Maximising Your Platform Investment BUSINESS AGILITY Activity and - - PowerPoint PPT Presentation

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Maximising Your Platform Investment BUSINESS AGILITY Activity and - - PowerPoint PPT Presentation

Dec 11, 2023 326 likes •885 views

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

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Maximising Your Platform Investment

BUSINESS AGILITY

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SLIDE 2

Activity and timings

Office 365 Overview of an ever changing landscape 10:30-11:30 Intranets Principles, practices and applications 11:30-12:45 Document Management Principles, practices and applications 12:45-13:00 Process Automation Gaining efficiency and reducing risk 13:00-13:30 Help & Support How can Business Agility help you 14:00-14:15 Approach and Planning Setting up for success 13:30-14:00 Summary Overview and final questions 14:15-14:30 Break out Sessions Individual queries and help sessions 14:30 ~

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SLIDE 3

What does Office 365 have on offer?

Subscription based services

  • Office Applications
  • Skype
  • Exchange
  • OneDrive
  • SharePoint
  • Yammer
  • Video
  • Office Graph & Delve
  • Power BI
  • Sway
  • T

eams

  • Groups
  • Forms
  • Stream
  • Planner
  • PowerApps
  • Flow
  • StaffHub
  • Office Applications
  • Skype for Business
  • Exchange
  • OneDrive
  • SharePoint
  • Yammer
  • Video
  • Office Graph & Delve
  • Power BI
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SLIDE 4

What is Office 365?

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SLIDE 5

Traditional Office T

  • ols
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SLIDE 6

SharePoint

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SLIDE 7

Portals

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SLIDE 8

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
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SLIDE 9

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
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SLIDE 10

Collaboration Portals

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SLIDE 11

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

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SLIDE 12

Collaboration Portals

The down side

  • Generic Structure
  • T

eams - No Private Channels

  • No document control
  • No governance
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SLIDE 13

Where is Office 365 being used?

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SLIDE 14

How can Office 365 help my business?

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SLIDE 15

How can Office 365 help my business?

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SLIDE 16

How can Office 365 help my business?

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What is SharePoint?

Feature-rich Loosely Coupled Flexible Canvas Scalable

Platform

  • Feature-rich framework on which to build

business applications

  • Provides a highly flexible canvas where

key functionality can be configured to meet specific business needs

  • SharePoint as a solution can be as much
  • r as little as you need or want it to be
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How can Office 365 help my business?

Features

  • Intranet
  • Collaboration
  • Workflows
  • Document Management
  • Enterprise Content Management
  • Business Intelligence
  • Search
  • Social Computing

Intranet Collaboration Workflows Document Management Enterprise Content Management Business Intelligence Search Social Computing

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SLIDE 19

How can Office 365 help my business?

Features

  • Intranet
  • Collaboration
  • Workflows
  • Document Management
  • Enterprise Content Management
  • Business Intelligence
  • Search
  • Social Computing

Intranet Workflows Document Management

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SLIDE 20

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation
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SLIDE 21

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation
  • Share Knowledge
  • Reinforce key messages
  • Engage with other employees
  • Find information and people
  • On any device, anywhere
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SLIDE 22

How is SharePoint being used?

Intranets

  • Aims
  • Conside

idera ration ions

  • Real Estate & Presentation
  • Content
  • Aggregation

How are you going to:

  • Increased communications
  • Increased collaboration
  • Increased efficiency
  • Engaged employees
  • Reduce risk
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SLIDE 23

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real

l Estate ate & Presentat ation ion

  • Content
  • Aggregation
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SLIDE 24

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real

l Estate ate & Presentat ation ion

  • Content
  • Aggregation

Considerations

  • Banners
  • News
  • Images
  • Consider how we

consume and find information outside of work….that’s the goal!

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SLIDE 25

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation
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SLIDE 26

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation

Admin View

  • Where does it live
  • Who owns it
  • Is it approved
  • How is it surfaced

End User View

  • Is it relevant
  • Is it personal to me
  • How can I feedback
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SLIDE 27

How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation

ion

A smarter way of thinking

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Traditional Intranets

Home Page HR Finance Comms Operations IT

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SLIDE 29

Issues

  • Lack of visibility
  • No automation
  • Information may be out of date by the time it is published
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Content Management!

