Future Proofing Your Office 365 & SharePoint Strategy

FUTURE PROOFING YOUR OFFICE 365 &
SHAREPOINT STRATEGY
Facilitated By: Richard Harbridge (@RHarbridge) #IntraTeam

@RHarbridge #SPSNH
RICHARD
HARBRIDGE
My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

OUR GOAL TODAY…
Is basically to help you feel more confident and capable when it comes to planning, executing
and managing SharePoint & Office 365 Strategy.
From Here To Here

WHAT WE CAN’T ACHIEVE TODAY…
While I can provide ideas, advice, tools, and techniques I can’t provide you a tailored and
targeted prescription. That’s why you and I should have a 1:1 following this workshop. 
“Prescription of a Technology Practice Or
Solution without Diagnosis is Malpractice.”
- Richard Harbridge (@Rharbridge), 2018 

ALIGNING WITH THE MICROSOFT ROADMAP
PLANNING & IMPLEMENTING FOR SCALE
ALIGNING WITH INDUSTRY TRENDS
PRO-ACTIVE PLANNING
VISUALIZING & COMMUNICATING BETTER

OFFICE 365 HAS A ROADMAP…
It’s important to understand what’s coming, what’s changing and how we should prepare.

OFFICE 365 HAS A MESSAGE CENTER…
It’s important to understand what’s coming, what’s changing and how we should prepare.

HAVE YOU LOOKED AT USER VOICE?
The various user voice feedback collections for Microsoft 365 can help you understand gaps in
the current platform as well as early indication of priority from Microsoft.

LEVERAGING MODERN SITES…
• Over 35 New Modern Web Parts
• Save Page As Template (Page Design)
• Save/Bookmark
• Send By Email & Email News Digest
• Section Layouts
• Richer Integration With Teams
• Audience Targeting
• & Much More…
There are more than 40 reasons outlined in Office365Intranets.com to use Modern sites over classic
ones. Transition ASAP as modern sites are the foundation for most new features.

FREE MIGRATION TOOLING…
Quickly migrate your sites from SP2013 with a new lightweight migration tool. Received many updates -
http://aka.ms/spmt (PowerShell supported). Example of something important that is not in the roadmap.

ENABLEMENT MATTERS…
Custom Learning For Office 365, a digital, customized learning service for Office 365 and Windows
10 that helps reduce investments in training resources. https://Aka.ms/CustomLearningFAQ

SECURITY, COMPLIANCE & PRIVACY MATTERS…
There are continual compliance and security improvements that we need to understand and
implement as soon as possible. Information protection is at the forefront here.
Data is created, imported,
& modified across
various locations
Data is detected
Across devices, cloud
services, on-prem
environments
Sensitive data is
classified & labeled
Based on sensitivity;
used for either
protection policies or
retention policies
Data is protected
based on policy
Protection may in the
form of encryption,
permissions, visual
markings, retention,
deletion, or a DLP action
such as blocking sharing
Data travels across
various locations, shared
Protection is persistent,
travels with the data
Data is monitored
Reporting on data
sharing, usage,
potential abuse; take
action & remediate
Retain, expire,
delete data
Via data
governance policies

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SECURITY, COMPLIANCE & PRIVACY MATTERS…
Yet the best ROI is in 2-factor auth, password less auth, moving to the cloud, and securing
targeted high risk digital work environments/locations (think of ERP exports).

ACTIVITY: PLAN YOUR TECHNOLOGY…
Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
Video
Conferencing
Intranet
Social
Intranet
Integrated Digital
Workplace
Integrated Voice
Conferencing
Surface Hubs In
Boardrooms
Holoportation
(HoloLens)

Sometimes you can direct what you want to put on your own radar. What might be landing further
out? How can we get there successfully?
??? ???
???
???
Social Driven
Intranet
Integrated Digital
Workplace
Surface Hubs In
Boardrooms
AI Assisted Or Led
Contract Review
Self-Service Business
Intelligence
AI Assisted Or Led
Product Research

What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar

DIGITAL VALUE WILL GROW OVER TIME…
Our organizations have to plan to keep pace with growth and ever increasing user demand.

