Building an Innovative Culture
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The value in developing a data-driven enterprise is clear. Now that you have the data to measure performance, maximize efficiency and make informed decisions, why not leverage those insights to empower leaders that lead innovation within your enterprise? Attend this session to understand the value Intrapreneurs bring to your enterprise, the top 5 innovation metrics to fuel their growth, and how to provide them insights into their viewing their impact.
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Building an Innovative Culture
- 1. Building an Innovative Culture Driving effective communication & collaboration across your organization By: Kanwal Khipple #spfestdc
- 2. SPEAKER | AUTHOR | SUPER GOOD LOOKING KANWAL KHIPPLE, CEO @kkhipple bit.ly/linkedinkk 2014 2015
- 3. Microsoft continues to innovate with Office 365 https://roadmap.office.com OFFICE 365 ROADMAP
- 4. There’s a clear focus on ensuring your champions are onboard INNOVATION GOES BEYOND TECHNOLOGY
- 5. Digital Transformation that drives changes but is seamless in what we do day-to-day WHAT DEFINES AN INNOVATIVE CULTURE?
- 6. DIGITAL TRANSFORMATION Continuously improving your digital workplace will allow you to digitally transform your organization.
- 7. Every few years as orgs adopt the ones that provide a productivity quick win, they shift their attention to another set DIGITAL WORKPLACE PATTERNS
- 8. Empower employees to drive change across the organization WHY INNOVATION MATTERS?
- 9. Individual and group collaboration needs are diverse COLLABORATION ISN’T EASY
- 10. Strategy should be default collaboration apps plus bring- your-own-app (BYOA) strategy. GROWING COLLABORATION PARADOX COMMUNICATION COLLABORATIONPRODUCTIVITY Groups Teams
- 11. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 12. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 13. Figure out how people work today and visualize how they might work in the future. Then create guidance to show the users the journey… Urgency/TimeSensitivity Audience (Internal or External) Web Conferencing (GoToMeeting) Outlook E-Mail GoogleDrive PHP Intranet (“OurSpace”) Webinars (Go To Webinar) Legacy / Traditional DM System T:/ Drive Individual OrganizationalGroup Ad-hoc/LowUrgent/High P:/ Drive ftp (…) Web Conferencing (WebEx) Wiki System PPM System (Daptive) DropBox Box YouSendIt C:/ Drive Current State GUIDE USERS FROM WHERE THEY ARE… Delve Boards Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business Team Site SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Microsoft Teams Future State
- 14. Start with Enterprise Guidance starts at the top. ORG GROUP INDIVIDUAL WHEN TO USE WHAT HAS MULTIPLE LEVELS…
- 15. Biggest investments/impact is at the individual level INDIVIDUAL GROUP ORG WHEN TO USE WHAT HAS MULTIPLE LEVELS…
- 16. When each day’s Yammer tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved. PLANNING FOR TIPS…
- 17. Tips drive users to take action, should be themed, should be pre-written before the start of the campaign, and should relate to challenges/contests. PLANNING FOR TIPS
- 18. 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). PLANNING FOR CONTESTS
- 19. 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. PLANNING FOR TRAINING
- 20. Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns! PLANNING FOR ADOPTION May 2017 GUIDING UNDERSTANDING2 3 DRIVING INTEREST1 Baseline June 2017 June 2017 June 2017 Measure Impact Measure Continued Impact COMMITMENT
- 21. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 22. Capabilities that exist in Office 365 for reporting and sharing data about usage OFFICE 365 METRICS
- 23. Capabilities that exist in Office 365 for reporting and sharing data about usage SECURITY & COMPLIANCE CENTER
- 24. Capabilities that exist in Office 365 for reporting and sharing data about usage SECURITY AND COMPLIANCE CENTER View audit report data from last 90 days • View user activity reports such as sign-ins for SharePoint Online, Exchange Online, and Azure Active Directory • View user purged a specific document or an item from their mailbox • User activity in SharePoint Online and OneDrive for Business • User activity in Exchange Online (Exchange mailbox audit logging) • Admin activity in SharePoint Online • Admin activity in Azure Active Directory (the directory service for Office 365) • Admin activity in Exchange Online (Exchange admin audit logging)
- 25. Understand how your users are collaborating with each other? ONEDRIVE METRICS