Home Page HR Finance Comms Operations IT

Title Subject Image Newsworthy? Policy Changes for Pensions New policy changes come into effect from 23rd September for all employees based in Manchester Title Subject

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SLIDE 31

Content Surfacing

Home Page HR Finance Comms Operations IT

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Automated Aggregation of Content

Home Page HR Finance Comms Operations IT

Create Submit Approve Surface Retire

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How is SharePoint being used?

Intranets

  • Aims
  • Considerations
  • Real Estate & Presentation
  • Content
  • Aggregation

Intranet Demo

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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.
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How is SharePoint being used?

Document Management

Information Architecture

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How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identification
  • Description
  • Management
  • Presentation

Information Architecture

If you don’t adequately describe something how can you expect to:

  • Find it
  • Present it
  • Manage it
  • Classify it
  • Audit it
  • Destroy it
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How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identificat

fication ion

  • Description
  • Management
  • Presentation

What is s a do docu cume ment nt?

“ A piece of written matter that provides information or evidence,

  • r that serves as an official record”
  • Traditional – word, pdf, excel, scanned
  • Less Traditional - mov, mp3, mp4
  • Web Content – news, announcement, article, KB
  • Web Page – multiple types in a single container

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.

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How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identification
  • Descri

cription ion

  • Management
  • Presentation

Metadata should be:

  • Minimal
  • Mandatory?
  • Make sense

Subject Author Status

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How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identification
  • Description
  • Managem

emen ent

  • Presentation
  • Content Types
  • Workflows
  • Information Management Policies
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How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identification
  • Description
  • Management
  • Presentati

ation

  • n
  • Document Preview
  • Search results
  • Views
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SLIDE 41

How is SharePoint being used?

Document Management

Information Architecture Core Principles

  • Identification
  • Description
  • Management
  • Presentation

Document Management Demo

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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
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How is SharePoint being used?

Business Process Automation

  • Identifying
  • T
  • ols
  • Obvious BPA
  • Considerations
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SLIDE 44

How is SharePoint being used?

Business Process Automation

  • Identifyin

ing

  • T
  • ols
  • Obvious BPA
  • Considerations
  • What needs automating
  • Who will be involved in the workflow
  • When will the workflow run
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How is SharePoint being used?

Business Process Automation

  • Identifying
  • Tools
  • Obvious BPA
  • Considerations
  • OOB
  • SPD
  • Nintex, K2
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How is SharePoint being used?

Business Process Automation

  • Identifying
  • T
  • ols
  • Obvious BPA
  • Considerations
  • Approval – timesheets, holiday, contracts, documents
  • Booking – kit, rooms, vehicles
  • People – training, on-boarding, off-boarding
  • Creating – documents, tasks, contracts, newsletters
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SLIDE 47

How is SharePoint being used?

Business Process Automation

  • Identifying
  • T
  • ols
  • Obvious BPA
  • Conside

idera ration ions

  • What will your people respond to?
  • T

ask

  • Email
  • Calendars
  • Group email
  • Escalation
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SLIDE 48

How is SharePoint being used?

Business Process Automation

  • Identifying
  • T
  • ols
  • Obvious BPA
  • Considerations

Business Process Automation Demo

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Summary

  • Diagram the process
  • Use groups so emails don’t get “lost”
  • Workflows will help ensure your company’s compliance
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Common Mistakes

Avoid them!

  • Lack of Planning
  • Features are not solutions
  • ROI not clarified
  • Big Bang Approach
  • Fire and Forget
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"Where do we go from here?"

Roadmap

  • Identify business objectives
  • Involve primary stakeholders
  • Determine success criteria
  • Agree a governance plan
  • Plan for:
  • Design
  • Change
  • Support
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How we can help

Expertise

  • SP Since 2001
  • SharePoint, .NET, CRM, Exchange, AD,

Azure, Dynamics

  • SQL Server, SSRS, SSIS, SSAS
  • MCP’s MCSE MCSD
  • Prince2, ITIL
  • MS Gold Partner
  • Strategy, Planning & Business Analysis
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How we can help

Experience

  • Solving business problems
  • Identify quick wins
  • Avoid pitfalls
  • Trusted advisor
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How we can help

Flexible Approach

  • Reduce Risk
  • Knowledge Transfer
  • Support
  • Reviews
  • Partnership
  • Enablers

First Step Art of the Possible Stage 1 Requirements Capture Checkpoint 1 Stage 2 Detailed Design Checkpoint 2 Stage 3 Build, Test and Go Live Stage 4 Support

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Thanks you!

  • Any Questions?