Building the intranet of the future: Using SharePoint to empower collaboration
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This document provides an overview of using SharePoint to build the intranet of the future through collaboration. It discusses key aspects like content and design, governance, and collaborative elements. Quick wins and resources are also shared, like building a quick directory solution or adding visual elements like calendars, sliders and weather. Automating processes through workflows and forms is also covered.
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Building the intranet of the future: Using SharePoint to empower collaboration
- 1. The Business/Power User Track Sponsored By
- 2. BUILDING THE INTRANET OFTHE FUTURE using SharePoint to empower collaboration
- 3. @chambernate /in/nchambe/ nate@sharepointlibrarian.com SharePointLibrarian.com Nate Chamberlain SharePoint Systems Engineer Lawrence Memorial Hospital Process Improvement &Workflow Digital Workplaces & Communication Office 365 & Latest Releases Employee Engagement About Me
- 4. HTML O365 2013 Server 2013 2016 Server
- 5. What’s SharePoint? “Collaboration suite” “Innovation is a team sport” “Transform business processes” “Notifications” “Workflows” “Lists & libraries” “Powerful search” “Content management” “Social” “Engage and inform” “Sharing” “Tell your story” “Empowers teamwork” “Files, data, news, resources…” “…productive team sites for every project team, department,and division” “Intranet” “Intelligent” “The future of collaboration”
- 6. Recipe for the intranet of the future • Content & Design • Clean, intuitive design with a focus on quality content and content management (ownership, archiving/retention) • Governance • Consistency, transparency & agreed-upon best practices/procedures • Collaborative elements that challenge traditional ways of working • Automation, co-authoring, sharing, etc.
- 7. From a system of record to a system of engagement.
- 8. Content & Design keep it simple | keep it consistent | who’s responsible for content?
- 9. Common Areas to Improve Content outdated Broken links Layout/navigation of pages Poor search Whose responsibility? OR content ownership Can’t access off-site, or on all devices Not useful – just a file dump People using their own accounts and storage spaces instead
- 10. Tips • Pick one storage solution • Divide and diversify responsibility • Regular content review with retention/archiving policies • Interactive/Collaborative elements • Communication & Repetition • Use graphics and icons
- 11. Tips • Question subsite needs; could it be a page or two? • Avoid folders • Add columns for extra metadata to aid in navigating, creating views, searching, etc. • Retention policies • File naming • Doc title and filename shouldn’t match • Dates asYYYY-MM-DD for sorting • Be consistent – this will be imperative to workflows • On any page, someone should know • Where they are • What they can do • Where they can go
- 12. Keep it simple • Attractive, yet simple design • Easy to navigate • Think categories, but also click-reduction • Are modal dialogs really that great? Collapsible sections? • Consistency in color scheme and formatting • Is mobile a consideration for you? • Use OOTB as much as possible before considering code or third-party products
- 15. Ease of Use & Layout • Eliminate Happy Talk • Eliminate Instructions • Make content accessible • Perform usability testing • Importance from upper left to lower right
- 16. Content Strategy
- 17. Content Strategy • How is content created? • Adherence to company branding • Who owns content? • How long do we keep it? • What’s searchable? • Who approves posting? • Frequency of updates/posts • Templates & consistency of formats
- 19. Collaboration co-authoring | version history | online (digitized) forms | workflows
- 20. reply allreply to sender The problem with email attachments 1 MB x 9 = 9MB & 9 separate copies out there that anyone could modify in isolation
- 21. Co-authoring
- 22. Many people can read and/or edit the SAMEVERSION of a document simultaneously No email storage space used up Turn on “track changes” in client and save to see specifically who changes what Edit in browser OR client Edits are saved automatically and if you’re using version history, you can revert to previous versions and see edit history over time No worries about someone else editing the wrong copy or not seeing the latest revision Co-authoring
- 23. Co-authoring
- 24. Co-authoring
- 25. Version history
- 26. Version history
- 27. • As simple as copying the URL when viewing a document in the browser • Only people who have access to the document or list’s site will be able to access the link • Set alerts for new files, list items or modifications to existing • Easily see notebook pages with changes you personally haven’t seen yet (bold font) • Everyone works from the same version, even simultaneously Sharing & collaborating
- 28. Online (digitized) forms • Any paper form can be a digital form • Once submitted on SharePoint, we can have workflow! • Approvals • Confirmations • Reminders • Automatic, conditional creation of files, other items, etc. • Alerts • Sorted by department, date, individual, category, etc. • Reportable!