PROVISIONING AUTOMATION…
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.

SITE STRUCTURE MODEL(S)
There are a number of ways to manage site hierarchy. The key is to ensure hierarchy enables
collaboration and does not restrict it.
SITE NAV
TOP NAV
SITE NAV
SITE NAV
SITE NAV
SITE NAV
HUB-AND-SPOKE
SITE NAV
SITE NAV
SITE NAV
SITE
NAV
SITE NAV
SITE NAV
TOP NAV
SITE NAV
TOP NAV
HIERARCHICAL

TIME TO VALUE FOR INTEGRATION…
When people want to see information in one place we would build, buy and implement
solutions. IT leads this and the approach takes time.
Build Business
Case
Secure Budget
(On Promise Of
Value)
Analyze Systems,
Needs &
Approach
Design Optimal
Solution
Build Solution
Test Solution (QA
& Then
Production)
Document
Deployment
Deploy Solution
(QA & Then
Production)
Deliver Value
Get Feedback
(Often As A
Separate Motion)
Past

We optimize for MVP and iterative improvement today. Accelerating IT’s ability to integrate
faster and deliver value sooner.
PresentSecure Budget
(On Promise Of
Immediate Value)
Build Business
Case

Arguably this is made much better by improvements in development patterns, as well as a
reduction in complexity of deployment/risks.
Present

Full Trust
Code
Web
Parts
Features
Event
Receivers
Our traditional waterfall model, and model where we build based on server model
development takes longer and doesn’t maximize IT effect.
Past

Client Side
Web Parts
Cloud
Services
The new model accelerates development considerably as we can deliver more tailored value
faster, and often avoid server side delays or complexity.
Present

Now it doesn’t just need to be IT who is meeting integration needs. O365 Connectors, Flow,
Team Tabs, 3rd Party solutions, all accelerate time to value.
Present

Microsoft Flow allows organizations and individuals to automate workflows that integrate with
existing SaaS services and business apps that users rely on today.
Present

Now it doesn’t just need to be IT who is meeting integration needs.
Future

SIMPLE INTEGRATION STILL MATTERS…
When provisioning spaces connect them based on your IA and provisioning process. Example
change Outlook Conversations link to the Team. This is defaulted moving forward. 
Present
Linking is still a
reliable and easy
way to integrate.

INTEGRATION CAN BE EASY…
Using the connectors built in, or by using a simple sync model you can connect systems and
reduce clicks, or tie processes/data together.
Present
Supported Via 3rd Party

ACTIVITY: PLAN FOR TRENDS…
What if we look at our own organizations technology radar?
Inspired by StepTwo’s Digital Workplace Radar

WORK IS ANYWHERE & ANYTIME…
Flexible work is prevalent – rethink your definition of a mobile worker.

WE WITH MORE PEOPLE…
We work with more people on a day-to-day basis today than ever before.
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.

USABLE: CHAMPIONS SHOULD BE…
Non managers and non IT are extremely important.

STATS IN YOUR ORG ARE ALWAYS BETTER…
If you have the ability to interpret or provide statistics and insights using your own
organizational data it is always better than industry insights.
 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.
Source: “The Enterprise Workplace,” IDC, 2005
Source: IDC, 2003
Source: “Hidden Costs of Information Work,” IDC, 2006

STATS IN YOUR ORG ARE ALWAYS BETTER…
If you have the ability to interpret or provide statistics and insights using your own
organizational data it is always better than industry insights.
 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 pay for full licensing on 7 different enterprise document
management solutions.
Source: “Support Review Q4,” IT, 2018
Source: “HR Employee Benefits Survey,” HR, 2018
Source: “Financial Audit of Licensing Costs,” Finance, 2018

CUSTOMER EFFORT SCORING
“The customer effort score outperforms the Net Promoter Score and Customer Satisfaction
measures in predicting behavior.” – Harvard Business Review
High
Low High
Predictive Power For Increased Spending
Predictive Power For Purchasing
Customer
Satisfaction
(CSAT)
Customer
Effort Score
(CES)

EMPLOYEE EFFORT SCORING
“An Employee Effort Score will outperform the Employee Satisfaction scores in predicting
behavior (and efficacy).” – Richard Harbridge (at Microsoft Ignite 2018)
High
Low High
Predictive Power For Increased Productivity
Predictive Power For Increased Engagement
Employee
Satisfaction
(ESAT)
Employee
Effort Score
(EES)

THE LATEST MATTERS MORE NOW…
While operational efficiency was king things are shifting more and more to business agility as
the highest priority in the marketplace. XaaS is shifting this way to match.

