Practical Tips on Designing an Effective Digital Workplace #nycentcollab
- 1. Better understand how you can build your digital hub powered by SharePoint
Online. We’ll dive into how Hub Sites, Communication and broader team sites can
support with your digital workplace strategy
Presented by Kanwal Khipple (@kkhipple)
NYC Microsoft
Enterprise
Collaboration
February 5th, 2019
TIPS ON DESIGNING A DIGITAL HUB
- 4. THERE ARE FINANCIAL BENEFITS
Infrastructure cost savings, pay per user per month, price bundling, automatic scale and much
more…
- 5. NO MORE TECHNOLOGY UPGRADES…
It is more challenging to meet modern expectations on legacy technology. By leveraging cloud
technology you no longer need to upgrade.
- 6. INNOVATION BENEFITS ARE MORE INTERESTING…
Continually improving experiences, continuous rollout of new capabilities, continued integration
with more technologies, and much more. (https://roadmap.office.com)
- 7. WHAT IS A DIGITAL WORKPLACE?
Important to understand that a Digital Workplace is how people work today with technology
driven change
- 8. WHAT SUCCESS LOOKS LIKE
Being able to work the way you want and making the transition between services seamless
- 10. SPEAKER | AUTHOR | SUPER GOOD LOOKING
KANWAL KHIPPLE, CEO
@kkhipple
bit.ly/linkedinkk
2014 2015
- 12. DESCRIBE SUCCESS IN DIGITAL WORKPLACE
TIP ensure cross-functional
stakeholders are well represented
TIP ensure key champions have an
opportunity to provide insights
into what’s important to them
TIP define a vision that articulates
priorities
The vision describes the future state of the digital workplace and how it will benefit all
stakeholders.
LEADERS
EMPLOYEES
Connect
Contribute Learn
Trust
Empower Lead
Networks
Reward Innovate
ORG
- 13. Empower employees to be productive and engage
with their peers through an integrated employee digital
experience
OUR VISION
- 14. PAIN POINTS
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
Frequency of the various pain points we’ve heard. Dominated by Culture, Adoption & Training
frustrations, followed by Workplace Communication & Collaboration.
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement
- 15. OUR USERS, OUR EXPERIENCE
Understanding needs from our users perspective guides our priorities
Theodore,
Connector
Kyle,
Collaborator
Judy,
Consumer
Eva,
Contributor
John,
Communicator
- 16. OUR USERS, OUR EXPERIENCE
TIP gather champions and run a workshop to
define personae
TIP understand their frustrations, key goals and
user needs
TIP capture current state and future state needs
TIP capture their interact touch points across the
digital hub
Understanding needs from our users perspective guides our priorities
- 17. 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
Straight Focused independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented
- 19. USER NEEDS
all requirements are important, but they are prioritized to deliver the greatest and most
immediate business benefits early
TIP split up champions per
personae
TIP what functionality do users
need
TIP understand their frustrations,
key goals and frustrations
- 20. USER STORIES
Capture user needs by personae. Answer the who, what and the why
As a who are you?
I want to… what is your need?
So that… why is it important to you?
John
Find all relevant documents
from a
unified search
I can quickly review the information
and determine what I can reuse or
reference in my work
flip
- 21. Workshops and discussions have helped us prioritize and plan out key activities for the next quarter
USER NEEDS
0
5
10
15
20
25
30
35
Adoption as a
Service
Digital Hub Intelligent Search Knowledge Sharing Team Cooperation
- 23. PRODUCT ROADMAP
As we unearth requests, we will align them based on priority and business value
CORE
COMPONENTS
CONTENTS
2018 Q1 Q2 Q3 Q4
R1 R2
OFFICE 365
BETA PILOT
TOP NAVIGATION
SOLUTION FRAMEWORK
INFORMATION ARCHITECTURE
OOTB BRANDING RESPONSIVE DESIGN
INFORMATION ARCHITECTURE
PAGE LAYOUTSHOME PAGE
TOP NAVIGATION
FOOTER
HERO SLIDER
EMPLOYEE SPOTLIGHT
STAFF DIRECTORY
RESPONSIVE DESIGN
SPOTLIGHT PAGES
SITE DESIGNS HUB SITES PAGE TEMPLATES? ???