- 26. How are users collaborating and sharing content across different departments? SHAREPOINT METRICS
- 27. Understand the trend of adoption of Yammer in your organization. YAMMER ANALYTICS
- 28. Understand how users are using peer to peer to connect with others and also organizing conference or participating in them to communicate ideas and get work done SKYPE FOR BUSINESS ANALYTICS
- 29. Gives you ability to view analytics and create interactive dashboards POWERBI
- 30. Office 365 has a number of administrative reports, including a content pack for Power BI. OFFICE 365 REPORTS
- 31. Using the audit log additional detail, insight, and information can be retrieved. PERSONAL ANALYTICS
- 32. Office 365 brings insights to users throughout the experience. SEARCH SCOPED ANALYTICS…
- 33. Office 365 brings insights to users throughout the experience. SITE SCOPED ANALYTICS…
- 34. Office 365 brings insights to users throughout the experience. SITE SCOPED ANALYTICS…
- 35. Office 365 brings insights to users throughout the experience. DOCUMENT SCOPED ANALYTICS…
- 36. Office 365 brings insights to users throughout the experience. VIDEO SCOPED ANALYTICS…
- 37. SharePoint has had popularity reporting for quite some time. POPULARITY TRENDS & ITEMS…
- 38. Webtrends captures the data from SharePoint and Office 365 and reports on it with their own platform solution (SaaS). WEBTRENDS
- 39. Each vendor has their own unique offerings in terms of reports and actions. Intlock focuses a little more on driving user action and interaction, as well as analytics portals INTLOCK
- 40. BUILDING ADVANCED REPORTING… Data Sources Users Office 365 APIs Data Capture & Processing JavaScript Tracking O365 Activity & Profiles Data Visualizations Power BI Webparts Excel Reports
- 41. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 42. Planning out your strategy for Office 365 and how you will leverage specific features and functionalities BUILD A ROADMAP
- 43. How culture impacts your team is different for each type of user. Knowing your team’s markup is the most important aspect of changing culture. KNOW YOUR AUDIENCE
- 44. What metrics define our personae key activities? MEET THE FAMILY Alex “Looking forward to more information on the intranet and to make it the main source for company documents” John “Unfortunately, though, while I hear from other employees that we are a ‘family’ I don’t feel part of the company culture.” Sharon “LOVE the FAMILY environment within the team!!!! And, the TEAM WORK :-)” Janet “It would be great to bridge our office and on-site operations using new technologies” Robert “More region specific company news would be great – particularly with me being in the US”
- 45. Sales Excellence Alex Position: Marketing Manager Group: Sales & Marketing Age: 42 Location: Ottawa, CA Technical Comfort: Strong ALEX “Looking forward to more information on the intranet and to make it the main source for company documents” Feature Request SharePoint site for each Division to load documents - get rid of the shared folders - they're very unorganized and everyone saves items in different locations or labels them differently. It's very time consuming trying to find information. Goals Easily access documents Collaborate with her employees on sales deliverables Back up her documents and be able to access them anywhere Back Story Alex is an experienced Sales Manager at the company. Her work is solely based around working with computer documents – preparing/reviewing and editing proposals, and working with other Sales employees on company proposals. Her work is often the face of the company and she edits vigorously – creating the need for many versions to her documentation Motivations As Alex’s responsibilities have grown, she has increasingly more work on her plate to take care of. Being able to get more done in the same amount of time, while also maintaining quality, would be of great benefit to both her and the company. Frustrations Alex is frustrated that a lot of her workflow appears to be restricted by disorganized operational tasks – like managing who is working on which version of a document, which version is the latest, where it exists, and whether or not someone is working on it currently. Coordinating these tasks takes away from her valuable time. Scenario(s) Alex logs on to her team’s intranet site and uploads all of the documents from the current project. She instructs her team members to only work off of the documents on the SharePoint site – where now, any updates made to documents are automatically synced and the need for communication around who’s working on what is significantly decreased.
