Making Office 365 Work: Best Practices from Microsoft Ignite 2017

MAKING OFFICE 365
WORK: BEST OF
MICROSOFT IGNITE 2017
Presented By: Richard Harbridge (@RHarbridge)
#BestOfIgnite

@RHarbridge #SPSNH
RICHARD
HARBRIDGE
My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.
CTO & MVP | SPEAKER & AUTHOR

DIGITAL WORKPLACE
STRATEGY…
Great, we know who you are Richard, but what do you do on a daily basis?
- Intranets?
- Extranets?
- Departmental Portals?
- Project Sites & Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Process Improvement?
- Centers Of Excellence &
Technology Adoption?
- And much more….

ARE YOU READY
FOR TODAY’S
DEMANDS?
We want to tackle and be ready for tomorrow’s demands, but we are struggling
with the demands of today.

MICROSOFT 365
What's Changed & Why Does It Matter?

MICROSOFT 365…
Provides a universal (and enterprise ready) toolkit for teamwork, collaboration
and productivity.

MULTI GEO SUPPORT…
Multi-Geo search and services stores data locally in a region and ensures data
remains in that region if desired. Combine this with site level conditional access.

MORE SERVERS & OFFICE…
SharePoint, Exchange, Skype For Business Server & Office 2019 are all announced.
This means more releases in mid 2018 and much more on hybrid!

FREE MIGRATION TOOLING…
Quickly migrate your list and library items with a new lightweight migration tool.
Get started using it in preview now! http://aka.ms/spmt

INTRANETS

Private by
default
BEYOND THE INTRANET…
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.

Vendor
agreements
Legal portal
Regional partner
outreach
Policies
Customer
Event planning
HR
Quarterly reports Company-wide
Benefits
Acquired sales
Eco
Adventure
Travel
Programs
Customer connections
Travel
innovation
SalesRegional sales
Recognition
& rewards
EMEA sales
Expense tracker
Cultural
Big wins
Benefits
planning
New hires
EMEA
Records center

Vendor
agreements
Legal portal
Regional partner
outreach
Policies
Customer
Event planning
HR
Quarterly reports Company-wide
Benefits
Acquired sales
Eco
Adventure
Travel
Programs
Customer connections
Travel
innovation
Sales
Regional sales
Recognition
& rewards
EMEA sales
Expense tracker
Cultural
Big wins
Benefits
planning
New hires
EMEA
Records center

When designing news, leadership or even events pages we can take advantage
of new and improved authoring experiences. Team news can be complimentary.
INTRANETS…

When designing news, leadership or even events pages we can take advantage
of new and improved authoring experiences. Team news can be complimentary.
INTRANET CONTROLS…

NEW HUB SITES & TEMPLATES…
Team sites and communication sites will roll up into hub sites. This allows
modern rich sites for all but the homepage and special situations.

Easily create powerful,
beautiful looking pages
WYSIWYG authoring
Multi-column sections
Drag/ drop editing
RTE & Paste support
OOB web parts
Page Templates
INTRANETS…
Fast and improved news authoring will build on what is already available.
Microsoft will provide new client side web parts and site templates.

Web Parts and Toolbox
INTRANETS…
Fast and improved news authoring will build on what is already available.
Microsoft will provide new client side web parts and site templates.

By centralizing and governing the creation of ‘spaces’ or sites we can improve
content organization drastically with things like default metadata and templates.
HOW CAN WE BUILD SITES BETTER?

NEW DESIGNS & TEMPLATES…
The ability to add custom themes, set a default site design, add additional
site designs, scope site designs to users, and more!

Targeted embedding of Yammer or your enterprise social platform in key parts
of the Intranet, and digital workplace are provided by your org and MSFT.
YAMMER INTEGRATION…

BETTER YAMMER INTEGRATION…
The Yammer client web part is better than ever!

Your Intranet is responsive by design, but you could also enable better site
experiences on mobile devices. Extending team or departmental news reach.
INTRANETS…

INTRANETS…
Capabilities like bookmarking, notifications, and more help you not only
stay up to date, but follow up when a better time is available.