FROM DIGITAL WORK TO DIGITAL EXCELLENCE…
The more we work digitally the more what we do is captured. With AI improvements we can
better understand how to work better, smarter, and more optimally.

SOME TRENDS FOR DIGITAL WORKPLACES
Here are just a few simplifications of many important topic areas to understand from an industry
trend perspective. Each of these should be aligned or represented in your Office 365 strategy.
Personalization
Behavior Based
Recommendations &
Targeting
Dynamic &
Personalized
Navigation
Contextual
Assistance &
Experiences
Integration
Self-Service
Integration
Enterprise
Integration Solutions
& Cloud Services
Integration
Approaches
Experience
Engaging
Experiences
Mobile First
Experiences (Apps
Matter)
Natural Language
Interfaces & Bots
Search
Predictive &
Behavior Based
Results
Intelligent Indexing
& Analysis
Contextual &
Configurable
Experiences

WHAT IS DIFFICULT WITH MOBILE?
What do you think the most challenging thing is when designing for mobile?

WHAT IS DIFFICULT WITH MOBILE?
What do you think the most challenging thing is when designing for mobile?
The time users spend and the activities they perform. From hours, to minutes to seconds.

BOTS & MORE…
Nearly 20% of companies have already deployed chatbots in the workplace, with an anticipated
57% by 2021. Our hubs need to be more intelligent/interactive.

OUR WORKPLACES ARE CHANGING…
With growth in data, and attention scarcer, finding is hard. Millennials want at least consumer-grade
experiences. Our expectations have morphed to wanting knowledge and answers, not more data.

DO DECISION MAKERS EVER AGREE?
This can be challenging! Especially if there isn’t a plan in place or priorities already defined.
Not as much as a kitten
picture rotator!
We need a records
management solution!

THE CFO WATCHES COSTS INCREASE…
Not having pro-active planning also means a lot of unplanned costs and effort.
Actually that
requires a third
party product..
Easy! Just need
to customize
one thing…
That requires the
XYZ subscription.

IT CAN’T SUPPORT THE FLOOD OF REQUESTS…
Not having pro-active planning also means a lot of unplanned costs and effort.

THE DESTINATION MATTERS…
One of the best things you can start with is helping stakeholders envision where we are going.
Concept Courtesy of Andrew Jolly
1 2
3
4
5
6 7 8 9
10
Abundance Of Helpful Data
1. Area Map
2. Our Direction
3. Our Route
4. Points Of Interest
5. Our Route Risks
6. Upcoming Action
7. Distance/Time To Goal
8. Estimated Duration
9. Current Speed/Limit
10. Current Road
What If We Haven’t
Identified Our
Destination/Goal?

OBJECTIVES MATTER…
Think about the objectives that drive many of your projects and programs internally. In most
organizations simply spending more time planning objectives can make a big difference.
These are not good objectives!

Let’s do a simple exercise where we break down a generic objective.

We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would like
to ‘imprv request rspnse time’ by…

Legal Contract Solutions
• Contract Review Flow
• Request Contract Review PowerApp
• Integration with ClientDB
• Client Contracts Modern SP Site

PRIORITIZATION CAN BE DIFFICULT…
The simplest prioritization formula still hasn’t changed.
Estimated Value
Estimated Difficulty
I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty

GIVING ESTIMATES…
Never ever give a single number. Why a range? Realistically if you don’t give a range it won’t
indicate how uncertain you are about the estimate.
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

GIVING ESTIMATES…
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful
consideration) typically leads to poor results in both setting the right expectation and being accurate.
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

