What Makes A World Class Microsoft 365 Intranet & Digital Workplace - Workshop

2021 In-Person Events: M365Conf.comSPRING: Orlando, FL June 8–10, 2021 FALL: Las Vegas, NV Dec 7–9, 2021
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MICROSOFT 365 COLLABORATION CONFERENCE VIRTUAL EVENT
WHAT MAKES A WORLD CLASS MICROSOFT 365 INTRANET & DIGITAL WORKPLACE?
Richard Harbridge
Chief Technology Officer
@RHarbridge or Richard@2toLead.com

WE WANT TO BE
BETTER THAN
AVERAGE…
Many orgs are successful, but what about those really successful cases?

@RHarbridge
RICHARD
HARBRIDGE
My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

DOWNLOAD OUR 100+ PAGE
WHITEPAPER ON INTRANETS
WITH OFFICE 365
It goes into much greater depth and can be found at Office365Intranets.com
BIG update coming in January, 2020! 

WHAT WE ARE GOING TO COVER TODAY.
OBJECTIVES, ROADMAPS & THINKING BEYOND LAUNCH
PRODUCTIVE, NAVIGABLE, & MODERN DESIGN
BREAK
SIMPLIFIED, INTEGRATED & PERSONALIZED DESIGN
BREAK
RESPONSIBLE, MANAGABLE & ADOPTABLE DESIGN
Q&A / NEXT STEPS
1:00pm - 1:50pm
1:50pm – 2:30pm
2:30pm - 2:40pm
2:40pm – 3:40pm
3:40pm - 3:50pm
3:50pm - 4:45pm
4:45pm – 5:00pm

DO DECISION MAKERS EVER AGREE?
This can be challenging! Especially if there isn’t a plan in place or priorities already defined.
Not as much as a kitten
picture rotator!
We need a records
management solution!

THE CFO WATCHES COSTS INCREASE…
Not having pro-active planning also means a lot of unplanned costs and effort.
Actually that
requires a third
party product..
Easy! Just need
to customize
one thing…
That requires the
XYZ subscription.

IT CAN’T SUPPORT THE FLOOD OF REQUESTS…
Not having pro-active planning also means a lot of unplanned costs and effort.

THE DESTINATION MATTERS…
One of the best things you can start with is helping stakeholders envision where we are going.
Concept Courtesy of Andrew Jolly
1 2
3
4
5
6 7 8 9
10
Abundance Of Helpful Data
1. Area Map
2. Our Direction
3. Our Route
4. Points Of Interest
5. Our Route Risks
6. Upcoming Action
7. Distance/Time To Goal
8. Estimated Duration
9. Current Speed/Limit
10. Current Road
What If We Haven’t
Identified Our
Destination/Goal?

DRIVERS/VISION MATTERS…
While often we confuse Drivers with Objectives it’s important to understand objectives are specific
(S.M.A.R.T.) and Drivers are a high level way to achieve shared understanding and some alignment.
Simplification – This business driver represents absorbing complexity into management
and improving the user experience to be more intelligent, engaging, and personalized.
Responsibly – This business driver represents the need to provide a reliable, fast, stable,
and scalable digital workplace that is well-governed, and that aligns with our policies and
simplifies compliance.
Productivity – This business driver represents the need to automate services,
operationalize manual-work, allow employees to focus on what’s important, and
improve productivity.
Inclusive - Provide personalized content to our diverse employees, using intelligence to
drive the findability of information, engage with them through our communications, and
build our great company culture.
Productive - Provide employees with a suite of automated services that operationalize
manual work, allowing them to be more productive and to spend more time with our
valued customers.
Ready - Provide a strong, reliable, fast, stable, and scalable digital workplace that is
there for employees when they need it. Support with a well-governed experience that
aligns with our policies and simplifies compliance.

OBJECTIVES MATTER…
Think about the objectives that drive many of your projects and programs internally. In most
organizations simply spending more time planning objectives can make a big difference.
These are not good objectives!

Let’s do a simple exercise where we break down a generic objective.

