MICROSOFT 365 STRATEGY & SUCCESS: PRACTICAL TOOLS & TECHNIQUES FOR THE STRATEGIST, INFO ARCHITECT & ANALYST

MICROSOFT 365 STRATEGY &
SUCCESS: PRACTICAL TOOLS &
TECHNIQUES FOR THE STRATEGIST,
INFO ARCHITECT & ANALYST
Presented By: Richard Harbridge (@RHarbridge)
#Bos365

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

OUR GOAL TODAY…
Is basically to help you feel more confident and capable when it comes to planning, executing
and managing SharePoint & Office 365 Strategy.
From Here To Here

WHAT WE ARE GOING TO COVER TODAY.
ALIGNING WITH MICROSOFT & OUR INDUSTRY
PLANNING & IMPLEMENTING FOR SCALE
PRO-ACTIVE PLANNING (ESTIMATES & ROADMAPS)
VISUALIZING & COMMUNICATING BETTER

IT IS ALL ABOUT BUSINESS SATISFACTION…
Let’s dig into where IT is performing and under performing today based on satisfaction within
the org/enterprise. There is a mismatch between where we are and where we need to be.

CUSTOMER EFFORT SCORING
“The customer effort score outperforms the Net Promoter Score and Customer Satisfaction
measures in predicting behavior.” – Harvard Business Review
High
Low High
Predictive Power For Increased Spending
Predictive Power For Purchasing
Customer
Satisfaction
(CSAT)
Customer
Effort Score
(CES)

EMPLOYEE EFFORT SCORING
“An Employee Effort Score will outperform the Employee Satisfaction scores in predicting
behavior (and efficacy).” – Richard Harbridge (at Microsoft Ignite 2018)
High
Low High
Predictive Power For Increased Productivity
Predictive Power For Increased Engagement
Employee
Satisfaction
(ESAT)
Employee
Effort Score
(EES)

@RHARBRIDGE
3.1% vs 50%>
IT operational spending is only expected
to increase by 3.1% in 2020. However
Line of Business IT spending is expected
to increase by more than 50%.
(Source InfoTech Research 2019/2020)

INSIGHTS ARE CRITICAL RIGHT NOW…
Today wellbeing and managing work is extremely challenging during a global pandemic and a
rapidly evolving digital landscape of tools and experiences.
Avoid disruptive collaboration
habits that can interrupt personal
or family time
Maintain a healthy work-life
balance & find ways to
recharge after hours
Maximize the restorative
benefits of time away with
an intelligent checklist

ORG INSIGHTS ARE MORE IMPORTANT…
Understand and action insights on how people collaborate and spend their time. Shift from a
digital reactive organizational model to a pro-active and empowering one.

ORG INSIGHTS ARE CRITICAL RIGHT NOW…
Understand and action insights on how people collaborate and spend their time. Shift from a
digital reactive organizational model to a pro-active and empowering one.

OFFICE 365 HAS A ROADMAP…
It’s important to understand what’s coming, what’s changing and how we should prepare.

OFFICE 365 HAS A MESSAGE CENTER…
It’s important to understand what’s coming, what’s changing and how we should prepare.

HAVE YOU LOOKED AT USER VOICE?
The various user voice feedback collections for Microsoft 365 can help you understand gaps in
the current platform as well as early indication of priority from Microsoft.

ALWAYS EXPLORE OOTB FIRST…
While 3rd parties can highlight gaps be sure to evaluate OOTB first. Trust but verify that your
needs can’t be met without custom or 3rd party.
Tenant administrators can take advantage of
the SharePoint Provisioning Service to automatically
provision SharePoint Look Book designs to any tenant in
the world.

GETTING TO MODERN…
Using this scanner you can prepare your classic sites for modernization.
Transform classic
pages to modern
client-side pages
SP2010 WORKFLOWS!
http://bit.ly/githubspmodernizationtool

EXAMPLE: LEVERAGE MICROSOFT SEARCH…
While today we cannot customize Microsoft search the way you may want, it still provides
better relevancy. Try and use both it and a classic search center experience together today.