THERE IS A LOT OF PLANNING…
Technology is rarely planned in isolation, but this is especially true for SharePoint. In other words
your Intranet platform is meant to be used for far more than just the Intranet.
Integration
Planning
Business Process Analysis &
Improvement Planning
Education, Training
& Adoption Planning
Enteprise Social
Integration Planning
Security
Planning
Site Provisioning &
Review Process Planning
Search Planning
Information
Architecture Planning
Project & Task
Planning
Team & Group
Collaboration Planning
Intranet Planning
& Design
SharePoint Online
Getting the most out of
SharePoint Online requires
successfully tackling key
planning activities from the
bottom up.
YammerOneDrive For Business
Skype For BusinessOffice Delve

PRO-ACTIVE & COMPREHENSIVE PLANS…
It is important to not just plan for a targeted workload or project/program, but to instead plan for
many, based on your digital workplace goals and all of Office 365’s services.
- Intranets?
- Extranets?
- Departmental Portals?
- Functional Areas?
- Project Sites?
- Team Sites?
- Enterprise Social Networks?
- Document Management?
- Records Management?
- Business Processes?
- Information Protection?
- Meeting Management?
- And much much more….

EXAMPLE: INTRANET ROADMAP SAMPLE
Below is a really simple example of a roadmap for an Intranet workload. More @ Office365Intranets.com

EXAMPLE: POWER BI ROADMAP SAMPLE
Below is a really simple example of a roadmap for just Power BI as a technology focus.

WHERE DO YOU START? CURRENT STATE…
An easy way to approach this is to do findings exercises around your digital workplace needs.
Interviews, surveys, focus groups, usage analysis, and more can help generate meaningful findings.
• Adoption
• Too many tools - Not sure what to use when
• No formal training/support (only peer-to-peer support)
• Lack of governance
• Self-Serve – Communication & Collaboration
• Self-management of workspaces is not available
• Client/Project Knowledge not shared across regions/teams
• Lack of collaboration between teams
• Lack of best practices for documents management
• Technology Enablement
• Technology Infrastructure is slow and cumbersome
• Permissions hard to implement to comply with MSA agreements
• Need direction to migrate documents to SharePoint Online
• Automate Collaboration
• Repetitive tasks are not easy to perform due to large number of applications
• Intelligent Search
• Difficult to find information within the company
• No central place to search for employees
• Employee information and status not up to date
• Digital Hub
• Fractured Corporate Communication (each business line has separate
communication)
• Lack of Single Sign-on (10-15 applications to log in every day)
Automate
Collaboration Digital Hub
Intelligent Search
Adoption
Self-Serve
(Communication &
Collaboration)
Technology
Enablement

THEN START TO MAP FUTURE STATE…
Once you have findings then work on establishing actionable recommendations (hopefully
with an expert). Recommendations can then be categorized and you can determine ‘urgency’.

EMBRACE SPECIFICITY & ANALYSIS…
You can definitely approach this with more of a user need mapped to recommendation/solution
approach along with business value and complexity to makes things easier to prioritize.

FRAMING ROADMAPS IS NOT THAT HARD
Just try it yourself by putting together some recommendations from this event. Then put them
into a roadmap based on urgency or even better based on business value and complexity.

TACKLE ADOPTION LIKE A SERVICE
Shift from tackling adoption as projects to tackling adoption like a service.
Adoption
Services
Review
Governance
Readiness
Align With
Business
Objectives
Measure &
Review
Plan &
Execute
Adoption
Campaigns
Improve
Digital
Center Of
Excellence

EXAMPLE: HAVE THE RIGHT ROLES…
Do you have people who own and lead key roles, do you have the resources that support a role? Does the
role communicate, coordinate and engage effectively? Assess with www.Office365Resources.com
Role Resources Communication Coordination Engagement Trend
Office 365
Project Manager
4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Business Owner
4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Executive
Sponsors
4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed 
Champions
4 - Managed 4 - Managed 5 - Optimizing 4 - Managed 
Departmental
Leads
3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic 
Education Leads
4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic 
IT Leads
4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed 
HR Manager
3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined 
Communication
Leads
5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing 
Community

