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Presented By: Richard Harbridge & Jeff Fried
Avoid Collapse! Build Your Intranet
Foundation The Right Way.
#ILTAG95 @RHarbridge @JeffFried
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Richard Harbridge
@RHarbridge
CTO & MVP | Speaker & Author
2toLead
Avoid Collapse! Build Your Intranet
Foundation The Right Way. #ILTAG95
Jeff Fried
@JeffFried
CTO & MVP | Speaker & Author
BA Insight
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DIGITALWORKPLACE
Great, we know who you are Richard,but what do you do on a daily basis?
STRATEGY…
- Intranets?
- Extranets?
- Departmental Portals?
- Project Sites & Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Process Improvement?
- Centers Of Excellence &
Technology Adoption?- And much more….
#ILTAG95
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WHAT IDO…
Great, we know who you are Jeff,but what do you do on a dailybasis?#ILTAG95
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FOUNDATIONSMATTER…
We have all seen the results of Intranets or technology solutions that didn’t have
a strong foundation failing to stand the test of time. #ILTAG95
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FOUNDATIONSMATTER…
Let’s discuss the right way to build an effective SharePoint Intranet from the
ground up so that we can all be more successful. #ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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• Look first at the neighborhood: what is the business purpose, theoverall context and constraints for your Intranet.
What kind of property is it? What’s the right ‘fit’ for your needs?
Where should it be and why are you buying it?
BEFORE YOU BUILD YOU HAVE TO
KNOWWHERE& WHY…
#ILTAG95
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The main purpose often is to improve collaboration or improve
collaborative outcomes.
COLLABORATIONIS AN ATTITUDE…
#ILTAG95
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• Every Intranet does multiple things, and too often there is adisconnect between the intranet design goals and what users want.
Every Intranet does multiple things, and too often there is a disconnect
between the intranet design goals and what users want. #ILTAG95
WHAT WILL YOU DO WITH YOUR INTRANET?
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You can better define what your Intranet needs to do via tried and tested
approaches like workshops, personae, interviews, surveys and more.
MAPPING YOURGOALS…
#ILTAG95
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• Think more broadly about the goals for your intranet.
INTRANETS AREN’TALONE…
You often need to think more broadly about the Intranet and its fit and
purpose in your digital workplace. #ILTAG95
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What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar
Landed (Now to 6 Months)
In Flight (Future)
Circling (6-24 Months+)
WHAT DOES YOURTECHNOLOGY
RADAR LOOKLIKE?
#ILTAG95
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Getting AD Integrated
Exchange MigrationOutlook & Office
Migration (Pro Plus)
Skype For Business
Intranet
Social(Yammer)
Extranet
OneDrive For Business
SharePoint For Document Management
Team SiteDeployment
Every organization’s journey is a little different, but often follow a similar
path to getting more out of Office 365. What do you need to plan for?
Mandatory
Popular
Situational
Strategic Few
Trust TheCloud
WHAT DOES YOURTECHNOLOGY
RADAR LOOKLIKE?
#ILTAG95
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While our business objectives and needs might be complex or unending
we need to start somewhere with simple achievable direction.
KEEP ITSIMPLE…
- to your business driver(s)
- based on value
- clearly and often
- in small projects
- to your infrastructure
- and adapt
AlignSupport
PublishIterateRelate
Evaluate
#ILTAG95
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Collaboration is not a technology, it’s an attitude. Culture needs to also
have a plan for improving alongside the technology and Intranet.
COLLABORATIONIS AN ATTITUDE…
#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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MAKING CHOICESANDBUILDING APLAN…
Just like when building a house we need to define our plan for the Intranet.
We need to ensure the technology foundation of our Intranet is well planned. #ILTAG95
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Technology is rarely planned in isolation, but this is especially true for SharePoint.
Your Intranet platform is meant to be used for far more than just the Intranet.