- 46. What metrics define our personae key activities? MEET THE FAMILY Alex “Looking forward to more information on the intranet and to make it the main source for company documents” John “Unfortunately, though, while I hear from other employees that we are a ‘family’ I don’t feel part of the company culture.” Sharon “LOVE the FAMILY environment within our team!!!! And, the TEAM WORK :-)” Janet “It would be great to bridge our office and on-site operations using new technologies” Robert “More region specific company news would be great – particularly with me being in the US” % of Active Office 365 Users Number of Active Yammer Users Top Users User communicating Adoption by Region
- 47. Understand the trend of adoption of Office 365 in your organization ADOPTION METRICS
- 48. Typical workers produce 3+ GB of data per year. 30% of a typical workers day is spent searching for information. In a 1,000 employee company lost productivity costs approximately $5 million a year. STRATEGIC BENEFITS FOR COLLABORATION… While this may sound compelling… it isn’t to the typical individual. Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006
- 49. 20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling. 4 out of 5 of our workers do not know that we have an employee disaster relief fund. Currently we use 7 different systems to bring a new supplier on board and send at least 22 emails. STRATEGIC BENEFITS FOR COLLABORATION… Instead gather statistics within the organization and position those. Source: “Support Review Q4,” IT, 2016 Source: “HR Employee Benefits Survey,” HR, 2016 Source: “Internal Audit of Supplier Onboarding Process,” Finance, 2016
- 50. IMPROVING PROCESS EFFICIENCY… What if you could improve that process by making it easier or more efficient?
- 51. SAVING EMPLOYEE TIME… What if you could always get to your files and didn’t have to worry about losing them?
- 52. SAVING EMPLOYEE TIME… What if you could find documents and updates faster?
- 53. SAVING EMPLOYEE TIME… What if you could time shift meetings? Record meetings and make recordings easily available. If the meeting is informative it might help others as well.
- 54. SAVING EMPLOYEE TIME… What if you could find content easier?
- 55. SAVING EMPLOYEE TIME… What if Office 365 could save you time? What if it could save your teams time?
- 56. SAVING EMPLOYEE TIME… What if Office 365 could save you time? What if it could save your teams time?
- 57. Scenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ● Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕ Remind The Team Of An Important Deadline ◑ ◔ ● ● ●Within the whitepaper we have provided guidance on 13 common scenarios… Download it at: WhenToUseWhat.com PROVIDE GUIDANCE FOR COMMON SCENARIO
- 58. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 59. Sales Excellence Alex Position: Marketing Manager Group: Sales & Marketing Age: 42 Location: Ottawa, CA Technical Comfort: Strong ALEX “Looking forward to more information on the intranet and to make it the main source for company documents” Feature Request SharePoint site for each Division to load documents - get rid of the shared folders - they're very unorganized and everyone saves items in different locations or labels them differently. It's very time consuming trying to find information. Goals Easily access documents Collaborate with her employees on marketing deliverables Back up her documents and be able to access them anywhere Back Story Alex is an experienced Sales Manager at the company. Her work is solely based around working with computer documents – preparing/reviewing and editing proposals, and working with other Sales employees on company proposals. Her work is often the face of the company and she edits vigorously – creating the need for many versions to her documentation Motivations As Alex’s responsibilities have grown, she has increasingly more work on her plate to take care of. Being able to get more done in the same amount of time, while also maintaining quality, would be of great benefit to both her and the company. Frustrations Alex is frustrated that a lot of her workflow appears to be restricted by disorganized operational tasks – like managing who is working on which version of a document, which version is the latest, where it exists, and whether or not someone is working on it currently. Coordinating these tasks takes away from her valuable time. Scenario(s) Alex logs on to her team’s intranet site and uploads all of the documents from the current project. She instructs her team members to only work off of the documents on the SharePoint site – where now, any updates made to documents are automatically synced and the need for communication around who’s working on what is significantly decreased.
