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

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

2. @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

3. @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

4. 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

5. WHAT WE ARE GOING TO COVER TODAY. ALIGNING WITH MICROSOFT & OUR INDUSTRY KEY PATTERNS & GOVERNANCE BREAK TACKLING SPRAWL EFFECTIVELY PRO-ACTIVE PLANNING (ESTIMATES & ROADMAPS) BREAK PRO-ACTIVE ADOPTION & EXCELLENCE VISUALIZING & COMMUNICATING BETTER Q&A / NEXT STEPS 12:30pm - 1:00pm 1:00pm – 1:40pm 1:40pm - 1:50pm 1:50pm – 2:30pm 2:30pm – 3:00pm 3:00pm - 3:10pm 3:10pm - 3:45pm 3:45pm - 4:15pm 4:15pm – 4:30pm

7. 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.

8. 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.

9. 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)

10. 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)

11. @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)

12. 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

13. 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.

14. 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.

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

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

17. 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.

18. 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.

19. EXAMPLE: LEVERAGING MODERN SITES… • Over 40 New Modern Web Parts • Save Page As Template (Page Design) • Save/Bookmark • Send By Email & Email News Digest • Section Layouts • Richer Integration With Teams • Audience Targeting • & Much More… There are more than 40 reasons outlined in Office365Intranets.com to use Modern sites over classic ones. Transition ASAP as modern sites are the foundation for most new features.

20. 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.

21. 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 ●

22. FREE MIGRATION TOOLING… Quickly migrate your sites from SP2013 or SP2010 with a new lightweight migration tool. Received many updates - http://aka.ms/spmt (PowerShell supported). Example of something important that is not in the roadmap.

23. 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)

24. ACTIVITY: PLAN YOUR TECHNOLOGY… What if we look at our own organizations technology radar? Inspired by StepTwo’s Digital Workplace Radar

25. 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? ??? ??? ??? ??? 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

28. 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

29. 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

30. INTEGRATION CAN BE EASY… Using the connectors built in, or by using a simple sync model you can connect systems and reduce clicks, or tie processes/data together. Present Supported Via 3rd Party

31. 1 DAY HACKATHON Establishing a culture of failure is important for individuals and teams to grow. PowerApps works best when you drive more user led creation via techniques like Hackathons.

32. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance approach we recommend at this time. We can’t just jump to automation – though you can accelerate a service of M365 in a targeted way. Enablement • Configuration • Organizational Understanding • Critical Risk Mitigation • Roles & Responsibilities Identified Managed • Automation & Playbook Execution • Monitoring & Ongoing Risk Mitigation • Roles & Responsibilities Managed Optimized • Distributed Management & Automation • Pro-Active Monitoring • Roles & Responsibilities Optimized & Pro-Actively Reviewed

33. WHAT SHOULD YOU TACKLE FIRST? If enablement is key then we need to tackle that effectively first. Then work to automate and implement approaches based on the improved configuration and org understanding. Office365Resources.com Enablement Risk Mitigation Prioritization Support Plan Forward Roadmap Configuration Organizational Understanding Success Readiness Questionnaire Can Help Technology Governance Planning Workshops Business Readiness Policies & Enforcement Guidance & Excellence Cultural & Org Alignment Roles & Responsibilities Service Model Documentation More Complicated To Change But Important To Plan For

34. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate LifecycleManagement Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App LifecycleManagement Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence

35. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate LifecycleManagement Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App LifecycleManagement Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Determine Your Phase 1 Teams Rollout Related?

36. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate LifecycleManagement Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App LifecycleManagement Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Teams Rollout Related? Phase 2?

37. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate LifecycleManagement Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App LifecycleManagement Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Phase 1? Partially Tackled In Rollout Phase 2?3rd Party AUTOMATION?