- 24. Empower employees to be productive and engage with their peers through an integrated employee digital experience
DIGITAL TRANSFORMATION ROADMAP
SELF SERVE DIGITAL HUB AUTOMATE
COLLAB
INTELLIGENT
SEARCH ADOPTION AS
A SERVICE
Empower
employees to
manage and
create teams
Measure and
improve
employee
success
Automate
repetitive tasks
Inform and
engage
employees
Deliver smart
results based
on how you
work
- 25. BUSINESS OBJECTIVES
TIP leverage mind mapping to broke down into
much more specific objectives through
stakeholder participation
Where is the business prioritizing their investments and teams
TIP understand how a solution or technology
benefits the organization and what business
objectives it helps to meet
- 28. ANALYTICS…
The trend for surfacing more actionable analytics to teams, and users will continue.
TIP educate content owners on the metrics
they have available
TIP ensure metrics have clear actionable next
steps
- 29. ANALYTICS…
http://Office365Metrics.com contains guidance on ways to measure Office 365 & samples
of common business impacts it can drive.
TIP ensure everyone understand what metrics
that are available in Office 365 and Azure
TIP align metrics based on your business
impacts
TIP define baseline by capturing metrics prior
to your launch
- 30. ANALYTICS…
Far more is tracked today than ever before, and better reporting is continually being made
available to help make sense of all this data.
TIP take advantage of Power BI adoption
content pack for the initial launch of your
portal
TIP review 70+ activities that are tracked and
accessible via the Audit Log search
functionality
- 31. ANALYTICS…
Workplace Analytics is already making digital workplace KPI’s part of key executive decision
making to drive better results for many organizations.
TODAY
- 32. Give you guidance and recommendations to successfully measure & share
the business impact and value of Office 365 http://Office365Metrics.com
DOWNLOAD TO MEASURE
BUSINESS IMPACT & ROI OF
OFFICE 365 WHITEPAPER
- 34. INCORPORATE THE SUITE BAR
Design to take full advantage of the platform. Don’t ignore the power and benefit that the
suite bar provides between notifications and quick navigation.
LARGE
MEDIUM
SMALL
- 35. NAVIGATING BETWEEN APPLICATIONS
While many Intranets build out quick access or app launchers this is in O365
already. Whatever we build should compliment this and not look to replace it.
- 36. OFFICE 365 SUITE BAR
TIP educate users that Office 365 and
SharePoint labels are there to
communicate what applications they
are using.
TIP configure Office 365 logo to
direct users to the intranet no matter
where they are
TIP leverage Settings menu to enable
configuration for your custom
applications instead of building
another settings menu
Global navigation that provides access to key applications, settings and user profile
- 37. OFFICE 365 APP LAUNCHER
• TIP leverage Office 365 App Launcher
rather than building your own
• TIP schedule and record training to
guide users how to personalize
applications
• TIP add organization approved
applications and make them available in
users app launcher
• TIP educate users that they can easily
access confidential documents that can
be confident
Enabling users to leverage Office 365-based, 3rd party and in-house applications
- 38. MODERN NAVIGATION…
Microsoft is provided top and bottom configurable area’s for you to implement consistent
navigation patterns
TIP ensure the experience benefits
multiple scenarios as they are consistent
across site collections
TIP ensure the experience benefits
organizations, teams and individuals as
well as provides a search based experience
TIP take into consideration OOTB and
custom navigation scenario (left hand, top
nav, hub site nav, app launcher)
- 39. SEARCH BASED NAVIGATION…
While structured and managed navigation is still valid in today’s world it is also important
to improve navigation with powerful capabilities like search.
- 40. SEARCH ENHANCEMENTS
TIP encourage users to leverage
predictive search results
TIP customize filters to enable users
to get specific search results
TIP encourage users to search for
content-related metadata
Providing the ability to define custom entities and customize their display
- 42. 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!
