Maximising Your Platform Investment BUSINESS AGILITY
Activity and timings Approach and Planning Office 365 Setting up for success Overview of an ever changing 13:30-14:00 landscape 10:30-11:30 Help & Support Intranets How can Business Agility help you Principles, practices and applications 14:00-14:15 11:30-12:45 Summary Document Management Overview and final questions Principles, practices and applications 14:15-14:30 12:45-13:00 Process Automation Break out Sessions Gaining efficiency and reducing risk Individual queries and help sessions 13:00-13:30 14:30 ~
What does Office 365 have on offer? Office Applications Sway Subscription based services • • Skype for Business T eams • • Exchange Groups Office Applications • • • Skype OneDrive Forms • • • Exchange • SharePoint Stream • • OneDrive • Yammer Planner • • SharePoint • Video PowerApps • • Yammer • Office Graph & Delve Flow • • Video • Power BI StaffHub • • Office Graph & Delve • Power BI •
What is Office 365?
Traditional Office T ools
SharePoint
Portals
Portals Portals Pre-defined, mobile ready, familiar design and O365 aware (i.e. uses Office Graph) Delve – the “People Portal” • Sway - Storyboarding • Stream – video streaming • T eams – Communication Portal • Forms – Survey Portal •
Portals Portals Pre-defined, mobile ready, familiar design and O365 aware (i.e. uses Office Graph) Delve – the “People Portal” • Sway - Storyboarding • Stream – video streaming • T eams – Communication Portal • Forms – Survey Portal •
Collaboration Portals
Collaboration Portals T eams Communication Portal • Organized in channels • Calendar for meetings • OneDrive for storage • Invite or Discover • Can Share Externally • Can copy existing T eam •
Collaboration Portals The down side Generic Structure • T eams - No Private Channels • No document control • No governance •
Where is Office 365 being used?
How can Office 365 help my business?
How can Office 365 help my business?
How can Office 365 help my business?
What is SharePoint? Platform Feature-rich Feature-rich framework on which to build • business applications Provides a highly flexible canvas where • Scalable Loosely Coupled key functionality can be configured to meet specific business needs SharePoint as a solution can be as much • Flexible or as little as you need or want it to be Canvas
How can Office 365 help my business? Enterprise Content Features Management Intranet Collaboration Intranet • Collaboration • Workflows • Business Search Document Management • Intelligence Enterprise Content Management • Business Intelligence • Workflows Search • Document Social Computing • Management Social Computing
How can Office 365 help my business? Features Intranet Intranet • Collaboration • Workflows • Document Management • Enterprise Content Management • Business Intelligence • Document Search Workflows • Management Social Computing •
How is SharePoint being used? Intranets Aims • Considerations • Real Estate & Presentation • Content • Aggregation •
How is SharePoint being used? • Share Knowledge Intranets • Reinforce key messages • Engage with other employees Aims • Considerations • • Find information and people Real Estate & Presentation • • On any device, anywhere Content • Aggregation •
How is SharePoint being used? How are you going to: Intranets • Increased communications • Increased collaboration Aims • Conside idera ration ions • • Increased efficiency Real Estate & Presentation • • Engaged employees Content • • Reduce risk Aggregation •
How is SharePoint being used? Intranets Aims • Considerations • Real l Estate ate & Presentat ation ion • Content • Aggregation •
How is SharePoint being used? Considerations Intranets Banners • News • Aims • Images • Considerations • Real l Estate ate & Presentat ation ion • Content • Aggregation • Consider how we • consume and find information outside of work….that’s the goal!
How is SharePoint being used? Intranets Aims • Considerations • Real Estate & Presentation • Content • Aggregation •
How is SharePoint being used? Admin View Intranets Where does it live • Who owns it • Aims • Is it approved • Considerations • Real Estate & Presentation How is it surfaced • • Content • Aggregation • End User View Is it relevant • Is it personal to me • How can I feedback •
How is SharePoint being used? Intranets A smarter way of thinking Aims • Considerations • Real Estate & Presentation • Content • Aggregation ion •
Traditional Intranets Home Page HR Finance Comms Operations IT
Issues • Lack of visibility • No automation • Information may be out of date by the time it is published
Content Management! Home Page HR Finance Comms Operations IT Title Policy Changes for Pensions New policy changes come into effect from 23 rd September for all Subject employees based in Manchester Image Title Newsworthy? Subject
Content Surfacing Home Page HR Finance Comms Operations IT
Automated Aggregation of Content Home Page HR Finance Comms Operations IT Create Retire Submit Surface Approve
How is SharePoint being used? Intranet Demo Intranets Aims • Considerations • Real Estate & Presentation • Content • Aggregation •
Summary • Intranets shouldn’t need a gatekeeper • Aggregation of content should be automated and easy • Content can be anything – news, documents, announcements, video, warnings etc. etc. etc.
How is SharePoint being used? Document Management Information Architecture
How is SharePoint being used? Information Architecture Document Management If you don’t adequately describe something how can you expect to: Information Architecture Core Principles • Find it Identification • • Present it Description • • Manage it Management • Presentation • • Classify it • Audit it • Destroy it
How is SharePoint being used? What is s a do docu cume ment nt? Document Management “ A piece of written matter that provides information or evidence, or that serves as an official record” Information Architecture Core Principles Traditional – word, pdf, excel, scanned • Identificat fication ion • Less Traditional - mov, mp3, mp4 • Description • Web Content – news, announcement, article, KB • Management • Web Page – multiple types in a single container Presentation • • Regardle dless s of form or type pe, , you should d manage age the classi ssificat fication ion, , lifecycle cycle and ultimate mate destruct uction ion of e ever ery y document. ment.
How is SharePoint being used? Metadata should be: Document Management • Minimal • Mandatory? Information Architecture Core Principles • Make sense Identification • Descri cription ion • Subject Management • Presentation • Author Status
How is SharePoint being used? Content Types • Document Management Workflows • Information Management Policies • Information Architecture Core Principles Identification • Description • Managem emen ent • Presentation •
How is SharePoint being used? Document Preview • Document Management Search results • Views • Information Architecture Core Principles Identification • Description • Management • Presentati ation on •
How is SharePoint being used? Document Management Document Management Demo Information Architecture Core Principles Identification • Description • Management • Presentation •
Summary • Information Architecture will drive your Document Management • Use Metadata to define your data • Use Search to surface your data • Use Expiry Dates to manage old data
How is SharePoint being used? Business Process Automation Identifying • T ools • Obvious BPA • Considerations •
How is SharePoint being used? What needs automating • Business Process Automation Who will be involved in the workflow • When will the workflow run • Identifyin ing • T ools • Obvious BPA • Considerations •
How is SharePoint being used? OOB • Business Process Automation SPD • Nintex, K2 • Identifying • Tools • Obvious BPA • Considerations •
How is SharePoint being used? Approval – timesheets, holiday, contracts, documents • Business Process Automation Booking – kit, rooms, vehicles • People – training, on-boarding, off-boarding • Identifying • Creating – documents, tasks, contracts, newsletters • T ools • Obvious BPA • Considerations •
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