We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would like
to ‘imprv request rspnse time’ by…

Legal Contract Solutions
• Contract Review Flow
• Request Contract Review PowerApp
• Integration with ClientDB
• Client Contracts Modern SP Site

THERE IS A LOT OF PLANNING…
Technology is rarely planned in isolation, but this is especially true for SharePoint. In other words
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
SharePoint Online
Getting the most out of
SharePoint Online requires
successfully tackling key
planning activities from the
bottom up.
YammerOneDrive For Business
Microsoft TeamsMicrosoft Search

PRO-ACTIVE & COMPREHENSIVE PLANS…
It is important to not just plan for a targeted workload or project/program, but to instead plan for
many, based on your digital workplace goals and all of Office 365’s services.
- Intranets?
- Extranets?
- Departmental Portals?
- Functional Areas?
- Project Sites?
- Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Business Processes?
- Information Protection?
- Meeting Management?
- And much much more….

EXAMPLE: INTRANET ROADMAP SAMPLE
Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com

WHERE DO YOU START? CURRENT STATE…
An easy way to approach this is to do findings exercises around your digital workplace needs.
Interviews, surveys, focus groups, usage analysis, and more can help generate meaningful findings.
• Adoption
• Too many tools - Not sure what to use when
• No formal training/support (only peer-to-peer support)
• Lack of governance
• Self-Serve – Communication & Collaboration
• Self-management of workspaces is not available
• Client/Project Knowledge not shared across regions/teams
• Lack of collaboration between teams
• Lack of best practices for documents management
• Technology Enablement
• Technology Infrastructure is slow and cumbersome
• Permissions hard to implement to comply with MSA agreements
• Need direction to migrate documents to SharePoint Online
• Automate Collaboration
• Repetitive tasks are not easy to perform due to large number of applications
• Intelligent Search
• Difficult to find information within the company
• No central place to search for employees
• Employee information and status not up to date
• Digital Hub
• Fractured Corporate Communication (each business line has separate
communication)
• Lack of Single Sign-on (10-15 applications to log in every day)
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement

THEN START TO MAP FUTURE STATE…
Once you have findings then work on establishing actionable recommendations (hopefully
with an expert). Recommendations can then be categorized and you can determine ‘urgency’.

EMBRACE SPECIFICITY & ANALYSIS…
You can definitely approach this with more of a user need mapped to recommendation/solution
approach along with business value and complexity to makes things easier to prioritize.

PRIORITIZATION CAN BE DIFFICULT…
The simplest prioritization formula still hasn’t changed.
Estimated Value
Estimated Difficulty
I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

GIVING ESTIMATES…
Never ever give a single number. Why a range? Realistically if you don’t give a range it won’t
indicate how uncertain you are about the estimate.
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

GIVING ESTIMATES…
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful
consideration) typically leads to poor results in both setting the right expectation and being accurate.
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

QUANTIFYING BENEFITS
There are many ways you can quantify the benefits your Microsoft 365 initiatives provide. Here
are some things to consider – for more guidance here go to Office365Metrics.com
Power Apps &
Power Automate
Average Cost To Develop Is 70% Less
Eliminates Vendor License Costs
Improved Process Efficiency Can Be
Measured (Before & After)
The effort and costs to manage are very
low (0.1 FTE for 2000 employees)
Use of bots to handle employee Qs
found to reduce IT tickets by 10% to 15%
Decision makers improve their time-to-
decision by 15.6%
Microsoft Teams
Employee Application Switching Costs
(Saves Employees An Estimated ~15-25
Minutes Per Day)
Major Security Breach Risk Reduction
(1% to 5% reduction in likelihood of
major data breach)
Information Workers Save 104 Minutes
Each Week With Improved Online
Meetings
Replaces overnight trips (for 3 years ~5k
employees this is 350)
SharePoint
~100 minutes per week saved around
collaboration and information sharing
(coauthoring and reviewing docs
especially)
Firstline workers save 140 minutes per
week from improved tools and
information.
Streamlined Business Processes reduce
the time it takes to develop a new
product by 14.18 days and save 12,500
hours per year in distribution activities.
Employees Save Highly Mobile Workers
24 Minutes A Day Accessing Systems &
Information
Microsoft 365
Reduces downtime by an average of
15.75 hours annually for each user.
The time it takes to provision a new
device is reduced by 75%.
Automated application and resource
provisioning solutions save 135 minutes
per request.
Application testing for 50% of the apps
in it’s portfolio are reduced by 75% (est
5k user size).
All figures come from Forrester TEI reports. These are only a small sampling of potential benefits you can measure.

