyond SharePoint - the future of intranets and enterprise collaboration
1. Intranet systems
beyond
SharePoint
– and the future of SharePoint
Perttu Tolvanen, Web & CMS Expert, @perttutolvanen
2014-11-25 / Oslo, Norway
…in Scandinavia
2. 1. PROJECT
PLANNING
2. CONCEPT
3. REQUIREMENTS
SPECIFICATION
4. TECHNOLOGY
SELECTION
5. COMPETITIVE
BIDDING PROCESS
6. PARTNER
SELECTION
7. PARTICIPATION IN
STEERING GROUPS
8. TRAINING AND
SEMINARS
• Vendor- and technology neutral consultancy
for intranet, extranet and CMS projects
• Helsinki-based, but most clients operate in
Northern Europe, Scandinavia or Russia
• Founded 2012, growing
3. Agenda
Two trending
topics right now
3 North Patrol Oy 2014
Overview of the
most typical
intranet
concepts
Main
challengers for
SharePoint in
each scenario
1) Enterprise social layer and
2) Microsoft’s cloud ambitions
Remember: The longer the life cycle, the greater the
importance of making a good technology choice! – and
intranets tend to have pretty long life cycles.
4. “The big picture”
HR systems
(Oracle, SAP, etc)
ERP (SAP & others)
(+ other line of
business systems)
North Patrol Oy 2014
Intranet
News, guidelines,
picture”. And since internal systems have a lot of differences between
companies we will see different intranet concepts in the future also.
phonebook, important
documents, search
Phonebook
/ people
profiles
Good intranet concept has to be an integral part of the ”bigger
CRM
Customer Websites
extranets
Partner
extranets
eCommerce
Custom
apps
Document
management
& project sites
Make sure you understand the role
of your intranet before you make
the technology choice!
5. Is it something completely different and new? Should I buy it as a
separate system? Is it going to replace email?
Trend 1: Social layer for the enterprise
6. ~ ”enterprise social layer” ~
HR systems
(Oracle, SAP, etc)
ERP (SAP & others)
(+ other line of
business systems)
North Patrol Oy 2014
Intranet
News, guidelines,
phonebook, important
documents, search
Phonebook
/ people
profiles
CRM
Customer Websites
extranets
Partner
extranets
eCommerce
Custom
apps
Document
management
& project sites
Definitely something to think about when it
comes to making the work life of office
workers easier. But still pretty early phase
concept – especially since we already have
email as pretty good notification dashboard.
Prediction: Social feed as a
stand-alone concept will not
become mainstream. However,
it will merge with email clients
– and we’ll get a ”better email”.
7. What is the biggest intranet vendor doing
right now? What should the buyers
understand from Microsoft’s plans?
Trend 2: Microsoft and the cloud
8. Future of SharePoint
Document
management Simple, social
intranets
Document-centric
collaboration
Simple
custom
applications
Report
browsing
Dashboards
for business
teams
Partner
extranets
(document heavy)
Enterprise
social channel
(Newsfeed)
Right now the on-premise
SharePoint 2013 is actually very
good in many things.
9. Future of SharePoint
Document
management
& editing Simple,
social
intranets
Enterprise
social channel
(Yammer)
Document-centric
collaboration
Report
browsing
Simple
dashboards
for business
teams
Email,
calendar,
Lync, etc.
Simple
partner
extranets
(document heavy)
Document
management Simple, social
intranets
Document-centric
collaboration
Simple
custom
applications
Report
browsing
Dashboards
for business
teams
Partner
extranets
(document heavy)
Enterprise
social channel
(Newsfeed)
Sadly the on-premise
SharePoint is not getting any
better. It still can deliver, even
for new projects, but don’t
expect it to get any better.
”The next version of SharePoint” is
Office 365, and it is already here.
SharePoint 2015 will just be a fancy
service package.
10. Future of SharePoint
Document
management
& editing Simple,
social
intranets
Enterprise
social channel
(Yammer)
Document-centric
collaboration
Report
browsing
Simple
dashboards
for business
teams
Email,
calendar,
Lync, etc.
Simple
partner
extranets
(document heavy)
Document
management Simple, social
intranets
Document-centric
collaboration
Simple
custom
applications
Report
browsing
Dashboards
for business
teams
Partner
extranets
(document heavy)
Enterprise
social channel
(Newsfeed)
Simple custom
applications
Single-sign-on
point for the
enterprise
Office 365 is not something you
should customize or use as a
platform. It wants to become ”the
starting page” for your tools.