Integration Planning
Business Process Analysis & Improvement Planning
Education, Training & Adoption Planning
Enteprise Social Integration Planning
Security Planning
Site Provisioning & Review Process Planning
Search Planning
Information Architecture Planning
Project & Task Planning
Team & Group Collaboration Planning
Intranet Planning & Design
TechnologyStrategy
OneDrive For Business YammerSharePoint Online
Getting the most out of SharePoint Online requires successfully tackling key
planning activities fromthe bottom up.
Office Delve Skype For Business
THERE IS A LOTOF
PLANNING INVOLVED…
#ILTAG95
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WHY?
• Best practices
SHAREPOINT PROVIDES AGREATTECHNOLOGYFOUNDATION…
The evidence is all around us from awards to enterprise usage. 70% of
corporate intranets are developedon the SharePointplatform. #ILTAG95
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It’s a platform, an integrated suite, modern, mobile enabled, business centric,
and maximizes the impact of your Intranet investments.
WHY INTRANETSON SHAREPOINT?
#ILTAG95
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It’s a platform, an integrated suite, modern, mobile enabled, business centric,
and maximizes the impact of your Intranet investments.
WHY INTRANETSON SHAREPOINT?
• Bundled
• Broad Suite
• Pre-Integrated
• Modern
• Rapid Innovation
• Platform
#ILTAG95
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When it provides so much benefit it doesn’t come without some cost.
WHY INTRANETSON SHAREPOINT?
#ILTAG95
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There are real challenges that come with building an Intranet on SharePoint
that you should understand before you start.
WHY INTRANETSON SHAREPOINT?
• Bundled
• Broad Suite
• Pre-Integrated
• Modern
• Rapid Innovation
• Platform
▪ Bloated
▪ Confusing Collection
▪ MSFT-centric
▪ Under Construction
▪ Moving Target
▪ You fill in the gaps
#ILTAG95
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SharePoint makes iterative easier. Build Intranets in an iterative way to
deliver value faster. Agility is critical when the platform is changing.
TIMETOVALUE& NAVIGATINGCHANGE…
#ILTAG95
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We deliver more value in far less time today. It’s not unreasonable toexpect a new modern Intranet in weeks or months instead of years.
HOWLONGSHOULDITTAKE?
#ILTAG95
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So Intranets can be built faster, iteratively, and deliver more value…
How do we achieve that ourselves?
HOWCAN WE KEEP UP AND MOVEFASTER?
#ILTAG95
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Primary drive is cost and speed or time to value. In professional service costs
alone it is typicaly 40% cheaper,not including hardware,maintenance and more.
SHOULDIT BE ON SERVER OR ONLINE?
#ILTAG95
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Continually improving experiences, continuous rollout of new capabilities,
continued integration with more technologies, and much more… #ILTAG95
THE CLOUD ENABLESUS TO KEEP PACE WITH INDUSTRY TRENDS…
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GETTINGCLOSER TO THE
CLOUD WILLHELP…
It is more challenging to meet modern expectations on legacy technology.#ILTAG95
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• “Out-of-the-box” SharePoint / O365
• Add-on “Ready to Go Intranet”
• Full Custom
Configure Tailor Extend Custom
Once you determine the platform and where to run it you still need to consider
build or buyoptions. #ILTAG95
OPTIONS…
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WHATABOUT “READY TOGO” INTRANETS?
Lists 26 products
There has been an explosion of new offeringsat the same time that Microsoft
is extending its OOB Intranet capabilities. #ILTAG95
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All options require work to integrate, configure, and roll out
BUILD VS BUY CONSIDERATIONS…
OOTB(++) Buy(IIAB) Build
Developmenteffort
Keeps up with Microsoft Innovations
Feature Set Fit Exactly torequirements
Customized to existing business processes
Effort/Cost toconfigure
Testing andCompliance
Licensingcost
RegularUpdates/Upgrades
Impact on internal resources/otherprojects
#ILTAG95
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WHATSYSTEMSDO YOUNEEDTOINTEGRATE?