ENTERPRISE CONTENT
MANAGEMENT

Intelligent queries, predictive indexing, sort view by indexed column (like date),
and in the future auto index logic will work for libraries larger than 20,000.
SHAREPOINT ONLINE LIMITS…

Smart filters chosen by default, pin columns you filter often, thumbnail-centric
library view, inline contextual information panel, and simple move/copy gestures.
MODERN LIBRARIES & LISTS…

Connect to/from document libraries, route, alert, & set actions. Moving document
attachments from email & use teams to establish email addresses for library folders.
FLOW FOR DOC MANAGEMENT…

Helps users focus on files that are pending, incomplete, or otherwise need
Attention. Response to required properties in modern UI being too “soft”.
ATTENTION VIEWS…

Conditional Formatting Action Links Flow Buttons Data Visualizations
Apply styling to a field,
depending on that field’s value
or range of values
Create a hyperlink to
another page or Web
address, based on the
value in the field
Create a button that kicks off a Flow on
the corresponding item
Use icons and CSS to
decorate fields with visual
indications of trends and
progress
Column formatting can use scenario patterns to apply a format to SharePoint
views making it easier to differentiate key information.
COLUMN FORMATTING…

Tap allows consume section of document in other documents via search. Can also insert
Metadata as quick parts. Word SharePoint properties panel. View and edit document
metadata directly inside Word 2016 on Windows. (Tap isn’t in Canada yet).
WORD INTEGRATION…

Configure labels and document retention across the suite.
IMPROVED COMPLIANCE…

SEARCH

Relevancy has historically been based on general criteria like the date or how
popular an item is. How well results match compared to the rest of the index.
SEARCH BASED ON POPULARITY…

Today search leverages personal activity and provide search results based on your
behavior, not just popularity or metadata. Suggests content to save time.
PERSONALIZED & BEHAVIOUR…

Familiar, fast, rich experience for users accustomed to using their Windows to
find what they are looking for. Local and O365 blended results.
SEARCH BEYOND THE BROWSER…

Bing for business allows you to combine public and enterprise search in a
powerful way. Finally providing a potential option for one search box.
SEARCH BEYOND THE ENTERPRISE…

Search is about more than just documents. Capture whiteboards, business cards,
maps, screenshots, receipts, x-ray images, and more and watch it index.
BEYOND DOCUMENTS…

Coming soon the questions users ask can be used directly and search will deliver
the answer naturally to users.
QUESTION AND ANSWER…

DISCUSSIONS &
CHATS

DISCUSSIONS & CHATS…
We might do bulk IM messages, reply all emails, or if you are lucky you might
have some discussion boards.

Today we have a better set of IM and ad-hoc discussion tools, orgs are using
Office 365 Groups and Yammer to improve distribution lists and discussion boards.

Office 365 Groups
Outer LoopInner Loop
Files
Sites
Content
SharePoint
Where should we start a dialog? Shifting more and more away from email where
possible and into Teams and Yammer for our daily communication needs.

Microsoft Teams provides a way to work in a team focused hub that is persistent.
Teams integrates with the other convo tools while improving on the experience.
Teams

Even Outlook is becoming more actionable and integrated. Less about notification
and more about taking action that is streamlined. This is also true in Teams.

MEETINGS

HOWWECONDUCT
MEETINGSHASCHANGED…
The way we manage meetings, the way we collaborate in meetings has always
been something that we could improve.

More people can participate, on more devices, from more places.

@RHARBRIDGE
Record your meetings, make them available to staff in you team, site or in O365
videos. Go beyond the meeting recording with Office MIX https://mix.office.com/

Meetings when conducted and recorded are closed captioned, this also allows
you to search against the full transcript to jump to that moment in the video.
MODERN MEETINGS WITH TEAMS…

FORMS & PROCESS

FORMS & PROCESSES…
We may have built forms in previous tools but they were not mobile enabled
and are often challenging to update or improve.
No new versions.
Supported to 2026.

We are working to begin modernizing many of our custom applications, forms
and solutions so that they are mobile enabled, available where users are, etc.
2. They are easy to share.
1. PowerApps are “easy” and
intuitive to build. Point to the
data you want and create.
3. Users can build an app from
templates.
4. They are “mobile first” forms
that support multiple data sources
beyond SharePoint.

SurveysCustomer Profile Collection
Customer Profile Collection
Employee Satisfaction Survey
Event Feedback
Organizing Team Activities
Quizzes
Classroom Quizzes and Assessments
HR Training
PollsQ&A
Town Hall Q&A
Presentation Polling
Ideation
Information Gathering
Partnership Application
Organizing Team Activities
Event Registrations
MICROSOFT FORMS…
There are many uses for Microsoft forms alongside PowerApps and Flow.

PowerApps that solve business challenges are added directly into SharePoint.
Better experiences for common flow activities like approvals are leveraged.
Teams

PowerApps Web Part can make it easy to add PowerApps to a page for many
common form scenarios throughout your Intranet, teams and sites.
Teams

Flow itself isn’t just for templating common scenarios. We can also prompt for
information, and you will see it more integrated in SharePoint moving forward.
Teams

ACCESS & CONTROL

MANAGING ACCESS & CONTROL…
While core documents are managed and controlled many other places
like team or departmental collaboration suffer from permission challenges.