The vision of Microsoft has turned
from ”big business portals” to
”light-weight app stores”. This is a
significant strategy change.
11. Future of SharePoint
Document
management
& editing Simple,
social
intranets
Enterprise
social channel
(Yammer)
Document-centric
collaboration
Report
browsing
Simple
dashboards
for business
teams
Email,
calendar,
Lync, etc.
Simple
partner
extranets
(document heavy)
Document
management Simple, social
intranets
Document-centric
collaboration
Simple
custom
applications
Report
browsing
Dashboards
for business
teams
Partner
extranets
(document heavy)
Enterprise
social channel
(Newsfeed)
Simple custom
applications
Single-sign-on
point for the
enterprise
Microsoft is competing against Google and
other cloud-only players right now. This is the
battle Microsoft needs to win. That is why all
the focus is in Office 365 right now.
12. Is everyone going to the cloud? What if my
plans are not the same as Microsoft’s? Are
there other concepts than ”SharePoint
concepts”?
Typical intranet concepts and systems
13. Most typical concepts and systems
1) Social
publishing
- Traditional intranets (1.0) with social features
- Document management and teamwork is
mostly done using other tools and intranet is
mainly seen as a communication tool
- Added complexity from multilanguage
management or having complex organizational
structure and/or shared operations in different
countries
2) Complex
social
publishing
3)
Management
portal
concept
- Intranet is also a place to view business reports
collected from different systems
- Employees can have limited access to different
3rd party systems through intranet
4) Social
publishing &
teamwork
5) Social
publishing &
teamwork &
document
management
- Intranet is also the place for teams to discuss
projects and share information.
- Profile pages are seen as ”employee’s
dashboard” and a place to start their work
- Document management is seen as key feature.
- Besides managing important documents the
intranet should be the main place for reviewing,
editing and sharing project documents.
14. Recommendations
1. If your intranet is fairly traditional you have a lot of good options.
2. If you need good multilanguage management you should probably choose a tool like
EPiServer or eZ Publish since SharePoint doesn’t work very well for complex
multilanguage/region scenarios.
3. The more complex your organization is, and the more targeted/profiled/personalized
features you want, the less you probably benefit from SharePoint. EPiServer and many
portal tools are often better for truly complex scenarios.
4. And remember: document management doesn’t have to be a part of intranet!
5. If you want document management and a unified search, then SharePoint is the top choice.
– The hard choice right now is whether to go Office 365 or stay with on-premise SharePoint. If you go
on-premise, just remember that Microsoft is not going to care about you very much for the next five
years or so – and SharePoint 2015 (on-premise) will most likely be just a fancy service package.
14 North Patrol Oy
… and whatever you choose, remember to adapt your
concept to take advantage of the capabilities of the
chosen platform.
15. - Twitter: @perttutolvanen and @NorthPatrol
- perttu.tolvanen@northpatrol.com
- http://www.northpatrol.com
Thank you.
15 North Patrol Oy 2014
16. The same study that was
referred to in Perttu’s
presentation.
Bonus material from intranet study made by North Patrol
17. THE INTRANETS IN FINLAND 2014 STUDY
• Online survey 6 May – 8 June 2014
• Especially intranet managers were recruited to answer the survey
• 113 responses, presenting at at least 94 different organisations (some answers were
anonymous)
Intranets in 17 Finland study 2014 | North Patrol
e.g.
40 features studied under 5 themes:
1. News and internal communications
2. Interaction and social features
3. Teamwork
4. Operations management and
business information
5. The classics
36 questions
18. 70 % of the intranets
are owned by
Communications
TYPICAL FINNISH INTRANET
1. Links to common tools (82 %)
2. Events calendar (81 %)
3. Phone book (80 %)
4. Organizational guidelines (80 %)
5. Lunch menus (69 %)
6. An internal news tool that is
replacing email (68 %)
7. Media monitoring results (65 %)
8. Transactional services (e.g. travel
invoices or applying vacation) (65 %)
9. Commenting on content (63 %)
10. Flea market (63 %)
Intranets in 18 Finland study 2014 | North Patrol
Intranet strategy and
management:
“Would you say the
development of the
intranet is purposeful and
methodical?”
