Office 365 and SharePoint are evolving fast. A few years ago many of us may have begun modernizing our Digital Workplace environments - planning an upgrade or a migration to a new SharePoint server or even SharePoint Online. Since that time many things have changed in both SharePoint and Office 365, not to mention within our organizations. New services have been added, and many of those services are improving with each passing month. What approaches, strategies and rollout models are other organizations using? What can we learn from their successes?
Join us for this facilitated and interactive discussion where instead of just looking forward, we look back into key changes that we all need to understand better. This discussion will be facilitated by Richard Harbridge, a Microsoft MVP, and internationally recognized expert on Office 365 and SharePoint. Together we will discuss what has changed in the past few years for developers, IT professionals, and Digital Workplace leads while exploring how organizations are leveraging related Microsoft services in different ways today.
3. 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….
4. 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.
6. OFFICE 365…
Provides a way to leverage Microsoft collaboration and productivity workloads
as software as a service.
7. MICROSOFT 365…
Provides a universal (and enterprise ready) toolkit for teamwork, collaboration
and productivity.
8. 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!
9. 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
11. INTRANETS…
While mega menus and other innovations were implemented navigation was
always structure based, or managed. With special directory style pages.
12. CONTENT OVER TIME…
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.
13. Office 365’s SharePoint home is now a more modern site directory experience.
New features like activity roll ups, and quick follow/share options are the start.
INTRANETS…
14. While structured and managed navigation is still valid in today’s world it is also
important to improve navigation with powerful capabilities like search.
INTRANETS…
15. 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?
16. 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!
17. 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
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.
18. 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
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.
19. When designing news, leadership or even events pages we can take advantage
of new and improved authoring experiences. Team news can be complimentary.
INTRANETS…
20. 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…
21. 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.
22. 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.
23. 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.
24. 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…
26. Your Intranet is responsive by design, but you could also enable better site
experiences on mobile devices. Extending team or departmental news reach.
MOBILITY IS MORE THAN ACCESS…
27. NEW EXPERIENCES MATTER…
Capabilities like bookmarking, notifications, and more help you not only
stay up to date, but follow up when a better time is available.
29. 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…
30. 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…
31. 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…
32. 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…
33. 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…
34. 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…
36. 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…
37. Great search is essential – and achievable – with attention
SIMPLIFY FOR
THE USER…
Apply best practices like predictive search as you type, personalization,
and zero-term search. Fewer clicks => More Adoption.
38. 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…
39. 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…
40. 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…
41. 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…
42. 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.
43. Coming soon the questions users ask can be used directly and search will deliver
the answer naturally to users.
QUESTION AND ANSWER…
45. DISCUSSIONS & CHATS…
We might do bulk IM messages, reply all emails, or if you are lucky you might
have some discussion boards.
46. 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.
DISCUSSIONS & CHATS…
47. 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.
DISCUSSIONS & CHATS…
48. 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
DISCUSSIONS & CHATS…
49. 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.
DISCUSSIONS & CHATS…
50. Nearly 20% of companies have already deployed chatbots in the workplace,
with an anticipated 57% by 2021.
DISCUSSIONS & CHATS…
53. More people can participate, on more devices, from more places.
54. @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/
55. 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…
57. Build Business
Case
Secure Budget
(On Promise Of
Value)
Analyze Systems,
Needs &
Approach
Design Optimal
Solution
Build Solution
Test Solution (QA
& Then
Production)
Document
Deployment
Deploy Solution
(QA & Then
Production)
Deliver Value
Get Feedback
(Often As A
Separate Motion)
TIME TO VALUE FOR INTEGRATION…
When people want to see information in one place we would build, buy
and implement solutions. IT leads this and the approach takes time.
58. TIME TO VALUE FOR INTEGRATION…
We optimize for MVP and iterative improvement today.
Accelerating IT’s ability to integrate faster and deliver value sooner.
Secure Budget
(On Promise Of
Immediate Value)
Build Business
Case
Analyze & Design
For Priority Needs
Build MVP Or Iterate
Solution
Test & Deploy
Solution (Often
Direct To
Production)
Secure Budget (On
Realization Of Value
& Feedback)
59. Arguably this is made much better by improvements in development
patterns, as well as a reduction in complexity of deployment/risks.
TIME TO VALUE FOR INTEGRATION…
60. TIME TO VALUE FOR INTEGRATION…
Our traditional waterfall model, and model where we build based on
server model development takes longer and doesn’t maximize IT effect.
Full Trust
Code
Web
Parts
Features
Event
Receivers
61. TIME TO VALUE FOR INTEGRATION…
The new model accelerates development considerably as we can deliver
more tailored value faster, and often avoid server side delays or complexity.
Client Side
Web Parts
Cloud
Services
62. Now it doesn’t just need to be IT who is meeting integration needs. O365
Connectors, Flow, Team Tabs, 3rd Party solutions, all accelerate time to val.
TIME TO VALUE FOR INTEGRATION…
63. Microsoft Flow allows organizations and individuals to automate workflows that
integrate with existing SaaS services and business apps that users rely on today.
TIME TO VALUE FOR INTEGRATION…
64. Now it doesn’t just need to be IT who is meeting integration needs.
TIME TO VALUE FOR INTEGRATION…
66. 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.
67. 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.
68. PowerApps that solve business challenges are added directly into SharePoint.
Better experiences for common flow activities like approvals are leveraged.
FORMS & PROCESSES…
Teams
69. PowerApps Web Part can make it easy to add PowerApps to a page for many
common form scenarios throughout your Intranet, teams and sites.