FRAMING ROADMAPS IS NOT THAT HARD
Just try it yourself by putting together some recommendations from this event. Then put them
into a roadmap based on urgency or even better based on business value and complexity.

A Lesson Courtesy Of The Mars Rover
Primary among the mission's scientific
goals is to search for and characterize a
wide range of rocks and soils that hold
clues to past water activity on Mars.

Have We Achieved Our Goal?

Launch Minded People Think…
Pre
Launch
Launch
Don’t blow up!

Pre
Launch
Launch Flight Landing
Post Launch People Think…
Have we
succeeded in
gaining
adoption?
Have we achieved
our objectives?
What are our
objectives?
How will we
achieve them?
Don’t blow up!
What feedback
are we getting?
How should we
adjust our
trajectory?

Back to our friend the Mars Rover…

Have We Achieved Our Goal?
Achieved
Primary
Objective

How Important Was Launch?
Launch
How many people understood
how much was involved in
planning for launch?
How many people understood how
much was involved after launch?
Post Launch

PROBLEM: CONTENT GROWS OVER TIME…
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.
How can we help our users navigate this?
With so many spaces (sites,
teams, yammer communities and
more) how can an Intranet (a
Digital Hub for your Digital
Workplace) improve navigation
of these spaces?

SOLUTION: LEVERAGE OOTB NAVIGATION?
Mega menu layout enables you to better organize and showcase the related content and sites
based on topic categories and headings. All with audience targeting and more…
Out Of The Box●

SOLUTION: DESIGN BETTER NAVIGATION!
Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two
examples of content in the nav, and richer/deeper nav.
Requires Customization
◔
This design only scales to so
many links. There are other
options than a simple
sectional layout.

Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two
examples of content in the nav, and richer/deeper nav.
◔
This design scales to more
lower level links. There are
other options than the OOTB
simple sectional layout.

Navigation can be targeted and dynamic. Consider even having individual results show in the
global navigation around key and frequently accessed resources for that user.
Consider bringing targeted,
personalized documents, forms,
policies and content to the user
inside the navigation experience.
◔

SOLUTION: HOW ABOUT SHAREPOINT HOME?
Office 365’s SharePoint home is now a more modern site directory experience that is more
personalized and dynamic. From recent sites you visited to recent activity relevant to you.
Out Of The Box●

SOLUTION: HOW ABOUT SHAREPOINT HOME?
It’s a little hidden and most users don’t know it exists. Even when trained users often forget to
use it, because you have to navigate away from the places you work to visit it.
Out Of The Box●
How do users get to it?
So… it’s another place to go?

SOLUTION: BRING IT INTO GLOBAL NAV!
While structured and managed navigation is still valid in today’s world it is also important to
improve navigation with powerful capabilities like search and dynamic navigation.
SharePoint Home In The Global Navigation
Bring the power of that dynamic
personalized navigation into the
global/top nav experience.
◔
You can improve what MSFT
provides with icons, more filters,
more personalization, and your
own styling.

With improvements coming to global menu design can we leverage that to fill the hub mega
menu gaps?
Out Of The Box●

With improvements coming to global menu design can we leverage that to fill the hub mega menu
gaps? ADD your own app to this bar for a DIRECTORY as these default ones are not sufficient.
Out Of The Box●

Navigation can also display more ways for users to personalize and manage their apps,
resources, tools, places they work and more.
◔Requires Customization
◔
Personalization options that
allow users to define their links,
apps, tools and resources can
make a global navigation that
much more helpful.
This doesn’t have to be in
the core menu design and
could always be a header or
footer control.

Continued updates are coming for managing links in the footer with background color
options and ability to organize footer links, etc. Is this going to meet world class needs today?
Extended
Simple
Stacked
Out Of The Box●
No ability to add imagery, icons,
personalization, styling
differences, and more.