- 43. BRANDING
TIP keep customizations minimal to
colors (CSS-driven)
TIP leverage Site Designs to apply font
color & background color
TIP no need to build a custom master
page
TIP works well for team sites
Bringing some character to your team sites
- 44. CREATIVE DESIGN
TIP leverage modern SharePoint UX
rather than build custom
TIP leverage Site Designs to apply font
color & background color
TIP limit custom fonts to Headings
TIP no need to build a custom master
page
TIP leverage for your intranet
Bringing your brand to life
- 45. SHAREPOINT MOBILE APP
TIP unable to customize the brand
TIP extensibility is not yet availability
Take your intranet with you to stay connected and informed about important content,
news, sites and people while on the go – for those in-between moments.
- 47. MICROSOFT TEAMS
TIP use General channel for onboarding
and guiding new members
TIP try to facilitate one Subject per
Conversation thread to keep everyone
focused
TIP create channels that for broader
team goals rather then a specific topic
TIP create tabs to connect and
streamline experience for users
Your productivity portal
- 48. YAMMER
TIP create groups based on specific
topics or use cases
TIP dedicate community managers
TIP encourage lessons learned are
shared with perspective teams
Bring your own drink to the water cooler
- 49. ADOPTION CAMPAIGN
TIP capture all user-drive adoption
requests
TIP create CoE to store all material
TIP dedicate one adoption lead per
2500 employees
TIP schedule frequent check-ins
TIP measure, test and repeat
Map out adoption needs in a clear plan
JUL 2018 AUG 2018 AUG 201
- 54. MICROSOFT POWERAPPS
TIP leverage PowerApps for small
tasks
TIP replace InfoPath forms with
PowerApps
TIP keep PowerApps simple
Simplify business process requests
- 56. PAGE APPROVAL
Simply name your flow, add the person who will approve your page, save it as a draft, submit for approval.
Once approved, the page status gets updated to “published” and is visible to your intended readers.
SOON
- 57. FORMS & PROCESSES…
PowerApps Web Part can make it easy to add PowerApps to a page for many common form
scenarios throughout your Intranet, teams and sites.
SOON
- 59. ENGAGING SOLUTIONS…
As team and departmental news increases we want to ensure our digital hub is helping by giving a broader
view of that important information. You should be integrating team news on your homepage design ASAP.
TODAY
- 61. TEAM SITES
TIP encourage others to share
knowledge sharing they have learned
from peers
TIP create pages for focused topics
rather than creating sub sites
Working together towards a goal
- 62. COMMUNICATION SITES
TIP make the objective clear to
inform in an open community so it
inspires future leaders
TIP encourage creative content
contributions
TIP have community leaders guide
contributors with content and image
tips
TIP recognize contributors and
inspire new contributors monthly
Engaging with like-minded community members
- 63. 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.
TODAY
- 64. 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.
- 65. HUB SITES
TIP use hub sites when team sites
are similar
TIP review team site ownership as
they can connect to any hub
TIP search, branding and navigation
are common
Bringing teams together
- 66. PLANNING HUB SITES
Have questions on what you need to consider when planning hub sites? Read Microsoft’s
Hub Site Planning guide https://aka.ms/PlanningSPhubsites
SETTING THE STAGE
Ability to model your site as relationships (via links) rather than hierarchy or ownership
GETTING STARTED
Hub sites give you shared navigation and brand, roll-up of content and search as well as a home destination for the
hub
WHAT SHOULD BE A HUB SITE?
Start with answering who is your audience and what do they need to accomplish and how do the people who need
the information get their work done?
HOW SHOULD I ORGANIZE MY HUB SITE?
Creating a hub site must be done by the global or SharePoint admin in Office 365, planning, managing and
organizing the hub site is the responsibility of the hub site owner
And more…
- 67. KIDS
BUILD COMMUNITIES
Take advantage of moving towards a flat-hierarchy in terms of your SharePoint architecture
KEY ORGANIZATIONAL FUNCTIONS
(EXAMPLE, HR, Finance, Public Relations,
Legal, IT, Comms)
LOCATIONS
(EXAMPLE, Sales regions, location based
offices)
SUBSIDIARY/PORTFOLIO/SUBDIVISION
(EXAMPLE, Product line, legal projects,
communities)
HR
EU SALES
TRAVEL
PROGRA
MS
NEW
HIRES
REWARDS
HR
BENEFITS
PLANNING
LONDON MADRID
PARIS
NEW
MARKETS
SENIOR
QUESTS
SPECIAL
INTEREST
- 68. ARCHITECTURE
How your sites are organized changes going forward
TIP classic publishing still has a place
for your custom portals
TIP modern sites (communication,
teams) are really improving but
customization is limited
TIP flat hierarchy directly simplifies
and impacts governance
- 69. INTRANET PLANNING…
Over 100 pages of Intranet & O365 guidance at
http://Office365Intranets.com
MOBILE EXPERIENCE
Provides the Intranet to employees
anywhere at anytime, and on any device.
