Presented by Mikael Wendelius (Findwise) & Jeff Fried (BA Insight) at Intranätverk 2016: Stockholm, 20 October. Intranets and hybrid search – use search to bridge the “great divide” so your users find what they are looking for! Jeff Fried and Mikael Wendelius show how hybrid search can drive a great intranet experience. They demonstrate this using SharePoint and Office 365, and illustrate the benefits and pitfalls with case studies.

1. Intranets and hybrid search
- use search to bridge the “great
divide” so your users find what they
are looking for!

2. THE BEST OF THE BEST

4. About Mikael Wendelius
Business Area Manager -
SharePoint and Office 365
Microsoft Business Value
Planning Services Architect
Working with SharePoint
since 2003 and Office 365
since 2011
mikael.wendelius@findwise.com
https://se.linkedin.com/in/mikaelwendelius
Specialists in Search and
Findability since 2005

5. KCTCS (background)

7. Search is not stationary

9. I can’t find what I´m
looking for.

10. INFORMATION
FIND

11. INFORMATION
ANALYSE

12. INFORMATION
ACT

13. INFORMATION
Design and build
suitable IT-solution
FINDABILITY
ANALYSE ACTFIND
Plan operations and support
business organization

15. • Overall business
goals?
• How do we measure
our goals?
• How do the users take
part of the information?
• How do we help our
users find the right
information?
• Which tools and
applications are
provided?
• How does our tools
collaborate ?
• Where do you store
information?
• Information lifecycle
management?
• Who is responsible for
information assets?
• Who creates new
information?

17. 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

18. Facebook twitter
You
Tube
LinkedIn RSS
Google Docs
BaseCampDropBoxWeb Hosting
Yammer
SharePoint
Exchange
File Servers
Alfresco
CRM ERP
Planning
Portfolios
Unless the user knew where to look for content, they were not finding
relevant information
Challenge: No easy way to search in one place for our content

19. Consolidate
into 2 Cloud + 3 on-premises repositories
Connect
to create a unified view
Standardize
with metadata
Iterative solution – successive phases

21. Bridging across 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%

22. Benefits of Intranets in O365
- financial
- flexibility/agility
- innovation
- operational

23. Search Provides a Unified View

24. Intranets and hybrid search
- use search to bridge the “great
divide” so your users find what they
are looking for!

25. “Classic” Hybrid Search is Federated
not a single result set OOB

26. Cloud Hybrid Search

27. Demonstration
Cloud Hybrid Search

28. Findability
day.com
Findwise
bloggGBGNAS
External sources
SharePoint
2013/16
SharePoint OnPrem
CLOUD
SSA
Demo setup - Search solution in Office 365

37. Benefits of Cloud Hybrid Search
2) Makes finding content easy, wherever the content lives
1) Simpler, easier, and less costly to run search

38. Reduce your footprint
Servers
Volume of Content
(indexable items) Pattern
On-prem Search
Farm
Cloud Hybrid
Search
0-10 million items small 4 App + 2 DB 1 or 2
10-40 million items medium 12 App + 2 DB 2
40-100 million items large 28 App + 4 DB 2
400 million items XL example (SP2016) 86 App + 4DB 2 or 3

39. External Content
(on-premises and/or
in the cloud)
SharePoint Server
(On-premises or Hosted)
Office 365
SharePoint Online Content
Onedrive for Business Content
Connectors
SharePoint Content
Adding External Content
Cloud Hybrid Search

40. •
–
–
•
–
•
–
Case Study:
Cloud SSA, external content
Large global company
in materials science

41. Case study: SJ – search based application

42. Findability
day.com
Findwise
bloggGBGNAS
External sources
SharePoint
2013/16
SharePoint OnPrem
CLOUD
SSA
Demo setup – Search based applications

51. Findability
day.com
Findwise
bloggGBGNAS
External sources
SharePoint
2013/16
SharePoint OnPrem
CLOUD
SSA
Demo setup - Findability using standard functionality in Office365

53. External blog SP OnPrem Yammer Yammer OneDrive SP Online
OneDrive

54. Intranets and hybrid search
- use search to bridge the “great
divide” so your users find what they
are looking for!

55. Why Can’t Everything in an Intranet be Dynamic?
• News
• Forums
• Content
• Navigation
• Tools/Applets
• Analytics IT CAN

56. Nearly every Intranet will need to add
1. Connectivity
Connectors to content & systems outside of O365
3. Context
Personalization through behavioural information
2. Structure
Information Architecture & Tags for navigation & findability

58. INTRANET ELEMENTS WITH O365
News
Keeps employees informed by
targeted, easy to publish articles.
Tools & Quick Access
Accessible and rapid access with
single sign on to key tools/apps.
Leadership Messaging
Amplifies reach and impact of leader
communications.
Shared Stories
Giving employees a voice and way
to share with the organization.
Mobile Experience
Provides the Intranet to employees anywhere at
anytime, and on any device.
Events
Shared calendar experiences to stay up to
date on corporate and divisional events.
Enabling Recognition
Foster a greater collaborative culture
with peer to peer praise.
Enterprise Social
Integrate and enhance from
commenting to interactive polls.
Intranet Search
Powerful full text search available across the
entire Intranet and in specific collections.
Video
Storage, conversion and
optimized playback of video.
Photos
Providing rich
galleries.
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.
Flexible Navigation
Powered by metadata, site
structure or search.
Actionable Analytics
Provide actionable insights
based on usage.
People Search
Intuitive, intelligent and modern
people search experiences.
People Spotlights
Celebrating talent/connecting
people within the organization.
Courtesy of Richard Harbridge, 2tolead

62. Questions

63. Preview of trends
from
Enterprise Search
& Findability
Survey 2016

64. After 5 years one trend stands out from the rest
STRATEGY!
Percentage of
respondents with a
Search and Findability
strategy

65. A strategy affects the ability to get a budget
Percentage of
respondents with a
dedicated budget for
improving search and
findability

66. A strategy affects the ability to get internal resources
Percentage of
respondents having a
dedicated team/
resources to work with
search and findability

67. Organizations having a vision of what they
want to achieve with search,
can easier motivate the necessary
investments, especially in staff