STRATEGY & SUCCESS WITH MICROSOFT 365: Practical Tools & Techniques For Strategists, Business Analysts & Information Architects

Microsoft 365 Strategy
& Success: Practical
Tools & Techniques
Richard Harbridge
2toLead Chief Technology
Officer & Microsoft MVP
for the strategist, info architect & analyst
Workshop
Tue., Aug. 9, 2022 9:00 AM (CDT)

My Twitter is @RHarbridge, I’m super friendly & proud to work at @2toLead.
Richard Harbridge
2toLead Chief
Technology Officer &
Microsoft 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 Employee Experience & Microsoft 365 Strategy.
From Here To Here

WHAT WE ARE GOING TO COVER TODAY.
ALIGNING WITH MICROSOFT & OUR INDUSTRY
PLANNING FOR SUCCESS AT SCALE
BREAK
PRO-ACTIVE PLANNING (ESTIMATES & ROADMAPS)
VISUALIZING & COMMUNICATING BETTER
Q&A / NEXT STEPS
9:00am - 9:45am
9:45am – 10:45am
10:45am – 11:00am
11:00am – 11:30am
11:30am – 12:15pm
12:15pm – 12:30pm

Human Resources
We have been focusing more and
more on employee engagement.
We need more than policies; we
need to help people adhere.
We need to make it easier for
employees to get support.
Hybrid work and new recruiting
demands require change.

Human Resources
Hiring &
Expectations
Employee
Engagement
Employee
Experience

Communications
Enabling more effective
communication matters.
We need to improve engagement
in organizational communications.
Need to enable consistency, brand
alignment and better experiences.
We need to highlight, amplify and
personalize communications.

Edit & Publish
Enable & Connect
Amplify & Engage
Communications

Administrator
It’s difficult or time consuming
to update and maintain.
I can’t safely delegate any
management to end users.
I can’t enforce any guidelines
for how it should be used.
I don’t have a good way to
surface coaching or guidance.

Administrator
Enablement
Projects
Automate &
Manage
Pro-active
Optimization Services

Strategy
Where’s the insight?

You will love the way we work. Together. ™
Jacob Morgan in “The Employee Experience Advantage” suggests three environments that support and reinforce each other.
With the shift driven by Hybrid Work, it has pushed greater weight on cultural and technological environments.
The feeling employees
get working for your
organization
The actual spaces in
which employees
work
The tools
employees use to
get their jobs done

The way we see digital employee experience at 2toLead is based on 3 primary areas of investment.

We are experiencing greater volume, velocity, and variety of communication and collaboration. This
requires us to collaborate, communicate and manage employees in better ways than we have before.
Of employees and
executives cite a lack of
collaboration or ineffective
communication for
workplace failures.
Of employers have
identified that enhancing
the employee experience
is an important priority.
86%
Source: Willis Towers Watson
Source: Salesforce
92%

Employee communication focuses on the technologies that improve the employee communication
technology experience. Let’s start by exploring the trends around key technology here.

What do we generally see across our clients?
Improve
Communication
Provide a powerful channel
to communicate, reduce
noise, and help employees
feel informed.
Inspire
Confidence
Provide a trusted repository
for authoritative corporate
information, creating a
source of truth.
Drive
Efficiencies
Make it easier for employees
to find critical information
and get their core tasks done
with increased efficiency.
Foster
Engagement
Create a medium for two-
way communication,
allowing employees to be
heard and feel included.
Nurture
Community
Develop a platform to allow
employees to feel better
connected to one another
and part of a larger whole.

What do we generally see across our clients?
Simplification – This business driver represents absorbing complexity into management
and improving the user experience to be more intelligent, engaging, and personalized.
Responsibly – This business driver represents the need to provide a reliable, fast, stable,
and scalable digital workplace that is well-governed, and that aligns with our policies and
simplifies compliance.
Productivity – This business driver represents the need to automate services,
operationalize manual-work, allow employees to focus on what’s important, and
improve productivity.
Inclusive - Provide personalized content to our diverse employees, using intelligence to
drive the findability of information, engage with them through our communications, and
build our great company culture.
Productive - Provide employees with a suite of automated services that operationalize
manual work, allowing them to be more productive and to spend more time with our
valued customers.
Ready - Provide a strong, reliable, fast, stable, and scalable digital workplace that is
there for employees when they need it. Support with a well-governed experience that
aligns with our policies and simplifies compliance.
Sometimes keeping objectives simple
enables easier mapping and
alignment.
At the end of the day though they all
contain a lot of the same concepts as
what all organizations are often
trying to achieve or improve is
similar.