- 60. Customers frequently ask “what is a good adoption rate?” WHAT IS A GOOD ADOPTION RATE? 1,000 meetings per month Each user uploads 15 documents per month Increase Group Conversations by 25% Profile Metadata is 100% complete All network drive content is in OneDrive
- 61. 3x as likely to interact with multiple groups inside the company. INTRANPRENUERS COLLABORATE
- 62. 2x as likely to collaborate frequently with peers INTRANPRENUERS LEARN OR EXPLORING NEW IDEAS
- 63. Learning via Co-Workers is among the most effective and most used methods. COACH OTHERS & FIND CHAMPIONS…
- 64. METRICS ROADMAP
- 65. Driven change by focusing on key personae PHASE 1 Enabling Employee Engagement Alex “Looking forward to more information on the intranet and to make it the main source for company documents” % of Active Office 365 Users John “Unfortunately, though, while I hear from other employees that we are a ‘family’ I don’t feel part of the company culture.” Number of Active Yammer Users
- 66. Driven change by focusing on key personae PHASE 2 BRINGING THE FAMILY TOGETHER Sharon “LOVE the FAMILY environment with our team!!!! And, the TEAM WORK :-)” Top Users Robert “More region specific company news would be great – particularly with me being in the US” Adoption by Region
- 67. Driven change by focusing on key personae PHASE 3 ACCESS ANYWHERE Janet “It would be great to bridge our office and on-site operations using new technologies” Robert “More region specific company news would be great – particularly with me being in the US” User communicating Adoption by Region
- 68. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 69. Simplify how people interact with technologies to solve 1 need SERVICE DESIGN Search for People Edit Documents Read Announcements Search for Content
- 70. Give your champions the ability to create sites SHAREPOINT IS THE ENTERPRISE INTRANET PLATFORM
- 71. EMPLOYEE EXPERIENCE IS KEY TO A HIGH-PERFORMANCE WORKPLACE INCREASING EMPLOYEE ENGAGEMENT
- 72. Failure is the catalyst to innovation ENCOURAGE FAILURE
- 73. Great way to instill that what you create might not be leveraged in the long term HACKATHON
- 74. Focus on productivity quick wins that deliver value in small amounts & gather feedback. Move to a portfolio model after a few successes BE AGILE AND ITERATE
- 75. Building an Innovative Culture BEING DATA-DRIVEN OFFICE 365 ANALYTICS INTRAPRENEURS TOP METRICS EMPOWER INTRANPRENUERS
- 76. Thank You! Organizers, Sponsors and You for making this possible. 50+ SharePoint Presentations @ Slideshare.Net/kkhipple When to Use What Whitepaper @ WhentoUseWhat.com Intranets w/ Office 365 Whitepaper @ Office365Intranets.com External Sharing w/ Office 365 Whitepaper @ Office365Extranets.com and more! Message Me On LinkedIn or Email Kanwal@Khipple.com My twitter handle is @kkhipple and I work at SPEAKER | AUTHOR | SUPER GOOD LOOKING
- 77. Surveys 95 Feedback Please! Session Surveys via Event App Select “Schedule” -> Select Session -> Scroll to “Session Survey” Download the App: Event URL https://crowd.cc/spfdc17 Your App URL https://crowd.cc/s/zN7K Or search for “SharePoint Fest” in App Store Learn from the Top SharePoint Experts SharePoint Fest DC 2017 WWW.SHAREPOINTFEST.COM
- 78. Give you guidance and recommendations to successfully measure & share the business impact and value of Office 365 http://Office365Metrics.com DOWNLOAD TO MEASURE BUSINESS IMPACT & ROI OF OFFICE 365 WHITEPAPER
- 79. Give you guidance and recommendations to successfully plan and implement an Office 365 Intranet http://office365intranets.com DOWNLOAD INTRANETS WITH OFFICE 365 WHITEPAPER!
- 80. It goes into much greater depth and can be found at WhenToUseWhat.com DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! Microsoft Teams Enterprise Guidance coming soon
- 81. Give you guidance and recommendations to improve external sharing and collaboration http://office365extranets.com DOWNLOAD TO OFFICE 365 EXTERNAL SHARING WHITEPAPER
- 82. Give you guidance and recommendations to successfully plan and improve Office 365 adoption http://Office365Campaigns.com DOWNLOAD DRIVING OFFICE 365 ADOPTION WHITEPAPER
Notes de l'éditeur
- The value in developing a data-driven enterprise is clear. Now that you have the data to measure performance, maximize efficiency and make informed decisions, why not leverage those insights to empower leaders that lead innovation within your enterprise? Attend this session to understand the value Intrapreneurs bring to your enterprise, the top 5 innovation metrics to fuel their growth, and how to provide them insights into their viewing their impact.