If you want to do simple things like add social media icons, personalization, have a truly global
footer, or handle other common requests? You need to design it and go beyond OOTB.
◔

Continued updates are coming for managing links in the footer with background color
options and ability to organize footer links.
SPFx solution using PnP
footer extended
(personal links)
SPFx solution using
custom code
◔

The modern Intranet acts as a Digital Hub for the organization. This means that it needs to
integrate key systems or experiences for improved productivity outcomes.
Dynamic, well designed,
personalized and
improved navigation at
the global header and
footer level help!
So this will help, but is
there more that orgs do?
Dynamic & Personalized Navigation

SOLUTION: MORE INTEGRATION!
You can always build your own webparts, solutions and controls to make things easier and improve
the end user experience. As an example you could bring information into the nav menu.
◔

As another example you could bring key information into the Intranet via a custom SharePoint
Framework webpart on a key page, or across pages via the header or a panel design.

SOLUTION: DIRECTORY EXPERIENCES!
What is shown below is a really simple mockup of a filtered OOTB site directory experience.
You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.)
Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your
teams, your communities) or by filtering the columns below (just click the column header).
Link ID Community Manager(s) Practice Groups Date Created Category Private Owner
International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John
Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner,
Bruce; Marco, Polo, Rambo, John
Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica
Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica
Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond,
James
Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol
Metropolis Independent School
District
DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner,
Bruce
Public/Education Law 10/27/2018 RFP N Jones, Jessica
International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John
Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner,
Bruce; Marco, Polo, Rambo, John
Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica
Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica
Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond,
James
Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol
SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following
BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS
Org
Logo
Search
Out Of The Box●
OOTB Lists and web parts
can give you directory
experiences if you simply
store the data from the
request process
(approved or already
created spaces).
* Public by default scales and
works better in the long run

SOLUTION: DIRECTORY EXPERIENCES!
These can be integrated where users are such as in Microsoft Teams which Orchestry already
does. Filter and find with metadata, favorite and bookmark, create hierarchies, and more.

PROBLEM: ITS OVERWHELMING…
Users work in other tools in most cases and not the Intranet. So why should they have to go
to the Intranet? Why can’t it come to them where they already work?
Out Of The Box●
Remember this?
It’s not even in
MSFT Teams or
Outlook by default.
Users work in other
tools in most cases
and not the Intranet.
So why should they
have to GO TO the
Intranet? Why can’t
it COME TO THEM?

SOLUTION: BRING IT INTO TEAMS!
There are patterns and approaches today that can be used to bring your key experiences
directly into the Teams experience, so users don’t have to go somewhere else.

The modern Intranet acts as a Digital Hub for the organization. This means that it needs to
integrate key systems or experiences for improved productivity outcomes.
When you have a
customized header and
Teams experience you
can deliver integrated
productivity experiences.
 Dynamic & Personalized Navigation
 Integrated Productivity Experiences

HOW CAN CARD SORTING HELP?
Techniques like card sorting can create shared understanding across a group of stakeholders
around the best ways to think about and organize information.
Gerbil

Ford
Gerbil

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

MIND MAP NAVIGATION…
Using Mind Maps for navigational design makes this process MUCH faster and more efficient.

The modern Intranet acts as a Digital Hub for the organization. This also means that if we
incorporate more of the digital workplace it can lead to it being overwhelming.
With so much content
and information how can
we help users
cope/manage their way
through it?
 Integrate Productivity Experiences

PAGE TEMPLATES & DESIGNS…
Provides an approach that can be use for saving a page within the same site so others can
repeat and recreate pages using the same content structure.
Out Of The Box
●

IMPROVEMENTS FOR AUTHORS…
Organizational asset library (thousands of stock images OOTB) help authors add images without needing to be
creative leaders. Section background (vertical or horizontal) colors can help improve readability.
Out Of The Box
●

CURATED NEWS…
Link to existing news from your public website, LinkedIn articles, and more. These can show up as a news article
visible on the site, SharePoint home in Office 365, and the SharePoint mobile apps News tab.
Out Of The Box●

PAGE & CONTENT ROLLUP…
It’s extremely easy and intuitive to setup roll ups and tailor, target and manage these on hub
or landing pages throughout your Intranet.