38. GOVERNANCE APPROACH… What follows is a visual breakdown of the Governance key activities/topics for certain workloads. This is very different per customer depending on the org technology landscape. SharePoint Responsible Enablement Provisioning Collection Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Teams Responsible Enablement Provisioning Team Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Yammer Responsible Enablement Provisioning Community Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps OneDrive Responsible Enablement OneDrive Lifecycle Management Monitoring Security (External Sharing) Adoption & Excellence Content Lifecycle Management Content Protection Exchange Responsible Enablement Mailbox Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection Customization & Apps Stream Responsible Enablement Channel Provisioning Channel Lifecycle Management Monitoring Security Adoption & Excellence Content Lifecycle Management Content Protection MyAnalytics Responsible Enablement Adoption & Excellence Search Responsible Enablement Provisioning Of Answers Answers Lifecycle Management Monitoring Adoption & Excellence Customizations & Connectors Power Apps Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power App Lifecycle Management Data Protection Customizations Power Automate Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (DLP/Connectors) Adoption & Excellence Power Automate LifecycleManagement Data Protection Customizations Power BI Responsible Enablement Workspace & App Provisioning Workspace & App LifecycleManagement Monitoring Security (Layered) Adoption & Excellence Data Lifecycle Management Data Protection (Layered) Customization Power Virtual Agents Responsible Enablement Environment Provisioning EnvironmentLifecycle Management Monitoring Security (Layered) Adoption & Excellence Agent & Data Lifecycle Management Agent & Data Protection (Layered) Customization Microsoft Forms Responsible Enablement Adoption & Excellence Compliance & Lifecycle Management (Retention, Archiving, Disposition, eDiscovery, Holds & Investigations, etc.) Security (DLP, Sensitivity, Monitoring, Alerting, etc.)

39. SERVICE MODEL PLANNING… There are proven ways to tackle the complexity of planning and managing Microsoft 365 and it’s related collaboration or digital workplace services.

43. PROBLEM: CONTENT GROWS OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.

44. PROBLEM: CONTENT GROWS OVER TIME… Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc). What was its purpose? It’s department? It’s product, client, project, etc? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.

46. PROBLEM: CONTENT GROWS OVER TIME… Be aware of the increased number of sites teams creates and by proxy greater importance of governance, navigation improvements, content/site classification and more. Projects Project A Project B Project A Channels Files Project AB Channels Files Project B Channels Files Project A Private

47. WHY DO WE NEED TO MANAGE SPRAWL? What are the common issues that come with unmanaged sprawl of Microsoft Teams or SharePoint Sites? Ineffective Naming Unclear Purpose Or Workspace Focus Unclear Official vs Unofficial Cannot Differentiate At A Glance Inappropriate Name Usage Owners Missing Orphaned Teams/Sites Unmanaged Teams/Sites Sponsor vs Owner Challenge Private Channels (Don’t Require Owner) Redundant Teams/Sites Decreased User Confidence Inconsistent Workspaces Increased Operational Load Increased Costs To Support Data Loss Risks Limited Ability To Target Labels For Information Protection Limited Ability To Determine Risk Limited Ability To Pro-actively Mitigate Risks Limited Permission Review & Increased Chances Of Over Sharing Loss Of Control Often Unmanaged Use Of Apps (Cannot Target) Unmanaged Integration Limited Ability To Target Labels For Retention No Clear Escalation If Owner Missing Or Unresponsive Slower Team/Site Start Not Tailored Or Fit To Purpose Inconsistent Design/Layout Leads To Relearning Hesitation To Optimize Created Spaces Technically Challenging Navigation Productivity Costs Challenging For New Users To Ramp Hard To Find Workspaces Uncertain Who Owns A Workspace Reliance On Others To Link Training & Adoption Challenges When To Use What Challenges No Consistency Makes It Harder To Train Unmanaged Workspaces Cannot Be Targeted With Guidance Difficulty Identifying Champions & Pro- actively Targeting Champions

48. WHY IS IT HARD TO MANAGE SPRAWL? Every organization that successfully leverages digital workplace solutions will have a continually growing sprawl of sites, teams, communities and spaces. Why isn’t this solved? https://sharepointmaven.com/20-ways-to-create-an-office-365-group/ Did you know there are 20+ ways to create a site, team or group?

49. MANAGE WORKSPACE SPRAWL... WITH MANAGED PROVISIONING WITH IMPROVED GOVERNANCE WITH IMPROVED NAVIGATION

50. SOLUTION: OOTB CREATION EXPERIENCES? While OOTB can work great for many smaller orgs (less than 100 users), most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box●

51. SOLUTION: MANY OPTIONS! Each of these capabilities can be leveraged in a solution to meet the needs of an effective request and provisioning engine for Microsoft Teams, SharePoint, Yammer and more. SPFx Solutions Custom Sites Azure Functions Logic Apps WebJobs PnP Provisioning Engine SharePoint Site Designs Teams Templates Power Apps Power Automate Microsoft Lists SharePoint Lists

52. SOLUTION: REQUEST PROCESS! It is important to have a process for new site and team creation and to automate the process so that you can provide tailored, or templated experiences for users and better management/navigation. Example of a High-level Site Provisioning process description

53. SOLUTION: METADATA DURING CREATION Why is asking a few extra questions on provisioning so important? What value does this extra metadata provide once we have it for reference? Workspace (Site/Team) Metadata Enables Default Metadata Empowers Effective Labelling Targeted Content Protection Targeted Retention Management Differentiate Templates Faster Adoption Improved Productivity Consistency Manage More Effectively Target Support Improve Lifecycle Management Reduce Redundancy & Empower Discovery Sample Metadata Questions: • What is the purpose or business reason for this workspace? • What division does this relate to? • What department does this relate to? • What product does this relate to? • What customer does this relate to? • What project does this relate to? • Will this workspace contain highly confidential information? • Who is the business sponsor for this workspace? • What should the visibility of this workspace be? Should it be shown in the directory?

