information strategy with o365 in mind
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Jeff FriedCTO, BA Insight
SPSCTOctober 2015
Information Strategywith O365 in Mind
2
Strategy:Often mentioned,Seldom practiced
This session will show you how to craft an effective information strategy and steer your path to the cloud
Your Speaker – about Jeff Fried
Focused on Search and
SharePoint since 2004
Longtime Search Nerd• CTO, BA Insight• Senior PM,
Microsoft• VP, FAST• SVP, LingoMotors
Passionate About• Search• SharePoint• Information Management • Information Strategy
Keep it simpleAlign SupportPublishIterateRelateEvaluate
- to your business driver(s)- based on value- clearly and often- in small projects- to your infrastructure- and adapt
ASPIRE
Align - to your business driver(s) Three fundamental business drivers
Operational ExcellenceProduct LeadershipCustomer Intimacy
Identify your business driver and align to it
OutlineExample: creating a search strategy and plan
Recipe for crafting an information strategy
Strategy in action: case studies
Opportunity: using the new world of Office 365 to improve your strategy
Low adoption Project failures Frustration and chaos Inefficiency / loss of productivity Compliance breaches and penalties Errors and misinformed decisions Lack of agility / missed opportunities Competitive losses
Impact of ineffective information strategy Lack of strategic plans on what to use (SharePoint) for was
given as 2nd biggest issue with adoption of SharePoint, following only lack of expertise to maximize its usefulness (46%)1
1 – The SharePoint Puzzle – adding the missing pieces - AIIM 2012
Laggards employing 1,000 knowledge workers waste over
annually unsuccessfully searching for information2
$5.7M
2 – Unlock the Hidden Value of Information - IDC 2015
Higher project success & adoption Better resilience to change Higher Productivity & Efficiency Lower legal and compliance risk & cost Better decision making Higher Agility Competitive Advantage
Benefits of effective information strategy
1 – Unlock the Hidden Value of Information - IDC 2015
Leaders are
more likely than others to experience benefits that exceed
their expectations
5X
The role of IT is changing
Driving your information strategy can be an exciting opportunity
Hybrid
CloudApps
2003
20072010
20132016
I often hear these concerns:I’m in IT. Will the business listen to me?Our data is all over the place!How can I quantify the value?Will a strategy really stop the chaos?Moving to the cloud is overwhelming!I can’t change the culture by myselfHow will I fit this in? I have a day job you know…
Keep this as part of YOUR attitude Acknowledge that information can be a
nuisance or a liability Three common attitudes
Information as a utility Information as an enabler Information as a driver
Mindset: Information is an asset
Recipe for crafting a strategy and applying it
Align Support Publish Iterate Relate Evaluate
Align - to your business driver(s) Three fundamental business drivers
Operational Excellence Product Leadership Customer Intimacy
Three common attitudes Information as a utility Information as an enabler Information as a driver
Identify what is in place and align to it
Start with Vision and Values
Build on the alignment you have established
Establish quantified wins Use different categories
of information value Nuisance Compliance Operational Growth
Support - based on value
Two modes of operation
The value systems, skills and methods used in each of these modes are quite different
Prepare to be Schizophrenic
Gartner predicts ”by 2017, 75% of IT organizations will have a bimodal capability. Half will make a mess.”
FAST SAFE
Start with the business driver(s) Describe strategy as projects, not policies
Use patterns Use sub-strategies
Publish - clearly and often
Before Digital File Shares SharePoint
COMMUNICATE SIMPLY:
Versioning, centralization, metadata and more help us organize content…
Strategy is more vision than analysis
“Visible wins” come in project form
Expect priorities to change Don’t bite off “all your data”
Iterate - in small projects
Do a Content Inventory
Strategy is “just” a framework
Test: can you see all these building blocks?