- Break down the barriers between people, Workplaces, and technologies Empower their employees to be productive and creative wherever they are... IT is a catalyst for new ways of working, but Competitive advantage increasingly comes from letting employees use technology in the way they want to. Requires a business culture that puts people first Quote from Klaus Holse (Microsoft Western Europe VP)
- Germans are very competitive and do not usually collaborate naturally, Germany - the culture in Germany values formality, neatness and strong work ethic. Typically very competitive so they do not usually collaborate naturally. Ghana – as a hierarchical society, people are given respect based on age, wisdom, experience, wealth or position. So they expect people that are leaders to make the decision for the entire group. Younger staff members will not challenge superiors. Abu Dhabi - Culture is very much mixed with religion in Abu Dhabi. Many of the rules that are followed are based on Islam. The rules regarding modesty and strong gender segregation. This does not help collaboration between genders. An example is having Emirati employees in a room and only women were allowed to attend. Much more structured than anywhere else. China - They place a high value on education and hard work. There is always a competitive drive to succeed. Very similar to the United States but it is considered impolite to question superiors. We need to break the silence mindset, once the interaction happens it will be incredibly valuable. Japan - culturally, Japanese users are more open to experimenting which leads to higher degrees of collaboration. Have seen much higher adoption rates
- Application selection has not been as straightforward. Knowing when to use what is a common question many ask. allow users to bring in their own apps, without even asking, as long as they meet some minimum pre-defined requirements (security and data backup/privacy/protection usually top the list.) IT periodically audits what's in use, looking for issues and concerns, and helps users get support if they need it, but is otherwise relatively hands off to manage cost and complexity. Azure App Discovery can help with this
- Achieve Committed Adoption 1. Driving Interest - Often initially comprised of early adoptions. These users may adopt & use new technology once they are aware of it or have an interest in the technology. ‘Did you know’ tips & pre-launch communication can accelerate this groups adoption. Use this group to share and influence others. 2. Guiding Understanding - Users need help understanding how to change. How can they use the technology? How should they use it? Help, coaching, how to tips, training, contests & challenges help this group of users the most. 3. Maximize & Realize Value - Users need to understand the value of changing. Sharing stories, benefits, contest winners, & business impact of the technology will be critical. Create a champions program. People learn best from others
- Objective When we develop your ideal scenarios and solutions, it's critical to come up with a formal set of success criteria to measure the impact resulting from your Office 365 service. We will need to determine what should be measured and how you will go about collecting both quantitative and qualitative data.
- Used to be called Protection Center Source: https://blogs.office.com/2015/12/10/managing-your-security-and-compliance-needs-with-the-new-office-365-protection-center/ Go to https://protection.office.com Home - top-level information, tour the Security & Compliance Center Permissions - Grant permissions to people who perform compliance tasks like device mgmt, data loss prevention, eDiscovery, & retention. Security Policies - Manage devices & set up data loss prevention for your organization. Data Management - Import email from other systems. Enable archive mailboxes or set policies for retaining email and other content within your organization. Search & Investigation - Search for content and review user activity. Use eDiscovery to manage cases and Supervisory review to define policies that help you capture communication for review. Reports - View user activity reports such as sign-ins for SharePoint Online, Exchange Online, and Azure Active Directory. Service Assurance - View details about how Microsoft keeps Office 365 customer data safe, and how Office 365 helps customers meet industry compliance requirements. SOURCE: https://support.office.com/en-us/article/Overview-of-the-Office-365-Security-Compliance-Center-a5f2fd18-b029-4257-b5a8-ae83e7768c85?ui=en-US&rs=en-US&ad=US
- Used to be called Protection Center
- As a Senior Product Marketing Manager, Sara Davis collaborates with teams throughout Contoso. She manages her time between meetings, emails, and developing marketing strategies and campaigns. Sara uses Delve Analytics to check how she’s spending her time. Delve analytics provides objective measurements about Sara’s professional activities. These measurements help her prioritize her time at work. Sara uses these measurements to help her make better decisions about how she spends her time.
- The top of Sara’s personal dashboard shows her how her time is being spent against goals she has configured for herself. For instance, Sara has set her meeting threshold to 20 hours. Because she has not reached that threshold, the indicator is green.
- However, if she wanted to lower her meeting threshold to 15 hours a week.
- The indicator will change to Red as an alarm that she has gone beyond her meeting goal.