Think about your typical Intranet. How many different things are organizations trying to
squeeze into that homepage when you open your browser?
Out Of The Box●
These are all news
web parts.
There are also
multiple event web
parts and many other
roll ups on a typical
Intranet. Too much?

SOLUTION: DESIGN BETTER FEEDS!
Often customers might create their own visualization for news, events or activities rolling up
within their Intranet which drives greater usability, engagement, integration and more.
Clearer categories
and sources, greater
at a lance insights
such as comment
count can increase
engagement and
you can even color
code and style it the
way that best helps
the user.
This can bring together events,
different types of news,
spotlights, 3rd party activity
highlights, existing capabilities
like saved for later, and much
more into a single design.Requires Customization
◔

SOLUTION: DESIGN BETTER FEEDS!
Alternatively they might invest in 3rd party ready built solutions like LiveTiles capabilities which
provide similar capabilities and further improve the core experience.
Clearer categories
and sources, greater
at a lance insights
such as comment
count can increase
engagement and
you can even color
code and style it the
way that best helps
the user.
This can bring together events,
different types of news,
spotlights, 3rd party activity
highlights, existing capabilities
like saved for later, and much
more into a single design.

SOLUTION: TAILORED & INTEGRATED SEARCH!
While roll ups can be immensely valuable so can designing and optimizing search by both integrating it and
improving the search experience based on out of the box capabilities and customizations.

 Simplify & Improve Roll-up Design

We solved the space and ease of consumption (at a glance viewing etc) but is that all we can
do? Just improve the look/feel and usability?
Out Of The Box●
Now these and
more are all
integrated into a
more easy to
read/designed feed.
Can’t we target or
personalize the
information better
too?

SOLUTION: AUDIENCE TARGETING?
Targeting audiences for pages allows for roll up and display control while not restricting based
on permissions. This applies to all news and pages and can enable some great new scenarios.
Out Of The Box●
This targeting can
be great to improve
focus and priority
on what to display.
Useful, but it’s not
personalization is it?
Necessary but not
sufficient.

SOLUTION: PERSONALIZED!
Sometimes the capabilities built in aren’t quite enough (or may be years away from meeting your
needs) so it might make sense to add your own web part and targeting/personalization capabilities.
◔

SOLUTION: TARGET & PERSONALIZE MORE!
As an example having personalized/targeted roll ups of key information, or notifications based on
actions I must take can greatly simplify keeping up with my responsibilities in a digital workplace.
Global personalized notification Notification per area: policies, guidelines and handbook
You can even target
specific content to
help a user
prioritize what
needs to be
actioned.
There are vendors in the
marketplace like LiveTiles
who have solutions like
this you can use.

A solution like LiveTiles Everywhere is a great example of a global location where users can
see key targeted and personalized insights and notifications that they can action.

 Improve Targeting & Personalization

SOLUTION: BOT CONNECTED EXPERIENCES!
Organizations are investing in bots now. They connect many processes and systems just like
the Intranet often does. Vendors have multiple approaches and tools that help here.

SOLUTION: BOT CONNECTED EXPERIENCES!
Bot’s and interactions with artificial intelligence doesn’t always have to be through a bot
interface. Suggesting answers (automating Q&A) is a much better starting point for most.

Enrich With AI, Bots & Automation

 Enrich With AI, Bots & Automation
 Bring Solutions To Where People Work

Most organizations don’t know who created a digital space (SP Site, Team, Yammer
Community, etc). What was its purpose? It’s department? It’s product, client, project, etc?
As an end user this
makes navigating these
spaces extremely
challenging.
Think it’s better as an
administrator or digital
workplace/intranet leader?
It’s not.

Be aware of the increased number of sites teams creates and by proxy greater importance of
governance, navigation improvements, content/site classification and more.
Projects
Project A Project B
Project A
Channels
Files
Project AB
Channels
Files
Project B
Channels
Files
Project A
Private

WHY DO WE NEED TO MANAGE SPRAWL?
What are the common issues that come with unmanaged sprawl of Microsoft Teams or
SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
Cannot Differentiate
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Pro-actively Mitigate
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
No Clear Escalation If
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Difficulty Identifying
Champions & Pro-
actively Targeting
Champions

WHY IS IT HARD TO MANAGE SPRAWL?
Every organization that successfully leverages digital workplace solutions will have a
continually growing sprawl of sites, teams, communities and spaces. Why isn’t this solved?
https://sharepointmaven.com/20-ways-to-create-an-office-365-group/
Did you know
there are 20+ ways
to create a site,
team or group?