We use dynamic groups with membership defined as a rule, rather
than as a static list of members. We expire groups (if need not attested).
Expiring Groups
Admins set a duration after
creation when group owners
need to attest the continuing
need for their group. Else it’s
deleted.
One Identity
Azure Active Directory (AAD) is
the master for group identity
and membership across Office
365 (Exchange, SharePoint,
Yammer, Teams, Planner, Power
BI, etc.)

Throughout the Office 365 experience for SharePoint or OneDrive content
access control is readily available and easy to understand as an end user.

Make it easy to manage access and ensure the wrong kind of sharing
doesn’t take place – whether internal or external.

Better site management at a service level makes this easier to target and
notify owners based on site activity, classifications, sharing status or more.

EXTERNAL
COLLABORATION

EXTERNAL COLLABORATION…
External access may have involved significant effort for onboarding, user
management, access control, and we had unsanctioned tools popping up.

We have an effective SharePoint Extranet strategy with many sites
while also providing lower friction options for specific users if needed.

1. Notifications To Track Access
2. They Can See All Files In One Place
3. Per Group – Sharing Controls…
4. Much More!
There is a lot of additional control, extensibility, and more options coming
to Office 365 and Azure that enrich the external collaboration story.

WORK MANAGEMENT

WORK MANAGEMENT…
We have had the need to manage tasks for ages, the issues we thought were
aggregating tasks and making it easier to manage them. Turns out the biggest
gap was actually collaborating on tasks (not working on your own).

WORK MANAGEMENT…
Now we have a modern task management experience focused on
easier collaborative task management.

Significant enhancements are coming for Planner such as templating,
integrating it with To-Do, and Project Online over time.
WORK MANAGEMENT…

PROFILES & EXPERTISE

PROFILES & EXPERTISE…
Typically we would customize profiles to try and make them even more
useful. OOTB was basic, the main issue was people not filling them out.

Instead of custom profiles we now have rich profiles where new
functionality is continually added. About more than just the user details.

Profiles are embedded in more places. Instead of just a contact they now
surface activity of that user (recent documents today, more in the future).

Tools already monitor your directory for information that is missing,
incorrect or out-of-date. Pro-actively reaching out to users.

…Don’t forget that there are more improvements coming from strategic
investments like Microsoft’s in LinkedIn that can improve the expertise story.

ANALYTICS

We have had analytics, but only administrators or really advanced users could
get them, and even then the format and usability was low.
ANALYTICS…

Analytics are now integrated into key experiences to help users improve,
understand, and take action. They are brought to the surface.
ANALYTICS…

Organizations and leaders are piloting and exploring merging models of individual
productivity analytics and organizational analytics that are very rich today (E5).
ANALYTICS…

Far more is tracked today than ever before, and better reporting is continually
being made available to help make sense of all this data.
ANALYTICS…

http://Office365Metrics.com contains guidance on ways to measure Office 365
& samples of common business impacts it can drive.
ANALYTICS…

ANALYTICS…
The trend for surfacing more actionable analytics to teams, and users
will continue.

ANALYTICS…
Workplace Analytics (now available for orgs with over 5k users) is already
driving better guidance for all organizations based on analytics available.

CLOSING &
ROADMAPS

Keep an eye on what’s coming! There is even more to be announced
next year!
PAGES ROADMAP…

next year!
SITE OWNERS ROADMAP…

next year!
SHAREPOINT ADMINS ROADMAP…

next year!
CONTENT SERVICES ROADMAP…

next year!
BUSINESS SOLUTIONS ROADMAP…

What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar
Landed (Now to 6 Months)
Circling (6-24 Months+)
In Flight (Future)
WHAT DOES YOUR TECHNOLOGY
RADAR LOOK LIKE?

Getting AD
Integrated
Exchange Migration
Outlook & Office
Migration (Pro Plus)
Skype For
Business
Intranet
Social
(Yammer)
Extranet
OneDrive For
Business
SharePoint For Document
Management
Team Site
Deployment
Every organization’s journey is a little different, but often follow a similar
path to getting more out of Office 365. What do you need to plan for?
Mandatory
Popular
Situational
Strategic Few
Trust The
Cloud
WHAT DOES YOUR TECHNOLOGY
RADAR LOOK LIKE?
MSFT Stream
(Video)

Thank You!
J.Boye’samazingteamformakingthispossible.
100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers
WhenToUseWhat.com Office365Intranets.com
Office365Metrics.com Office365Campaigns.com
Office365Extranets.com Office365Resources.com
Message Me On LinkedIn or Email Richard@2toLead.com
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
Let’s connect and find ways to do more and work together.

Making Office 365 Work: Best Practices from Microsoft Ignite 2017

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