Intranets With Office 365: What You Need To Know #INT103 #365EduCon 20211214

There is a growing trend of organizations moving to “the cloud”
to meet their intranet needs. While many organizations are
running their Intranets “on premise”, many are considering
entirely cloud-based solutions or running them on platforms like
Office 365.
INTRANETS WITH OFFICE 365:
WHAT YOU NEED TO KNOW
INT103

SPEAKER | AUTHOR | SUPER GOOD LOOKING
KANWAL KHIPPLE, CEO
@kkhipple
bit.ly/linkedinkk
2014 2015

SPEAKER | AUTHOR | SUPER WHITE SANTA BEARD
KANWAL KHIPPLE, CEO
@kkhipple
bit.ly/linkedinkk
2014 2015

It goes into much greater depth and can be found at Office365Intranets.com

Portals that Improve Employee Satisfaction are...
STILL NOT OOTB 
BUILT ON MICROSOFT 365
BETTER TOGETHER

Many orgs are successful, but what about those successful cases?
Improve
Satisfaction

Portals that Improve Employee Satisfaction are...
PRODUCTIVE
SIMPLIFIED
RESPONSIBLE

AGENDA
Productive
Simplified
Responsible

Where does this work fit within a larger program?
Where stuff will
live tomorrow Teams-Connected Sites
For Collaboration
Intranet
For Communication
OneDrive
For Personal Use
Where stuff
lives today
Intranet File Shares etc.

Collaboration Communication Connection Consistency
Fostering a
collaborative
environment among
employees
Ensuring meaningful
information
dissemination
Pulling information
together through
search and apps
Intuitive, clear,
consistent content,
navigation and page
layouts
Guiding principles for the new Digital Workplace

Examples
▪ Separate public and private sites allow for targeted page layouts by site function
• Public sites feature news, while private sites feature activity and documents
▪ ‘Share’ button featured across site and at library level
• Direct users to the document library so that they can see the menu options, instead of linking to documents
through a Quick Links web part
▪ Using Microsoft Teams to interface with private team sites
• Facilitates collaboration by making it easier to jump between chat and files, and co-authoring.
Fostering a collaborative environment among employees

Examples
▪ News and events are the focus of public intranet sites
▪ Top stories featured in a hero banner to emphasize importance
• Pictures help to capture reader’s attention
▪ Welcome messages on public sites
• Help users learn about what the business unit does and how they work to achieve the organizational vision.
Ensuring meaningful information dissemination

Examples
▪ Provide seamless integration points so that user doesn’t get taken out of the intranet experience
• Surface information from LMS or Active Directory (e.g. My Courses page)
• Link in ‘Quick links’ from public intranet site to restricted team site
Pulling information together through search and apps

Examples
▪ Custom headers and footers give intranet more of a cohesive ‘web’ feel
• Same global navigation across all intranet sites
▪ Site templates used to provide consistency across all business unit sites
• e.g., department sites and delivery unit sites have very similar layout
Intuitive, clear, consistent content, navigation and page layouts

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?

OOTB Experiences for navigation
Productive

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…
TOP OF MIND
Global mega still needed for
multiple hubs, to add dynamism,
for more optimal layouts/designs
and more?
Out Of The Box
●

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
●

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?
Improve
Satisfaction

Custom Experiences for
navigation
Productive

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.
Requires Customization
◔
You can improve what MSFT
provides with icons, more filters,
more personalization, and your
own styling.
Improve
Satisfaction

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.
Consider bringing targeted,
personalized documents, forms,
policies and content to the user
inside the navigation experience.
◔
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.
Consider bringing targeted,
personalized documents, forms,
policies and content to the user
inside the navigation experience.
◔
This design only scales to so
many links. There are other
options than a simple
sectional layout.
Improve
Satisfaction

Navigation can also display more ways for users to personalize and manage their apps,
resources, tools, places they work and more.
◔
◔
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.
Improve
Satisfaction

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.
◔
Improve
Satisfaction

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
◔
Improve
Satisfaction

Build custom navigation solutions that empower employees to their workspaces
◔
A user’s language preference is recognized
and the appropriate labels are displayed
Improve
Satisfaction

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

Experiences that integrate
Productive

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.
◔
Improve
Satisfaction

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.
Improve
Satisfaction

Giving users the ability to add their own personalized links
Improve
Satisfaction

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 integrate
critical tools into the
intranet.
❑ Dynamic & Personalized Navigation
❑ Integrated Productivity Experiences

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

Experiences that roll-up
Simplified

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?

