dynamic intranet with sharepoint online
Post on 15-Apr-2017
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Building a dynamic intranet with SharePoint online – the planning process+ Intranet content Chandima Kulathilake
Chandima Kulathilake – Solution Architect Over 15 years in the IT/SharePoint space in planning,
architecture, deployment and operational models. From Wellington, New Zealand, now based in
Amsterdam & A Coruña, Galicia for this year.
What we will talk about..An Intranet on SharePoint online
Intranet evolutions What is the planning process?
– What are the options? – What can be done?
Content management and ongoing operations– Published content– Dynamic content
Intranet – we all know what it is?An internal website that helps
employees to get work done
Which was…SharePoint online?
What has actually changed?We are told by strategists,
consultants and intranet experts that intranet’s now must be: Work on any device and have a
responsive design Have social tools Be part of a Digital workplace or is
replaced by one?
The Digital Workplace concept It’s another trend that we have to all
be aware of Or is it just what we already have?
From Jane McConnell -
http://www.digital-workplace-trends.com/the-digital-workplace-framework/digital-workplace-a-new-definition/
SharePoint online is a digital workplace
Delve
Yammer
Team Sites
Published Pages
(Intranet)
Let’s look at some stats
Average Years Spent Creating Intranets: 2001–2015. Since 2001, intranet teams have spent an average of
3.2 years (38.3 months) creating their winning designs. Like last year, this year’s winners took less than 1.5
years (17.3 months) to create their designs. – Nielsen Norman Group
Average of 3.2 years
overall
Last year 1.5 years
Common Intranet issues…Access only to some informationUneven ‘ownership’ of content or
why, when, how these are updated.Low user engagement and
ownershipNot able to find/discover information
which is needed by usersOut of date information resulting in
users not using the Intranet
When I grow up I want to be..
Information is open and freely available to users unless genuine reasons of confidentiality or
commercial sensitivity are identified for limiting access.
All users can create, store and share information so that it can be found by other users as quickly as possible, and at any time in the future, therefore taking advantage of the expertise, experience and knowledge gained by past and current users of the
company
Typical themesEmpower staffDistributed content contributionAccess to communities of
conversationsCapture and build ideasEngage internally and externally
Or simply say..
“Our intranet is the gateway to access information, contribute, share
ideas and interact with each other”
Delve
Yammer
Team Sites
Published Pages
(Intranet)
How do we plan for an Intranet on SharePoint online?Technical team
The Foundation Pilot, review, advise
Business team Requirements, stakeholder engagement Content planning
Your end users They are the key to success…
The Big Picture
SharePoint Infrastructure
SharePoint Features & Functions
Web Publish
Templates &
Widgets
UX
Information Architecture & Visual Design
Custom Brand Layer
Search
UX
Document
Publishing
UX
Calendar, tasks, etc
UX
Operations
Governance
Governance &
Operations
Organisational
Capability
Style & Brand
Management
Style & Content
Guidelines
Training & Support
Framework
Guidelines &
Operational Model
Guidelines &
Operational Model
Business owners education &
supportContent audit planning & support
Content Migration planning &
support
Comms & adoption planning &
support
INTRANETBusiness ownership &
collaboration
Design agency collaboration &
branding
Common branding and visual
elements
Common web
publishing elements
Solution Spec,
Wireframes,
Annotated Sitemap,
Project Plan, …
Simple viewInformation
Architecture
Interaction/Visual
Design
1. Discover
Initial Setup and Build
Working Solution
Weekly Releases
Functional
Testing
Technical
Testing
Deployment and
Operations Plan
Review
Metrics
Ongoing Improvements
Training
Identify Content Owners & Requirements
Training & Operations Planning
Discuss Governance & Operational Process
Content Creation and Migration
Review Content Ownership
2. Implement 3. Test 4. Deploy 5. Adoption
The Foundation for Office365 Intranet is about your users
How will they access it?
SharePoint online (Office365)Pick the right Plan Be aware of the release roadmap
when planning to use featureshttp://roadmap.office.com/
Pick the right option
https://products.office.com/en-us/business/compare-more-office-365-for-business-plans
Release road mapCompared to previous times
releases to SharePoint (online) is rapid 2007 > 2010 > 2013 was predictable
and was a few years between each cycle
With Office365 which includes SharePoint online it’s much more frequent
Intranet = Branding?To brand or not to brand
The challenge
http://www.sharepointnutsandbolts.com/2015/01/custom-master-pages-and-web-templates-in-office-365--thoughts.html
What options do we have?Weigh the cost of custom vs what
can be achieved with what’s provided
Chances are most of the requirements can be met – but will need special attention (configuration and or development)
Go see : “Deep dive into safe SharePoint Server/Online branding using repeatable patterns and practices” @ 3:15pm
Custom Look and FeelBranding – Design Heavy Intranet
Use a Composed Look/theme/alternate CSS file for look and feel
JavaScript injection to add custom page components/controls
Remote provisioning http://dev.office.com/patterns-and-
practices
Simple is better
Using wireframesCheck functionality vs design trade
offs
Two partsContent creationContent consumption
RecapAn Intranet on SharePoint online
What is the planning process?– What are the options? – What can be done?
Content management and ongoing operations– Published content– Dynamic content
Managing contentPublished vs dynamic content
Lead – don’t manage Educate > Monitor > Assist Video is more effective than tutorials
PitfallsMove old content to new structureStart the content plan midway
through your implementation Start early – learn what works what
doesn’t Include the people who create/edit
content from day 0 80% of intranet release delays are due
to content not being ready!
Social ContentYammer – groups and discussionsDelve – insights and connections
This is still an area we are not 100% sure what to do
with.. It’s an evolving concept, don’t try to put
restrictions on users if they want to use these features
SummaryEvaluate requirements•
Identify SharePoint online plan (E2 vs E3)
•Establish Identity integration project > process
•Establish proof of concept tenant or site collection
•Establish a release schedule/show and tell
Identify core requirements•
Create functional wireframes - discuss function over design
•Branding guidelines and requirements/approach
•Setup IA structure (sub sites etc)
•Test content creation within structure
Start content audit and ownership requirements early
(Establish clear rules for dynamic vs periodic content)
•Publishing guidelines
•Update schedules
Thank you for attending!
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