EXAMPLE: POLICIES AND GUIDANCE
Resources can be even more complex. Do you have common and expected policies, guidance,
or content available and up to date today? Assess with www.Office365Resources.com
# Need
Current
State
Notes & Recommendations
Support
1
Office 365
Champion
Coverage &
Selection Plan
Current State
No, Champion coverage and/or selection plan exists which identifies
champions per business unit, office, department, team, or floor nor one that
outlines how new Champions can/should be identified or nominated to
improve Office 365 adoption.
Current Champions were selected based on their role within the different units
and to get a good cross section of individuals (executives, reception area, field
and office workers)
Recommendations:
 Ensure there is an accessible list of these active champions.
 Ensure you have shared the details of how you select champions,
remaining champion gaps/needs, and how users can sign up to be one
in your Campion Coverage and Selection Criteria guidance.
2
Champion
Commitment
Guide
Current State
No, Champion Commitment Guide exists that articulates the value of
champions and the champion’s community while outlining champion
commitments and benefits
Recommendations:
 Draft an Office 365 Champion Guide detailing the value of Champions
and their community within your organization, the required
commitments necessary to be a Champion and the associated benefits.
3
Champion Fact
Sheet
Current State
No, the Champion community does not have a fact sheet that can be provided
to a champion’s manager to support or help in attaining buy-in.
Recommendations:
# Icon Description
1 Does Not Exist: The starting point of usage and guidance. There is no plan being
followed.
2 Partially Defined/Started: An approach may have been decided upon and is being
opportunistically applied. The approach has not been widely accepted nor adopted. It may
be informally defined.
3 Defined: The approach has been reviewed and accepted within the organization. There
has been buy-in to the documented approach and the approach is often followed. The
way this area is implemented is defined and/or standardized, but not in use across the
entire organization. Some governance is defined but may not be widely
understood/followed.
4 Defined & Managed: This area is centrally supported, standardized, and implemented
across the organization. It is defined and understood/followed. Metrics may be gathered
and reported.
5 Optimized & Managed: This area is functioning optimally and continuous improvement
occurs based on defined and monitored metrics or feedback. Assets are pro-actively
maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.

EXAMPLE: PLAN ADOPTION CAMPAIGNS
Leverage a campaign driven approach to plan and execute awareness/interest activities,
understanding/optimization activities, and to learn more check out www.Office365Campaigns.com

BUSINESS OBJECTIVE MAPPING…
By aligning solutions and technologies to business objectives, you can better communicate that
there is a relationship (direct or indirect) in achieving important business objectives.

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
Straight Focused independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented

HOW CAN CARD SORTING HELP?
Techniques like card sorting can create shared understanding across a group of stakeholders
around the best ways to think about and organize information.
Gerbil

Ford
Gerbil

http://www.boxesandarrows.com/view/analyzing_card_sort_results_with_a_spreadsheet_template

MIND MAP NAVIGATION…
Using Mind Maps for navigational design makes this process MUCH faster and more efficient.

MIND MAP SITE & TEAMS PLANNING…
…

HOW CAN VISUAL NOTE TAKING HELP?
When conducting any meeting there should never be a blank screen. Use PowerPoint,
OneNote, Word, or an open Email. Take notes as people talk and facilitate!

HOW CAN DIALOG MAPPING HELP?
Techniques like information mapping via a specific syntax can remove biases.

DOCUMENT INVENTORY…
While there is a lot of contextual
Compiling results from 20 to 50
participants using excel
sheets/hand outs can be
painful.
If you expect many responses
use a survey tool instead.

CONTENT TYPE PLANNING…
Building a mind map based on the inventory and document type definition worksheets can be
really helpful in visually communicating the relationship between content and information.

INNER LOOPS & OUTER LOOPS
Technologies serve a targeted purpose. For communication and connection while the content
may be stored in SharePoint where we connect/communicate can shift.
Outer LoopInner Loop
Me
We All Of Us
SharePoint
Files, Sites, & Content
Collaboration
Stream
Video & Live Events

INNER LOOPS & OUTER LOOPS
Brad Grissom had a great alternative and more detailed way of thinking about inner and out loops
copied below and available at https://regarding365.com/where-work-gets-done-8d1d653ef48d.

