Imagine a future where silo'd departments and legacy processes don’t stand in our way. Today’s collaboration needs go from complex collaboration portals to simple innovation hubs and most importantly need to work for our devices. Designing portals to enable a new kind of collaboration and communication is an absolute necessity today.For the past couple years, I’ve had the opportunity to study how successful teams collaborate and have helped to transform the way teams work and collaborate together. In this session, I'll share what I’ve learned about making effective cross-discipline collaboration possible, and leave you with actionable approaches you can use to unite your team's communication and collaboration needs.

1. Future of Designing Collaboration
Experiences in Office 365
Designing portals to enable a new kind of collaboration and
communication is an absolute necessity today.
Prepared By: Kanwal Khipple
12.06.2016

2. KANWAL KHIPPLE
My twitter handle is @kkhipple and I work at
SPEAKER | AUTHOR | AWARD WINNING DESIGNER

3. Why collaboration aka ‘working together’ is not easy.
5 REASONS WHY
COLLABORATION
DOES NOT WORK

4. For many, collaboration means that I have to have people skills or “get along” with
others.
#1 GETTING ALONG

5. For many, collaboration means they have to work out loud. When they make mistakes
others will criticize their progress.
#2 SCARED TO
MAKE MISTAKES

6. Productivity for many is that they just want to focus on their work and what they need to
get done. Working with others means more distractions and not being get work done.
#3 NO DISTRACTIONS

7. We work with more people on a day-to-day basis today than ever before.
#4 WE WORK WITH
MORE PEOPLE…
60% of employees report working with 10
or more people on a day-to-day basis.
Half of these employees
work with more than 20.

8. Your history, culture, religious and politics beliefs influence your view of collaboration
#5 GLOBAL COLLABORATION
CHALLENGES

9. With so many barriers, collaboration needs to be easy.
ARE YOU READY FOR TODAY’S DEMANDS?

10. What does not work is when you have to go through a certain chain of command where
employees are not empowered to make decisions.
HEIRARCHICAL ORG
STRUCTURES ARE
NOT THE FUTURE

11. We work across functional areas and leverage increased connectivity where
people support one another in more dynamic cross functional teams.
PRODUCTIVITY IS
PEOPLE WORKING
WITH LESS BORDERS

12. What leadership style does your company want to employ at the organization,
department or team level?
LEADERSHIP
STYLES

13. Learning via Co-Workers is among the most effective and most used methods.
COACH OTHERS &
FIND CHAMPIONS…

14. The main goal for working together is to learn and hope to have better outcomes
LEARNING OR
EXPLORING NEW IDEAS

15. Discussions that enhance learning requires to share different perspectives
TRUST YOUR TEAM

16. Depending on your circle of trust and your goal, your new space will have different
collaboration & communication features
COLLABORATION & COMMUNICATION
MODELS

17. Understand the space that you are striving to design
COMMON SCENARIOS
• Information and Knowledge Management
• Knowledge Collection (aka Document Repository)
• Expertise Search
• Discussions
• Idea and Innovation Management
• Software Development
• Custom Communication
• Enterprise Communication
• Internal Communications
• Human Resource Management
• Document Lifecycle Handling (aka Records
Management)
• Meeting Minutes and Tasks
• Event Management
• Joint Authoring (synchronous/asynchronous)
• Information Exchange (aka Communication Portal)
• Problem Solving
• Organization of Meetings
• Reporting
• File Sharing
• Sales opportunity handling
• Workshop Organization
• Quote Compilation

18. There is a reason that you have more choices now then ever before
DOES ONE SIZE FIT ALL?

19. Personalize or base the matrixes you leverage on personas that change over time.
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
SharePoint
Team Sites
SharePoint
Intranet
Yammer Company
Communications
Yammer Groups
Office
365
Groups
Individual OrganizationalGroup
Ad-hoc/LowUrgent/High
Delve
Boards
FutureToday
MAP YOUR ORGANIZATION’S
JOURNEY

20. 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 ◑ ◔ ● ● ●We have provided guidance on 10+ common scenarios…whentousewhat.com
SCENARIO GUIDANCE

21. 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!

22. Portal Strategy

23. What about tomorrows demands? Are you ready for those?
ARE YOU READY FOR TODAY’S DEMANDS?

24. 60%+ of workers are part of the mobile workforce
USERS WORKING
ANYWHERE…

25. We also work with contractors, customers or partners more…
USERS WORK INSIDE &
OUTSIDE OF THE
ORGANIZATION

26. It is more challenging to meet expectations on legacy technology.
DON’T FALL
BEHIND…

27. Lack of technology adoption is the number one cause of failure for
companies
ORGANIZATIONS NEED TO SURVIVE

28. We work with more people on a day-to-day basis today than ever before.
WE WORK WITH
MORE PEOPLE…
60% of employees report working with 10
or more people on a day-to-day basis.
Half of these employees
work with more than 20.