- Sara’s relationship with the Sales and Engineering teams are essential in getting her job done. Delve analytics captures those who are part of Sara’s network and displays who her top collaborators are.
- A detailed view shows how much time she dedicates to them and details regarding how they communicate.
- Delve Analytics also shows her those collaborators who she is losing touch with.
- Communicating with her manager is important to Sara. As a personal goal, she wants to ensure that she responds to her manager in a timely manner. Point out your response time to your manager From the information that Delve analytics provides, Sara’s response time to her manager is 1.5 hours. Sara will attempt to respond to her manager within half an hour.
- Delve Analytics provides data regarding Sara’s meetings and how she compares with a group benchmark.
- Sara can find how much time she has spent in meetings, types of meetings, and their effectiveness. A Detailed view also gives a breakdown of meetings, who scheduled them and their duration.
- Likewise, with email, Sara can see how much of her time is spent catching up on email. She can see a breakdown of the hours that she spends writing emails, as well as hours she spends reading emails.
- A detailed view show’s Sara a historical trend of her email activity.
- In the Email Etiquette section, Delve Analytics captures data and deduces the read rate of emails that Sara has sent. Sara can also see her own read rate of emails sent to her. Below the read rates, she notices that her recipients replies to her emails in less time than she does. She will attempt to reply to emails sooner rather than later. Hoping that this will reduce her overall email time. Sara is glad that her Delve Analytics personal dashboard gives her better insight on where she spends her time. The ability to set and track specific goals helps her to be more productive.
- To improve a process, it is important to first understand it, and to have identified pain points and challenges within the process. Once these two requirements have been met you can break the process down and outline ways it can be improved by leveraging capabilities within Office 365. The most notable capability set in Office 365 that impacts processes are the features found in SharePoint Online. These features (when used right) can often reduce the time and effort it takes to do many activities within the enterprise. Here is a simple example of how Excel capabilities with SharePoint online might improve a process. Often when employees work with Excel spreadsheets that require input from many parties there can be a need to collate reports, merge datasets, and some reports may need to be updated simultaneously. Doing this using email, file shares or through other less efficient mechanisms will result in a missed opportunity to improve productivity. A shared excel document in a SharePoint library or Office 365 group that supports co-authoring and/or a SharePoint list that represents the same data often will result in reports taking less time to update, reduce management costs for the report, and can improve visibility or frequency of updates (as it may have been done weekly, or monthly using alternative approaches. Determine your business objective first. Let’s say your business objective is to reduce the amount of time it takes to execute a specific task. The first thing you need to do is get a baseline measure for the current process. There are a number of techniques that you can use, ranging from asking the people who are doing the job today to timing them either informally or with a time and motion study. If users had to spend 8 hours completing one report previously which was collated and prepared once a week, whereas now due to a workflow, or better technology usage the report can be done in 2 hours or is done automatically as users perform the related tasks – a marked and measurable improvement was made. Many of Office 365 projects involve using the technology to assist or help automate and improve an existing process or workflow. Consider how a small team supporting the organization in this effort would prioritize which processes and workflows they should focus on. To determine which projects to work on, you could calculate a baseline metric for executing the process before Office 365 or SharePoint impacts it. One way of doing this is by measuring process throughput and another is by observing the time it takes to do a task. Based on this it should be possible to estimate the process or throughput times expected in the “after” situation based on the improvements planned with Office 365 support. This can then be multiplied by the number of times the process is executed in a year and then calculated based on an average fully loaded hourly cost for employees involved. The initial calculation helps prioritize which projects to work on. Then, to ensure that the solutions are delivering the expected value, we recommend the team goes back to each project after about 90 days and measure actual results. These new metrics help provide insight into potential repeatable solutions for other business areas. While the metrics are not precise measures of ROI because no costs are analysed, since the same approach is used for all projects, the result provides a repeatable calculation that can be used to establish priorities and disseminate best practices, which are important elements of an overall measurement program.