EXAMPLE: MICROSOFT MOBILE FIRST…
Enable better site experiences on mobile devices. Designed for the user. Extending team or
departmental reach, notifying of comments or posts, bookmarking to read later and more…
Out Of The Box
●

FREE 1ST PARTY TOOLING…
Quickly migrate your sites from SP2013 or SP2010 with a lightweight migration tool. Received
many updates - http://aka.ms/spmt (PowerShell supported). Purchase of Mover.io and MORE.

ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
Video
Conferencing
Intranet
Social
Intranet
Integrated Digital
Workplace
Integrated Voice
Conferencing
Surface Hubs In
Boardrooms
Holoportation
(HoloLens)

What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar

Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
??? ???
???
???
Social Driven
Intranet
Integrated Digital
Workplace
Surface Hubs In
Boardrooms
AI Assisted Or Led
Contract Review
Self-Service Business
Intelligence
AI Assisted Or Led
Product Research

DIGITAL VALUE WILL GROW OVER TIME…
Our organizations have to plan to keep pace with growth and ever increasing user demand.

SITE CREATION & LIFECYCLE…
While OOTB can work great for many smaller orgs, most need more structure to support
governance, lifecycle management, and better search/navigation experiences.

PROVISIONING AUTOMATION…
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.

PROVISIONING AUTOMATION…
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
Example of a High-level Site Provisioning process description

SITE STRUCTURE MODEL(S)
There are a number of ways to manage site hierarchy. The key is to ensure hierarchy enables
collaboration and does not restrict it.
SITE NAV
TOP NAV
SITE NAV
SITE NAV
SITE NAV
SITE NAV
HUB-AND-SPOKE
SITE NAV
SITE NAV
SITE NAV
SITE
NAV
SITE NAV
SITE NAV
TOP NAV
SITE NAV
TOP NAV
HIERARCHICAL

HUB SITE PLANNING…
Go ahead and plan how you aim to implement hub sites within your organization
https://aka.ms/PlanningSPhubsites
HR Hub
Benefits
Pay and
Compensati
on
Talent
Acquisition
Performanc
e
Manageme
nt
Professional
Developme
nt
“Manager
Portal”
(restricted)
HR Team
Site
(private)
Inside
Austria
Austria
Finance
Austria
HR
Austria
Legal
Austria
Quality
Project
1
Project
2
Project
3
Project
4
Modern
Intranet
Portfolio
Communication
Site Migration
Team
Team Site
Migration Team
Infrastructure
Upgrade Team

TEAMS IMPACT ON INFO ARCHITECTURE…
Be aware of the increased number of sites and by proxy greater importance of governance,
navigation improvements and more.
Projects
Project A Project B
Project A
Channels
Files
Project AB
Channels
Files
Project B
Channels
Files
Project A
Private

PRO-ACTIVE & COMPREHENSIVE PLANS…
It is important to not just plan for a targeted workload or project/program, but to instead plan for
many, based on your digital workplace goals and all of Office 365’s services.
- Intranets?
- Extranets?
- Departmental Portals?
- Functional Areas?
- Project Sites?
- Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Business Processes?
- Information Protection?
- Meeting Management?
- And much much more….

EXAMPLE: INTRANET ROADMAP SAMPLE
Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com

EXAMPLE: POWER BI ROADMAP SAMPLE
Below is a really simple example of a roadmap for just Power BI as a technology focus.

WHERE DO YOU START? CURRENT STATE…
An easy way to approach this is to do findings exercises around your digital workplace needs.
Interviews, surveys, focus groups, usage analysis, and more can help generate meaningful findings.
• Adoption
• Too many tools - Not sure what to use when
• No formal training/support (only peer-to-peer support)
• Lack of governance
• Self-Serve – Communication & Collaboration
• Self-management of workspaces is not available
• Client/Project Knowledge not shared across regions/teams
• Lack of collaboration between teams
• Lack of best practices for documents management
• Technology Enablement
• Technology Infrastructure is slow and cumbersome
• Permissions hard to implement to comply with MSA agreements
• Need direction to migrate documents to SharePoint Online
• Automate Collaboration
• Repetitive tasks are not easy to perform due to large number of applications
• Intelligent Search
• Difficult to find information within the company
• No central place to search for employees
• Employee information and status not up to date
• Digital Hub
• Fractured Corporate Communication (each business line has separate
communication)
• Lack of Single Sign-on (10-15 applications to log in every day)
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement

THEN START TO MAP FUTURE STATE…
Once you have findings then work on establishing actionable recommendations (hopefully
with an expert). Recommendations can then be categorized and you can determine ‘urgency’.