54. DEFAULT METADATA… You don’t need to ask users for metadata if it can be determined by where their content is stored. Location based defaults or default site metadata can be very powerful.

55. SOLUTION: POWER APP FORM(S)! 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. FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team Watch out for premium connector costs with Power Automate on the provisioning!

56. SOLUTION: REQUEST FORM(S)! 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. You can always create your own forms and embed them into your digital workplace hub / Intranet. Here we have simple field additions and a style that displays based on an option in the global navigation. Requires Minor Customization ◑

57. SOLUTION: TEMPLATING & PROVISIONING! With the use of Orchestry this process of requesting a new workspace is considerably improved over the OOTB approach with tailored and easy to manage templates, metadata/details, and automated provisioning.

58. SOLUTION: TEMPLATING & PROVISIONING! With the use of Orchestry this process of requesting a new workspace is considerably improved over the OOTB approach with tailored and easy to manage templates, metadata/details, and automated provisioning.

61. SOLUTION: IMPROVE MANAGEMENT! By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces. Expiration & Archiving Policies Duplication Detection Reduce Risks (Owner, External Sharing, etc.) Associate Teams & Sites To SharePoint Hubs Provide Training Material Improve Site / Team Owner Onboarding

62. SOLUTION: IMPROVE MANAGEMENT! By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces. Can we reduce redundant spaces? Can we improve how they are managed? On the more custom side you might see prompts based on finding similar existing spaces (reducing redundant spaces), or automatic lifecycle and governance, that occurs based on re-engaging users/owners etc.

63. SOLUTION: IMPROVE MANAGEMENT! Solutions like Orchestry can provide more accessibility and simplified options for enabling key management scenarios and governance of your workspaces.

64. SOLUTION: PRO-ACTIVE MANAGEMENT! With various bots, intelligent assistants, or even simple Power Automate solutions you can further improve how users leverage these tools, get the most out of them, and manage them.

67. PROBLEM: CONTENT GROWS OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared. How can we help our users navigate this? With so many spaces (sites, teams, yammer communities and more) how can an Intranet (a Digital Hub for your Digital Workplace) improve navigation of these spaces?

70. SOLUTION: LEVERAGE OOTB NAVIGATION? Mega menu layout enables you to better organize and showcase the related content and sites based on topic categories and headings. All with audience targeting and more… Out Of The Box●

71. SOLUTION: DESIGN BETTER NAVIGATION! Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Requires Customization ◔ This design only scales to so many links. There are other options than a simple sectional layout.

72. SOLUTION: DESIGN BETTER NAVIGATION! Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two examples of content in the nav, and richer/deeper nav. Requires Customization ◔ This design scales to more lower level links. There are other options than the OOTB simple sectional layout.

73. SOLUTION: HOW ABOUT SHAREPOINT HOME? Office 365’s SharePoint home is now a more modern site directory experience that is more personalized and dynamic. From recent sites you visited to recent activity relevant to you. Out Of The Box●

74. SOLUTION: HOW ABOUT SHAREPOINT HOME? It’s a little hidden and most users don’t know it exists. Even when trained users often forget to use it, because you have to navigate away from the places you work to visit it. Out Of The Box● How do users get to it? So… it’s another place to go?

75. SOLUTION: LEVERAGE OOTB NAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? Out Of The Box●

76. SOLUTION: LEVERAGE OOTB NAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? ADD your own app to this bar for a DIRECTORY as these default ones are not sufficient. Out Of The Box●

77. SOLUTION: LEVERAGE OOTB NAVIGATION? With improvements coming to global menu design can we leverage that to fill the hub mega menu gaps? ADD your own app to this bar for a DIRECTORY as these default ones are not sufficient. Out Of The Box●

78. SOLUTION: DIRECTORY EXPERIENCES! What is shown below is a really simple mockup of a filtered OOTB site directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search Out Of The Box● OOTB Lists and web parts can give you directory experiences if you simply store the data from the request process (approved or already created spaces). * Public by default scales and works better in the long run

79. SOLUTION: DIRECTORY EXPERIENCES! These can be integrated where users are such as in Microsoft Teams which Orchestry already does. Filter and find with metadata, favorite and bookmark, create hierarchies, and more.