- Faster access to knowledge. Often employees, especially information workers, spend time each day searching for files and content to be used in their daily activities. By reducing the time, it takes to find and discover content you can save your employees time and enable them to do more productive activities. Providing a way to search for specific types of documents, making it easier to know where to look, automatically discovering relevant content and recommending it to the user all improve the speed and accessibility of corporate knowledge. What’s more implementing successful Intranets can have a big impact here. While search and intranets or structured team sites are common examples of saving employees time even improving the structure of a directory can go a long way. In most file shares there are many nested sub-folders. In SharePoint when metadata is effectively used it saves time by avoiding users needing to review and click through the hierarchal navigation.
- Faster access to knowledge. Often employees, especially information workers, spend time each day searching for files and content to be used in their daily activities. By reducing the time, it takes to find and discover content you can save your employees time and enable them to do more productive activities. Providing a way to search for specific types of documents, making it easier to know where to look, automatically discovering relevant content and recommending it to the user all improve the speed and accessibility of corporate knowledge. What’s more implementing successful Intranets can have a big impact here. While search and intranets or structured team sites are common examples of saving employees time even improving the structure of a directory can go a long way. In most file shares there are many nested sub-folders. In SharePoint when metadata is effectively used it saves time by avoiding users needing to review and click through the hierarchal navigation.
- Reduce demand on presenters, time-shift business communications and increase frequency of communication. By reducing the cost of a presenter’s time. In addition to employee salaries, consider the strategic value that comes from extending the reach of a single presentation by an executive, a training instructor or a business leader. Rather than having a top executive or an expensive training resource travel from company location to company location to deliver a consistent standardized message, all employees can access the same content via a single video production, live in a Skype for Business meeting or viewed on-demand. By reducing the time needed to communicate their message, executives and leaders can focus more attention on addressing their primary business tasks. By time-shifting business communications more employees can view and gain the benefit from it and they can avoid conflicts with other job duties. Consider the value associated with time-shifting business communications. Attending a live event may conflict with other job duties. On-demand alternatives enable employees to view the same message at a more convenient time. Additionally, organizations can leverage streaming to increase the frequency of top executive messaging to employees. Repeated communications gives workers better understanding of the management’s vision for the organization. This potentially helps boost productivity.
- Optimizing Information Architecture & Group Structures Sometimes the structure of information and communities can improve business impact. As an example in Yammer we would suggest that fewer, larger groups contribute to better and more effective content consumption (generally speaking). Measuring the activity levels and memberships of groups can support identifying opportunities to merge these groups. Effectively reducing noise and potential confusion from similar groups. Consider the number of search results that turn up when you search for a topic in search today. After cleaning up the content and adding additional metadata compare the improved result set. Each time you make the result set more tailored or consumable to users you are helping them save time. Another example would be the saved time that results from taking distinct documents contained in document libraries and collecting them in an easy to navigate wiki.
- Improve meeting coordination. Presence monitoring in Skype for Business enables employees to see when their colleagues are online so they can more quickly initiate communications. Shared calendars often have been a particularly valuable feature for managers, who can now view team members’ available times online and schedule a meeting in one step instead sending out and reviewing multiple meeting requests and responses.
- Reduced time spent due to email inefficiencies. Reading email messages that aren't really targeted to you takes time - time that could be spent focused on your critical tasks. In addition, un-targeted emails have a cost to the organization in terms of mailbox storage. Transferring even a small portion of the "All" emails to targeted SharePoint news or announcements, Yammer conversations or announcements, or Office 365 groups can have a direct positive impact on productivity and email cost. If you are looking for a great way to estimate the cost related to email, take a look at The Hamster Revolution. Within this book they estimate that if you send and receive as few as 60 emails per work day and spend on average 2 minutes per email, that you are spending a total of 60 days per year just on email. Additionally, when users reduce the number of email attached documents that they send it prevents duplications of documents and brings contributors and readers to a single document source which tracks changes, provides version history, enables co-authoring and significantly saves time in managing, coordinating and tracking changes/feedback.
- Traditional field worker Remote work at customer site Call headquarters on mobile phone and try to locate the right expert Describe to the expert what they are seeing Take a digital picture and send it to the expert either from mobile phone or PC Return to the field to follow the instructions from the expert over the phone Digital Workplace Field engineers sport wearables that stream real-time video back to the expert, so they can see what the field worker sees The field engineer receives real time instructions, hands-free, visually and audibly The expert provides guidance and data in real-time, so field engineers can make quick decisions providing enhanced productivity and service levels