EMBRACE SPECIFICITY & ANALYSIS…
You can definitely approach this with more of a user need mapped to recommendation/solution
approach along with business value and complexity to makes things easier to prioritize.

PRIORITIZATION CAN BE DIFFICULT…
The simplest prioritization formula still hasn’t changed.
Estimated Value
Estimated Difficulty
I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

GIVING ESTIMATES…
Never ever give a single number. Why a range? Realistically if you don’t give a range it won’t
indicate how uncertain you are about the estimate.
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

GIVING ESTIMATES…
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful
consideration) typically leads to poor results in both setting the right expectation and being accurate.
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

FRAMING ROADMAPS IS NOT THAT HARD
Just try it yourself by putting together some recommendations from this event. Then put them
into a roadmap based on urgency or even better based on business value and complexity.

PLANNING FOR SUCCESSFUL ADOPTION
We need to invest in key areas to enable and accelerate adoption.

Governance
Policies &
Guidance

ENSURE YOU HAVE THE RIGHT ROLES
Do you have people who own and lead key roles, do you have the resources that
support a role? Does the role communicate, coordinate and engage effectively?
Role Resources Communication Coordination Engagement Trend
Office 365
Project Manager
4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Business Owner
4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Executive
Sponsors
4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed 
Champions
4 - Managed 4 - Managed 5 - Optimizing 4 - Managed 
Departmental
Leads
3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic 
Education Leads
4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic 
IT Leads
4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed 
HR Manager
3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined 
Communication
Leads
5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Community

POLICIES AND GUIDANCE
Resources can be even more complex. Do you have common and expected policies, guidance,
or content available and up to date today?
# Need
Current
State
Notes & Recommendations
Support
1
Office 365
Champion
Coverage &
Selection Plan
Current State
No, Champion coverage and/or selection plan exists which identifies
champions per business unit, office, department, team, or floor nor one that
outlines how new Champions can/should be identified or nominated to
improve Office 365 adoption.
Current Champions were selected based on their role within the different units
and to get a good cross section of individuals (executives, reception area, field
and office workers)
Recommendations:
 Ensure there is an accessible list of these active champions.
 Ensure you have shared the details of how you select champions,
remaining champion gaps/needs, and how users can sign up to be one
in your Campion Coverage and Selection Criteria guidance.
2
Champion
Commitment
Guide
Current State
No, Champion Commitment Guide exists that articulates the value of
champions and the champion’s community while outlining champion
commitments and benefits
Recommendations:
 Draft an Office 365 Champion Guide detailing the value of Champions
and their community within your organization, the required
commitments necessary to be a Champion and the associated benefits.
3
Champion Fact
Sheet
Current State
No, the Champion community does not have a fact sheet that can be provided
to a champion’s manager to support or help in attaining buy-in.
Recommendations:
# Icon Description
1 Does Not Exist: The starting point of usage and guidance. There is no plan being
followed.
2 Partially Defined/Started: An approach may have been decided upon and is being
opportunistically applied. The approach has not been widely accepted nor adopted. It may
be informally defined.
3 Defined: The approach has been reviewed and accepted within the organization. There
has been buy-in to the documented approach and the approach is often followed. The
way this area is implemented is defined and/or standardized, but not in use across the
entire organization. Some governance is defined but may not be widely
understood/followed.
4 Defined & Managed: This area is centrally supported, standardized, and implemented
across the organization. It is defined and understood/followed. Metrics may be gathered
and reported.
5 Optimized & Managed: This area is functioning optimally and continuous improvement
occurs based on defined and monitored metrics or feedback. Assets are pro-actively
maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.

Success readiness is something you can evaluate and it spans roles, programs,
policies, guidance, even incentives and rewards. http://Office365Resources.com.
AT AN
ORGANIZATIONAL
LEVEL HOW READY
ARE YOU?

ALIGN WITH BUSINESS OBJECTIVES
Here is an example of the technique we often use when creating objective maps
for our customers. See more at http://Office365Metrics.com.