83. 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….

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

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

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

87. 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

88. 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’.

89. 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.

90. 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

91. 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

92. 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!

93. 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.

94. QUANTIFYING BENEFITS There are many ways you can quantify the benefits your Microsoft 365 initiatives provide. Here are some things to consider – for more guidance here go to Office365Metrics.com Power Apps & Power Automate Average Cost To Develop Is 70% Less Eliminates Vendor License Costs Improved Process Efficiency Can Be Measured (Before & After) The effort and costs to manage are very low (0.1 FTE for 2000 employees) Use of bots to handle employee Qs found to reduce IT tickets by 10% to 15% Decision makers improve their time-to- decision by 15.6% Microsoft Teams Employee Application Switching Costs (Saves Employees An Estimated ~15-25 Minutes Per Day) Major Security Breach Risk Reduction (1% to 5% reduction in likelihood of major data breach) Information Workers Save 104 Minutes Each Week With Improved Online Meetings Replaces overnight trips (for 3 years ~5k employees this is 350) SharePoint ~100 minutes per week saved around collaboration and information sharing (coauthoring and reviewing docs especially) Firstline workers save 140 minutes per week from improved tools and information. Streamlined Business Processes reduce the time it takes to develop a new product by 14.18 days and save 12,500 hours per year in distribution activities. Employees Save Highly Mobile Workers 24 Minutes A Day Accessing Systems & Information Microsoft 365 Reduces downtime by an average of 15.75 hours annually for each user. The time it takes to provision a new device is reduced by 75%. Automated application and resource provisioning solutions save 135 minutes per request. Application testing for 50% of the apps in it’s portfolio are reduced by 75% (est 5k user size). All figures come from Forrester TEI reports. These are only a small sampling of potential benefits you can measure.

95. 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.

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

100. PLANNING FOR SUCCESSFUL ADOPTION We need to invest in key areas to enable and accelerate adoption. Governance Policies & Guidance

101. 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? Office365Resources.com 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

102. 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.

103. 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?

104. 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.

105. 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.

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

107. 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

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

109. 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!

110. 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.

111. 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.

113. 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)

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

117. PLANNING FOR ADOPTION 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

118. 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.

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

120. PLANNING FOR ADOPTION If executing effective adoption campaigns leads to effective commitment is there anything else we should keep in mind?

121. 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.

124. 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

125. 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

126. 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

127. 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. Ford Gerbil

128. 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. Ford Gerbil

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

130. MIND MAP NAVIGATION… Using Mind Maps for navigational design makes this process MUCH faster and more efficient.

131. 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! When to use sharing screen? - When the meeting starts

132. 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.

133. 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.

134. DOCUMENT INVENTORY… While there is a lot of contextual insights on documents sometimes it still helps to assess the kinds of documents and content you have to better plan and improve experiences. Power AI can automate! Compiling results from 20 to 50 participants using excel sheets/hand outs can be painful. If you expect many responses use a survey tool instead.

135. Envisioning XYZ’s Workplace In The Future Centralize Data Storage Use hybrid, or pure cloud-based storage services so it can easily be shared and synchronized across devices while scaling with demand. Tablets & Smartphones Shift the consumption of information from paper to convenient, portable, connected digital devices and services. Bring Your Own Device Flexibility That offers security, directory services, and the touch-and-gesture features that underlie the digital work style. Anywhere Access To Information Via computers, laptops, tablets, and smartphones so people can access their information anywhere, anytime through NextGen portal experiences. Easily Connect & Collaborate In executive conference rooms, at your desk, or on the road with modern voice, video, screen sharing and other modern meeting collaboration services. More Engaged Employees Increase engagement inside and outside of meetings by unlocking the full potential of your workforce through enterprise social collaboration, and enterprise social networking. Natural Input & Interactivity Using OneNote & the Modern Office suite for touch, stylus, and gesture-based input to take notes and mark up documents digitally, replacing notebooks and whiteboards. “Empower our employees with anywhere, anytime access to their personal workplace and our collective knowledge and expertise.” – CEO of XYZ 1 2 3 5 4 6 7 1 2 3 4 5 6 7

136. 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

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

138. 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.

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

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

143. Thank You! SPFest,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.