ENTERPRISE SOCIAL
Integrate and enhance from
commenting to interactive
polls.
VIDEO
Storage, conversion
and optimized
playback of video.
FORMS
Providing
rich forms.
ENGAGING SOLUTIONS
Foster engagement with
compelling solutions to business
challenges.
SHARED STORIES
Giving employees a voice
and way to share with the
organization.
NEWS & PAGES
Keeps employees informed
by targeted, easy to publish
articles.
LEADERSHIP MESSAGING
Amplifies reach and impact of leader
communications.
EVENTS
Shared calendar experiences to stay
up to date on corporate and
divisional events.
PEOPLE
RECOGNITION
Celebrating
talent/connecting people
within the organization.
PEOPLE SEARCH
Intuitive, intelligent and
modern people search
experiences.
CONTENT SEARCH
Powerful full text search available
across the entire Intranet and in
specific collections.
TOOLS & QUICK
ACCESS
Accessible and rapid access
with single sign on to key
tools/apps.
FLEXIBLE
NAVIGATION
Powered by metadata, site
structure or search.
INFORMATION ARCHITECTURE
Foundational for the Intranet and ECM and includes site, file, and sensitive data
classification, planning and defining audiences, site templates, page templates, content
types and much more.
ACTIONABLE
ANALYTICS
Provide actionable
insights based on usage.
- 71. SHAREPOINT SITE CREATION EXPERIENCE…
While this is a powerful new capability that works great for many smaller orgs,
but for governance and navigation you may need and want more structure.
- 72. MANAGE PROVISIONING…
By centralizing and governing the creation of ‘spaces’ or sites we can improve content
organization drastically with things like default metadata and templates.
TODAY
- 73. Want to spark a conversation within Teams for every News
article? Just add the News connector!
1. Right-click any Microsoft Teams channel,
2. click Connectors, and then
3. add SharePoint News.
POST ALL YOUR TEAM NEWS INTO MICROSOFT
TEAMS AUTOMATICALLY
You can also post each news article to your team automatically, to drive visibility and
engagement. Each article generates a conversation within the selected Microsoft Teams channel.
TODAY
- 74. 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.
SOON
- 76. ENABLING NEW VIDEO EXPERIENCES…
From inserting and offline viewing, to subtitles and captions, these Video experiences are always
undergoing constant innovation and greater integration.
TODAY
- 78. AUDIENCE TARGETTING
you can better define what news articles and pages appear on the home experience of your site
by configuring what is visible to specific groups
- 79. NEW MICROSOFT PLANNER INTEGRATIONS
This is Planner for the team as a full-page app. Simply click New > Plan, and start
managing team tasks right inside the SharePoint user experience.
- 80. STARTER KIT
This is a solution designed for SharePoint Online to inspire you for your own customizations.
https://github.com/SharePoint/sp-starter-kit
OBJECTIVES
Automated provisioning of simple demo content within a
communication site
Automated provisioning of the whole solution to any
tenant within minutes
Automated configuration of Site Scripts and Site Designs
at the tenant level using the PnP Remote Provisioning
engine
Implementation of different customizations for SharePoint
Online
Usage of Office UI Fabric and reusable PnP SPFx controls
within the customizations
- 81. Whether you are moving from a file share, legacy system, previous version of SharePoint,
or another Office 365 tenant – being successful requires a practical understanding of what
to do, and what not to do. http://SharePointMigrations.com
DOWNLAOD FOR GUIDANCE
AND RECOMMENDATIONS TO
SUCCESSFULLY PLAN AND
EXECUTE YOUR SHAREPOINT
MIGRATION
- 84. COMMUNICATION
COLLABORATIONPRODUCTIVITY
Groups Teams
YOUR ROLE AS A PRODUCT MANAGER
• TIP follow the office 365 roadmap (roadmap.office.com)
• TIP follow the techcommunity (https://techcommunity.microsoft.com)
• TIP major release every 2 years
• TIP 4 minor releases every year
• TIP build a visual roadmap of product features
You managing a product not a set of projects
- 86. My twitter handle is @kkhipple and I work at
Thank You!