MEASUREMENT MATTERS
It doesn’t need to be really difficult. Start with some business impact statements and the high-
level value you expect to achieve.

Adoption
Campaigns

FUNNEL FOR COMMITMENT
In order for users to improve their digital skills and technology use we need them
to embrace and commit to change. It’s about more than training.
1
3
Drive Interest/Awareness
Guide Understanding
Realize Value
2

PLANNING FOR ADOPTION…
We need to be more tactical and granular to drive meaningful commitment.
Plan and execute adoption campaigns! http://Office365Campaigns.com

PLANNING FOR ADOPTION
Developing a roadmap for adoption where we plan activities before launch, during launch and
after launch is important. Plan and execute campaigns!

PLANNING FOR TIPS
When each day’s Yammer/SharePoint News tip is posted by a member of the tip team it
ensures that these tips come from different users which gets more people involved.

PLANNING FOR TIPS
Tips drive users to take action, should be themed, should be pre-written before
the start of the campaign, and can be easily adapted from existing ones.

PLANNING FOR CONTESTS
Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office
365” document in the Office 365 Resource Kit (http://Office365Resources.com)

PLANNING FOR COMMUNICATION
Define a comprehensive communication plan along with the messaging for key Email, Intranet
posts, Yammer posts or communication for the campaign.

Having a campaign over a duration of days enables greater measurement, clearer
accountability, and simplifies the coordination and commitment needed.
Baseline Measure Impact Measure Continued Impact

PLANNING FOR MEASUREMENT
Example: We can see that most sharing is happening in SharePoint and not OneDrive. Great
insight is available now in the adoption pack.

http://Office365Metrics.com contains guidance on ways to measure Office 365
& samples of common business impacts it can drive.
WHAT ABOUT
BUSINESS IMPACT?

If executing effective adoption campaigns leads to effective commitment is there anything
else we should keep in mind?

CAMPAIGNS ENRICH COE CONTENT
The campaign generates new resources, training, tips, tricks, success stories,
and much more that adds continual value to your digital center of excellence.

It would be great to find content easily over the Intranet
using search and be able to access work related
documents and materials while I am out of the office
GOALS
Create work related documents
efficiently with reference to existing
documents and templates.
EXPECTATIONS
Consolidate personalized
mechanism to find relevant
content. Personalized
communication/notifications.
FRUSTRATIONS
Difficult to sift through search
results / documents to find the
relevant documents, and lack of
communication relevance to his
work.
“
KEY CHARACTERISTICS
Age
Occupation
Education
Family
Location
41
Field Employee
Bachelor’s Degree
Married
Canada
FUTURE STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
CURRENT STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
Judy
Consumer Persona
XYZ Focused Independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented

HOW CAN CARD SORTING HELP?
Techniques like card sorting can create shared understanding across a group of stakeholders
around the best ways to think about and organize information.
Gerbil

Ford
Gerbil

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

HOW CAN VISUAL NOTE TAKING HELP?
When conducting any meeting there should never be a blank screen. Use PowerPoint,
OneNote, Word, or an open Email. Take notes as people talk and facilitate!

VISUAL NOTE TAKING IS IMPORTANT…
Shared notes are even better so everyone can add to them interactively as the meeting
proceeds instead of just a facilitator.

VISUAL NOTE TAKING IS IMPORTANT…
Advanced concepts like mind mapping can take this even further and may be an even better
visual tool to create shared understanding.

STOP WITH THE BALANCING ACT ANALOGY…
Consider the example most people use when referencing Governance. The wild west or super
locked down. The reality is that governance (and most approaches) are more nuanced.
Projects
Tasks
Communities
Practices

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions?

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions? Based on a
richer an more in depth understanding of pain points, concerns and interests.

DEMONSTRATIONS & IMPACT…
What is the difference between a good and bad demo?

“SO WHAT” OR CONTEXT MATTERS A LOT…
Throughout the demo ask – “So what” – why is this important? This makes a huge difference.

Thank You!
Bos365,Sponsors,&YouForMakingThisPossible…
200+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.

MICROSOFT 365 STRATEGY & SUCCESS: PRACTICAL TOOLS & TECHNIQUES FOR THE STRATEGIST, INFO ARCHITECT & ANALYST

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