Market/Evangelize continually
Relate - to your infrastructure
BRK2130 - Ernst & Young: Microsoft SharePoint Server 2013 Search Adoption – Thursday 10:45-noon
Keep metrics simple
Update the plan
Remember to use common language
Evaluate - and adapt
Use ASPIRE as a simple recipe for your strategy
Align Support Publish Iterate Relate Evaluate
Example: creating a search strategy and plan
The majority of information is unstructured
I need a 360° viewOur information is dynamic,
but my reports are staticI don’t want to
find documents, I want to discover new information
Business RequirementsContent Systems
A Recipe for Improving your Search
Connect to Authoritative SourcesDevelop a list, prioritize, and iterateMetaTag and Classify ContentUse metadata for governance, findability, and workflow
User ExperienceUnderstand and focus on users
Effective Strategy and PlanIncorporate your business drivers
Connecting strategy to projects
Example: the Challenge
Users searching for content couldn’t connect the dots, were missing the context and only found
incomplete content sets
No document
found
Incomplete document
sets
Inconsistent filing & metadata
Consolidate into 2 Cloud + 3 on-premises repositories
Connect to create a unified view
Standardize with metadata
Example: iterative solution
BA Insight Software PortfolioContent Connectivity - Secure connectors and federation to a wide variety of content systems, enabling unified views of all knowledge assets.
Content Classification - Auto-tagging, metadata generation, and text analytics to increase findability.
User Experience Applications - Smart Previews and User-Generated InfoSites help users find the right information faster for improved productivity.
Visit booth # 509 in the SharePoint area
Pattern 1: Bridge across data silos
of knowledge workers regularly access 4 or more systems to get the information they need to do their jobs
61%
regularly access 11 or more systems
of a typical knowledge worker’s day is spent looking for and consolidation information
spread across a variety of systems
36%
15%
Pay attention to information architecture
Add machine generated metadata
Bridge across structured and unstructured data
BUT don’t go overboard
Pattern 2: Add Structure
36
Strategy in action: case studies
Information Management Strategy is an established discipline Gartner
information strategy cookbook, information strategy reports Information Management
strategy and governance section, information management strategy library
Mike2.0 “Open source methodology”, Enterprise Information Management
Strategy solution AIIM
Information governance resource center Many consulting firms and practices
Classic stages of strategy formulation
IntuitiveThinking
Long-Range
Planning
Operational
Planning
Information Strategy Development is not a linear process
10 year framework
Focused on improving information access
Publicized case studies supporting the power of information
Example: UK Department of Health
https://www.gov.uk/government/news/information-strategy-to-give-people-more-control-over-their-care
A good strategy doesn’t need to be a huge document
Short information strategy document Focused on future vision, current state, and
gaps Multiple asset classes
Example: Major Financial Services Firm
Courtesy of Gartner
Use ASPIRE as a checklist for your strategy
Align Support Publish Iterate Relate Evaluate
Opportunity: using the new world of Office 365 to improve your strategy
So….I don’t need a strategy, right?
It’s SaaS. I don’t have to run it.
Chart courtesy of xkcd
What is the same: Mindset & Approach Frameworks About people more than
technology Patterns of Infrastructure
choices
More volume, varietyFaster velocity, cycle
time New Models, new threats
Higher user expectations
Less control More choice
What is different:
You are already in the cloud
You already have less control
(and maybe more risk)
The rules are changing More business stakeholders bypassing IT and
directly pursuing cloud services, without consideration to governance
More options for working with unstructured content
New business demands coming at short notice - information management infrastructure has to be more flexible
Availability of cloud-based management tools
Recommended read:
MINDSET: Information is an Asset
Volume Variety
Velocity Value
DelvePowerBI Yammer
Next-Gen Portals Office Graph API … more, faster
How can you take advantage of cloud-first/cloud-only experiences – is this part of the strategy?
Strategies for adopting Hybrid SharePoint
Migrate
Move everything to the cloud
at your own pace
Co-Exist
Maintain a hybrid model
Keep using On-Premises systems & customizations;
mix according to need
KCTCS (background)
ON ANY DEVICE…By 2015 at least 60% of information workers will interact with content applications via a mobile device - Gartner
OutlineExample: creating a search strategy and plan
Recipe for crafting an information strategy
Strategy in action: case studies
Opportunity: using the new world of Office 365 to improve your strategy
What’s your SharePoint Journey?
Courtesy of Eric Riz
Identify your business driver(s) Give yourself a quick test:
can you see all the “building blocks” in your environment? can you relate them to your business driver(s)?
Plan a content audit Dream and brainstorm about your “future
state”
What you can do right away
Use IGNITE to sparkyour strategy discussionin “the new world”
Remember to ASPIREAlign SupportPublishIterateRelateEvaluate
- to your business driver(s)- based on value- clearly and often- in small projects- to your infrastructure- and adapt
Contact:Jeff.Fried@BAinsight.com
www.BAinsight.com
Questions?
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