- 29. Workflows TaskTime ImprovedTime Daily Repetition Number of Individuals Time Saved Per Year (260 work days) 5 minutes 4 minutes 5x 10 217 hours 27 work days 100 2,167 hours 271 work days 500 10,833 hours 1354 work days
- 31. • Automatically… • Save form submissions to a OneDrive file AND email me • Add a task to my to-do list when someone adds a document • Save all tweets with a certain hashtag to a list • Approve travel requests submitted via web form • Convert documents matching certain criteria to PDF Workflows
- 32. Projects & Communication tasks | timelines | reporting
- 33. Forms, Notifications & Approvals • External to your company:forms.office.com • Connects to our SharePoint environment as if it was submitted in SharePoint • Internal: forms.office.com OR SharePoint form • You can set up • alerts for new or modified submissions • approval requests to specific individuals • different workflows based on content in the form (conditional processes)
- 34. Task Assigning & Tracking
- 35. Task and Memo Tracking • Wunderlist (compatible with Flow) • MicrosoftTo-Do (compatible with Flow) https://todo.microsoft.com/en-us • SharePointTasks (workflow-capable, sharable) https://www.wunderlist.com/download/
- 36. Timelines, Calendars & Gantt Charts
- 37. Social Elements • “Like”,“Reply”, ask questions & mark best answers • Forums/community features with badges/rewards for participation • Announcements
- 38. Reports with Power BI
- 39. Reports with Power BI
- 40. Quick Wins and Resources small solutions that make a big impact
- 41. Assessment 0 1 2 3 4 5 6 7 8 9 10 0 1 2 3 4 5 6 7 8 9 10 0 1 2 3 4 5 6 7 8 9 10 Importance to Business Function Capability of current intranet or process
- 42. Sway Forms Outlook Delve OneDrive Yammer Flow PowerApps SharePoint OneNote PowerPoint Excel Word
- 44. Quick Directory Solution Read “How to Build a Corporate Directory with SharePoint Search” by Benjamin Niaulin https://en.share-gate.com/blog/corporate-directory-sharepoint-search Thanks to Stacy Deere-Strole of Focal Point Solutions for providing the solution shared in Benjamin’s article!
- 46. Visual Appeal: “Today’s Events” Search “events” on sharepointlibrarian.com https://sharepointlibrarian.com/2018/04/04/todays-events-from-multiple-calendars-in-sharepoint-for-your-intranet-home-page/ https://sharepointlibrarian.com/2017/09/02/sharepoint-calendar-cleanup-use-one-workflow-to-remove-outlook-copy-prefixes- standardize-location-names-and-delete-canceled-events/
- 47. Visual Appeal: color scheme Download: https://www.microsoft.com/en-us/download/details.aspx?id=38182 How-to: https://en.share-gate.com/blog/create-sharepoint2013-theme-using-color-palette-tool
- 48. 1. Content search web part 2. Properties: Control-Slideshow, Item-LargePicture Optional: CSS to remove overlay, re-color and reposition text items, create workflow on added start and end date columns to “schedule” images, create site column forTargetURL so that image links to different page instead of larger image. Visual Appeal: Sliders
- 49. Visual Appeal: Sliders Search “Slider” on sharepointlibrarian.com https://sharepointlibrarian.com/2018/03/25/upgrade-your-image-slider-on-sharepoint/
- 50. Local weather and automatically updated “this week’s menu” button https://sharepointlibrarian.com/2018/03/23/how-to-create-a- dynamic-this-weeks-menu-button-for-your-intranet/ https://sharepointlibrarian.com/2018/04/02/adding-local- weather-to-your-sharepoint-intranet-home-page/
- 51. Visual Appeal: Calendar overlays Search “overlay” on sharepointlibrarian.com https://sharepointlibrarian.com/2016/09/24/calendar-overlay-links/
- 52. Visual Appeal: Calendar overlays For each overlay, you selected a view – that’s where you also choose the overlay color. How do you want to color-code? • Building • Room Size • Floor • Etc.
- 54. @chambernate /in/nchambe/ nate@sharepointlibrarian.com SharePointLibrarian.comNate Chamberlain SharePoint Systems Engineer Lawrence Memorial Hospital Thank you! How’d I do? http://tiny.cc/spsnate