22 % Not really
56 % In some ways, yes
23 % Absolutely
19. Finland 2014 Sweden 2014
82 % Links to common tools
80 % Phone book
92 % Links to common tools
89 % Phone book
?? % News
81 % Events calendar
96 % News
60 % Calendar
63 % Commenting on content
53 % Free-form discussion
46 % Submitting initiatives/ideas
22 % Building networks with other users
57 % Commenting on content
33 % Discussion forum
33 % Submitting initiatives/ideas
16 % Building networks with other users
56 % Sites/spaces for teamwork 38 % Sites/spaces for teamwork
59 % Key business indicators 33 % Key business indicators
Sources:
Finland: Intranets in Finland 2014 survey by North Patrol Oy
Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014
20. INTRANET PLATFORMS: FINLAND VS. SWEDEN
12%
0
24%
1%
7%
6%
Microsoft SharePoint
Other
Atlassian Confluence
Liferay
Self-developed
EPiServer
Sources:
Finland: Intranets in Finland 2014 survey by North Patrol Oy
Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014
* Intranets in Sweden 2013 survey by IntraTeam
38%
3%
0
22%
0%
5%
46%
43%
0% 10% 20% 30% 40% 50%
SiteVision
Finland 2013 Sweden 2014
Same system
also used for
public website:
28 % Finland
52 % Sweden (*)
21. 1. Breakthrough of mobile
43 %
of Finnish intranets are
accessible with mobile devices
This will revolutionize the use of intranets for employees not working at a desk.
Intranets in 21 Finland study 2014 | North Patrol
44 %
of the respondents say that
developing better mobile
connections to the intranet is one
of the most important issues to
deal with in the near future.
22. 2. Video content exploding
71 %
42 % will increase
Publish videos
in their intranets
Intranets in 22 Finland study 2014 | North Patrol
the use of video
on their intranets
23. 3. Increasingly social features
63%
50% 47% 46%
Current situation.
71 % 63 % 76 % 65 % 65 % 63 % 76 %
% of the respondents say the following features are raising in importance
70%
60%
50%
40%
30%
20%
10%
Intranets in 23 Finland study 2014 | North Patrol
39% 38% 35%
0%
Commenting
on content
Publishing
your personal
profile
Q&A sections Generating
and sharing
ideas and
initiatives
Liking content Publishing
your own
content, such
as blogs
Praising co-workers
and
rewarding for
work well
done
24. 4. Wider collaboration possibilities
56%
45%
Current situation.
50 % 66 % 40 % 55 % 62 %
60%
50%
40%
30%
20%
10%
Intranets in 24 Finland study 2014 | North Patrol
34%
24% 22%
0%
Sites or spaces for
teamwork
Editing team
documents
Workspaces / team
sites available for
every employee to
follow
Inviting external
participants to the
spaces/sites on
their intranet
Networking with
other users
% of the respondents say the following features are raising in importance
25. 5. Integration into operational management
59%
46%
Current situation.
49 % 65 % 76 % 44 % 56 % 40 %
% of the respondents say the following features are raising in importance
70%
60%
50%
40%
30%
20%
10%
Intranets in 25 Finland study 2014 | North Patrol
35% 31%
19%
11%
0%
Key business
indicators
Sharing initiatives
or ideas to
management
review
Praising co-workers
and
rewarding for
work well done
Business reports Customer
feedback
Information on
competitors’
activities
26. 6. Emphasis on transparency
The principle of transparency and openness is growing in importance:
Many organizations have made all of their collaboration workspaces or team sites available for
every employee to follow.
Transparency and openness means giving all users the same access rights to content and the same
publishing rights to discussions, commenting, and blogging.
Currently: in many cases only employees & management are present on intranets
• Employees personal profiles and photos, blogs, Q&A, comments, interviews, guidelines
• Management blogs, comments (with their photos from the personal profile), interviews
Now growing in importance:
• Making the current situation of the organisation visible key business indicators, reports
• Making the knowledge of the organisation visible idea generation, professional blogs, Q&A
• Making the customers, markets and other stakeholders visible customer feedback, business
reports, market analysis
Intranets in 26 Finland study 2014 | North Patrol
27. Recommendations for intranet buyers
by North Patrol
1. There are many concepts for intranet, for different purposes and organisational
cultures. You cannot copy an intranet (or fancy features from a study!).
2. First decide the concept. Then choose the technology.
3. Highly personalized front page is dead. Instead spend your time thinking usable
team sites/spaces or startingpoints for few selected roles, e.g. for sales,
supervisors.
4. Mobile access will revolutionase intranets and internal communications. But is
the IT ready for that level of openness (security issues)? Talk to you IT!