YAMMER, TEAMS & OUTLOOK INSIGHTS
High level definitions that dive a bit deeper than the loop model/explanation tool.
Microsoft Teams Yammer Outlook
Conversation Structure Microsoft Teams
Channels
Threaded Conversations
Chats
Yammer Groups
Topics/Hashtags
Threaded Conversations
Chats
Inbox
Folders
Threaded Emails
Typical Urgency &
Speed
Immediate / Near Immediate
Primary for instant
communication and meetings -
active daily use. Messages
typically have immediate/near
term value. Messages can lose
value over time.
Near Immediate, Delayed By
Hours, Days Or Weeks
While there is a chat/inbox and it
can be responsive for Q&A
scenarios – responses may not be
as immediate. Messages typically
gain value over time.
Delayed By Hours Or Days
The modern day voice mail.
Marking as important/urgent
may get a faster response, but
typically responses are delayed.
Messages typically lose value
over time.
Typical Audience /
Group Size
Small
Designed for smaller teams
where there is shared work or
activities/responsibilities.
Primary tool for 1:1 ad-hoc
instant messaging.
Large
Organization-wide, cross-
functional, cross departmental,
departmental, and business unit.
Ideal for communities. Additional
reporting available for managing
large audiences and groups.
Any
Typically not collaborative in
nature and primarily used to
schedule or inform. Used for 1:1,
1:Few & 1:Many discussions
when the audience isn’t using
Teams or Yammer.

Collaboration
Approach?
Real-Time Collaboration
As the primary meeting
facilitation tool in an Office 365
business as well as the primary
place for teams to work this is
the most collaborative
communication environment for
work today. Often also used to
schedule meetings.
Collaboration Via Discussion
Typically not a real time
collaborative environment and
often not a place where
collaboration on content occurs.
It is often more focused on
sharing of ideas, sharing of
content, referencing content or
collecting feedback/ideas from
others and discussing content.
Sequential Collaboration
You can only email content and
information and await a
response, there is limited
immediacy and it takes lot’s of
effort to consolidate changes.
Excellent for scheduling
meetings.
Typical Confidentiality
Approach?
Shared Ownership
Typically this is a shared circle of
trust. Viewers are also
contributors by default. Content
often has a sense of shared
ownership.
Shared Context & Often Public
Often more for sharing openly,
getting feedback outside a core
team, or sharing across the
organization. Many groups are
(and should be) publicly open to
a very large audience (often
across internal org
units/boundaries).
Limited Ownership
Often used for more confidential
or secure communication
(sometimes with rights
protection) or may use with
shared links to SharePoint
content that is secured for limited
audiences.

Typical Communication
Approach?
Ad-hoc
Typically informal or project/team
level discussions.
Ad-hoc & Planned
From corporate communications
and leadership communications
to ad-hoc Q&A. Mixed style and
formality levels depending on the
Group/Community. Typically
more formal than Teams.
Planned
While ad-hoc communication
happens here often it’s planned
and in many instances a bit of
formality is expected (e.g.
signatures, etc.). More formal
than Teams and often more
formal than Yammer.
Integration Options?
All of these support access and
sign on integration, and O365/AD
group integration, quick IM and
quick call via People Cards.
Dependent & Highly
Integrated With Office 365
• Can be associated with
SharePoint sites.
• Outlook can mail channels.
• Yammer can post to channels.
• Tabs and Connectors.
• Chat Bots
• Can be displayed on
SharePoint pages (multiple
web parts/styles).
• Can be provisioned with
SharePoint sites.
• Outlook can respond to posts
and mail Groups.
• Outlook conversations can be
provisioned with SharePoint
sites.
• Yammer and Teams can notify
in Outlook.