Another very critical area of technology planning is determiningwhat you
want to integrate, need to integrate, and how you will integrate. #ILTAG95
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61%of knowledge workers regularly access 4 or more systems to get the information
they need to do their jobs
15%regularly access 11 or more systems
Aim to get critical mass – integrate the core systems that most people depend
on into your Intranet, and then it will be an effective hub for gettingwork done.
WE LIVE IN SILOS…
36%of a typical knowledge worker’s day is spent looking for andconsolidating information spread across a variety of systems
#ILTAG95
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WHATDOES INTEGRATIONLOOKLIKE?
Make sure you understand where you need which scenarios
Common Scenarios
• Display information from external systems in UI, such as web parts, application pages, etc.
• Client/Matter dashboards
• Allow users to interact with external data in SharePoint list format
• Crawl back-end data sources so they show up in search results
• Import external data into user profiles
Make sure you understand where you need which scenarios.#ILTAG95
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• Buy vs. build for connectors? boils down to “buy”44
• Aderant
• Amazon S3
• Alfresco
• Box
• Confluence
• CuadraSTAR
• Elite / 3E
• EMC Documentum
• EMC eRoom
• Google Drive
• HP ConsolidatedArchive
(EAS, aka Zantaz)
• HPE Records Manager/HP TRIM
• IBM Connections
• IBM Content Manager
• IBM DB2
• IBM FileNet P8
• IBM Lotus Notes
• IBM WebSphere
• iManage Work
• Jive
• LegalKEY
• LexisNexis Interaction
• Lotus Notes Databases
• Microsoft Dynamics CRM
• Microsoft Exchange
• Microsoft Exchange Public Folders
• Microsoft SQL Server
• MySQL
• NetDocuments
• Neudesic The Firm Directory
• Objective
• OneDrive
• OpenText LiveLink/RM
• OpenText eDOCS DM
• Oracle Database
• Oracle WebCenter
• Oracle WebCenter Content (UCM/Stellent)
• PLC/Practical Law
• ProLaw
• Salesforce.com
• SAP ERP
• ServiceNow
• SharePoint Online
• SharePoint 2016
• SharePoint 2013
• SharePoint 2010
• SharePoint 2007
• Sitecore
• Any SQL-based CRM system
• Veeva Vault• Veritas Enterprise Vault
(Symantec eVault)
• WestKM
• Xerox DocuShare
• Yammer
Buy versus build for connectors. Often boils down to buy and then buildon it.#ILTAG95
WHAT CONNECTIONS TO RSS SHOULD YOU INCLUDE?
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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PLANFORIMPLEMENTATION…
The information architectureand functional requirementsare like our foundation
and framing plan. We detail how things will be built and providemore detail. #ILTAG95
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Your Intranet design should be about improving how people work today.
Making jobs easier, more productive, and more impactful.
HOWSHOULDOUR INTRANETBE DESIGNED?
#ILTAG95
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HOWWILL YOUMANAGEACCESS?
Mobility and access outside of the enterprise is a requirement today.#ILTAG95
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Your Intranet should be responsiveby design,but you could also enable better
experiences on mobile devices. Extending team or departmental engagement.
HOWWILL YOUENABLEMOBILITY?
#ILTAG95
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HOW SHOULD USERSNAVIGATE?
While mega menus and other innovations were implemented,navigation
was always structure based or managed. With special directory style pages. #ILTAG95
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While structured and managed navigation is still valid in today’sworld, it is also
important to improve navigation with powerful capabilities like search.
HOW SHOULD USERSNAVIGATE?
#ILTAG95
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Office365’sSharePointhome is now a more modern site directory experience.
New features like activity roll ups, and quick follow/share options are the start.
HOW SHOULD USERS NAVIGATE?
#ILTAG95
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When designing news, leadership or even events pages we can take advantage
of new and improved authoring experiences. Teamnews can be complimentary.