29. Were there open questions?
SharePoint
Intranet & Content Management
Yammer
Enterprise Social
Office Apps
Co-authoring Content
Outlook
Mail & Calendar
Skype
Voice, Video, & Meetings
Identity | Groups | Graph | Intelligence | Compliance
OFFICE 365 RECAP

30. It’s a starting point to something greater
WHAT ARE PORTALS

31. Used as a dashboard for employees, like a newspaper
COMMUNICATION PORTAL
• Heavy Branding
• News
• Announcements
• Events
• Dashboards
• Spotlights
• Highlighted content
• Personalized Links

32. Promote a culture that “Works Out Loud”
ENTERPRISE SOCIAL PORTAL

33. This is where employees do most of their work
COLLABORATION PORTAL

34. Advanced capabilities to find specific information
SEARCH PORTAL

35. Display only curated content for general consumption by the
organization
KNOWLEDGE MANAGEMENT PORTAL

36. There are numerous of portals, each with a different purpose
WHY USE DIFFERENT PORTALS?
Search for
People
Edit
Documents
Read
Announcements
Search for
Content

37. GLOBAL
Collaboration Portal
To date, we’ve heard a lot about collaboration needs
PORTAL STRATEGY
Search
Portal
Knowledge
Management
Portal
Communication
Portal

38. GLOBAL
Collaboration Portal
Our current vision expands on the need for collaboration
sites and increase communication
OUR VISION
Search
Portal
Knowledge
Management
Portal
Communication
Portal
Portal
Divisional
Communicatio
n Site
Divisional
External
Collaboratio
n Site
Divisional
Collaboratio
n Site
Team
Collaboratio
n Site
Record
Center

39. If you are looking for a portal where you can create and share videos for training,
communication, interviews, etc then leverage Microsoft Stream.
VIEWING
VIDEOS

40. If you are focused on making it easy to organize team work by creating new plans,
organize and assign tasks, share files, discuss, and easily receive and disperse updates,
check out Planner
ORGANIZE
TEAMWORK

41. Want to enable desk-free workers and their managers to manage time, communicate
with their teams, and share content, then check out StaffHub
Desk-free workers

42. If you are looking for a focused space that empowers people, within a circle of trust, to
work together using many of the tools Office 365 offers, check out Groups
TEAM FOCUSED

43. If you are looking to have a private, meaningful communication space between you and
your coworkers around a common objective, Yammer fills that gap
PRIVATE GROUP
COMMUNICATION

44. If you are looking for a space that offers bit of social, links to resources, showcase key
information (like Employees) and ability to socialize then SharePoint Team Sites work.
COLLABORATE WITH
LIGHT DISCUSSIONS

45. If you are looking to create social hubs, opportunities for employees to learn the latest
news and announcements from the organization, then SharePoint is a great platform!
COMMUNICATION
ACROSS THE
ENTERPRISE

46. Give you guidance and recommendations to successfully plan and
implement an Office 365 Intranet http://office365intranets.com
DOWNLOAD INTRANETS WITH
OFFICE 365 WHITEPAPER!

47. If you are looking for a focused space that empowers people, within a circle of trust, to
work together using many of the tools Office 365 offers, then leverage Office 365
Groups
COLLABORATION
WITH YOUR CIRCLE
OF TRUST

48. Give you guidance and recommendations to successfully plan and implement External
Sharing in your own organization http://office365extranets.com
DOWNLOAD EXTERNAL
SHARING WITH OFFICE
365 WHITEPAPER!

49. Where do you begin to deliver innovative solutions?
KEYS TO SUCCESS

50. Begin with the right challenge and work towards simple-fast solutions
DESIGN SPRINT
PROCESS
Set the Stage
The right
challenge and
the right team
Monday
Understand
the problem
Tuesday
Explore ideas
to solve the
problem
Wednesday
Choose the
best ideas and
develop them
Thursday
Make a
prototype
Friday
Test with
customers

51. Give you guidance and recommendations to successfully plan and improve
Office 365 adoption http://Office365Campaigns.com
DOWNLOAD DRIVING
OFFICE 365 ADOPTION
WHITEPAPER

52. Most of us do not want instructions on how to collaborate but that initial introduction to
a solution with useful tips helps with adoption.
RAISE AWARENESS

53. Whether you are working from home, in a small office or an enterprise space, ensure you
have a working environment that encourages collaboration amongst teams
CREATE
COLLABORATIVE
WORKSPACES

54. Planning out your strategy for Office 365 and how you will
leverage specific features and functionalities
DIGITAL
WORKPLACE
STRATEGY

55. There are three common approaches to transitioning to Office 365
PRACTICAL TRANSITION
STRATEGIES
ENABLE
COMMUNICATION
ENABLE
COLLABORATION
ENABLE CLOUD

56. 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

57. My twitter handle is @kkhipple and I work at
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
SPEAKER | AUTHOR | AWARD WINNING DESIGNER