Organizers, Sponsors and You for making this possible.
75+ SharePoint Presentations @ Slideshare.Net/kkhipple
When to Use What Whitepaper @ WhentoUseWhat.com
Intranets w/ Office 365 Whitepaper @ Office365Intranets.com
External Sharing w/ Office 365 Whitepaper @ Office365Extranets.com
and more!
Message Me On LinkedIn or Email Kanwal@Khipple.com
SPEAKER | AUTHOR | SUPER GOOD LOOKING
Editor's Notes
- Better understand how you can build your digital hub powered by SharePoint Online. We’ll dive into how Hub Sites, Communication and broader team sites can support with your digital workplace strategy
- A digital workplace is not just a fancy re-branding of intranets.
The Digital Workplace enables new, more effective ways of working; raises employee engagement and agility; and exploits consumer-oriented styles and technologies.
- A digital workplace is not just a fancy re-branding of intranets.
The Digital Workplace enables new, more effective ways of working; raises employee engagement and agility; and exploits consumer-oriented styles and technologies.
- It should be consistent with the organization's values and serve as a source of inspiration to the stakeholders who will craft the strategy and tactics to realize the vision
- Provide personalized information and content to users based on employee groupings
Dynamic, personalized Navigation that is driven by my usage patterns
personalize company and team news based on my interests
- 1 hr
On sticky notes, write down persona, what
On back, write why
- Must have
Requirements labeled as Must have are critical to the current delivery timebox in order for it to be a success. If even one Must have requirement is not included, the project delivery should be considered a failure (note: requirements can be downgraded from Must have, by agreement with all relevant stakeholders; for example, when new requirements are deemed more important). MUSTcan also be considered an acronym for the Minimum Usable SubseT.
Should have
Requirements labeled as Should have are important but not necessary for delivery in the current delivery timebox. While Should have requirements can be as important as Must have, they are often not as time-critical or there may be another way to satisfy the requirement, so that it can be held back until a future delivery timebox.
Could have
Requirements labeled as Could have are desirable but not necessary, and could improve user experience or customer satisfaction for little development cost. These will typically be included if time and resources permit.
Won't have (this time)
Requirements labeled as Won't have have been agreed by stakeholders as the least-critical, lowest-payback items, or not appropriate at that time. As a result, Won't have requirements are not planned into the schedule for the next delivery timebox. Won't have requirements are either dropped or reconsidered for inclusion in a later timebox. (Note: occasionally the term Would like to have is used; however, that usage is incorrect, as this last priority is clearly stating something is outside the scope of delivery).
- Employees are reacting more to unfiltered, authentic moments than perfectly designed content; Employees listen to peers rather leadership;
Storytelling is more important than ever; Messaging is more important than ever; Retention and brand awareness impact employee engagement
60% already Interact with bots; Automation should be top of mind
Learn from experts; create relationships with influencers
Employee content; Video engagement drives largest engagement
- The biggest offender for these scenarios is when the business comes up with vague objectives like “enhancing collaboration” or “automating and improving business processes” and assumes that, by using these “positive” statements, it will provide the direction necessary for technology investments like Office 365.
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Predictive Search coming to Office 365 Suite Bar - https://www.microsoft.com/en-us/microsoft-365/blog/2018/06/13/power-and-simplicity-updates-to-the-office-365-user-experience/
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- https://docs.microsoft.com/en-us/sharepoint/dev/features/hub-site/hub-site-overview
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Learn more about adding SharePoint news articles to a Microsoft Teams channel.
- https://www.youtube.com/watch?v=KD5ZgYdA8f4
- https://www.youtube.com/watch?v=KD5ZgYdA8f4