HOWSHOULDNEWSBE DESIGNED?
#ILTAG95
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Targetedembeddingof Yammer or your enterprise social platform in key parts
of the Intranet, and digital workplace are provided by your org and MSFT.
HOWSHOULDSOCIALBE ENABLED?
#ILTAG95
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INTRANETS…
Capabilities like bookmarking, notifications, and more help you not only
stay up to date, but follow up when a better time is available. #ILTAG95
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Search box/resultsUnified search & discovery Expertise findingDynamic content/dashboardsSearch-driven navigation Application steering Digital Assistant
HOWDOES SEARCH FIT IN?
Search isn’t just about looking for documents.#ILTAG95
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Great search is essential – and achievable – with attention
• Internet-Like Search Experience• “Search and Refine”
• Intelligent type-ahead
• Search within results
• Searching Both “for” and “within” Documents
• Finding Experts Based on Profile and Contribution
• Creating Topic-Specific Knowledge Centers
GUIDE THEUSER…
Great search is essential and achievable – with the right attention.#ILTAG95
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QUICKLYFIND THE RIGHTEXPERTS…
Finding the right experts is an important scenario in any legal Intranet.#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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Having a great foundation and plan means you can be successful.
Once it’s built we still need people to move in and take ownership.
YOU‘RE NOT DONE YET…
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We need to invest in key areas to enable and accelerate adoption. We can’t do
it alone and need to have the right foundation of structure and support.
eGovernanc Policies & Guidance
#ILTAG95
PLANNING FOR ADOPTION…
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Even in a mid-size firm, don’t leave the Intranet to just IT
Create a Cross-Functional Project Team
Within the core team:▪ Varied perspectives▪ Access to broader range of skills▪ Greater buy-in across
departments & practices
+ Project is more enjoyable
Beyond the core team:Wider network of people involved
▪ Contributing content▪ Working on usage + policies▪ Marketing, Communications▪ Launch advocates
→Project is more successful
#ILTAG95
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EVALUATE YOUR POLICYAND
GUIDANCEREADINESS…
Thereare many policies and guidance materials that should exist and be in use
for your Intranet or a modern digital workplace strategy to be effective. #ILTAG95
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Adoption Campaigns
PLANNING FOR ADOPTION…
We need to invest in key areas to enable and accelerate adoption.
Committing to a clear plan and meaningful activity is important. #ILTAG95
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PLAN ANDEXECUTE CAMPAIGNS…
Developing a roadmap for adoptionwhere we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns! #ILTAG95
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When each day’sYammer tip is posted by a member of the tip team it ensures
that these tips come from differentusers which gets more people involved. #ILTAG95
PLANNING FOR ADOPTION…
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Tips drive users to take action, should be themed, should be pre-writtenbefore
the start of the campaign, and should relate to challenges/contests.
PLANNING FOR ADOPTION…
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Developing a roadmap for adoptionwhere we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns! #ILTAG95
PLANNING FOR ADOPTION…
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The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value).
Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)
#ILTAG95
PLANNING FOR ADOPTION…
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Developing a roadmap for adoptionwhere we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns!
Understanding
#ILTAG95
PLANNING FOR ADOPTION…
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Since you are already doing a time boxed campaign consider providing targeted training sessions that are hands on and participatory. Even if you are performing training remotely if the group is small enough you can create exercises and track completion. #ILTAG95
PLANNING FOR ADOPTION…
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Developing a roadmap for adoptionwhere we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns! #ILTAG95
PLANNING FOR ADOPTION…
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PLANNING FORCOMMUNICATION…
Define a comprehensive communication plan along with the messaging for key
Email, Intranet posts, Yammer posts or communication for the campaign. #ILTAG95
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@RHARBRIDGE
DOWNLOAD THEDRIVINGOFFICE 365 ADOPTION&USAGEWHITEPAPER!