FORMS & PROCESSES…
Teams
71. MANAGING ACCESS & CONTROL…
While core documents are managed and controlled many other places
like team or departmental collaboration suffer from permission challenges.
72. MANAGING ACCESS & CONTROL…
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.)
73. MANAGING ACCESS & CONTROL…
Throughout the Office 365 experience for SharePoint or OneDrive content
access control is readily available and easy to understand as an end user.
74. MANAGING ACCESS & CONTROL…
Sharing is also intuitive and easy across Windows, Office and SharePoint.
This increases the ease of sharing SharePoint content wherever you work.
75. MANAGING ACCESS & CONTROL…
Make it easy to manage access and ensure the wrong kind of sharing
doesn’t take place – whether internal or external.
77. EXTERNAL COLLABORATION…
External access may have involved significant effort for onboarding, user
management, access control, and we had unsanctioned tools popping up.
78. EXTERNAL COLLABORATION…
We have an effective SharePoint Extranet strategy with many sites
while also providing lower friction options for specific users if needed.
79. 1. Notifications To Track Access
2. They Can See All Files In One Place
3. Per Group – Sharing Controls…
4. Much More!
EXTERNAL COLLABORATION…
There is a lot of additional control, extensibility, and more options coming
to Office 365 and Azure that enrich the external collaboration story.
81. 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).
82. WORK MANAGEMENT…
Now we have a modern task management experience focused on
easier collaborative task management.
83. Significant enhancements are coming for Planner such as templating,
integrating it with To-Do, and Project Online over time.
WORK MANAGEMENT…
85. 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.
86. PROFILES & EXPERTISE…
Instead of custom profiles we now have rich profiles where new
functionality is continually added. About more than just the user details.
87. PROFILES & EXPERTISE…
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).
88. PROFILES & EXPERTISE…
Tools already monitor your directory for information that is missing,
incorrect or out-of-date. Pro-actively reaching out to users.
89. PROFILES & EXPERTISE…
…Don’t forget that there are more improvements coming from strategic
investments like Microsoft’s in LinkedIn that can improve the expertise story.
91. We have had analytics, but only administrators or really advanced users could
get them, and even then the format and usability was low.
ANALYTICS…
92. Analytics are now integrated into key experiences to help users improve,
understand, and take action. They are brought to the surface.
ANALYTICS…
93. Organizations and leaders are piloting and exploring merging models of individual
productivity analytics and organizational analytics that are very rich today (E5).
ANALYTICS…
94. 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…
97. ANALYTICS…
Workplace Analytics (now available for orgs with over 5k users) is already
driving better guidance for all organizations based on analytics available.
99. Keep an eye on what’s coming! There is even more to be announced
next year!
PAGES ROADMAP…
100. Keep an eye on what’s coming! There is even more to be announced
next year!
SITE OWNERS ROADMAP…
101. Keep an eye on what’s coming! There is even more to be announced
next year!
SHAREPOINT ADMINS ROADMAP…
102. Keep an eye on what’s coming! There is even more to be announced
next year!
CONTENT SERVICES ROADMAP…
103. Keep an eye on what’s coming! There is even more to be announced
next year!
BUSINESS SOLUTIONS ROADMAP…
104. 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?
105. 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)
Richard Harbridge is the Chief Technology Officer and an owner at 2toLead. Richard works as a trusted advisor with hundreds of organizations, helping them understand their current needs, their future needs, and what actions they should take in order to grow and achieve their bold ambitions.
Richard remains hands on in his work and has led, architected, and implemented hundreds of business and technology solutions that have helped organizations transform both digitally and organizationally. Richard has a passion for helping organizations achieve more; whether it is helping an organization build beautiful websites to support great content and social strategy, or helping an organization leverage emerging cloud and mobile technology to better service their members or the communities that they serve.
Richard is an author and an internationally recognized expert in Microsoft technology, marketing and professional services. As a sought-after speaker, Richard has often had the opportunity to share his insights, experiences, and advice around branding, partner management, social networking, collaboration, ROI, technology/process adoption, and business development at numerous industry events in around the globe. When not speaking at industry events, Richard works with Microsoft, partners, and customers as an advisor around business and technology, and serves on multiple committees, leads user groups, and is a Board Member of the Microsoft Community Leadership Board.
Demo environment -
Year after year voicemail use has dropped 8%, with only 14% of people bothering to listen through the entire voicemail message.
38% of video users report increase of improved retention in meetings that use video instead of just voice. 100% of video users say it helps them accelerate decision making.
From Forrester TEI - Another interviewed organization described a use case that has resulted in millions of dollars in additional revenue: “Opening an office used to take three to four months. Our latest opening, using Office 365, took 18 days. When we get a grant, we can only start to invoice once we begin to perform work. That means we were losing three months of revenue.” This amounted to nearly $200,000 per month for one office, and five offices were being opened in a typical year.
SharePoint Workflow and Flow?
SharePoint Workflows (& Great 3rd Part Platforms) are still a great way to automate most structured enterprise business processes today. Flow has some focus areas that SharePoint Workflow does not have which compliments process and task automation needs, especially across systems and services (like IFTTT or Zapier).
Flow includes a focus on platforms outside of SharePoint.
Flow can be triggered by web hooks into external systems. Flows can take actions and events from outside your environment and automate the movement of this data into your systems.
Flow allows users without list management rights to still create flows.
Many flows are within an individual users context. Triggering a flow for a user based on an event that happens in their Office 365 mailbox as an example only targets that user.
Flow includes a focus on the personal technologies of an individual end user allowing them to automate personal and professional processes/tasks.