SOLUTION: OOTB CREATION EXPERIENCES?
While OOTB can work great for many smaller orgs (less than 100 users), most need more structure
to support governance, lifecycle management, and better search/navigation experiences.
Out Of The Box●

SOLUTION: MANY OPTIONS!
Each of these capabilities can be leveraged in a solution to meet the needs of an effective
request and provisioning engine for Microsoft Teams, SharePoint, Yammer and more.
SPFx Solutions Custom Sites
Azure
Functions
Logic Apps WebJobs
PnP
Provisioning
Engine
SharePoint
Site Designs
Teams
Templates
Power Apps
Power
Automate
Microsoft Lists
SharePoint
Lists

SOLUTION: REQUEST PROCESS!
It is important to have a process for new site and team creation and to automate the process so that you can
provide tailored, or templated experiences for users and better management/navigation.
Example of a High-level Site Provisioning process description

SOLUTION: METADATA DURING CREATION
Why is asking a few extra questions on provisioning so important? What value does this extra
metadata provide once we have it for reference?
Workspace
(Site/Team)
Metadata
Enables Default
Metadata
Empowers Effective
Labelling
Targeted Content
Protection
Targeted Retention
Management
Differentiate
Templates
Faster Adoption
Improved
Productivity
Consistency
Manage More
Effectively
Target Support
Improve Lifecycle
Management
Reduce Redundancy
& Empower
Discovery
Sample Metadata Questions:
• What is the purpose or business reason for
this workspace?
• What division does this relate to?
• What department does this relate to?
• What product does this relate to?
• What customer does this relate to?
• What project does this relate to?
• Will this workspace contain highly
confidential information?
• Who is the business sponsor for this
workspace?
• What should the visibility of this workspace
be? Should it be shown in the directory?

DEFAULT METADATA…
You don’t need to ask users for metadata if it can be determined by where their content is
stored. Location based defaults or default site metadata can be very powerful.

SOLUTION: POWER APP FORM(S)!
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team
Watch out for premium connector costs with Power Automate on the provisioning!

SOLUTION: REQUEST FORM(S)!
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
You can always create
your own forms and
embed them into your
digital workplace hub /
Intranet.
Here we have simple field
additions and a style that
displays based on an option
in the global navigation.
Requires Minor Customization
◑

SOLUTION: TEMPLATING & PROVISIONING!
With the use of Orchestry this process of requesting a new workspace is considerably improved over the OOTB
approach with tailored and easy to manage templates, metadata/details, and automated provisioning.

SOLUTION: IMPROVE MANAGEMENT!
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can
improve how we manage the lifecycle of these spaces.
Expiration &
Archiving
Policies
Duplication
Detection
Reduce Risks
(Owner, External
Sharing, etc.)
Associate Teams
& Sites To
SharePoint Hubs
Provide Training
Material
Improve Site /
Team Owner
Onboarding

By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can
improve how we manage the lifecycle of these spaces.
Can we reduce redundant
spaces? Can we improve how
they are managed?
On the more custom side you
might see prompts based on
finding similar existing spaces
(reducing redundant spaces),
or automatic lifecycle and
governance, that occurs
based on re-engaging
users/owners etc.

Solutions like Orchestry can provide more accessibility and simplified options for enabling key
management scenarios and governance of your workspaces.

SOLUTION: PRO-ACTIVE MANAGEMENT!
With various bots, intelligent assistants, or even simple Power Automate solutions you can
further improve how users leverage these tools, get the most out of them, and manage them.

 Enrich With AI, Bots & Automation
 Bring Solutions To Where People Work
Is there more we can do to
ensure this works over time?

SOLUTION: IMPROVE RELIABILITY!
By adding capabilities that surface key insight via OOTB information such as when a page was last
modified, to managing your content strategy and reliability of pages – there is lots you can do.