LENSES ON TEAMWORK…
Another visual approach to explaining how users work with these tools is to use a lenses
analogy.
Files
SitesChannels

THE WORK ON VISUALIZATION HELPS…
This is a GOOD exercise for the leadership team and to come up with broad guidance.
However it is not often actionable/usable by users in this format.

THERE ARE MANY VISUALIZATIONS…
Avanade has done a great job of representing their perspective of this you can read about it
on this this article page. Dux and Blair have also presented this.

FROM CURRENT TO FUTURE STATES…
Figure out how people work today and visualize how they might work in the future. Then
create guidance to show the users the journey…
Office 365
Groups
Delve
Boards
Office VideoUrgency/TimeSensitivity
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 OrganizationalGroupAd-hoc/LowUrgent/High
Urgency/TimeSensitivity
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
Microsoft Teams

C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
CURRENT STATE…
You need to really understand the current state in the enterprise.

CURRENT STATE…
The user is using a small portion of Office 365 at this point.
C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)

CURRENT STATE…
Now the user can use OneDrive for Business, including it’s many features like sync, shared with
me, discover, and more.
C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
OneDrive
Delve

CURRENT STATE…
Showing users not only how they can share, but if/when they can share externally can be a
great way to reduce dependency on other tools.
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
OneDrive
Delve
OneDrive
(w/ External
Sharing)

CURRENT STATE…
With the introduction of IM, and availability users can now connect more easily throughout
OneDrive, via Outlook and via Skype for Business.
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business

CURRENT STATE…
SharePoint Sites/Groups introduce collaboration scenarios beyond just file sharing. This also
further lights up Delve. Great time to pilot Planner.
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve

CURRENT STATE…
Over time more and more experiences are introduced providing improved user experiences
while reducing the places users need to work.
C:/ Drive
(Local Drive)
ftp
(…)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)

CURRENT STATE…
There are a few ways you can show organizational direction to champions, site owners, super users,
leaders, and even the end user audience.
C:/ Drive
(Local Drive)
ftp
(…)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)

CURRENT STATE…
Over time more and more experiences are introduced providing improved user experiences while
reducing the places users need to work.
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server

CURRENT STATE…
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server
Indexes

CURRENT STATE…
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server
Indexes

CURRENT STATE…
Team
Sites/Groups
(w/ Ext Share)
C:/ Drive
(Local Drive)
Wiki System
Webinars
(Go To
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes

CURRENT STATE…
Team
Sites/Groups
(w/ Ext Share)
C:/ Drive
(Local Drive)
Wiki System
Webinars
(Go To
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Skype For
Business
(w/ Broadcast)

CURRENT STATE…
Team
Sites/Groups
(w/ Ext Share)
C:/ Drive
(Local Drive)
Wiki System
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Skype For
Business
(w/ Broadcast)

CURRENT STATE…
Then innovations are introduced where you are, improving SharePoint sites so there is no
need to go to Delve (as people cards and web parts bring it into one place).
Modern Team
Sites/Groups
(w/ Ext Share)
C:/ Drive
(Local Drive)
Wiki System
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
Modern SPO
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Skype For
Business
(w/ Broadcast)

CURRENT STATE…
Then Stream and Teams totally improve integration and experience removing the need for
Skype for Business, broadcast, and providing entirely new benefits.
Modern Team
Sites/Groups
(w/ Ext Share)
C:/ Drive
(Local Drive)
Wiki System
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
Modern SPO
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Microsoft
Teams w/
Stream

STOP WITH THE BALANCING ACT ANALOGY…
Consider the example most people use when referencing Governance. The wild west or super
locked down. The reality is that governance (and most approaches) are more nuanced.
Projects
Tasks
Communities
Practices

THE POWER OF A STORY
Whether it be about adding friction/involvement or measuring the right thing.

Thank You!
IntraTeam,Sponsors,&YouForMakingThisPossible…
200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers
WhenToUseWhat.com Office365Intranets.com
Office365Metrics.com Office365Campaigns.com
Office365Extranets.com Office365Resources.com
Message Me On LinkedIn or Email Richard@2toLead.com
CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY
Let’s connect and find ways to do more and work together.

Future Proofing Your Office 365 & SharePoint Strategy

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