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.
◔
Improve
Satisfaction

Alternatively they might invest in custom solutions which provide similar capabilities and
further improve the core experience.
Clearer categories
and sources, greater
at a glance 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.
Improve
Satisfaction

❑ Simplify & Improve Roll-up Design

Experiences that are personalized
Simplified

News should have insights such as the number of comments, likes, views and more to bring
content forward while encouraging engagement.
Out Of The Box
●

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?

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.

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.
◔
Improve
Satisfaction

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.
Improve
Satisfaction

Experiences enriched with bots
Simplified

❑ Improve Targeting & Personalization
❑ Enrich With AI, Bots & Automation

a great example of a concierge like experience where users can see key targeted and personalized
insights and notifications that they can action.
Improve
Satisfaction

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.
Improve
Satisfaction

❑ Bring Solutions To Where People Work

Experiences where users are
Simplified

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?

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.
Improve
Satisfaction
Out Of The Box
●

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.
Improve
Satisfaction

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

Go ahead and plan how you aim to implement hub sites within your organization
https://aka.ms/PlanningSPhubsites

There are options to ensure users are aware and continually reminded to use the tailored experience.
On landing pages
surfacing other core
content, add a clear
call out to your new
experience to ensure
users have an easy
path to it.

If this is an organizational
resource, add a bookmark
to ensure users can take
advantage of this new
experience.
This complements
Note: Recommend setting
intranet search scopes to
Organizational to ensure
this is seen more readily.

If this is a site specific
resource, consider
redirecting search queries
to your custom search
results page rather than
the default experience.

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.

Experiences for provisioning and
lifecycle
Simplified

While OOTB can work great for many smaller orgs, most need more structure to support
governance, lifecycle management, and better search/navigation experiences.
Out Of The Box
●

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
Improve
Satisfaction

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.
From OOTB
approaches that
just leverage a
custom list to
highly customized.
Here we have simple field
additions and a style that
displays based on an option
in the global navigation.
Requires Minor Customization
◑
Improve
Satisfaction

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.
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.
Improve
Satisfaction

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).
Improve
Satisfaction

Many solutions allow you to get both the directory experiences while also supporting the
request management needs that many organizations have today.
Every org over a
certain size needs
something like
this. You don’t
have to build it.
Directoy solution that allows
users to create (or request)
spaces and navigate spaces
more effectively.
Improve
Satisfaction

Experiences that allow the end user to easily browse to what they need
When to Use
▪ Allows users to filter by one
primary refiner via simple
buttons
▪ Simple design leverages out of
the box web parts
▪ Suitable for lower volumes of
content which is easily
accessible by even unfamiliar
end users
▪ Suitable for content that resides
in a single Document Library
▪ Suitable for a targeted
application
Filter by primary vertical
using a list web part with
dynamic filtering
enabled.
Document Library to
surface all policies that
reacts dynamically to
filtering

With tailored experiences
like those above in place,
administrator can
ensure search queries
from the now persistent
search box can redirect
users to the desired page

❑ Bring Solutions To Where People Work
❑ Automate Provisioning & Lifecycle

We only scratched the surface. There is a lot more we could discuss around personalization,
integration, business process improvement, etc... Download at Office365Intranets.com
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

Experiences to increase
satisfaction
Simplified

Adoption
Training
Based on your immediate needs, we
will develop an appropriately
prioritized training program to
ensure your change champions are
comfortable taking ownership of the
new solution.
Focus on onboarding and adoption for our users
Time
Impact
2toLead Managed Change
Unmanaged Change
Reduce Negative
Consequences
Accelerate Change

Best Practices
Educational Workshops
We will run through a number of
strategic workshops that will help
your team understand the core
areas underlying a successful digital
workplace platform including
Architecture, Page Design,
Navigation, Search and more.
Share industry best practices via our framework

Coaching users to ensure they are getting the most of the solution
Introduce users to getting around
with the help of handy coachmarks
or learning bubbles.

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.

My twitter handle is @kkhipple and I work at
Thank You!
Organizers, Sponsors and You for making this possible.
100+ 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@2toLead.com
SPEAKER | AUTHOR | SUPER GOOD LOOKING

Intranets With Office 365: What You Need To Know #INT103 #365EduCon 20211214

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