UPDATE & MAINTAIN PROFILES…
With investments like HyperFish we can directly address these challenges. We can be pro-
active and we can simplify the experience of updating and maintaining profiles.

You can control the process and approach to fit your organizations needs.

What’s more using AI and bots Hyperfish can streamline key steps in making profiles
successful.

DOWNLOAD OUR 100+ PAGE
WHITEPAPER ON INTRANETS
WITH OFFICE 365
It goes into much greater depth and can be found at Office365Intranets.com
BIG update coming in January, 2020!

THERE IS LOTS MORE TO TALK ABOUT…
We only scratched the surface. There is a lot more we could discuss around personalization,
integration, business process improvement, etc...
MOBILE EXPERIENCE
Provides the Intranet to employees
anywhere at anytime, and on any device.
ENTERPRISE SOCIAL
Integrate and enhance from
commenting to interactive
polls.
VIDEO
Storage, conversion
and optimized
playback of video.
FORMS
Providing
rich forms.
ENGAGING SOLUTIONS
Foster engagement with
compelling solutions to business
challenges.
SHARED STORIES
Giving employees a voice
and way to share with the
organization.
NEWS & PAGES
Keeps employees informed
by targeted, easy to publish
articles.
LEADERSHIP MESSAGING
Amplifies reach and impact of leader
communications.
EVENTS
Shared calendar experiences to stay
up to date on corporate and
divisional events.
RECOGNITION
Celebrating
talent/connecting people
within the organization.
PEOPLE SEARCH
Intuitive, intelligent and
modern people search
experiences.
CONTENT SEARCH
Powerful full text search available
across the entire Intranet and in
specific collections.
TOOLS &
QUICK ACCESS
Accessible and rapid access
to key tools/apps.
FLEXIBLE
NAVIGATION
Powered by metadata, site
structure or search.
INFORMATION ARCHITECTURE
Foundational for the Intranet and ECM and includes site, file, and sensitive data
classification, planning and defining audiences, site templates, page templates, content
types and much more.
ACTIONABLE
ANALYTICS
Provide actionable
insights based on usage.

It would be great to find content easily over the Intranet
using search and be able to access work related
documents and materials while I am out of the office
GOALS
Create work related documents
efficiently with reference to existing
documents and templates.
EXPECTATIONS
Consolidate personalized
mechanism to find relevant
content. Personalized
communication/notifications.
FRUSTRATIONS
Difficult to sift through search
results / documents to find the
relevant documents, and lack of
communication relevance to his
work.
“
KEY CHARACTERISTICS
Age
Occupation
Education
Family
Location
41
Field Employee
Bachelor’s Degree
Married
Canada
FUTURE STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
CURRENT STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
Judy
Consumer Persona
Tech-Savvy Focused Independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented

DIGITAL WORKPLACE PLANNING…
Intranets?
Extranets?
Departmental Portals?
Functional Areas?
Project Group Sites?
Team Group Sites?
Enterprise Social Network?
Document Management?
Records Management?
And much much more….
Intranet planning is a small part of your broader digital workplace planning.

The Path. Forward.
Where are we and where do we need to go?
Digital Workplace
Strategy
Detailed Intranet
Redesign
Development of
2toLead Intranet
Migration of
2toLead Intranet
My 2toLead Launch &
Adoption Support
Assess the 2toLead
Intranet Ecosystem and
provide
recommendations for
Digital Workplace
Communication
Determine custom, IIAB,
or hybrid. Document
detailed requirements,
wireframes, architecture,
and technical
specifications
Holistic build of the
2toLead Intranet. Focus
will be on foundational
features that provide
feature-parity with
current Intranet
Phased Migration of the
2toLead Intranet to the
new platform.
Configuration of each
Intranet and content
alignment.
Launch of the new,
holistic Intranet.
Adoption and Change
Management Support
for your employees
Outcomes:
• Employee Pain Points
• Product Vision
• Digital Workplace
Roadmap
Outcomes:
• Functional design
• Technical design
• Ready for build and
implementation
Outcomes:
• Build of new Intranet
complete
• No to low-code
configuration of
Intranet
Outcomes:
• Each intranet
migrated to new
platform
• Content refreshed
and cloud-ready
Outcomes:
• Phased Launch of
Intranet
• Adoption campaigns