5. Nobody wants to own collaboration or the information inside the organisation.
Maybe communications just needs to grab it and make it work!?
Intranets in 27 Finland study 2014 | North Patrol
28. • Further information about the study at
http://northpatrol.com/blog
• The full report (in Finnish): http://intranet-ostajanopas.
fi/intranet-selvitys
• Twitter: @NorthPatrol
Thank you.
28 North Patrol Oy
Notas del editor
Intranets in Finland 2014 (Intranet-palvelut Suomessa 2014)This was the first time the Intranets in Finland survey was conducted. It ran from May 6 to June 8, 2014 and had 113 respondents from at least 94 different organizations representing all industries and business sectors, in sizes ranging from under 50 to over 10,000 employees. The survey by North Patrol included 36 questions.
(For example, have measurable goals been set for your intranet; is personnel’s satisfaction with the intranet monitored, is its usability followed etc.?)
Ownership:
- Finland: 70 % communications 19 % IT administration 13 % no unit with total responsibility (10 % management 7 % other 4 % marketing 2 % human resources - independent unit)
- Sweden: 77 % communications 18 % IT or Knowledge Management 11 % other (9 % human resources 7 % marketing 4 % management 4 % independent unit 2 % no unit with total responsibility)
No significant differences in the roles of the intranets.
Intranets are being used for social purposes and communication, and approximately half of them also for teamwork.
In both countries, the intranet owner is usually the communications department.
In Finland, intranets are slightly more actively used.
Mobile access and usage is also more common in Finland than in Sweden.
A mobile revolution of intranets is about to happen very soon. The opportunity to use their intranet with mobile devices will revolutionize the use of intranets for employees not working at a desk (blue-collar workers).
Currently, two out of five intranets in Finland are accessible with mobile devices. Half of the respondents say that making intranet accessible for mobile devices is one of the most important issues to deal with in the future. This is the case especially in private businesses, which represent half of the respondents of the study.
Video content is published only on less than half of today’s intranets. Large organizations have been the first to introduce the use of video.
The use of video content is increasing significantly. Three of four respondents state that they. Videos are the 3rd most rising in importance of the 40 features studied.
Social features on intranets are already very common. Currently, however, they tend to be quite limited—for example having a possibility to comment only on intranet news.
Social is now turning a new leaf.
The new social intranets are all about having social elements integrated into every feature and functionality. People you work with are present on the intranet with their own faces and with their own thoughts, through, for example, blogging, sharing, and in collaboration tools.
According to the survey, especially the following social and community features of intranets are raising in importance:
All these eight features make it to the top-10 of features rising in importance. All in all, 40 features were studied.
Team sites, group workspaces, and other tools to support team and project collaboration are quite commonly found on Finnish intranets. Organizations provide the sites or spaces for teamwork either as part of the common intranet or on a special platform separate from the traditional intranet.
Only one in four respondents say they have made it possible to invite external participants to the spaces or sites on their intranet, but half of the respondents say the possibility to do so is becoming more important in the future.
In the service sector, sharing knowledge in an organized way on intranets will help bring the tacit knowledge of employees to light, and build the information and knowledge capital of the organization.
Using intranet as a leadership and operations management tool is a fast advancing intranet concept, according to the study. The intranet is becoming a more integrated part of the toolbox for organizational management.
The thoughts and ideas of top management, middle management, employees—and now also the clients— are pulled together on intranets into a common dialogue. Management has become social and transparent on intranets; managers are present with their own faces like all other members of the organization.
An increasing number of Finnish intranets are used for praising co-workers and rewarding for work well done, giving information behind decisions, generating and sharing ideas, handling and publishing feedback from clients, and for publishing market and competitor data.
These features are overwhelmingly important in the trade and services, as well as the banking, finance and insurance sectors compared with any other sectors.
The principle of transparency and openness is growing in importance, according to the study. Transparency and openness means giving all users the same access rights to content and the same publishing rights to discussions, commenting, and blogging.
Most of the organizations studied have made their intranets remotely available.
Also, most of the organizations have made all of their collaboration workspaces or team sites available for every employee to follow. The smaller the organization, the more typical this principle of transparency is.
In the future, according to the respondents, the intranet features boosting the transparency of the organization will become even more important. These features include generating and sharing ideas and initiatives.
As an interesting curiosity, even the heavily regulated banking, finance and insurance sector is about to take the principles of openness in use.