Want more information on how to build effective campaigns for Intranet
adoption? Check out this extensive whitepaper at Office365Campaigns.com. #ILTAG95
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PLAN ANDEXECUTE CAMPAIGNS…
Developing a roadmap for adoptionwhere we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns! #ILTAG95
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Having a campaign over a duration of days enables greater measurement,
clearer accountability, and simplifies the coordination and commitment needed.
Baseline Measure Impact Measure Continued Impact
#ILTAG95
PLANNING FOR ADOPTION…
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It doesn’tneed to be really difficult. Start with defining the high-level value.
MEASUREMENTMATTERS…
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http://Office365Metrics.comcontains guidance on ways to measure Office 365
& samples of common business impacts it can drive.
WHAT ISA
BUSINESSIMPACT?
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It doesn’t need to be really difficult. Create actionable measurementsbased on
specific andachievable benefits.
MEASUREMENTMATTERS…
#ILTAG95
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Benefit Overview
Benefit ID OH-B6
Benefit Title Improved Employee Engagement For Leadership Communication
Benefit Owner [Removed From Sample]
Benefit Description Yammer and our news engine offer a direct channel for Leadership/Employee interaction. Use this opportunity to help company
executives gather insight into employee feedback or to stimulate conversation between them.
Related Business
Impacts
Improved Employee Engagement, Improved Leadership Engagement
Solution Tool Yammer
Measurement
Technique
Manual import of analytics data from news provided by the analytics solution and Yammer post/conversation analysis either
manually accomplished or based on the yammer analytics solution (based on exported conversations).
Metric(s) Per leader metrics would be the preference while an aggregate can provide averages and broader measurement of progress.
Number of articles from company leadership correlated with the number of views, employee responses, likes and likes.
Number of Yammer posts from company leadership and the number of employee responses per leadership post in Yammer.
Baseline
Measurement
[Removed From Sample]
Target [Removed From Sample]
Determine trailing baseline then determine company goal…
Supporting Activities 1. Provide employee Yammer access – desktop and/or mobile
2. Organize leadership Yammer-driven Question and Answer sessions
3. Encourage employee participation through Adoption Campaigns
4. Assign resources to monitor and facilitate the Question and Answer sessions
Define benefits that can be realized with simple analysis and initiatives, helping
drivebusiness improvement faster w/ minimized additional investment.
HOWDO YOUPROFILE ABENEFIT?
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ID Benefit May 2017
Mark Complete once Evaluation is Complete, Analysis is Complete, and Results are Escalated to Appropriate Channels
Jun 2017 Jul 2017 Aug 2017 Sep 2017 Oct 2017 Nov 2017 Dec 2017 Jan 2018 Feb 2018 Mar 2018
ID Benefit Benefit Owner(s) Measurement
Activities
Key Metrics Time
Horizon
Frequency of
Analysis
Suggested Inferences Suggested Actions
This isn’t a new conceptand there are lots of examples of benefits realization
across the industry. The important thing is to actually track these!
DEFINE ABENEFITS REALIZATIONPLAN
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Youwon’t have everything you need OOTB,but it’s a great platform and start.
Youhave the foundation, but needexperts or tools to get the most out of it.
ABILITY TO MEASUREIS ALSOIMPORTANT
#ILTAG95
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@RHARBRIDGE
DOWNLOADTHEMEASURING THEBUSINESSIMPACT OF OFFICE365WHITEPAPER!
It goes into much greater depth and can be found at Office365Metrics.com.#ILTAG95
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WHATWE WILL TALKABOUT TODAY…
1. Aligning With Business Needs
2. Setting An Effective Technology Strategy
3. Getting Key Intranet Elements Right
4. Ensure Ongoing Intranet Success
#ILTAG95
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REACH OUTTOUS! | WE ARE SUPERFRIENDLY!
Connectwith us on Twitter at: @RHarbridge & @JeffFried, or on LinkedIn.
Email us at [email protected] and [email protected].
THANK YOU!
#ILTAG95