Review Existing Intranet
Intranet-based
• Component goal,
• Component core functionality
• Component source of data for each
component
• Information Architecture (Site
Structures, Content Types & Types Of
Documents In Use, Enterprise
Metadata)
• Solution insights (internal and 3rd party
products, workflows, alerts, etc) to
assess data source and configuration
options
• Existing SharePoint services,
applications and features
Inventory of key components and mapping them. Review existing Information Architecture,
solutions and existing Intranet services, applications and features.
Excerpt

Product Backlog
Agenda
• Display Layer
• Personalization Layer
• Publishing Layer
• Data Layer
Captures prioritized list one or more user stories representing features and functionality
Excerpt
Excerpt
Excerpt

Product Backlog Refinement Workshops
Intranet-based
• Share assessment findings
• Gather context and business value
• Improve backlog quality and priority.
Capture quantitative feedback (context and business value) in parallel to our assessment findings.
ExcerptExcerpt

Wireframes
Scenario-based
• Frames
• Each frame shows description
and sample data
Helps to visualize the interactions required to achieve a goal (one or more scenarios).
Excerpt
Excerpt

Creative Brief
Solution-based
• Logo
• Colors
• Fonts
Describes how colors, fonts and your logo will be leveraged by the solution
Excerpt
Excerpt
Excerpt

Solution Blueprint
Component-based
• Wireframes
• Interaction(s)
• Configuration setting(s)
• Security
• Data source(s)
Describes how each product feature behaves including annotated wireframes
Excerpt
Excerpt
Excerpt

Creative Design
Solution-based
• Interactions
• Sample data
Helps to visualize the experience to achieve a goal (one or more scenarios).

Solution Architecture
Solution Approach
• SharePoint Applications
• Configuration
• Performance
• Required Permissions
• Risks
• Logging
• Limitations
Build Approach
• Dependencies
• Development Stack
High-level technical overview of the solution architecture and framework including relevant
environment details
Excerpt
Excerpt
Excerpt

Technical Specification
Global
 Information Architecture
 Logic
 Data Flow
• Component-based
 Information Architecture
 Logic
 Data Flow
High level detail of the technical implementation of the solution and its specifications.
On how data flow, logic, deployment, and design elements are to be implemented.
Excerpt
Excerpt
Excerpt

Iterative Delivery
When we build and deploy our solutions, we work towards a major release milestone. This is based
on our design planning and allows for agility.
DISCOVER SOLUTION TRANSITION
LEARN
PLAN
SPRINT 0
IDEATE
WORKING
SOLUTION
RELEASE
PLANNING
BACKLOG
REFINEMENT
& SPRINT
PLANNING
DESIGN,
DEVELOP
& TEST
DEMONSTRATE
KNOWLEDGE
TRANSFER
& HANDOFF
RELEASE
RELEASE
RELEASE
RELEASE
1

How We Work
Continuous iterating as we move along in the engagement.
2 weeks
SPRINT STARTS SPRINT ENDS
Daily Scrum
Sprint Planning Sprint Retrospective
Weekly Sync Weekly Sync Weekly Sync
Sprint Planning
Before we start working on any activities, we define the
goal of the sprint and break down the activities even
further, ask questions
Daily Scrum
The team connects internally to raise questions and
share progress with the Project Lead
Sprint Retrospective
Review lessons learned and ensure we incorporate
those into the next sprint
Prioritization
Any time within the sprint, sprint activities can get
prioritized higher or lower
2toLead
(internal)

2021 In-Person Events: M365Conf.comSPRING: Orlando, FL June 8–10, 2021 FALL: Las Vegas, NV Dec 7–9, 2021
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Thank You!
Sponsors&YouForMakingThisPossible…
200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
600+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers
WhenToUseWhat.com Office365Intranets.com
Office365Metrics.com Office365Campaigns.com
Office365Extranets.com Office365Resources.com
Message Me On LinkedIn or Email Richard@2toLead.com
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
Let’s connect and find ways to do more and work together.

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