M365Intranets.com
https://2tl.co/NavBook

Contextualized navigation and discovery based on where and how users work benefiting from
cloud scale AI, digital behavior capture & continual content analysis.
In emails, instant messages,
team messages, pages, news,
documents and more… the
knowledge, people, digital
spaces, and more are
available in context.

Contextualized insights based on the topic discovery that includes people, resources, sites,
communities and more can improve our curated assets and support our extended team of content
leads and departmental stakeholders.
Content leaders can
leverage the insights
provided by Viva Topics by
rationalizing them with
curated resources to
improve them.
Does that product site
internally have
links/connections to the
people, resources and sites
suggested by topics?

ESTIMATED COMPLEXITY
Company
Communicator for
Microsoft Teams
Employee Communications
Take company communications to
the next level with an enhanced
company communication
experience that enables pushing
key messages to people and
channels in Microsoft Teams.
Try It Yourself Today
Microsoft Solution Discover Another 40+ Solution Ideas In Our eBook

Yammer is evolving and for corporate communications there are new ways to engage,
design and integrate Yammer capabilities into your digital hub experiences.

Are we collaborating enough? Should we collaborate more? Why aren’t we collaborating more?
Of surveyed employees
believe that people in
their own
organization don’t
collaborate enough.
Of employees and
executives cite lack of
collaboration or
ineffective
communication for
workplace failures.
86%
39%
Source: Salesforce
Source: Visix
Of employees say the
ability to collaborate
makes them more loyal.
33%
Source: The Economist

Some industry leaders have concerns about the increased risk of data leakage and more as
collaboration volume increases along with velocity and variety.
Compliance
Collaboration

Some industry leaders have concerns about the increased risk of data leakage and more as
collaboration volume increases along with velocity and variety.
Compliance
Collaboration
Compliant
Collaboration

The problem isn’t a relationship between these things. It’s that many organizations as volume, velocity
and variety increase so do the tools they use.

As you consolidate (where possible) you gain the benefit of a richly integrated suite of digital workplace or
digital employee experience tools. An experience that will continue to be further integrated over time.
Desired State
Often The Reality

Many organizations are surprised at how many ways they can integrate, enhance and enrich Microsoft 365
with data or connections with other systems via Microsoft Search, Power Platform, Teams, & More.

It’s not just about Teams being the place where users work with others internally in Microsoft 365, it’s
also about how they will use Teams across marketplace tools over time.
700+
apps and
counting

Changing
workforce
35% of the workforce
is millennials
Surging digital
demand
Not enough
developers
The Great
Lockdown
42% of US employees
working remote
5.2%
contraction in the
Global GDP
more apps will
be created in the
next 5 years than
in the last 40
50%
of digital work
can be automated
with current tech
developer shortfall
What is driving the demand?
86%of companies struggle
to hire tech talent
75% of the 2025
global workforce
will be millennials
Momentum and demand are building with more need for solutions and integration than ever
before. 65% of all app dev will be low-code by 2024. So how does Teams fit into this wave of change?

Business data is available to everyone, everywhere. This means we need to be able to easily
communicate as part of any business process and that business application is now multiplayer.

There is a comprehensive strategy from the architecture level to the experience level that is responsible for
why Microsoft 365 scales collaboration, compliance and security across applications and solutions.
Legacy
Applications
High
Maintenance
Cost
Lower
Performance
Technical
Limitation
Worse &
Disconnected
User
Experience
Modern
Applications
More Efficient
With Lower
Maintenance
Cost
High
Performance &
More Scalable
More Secure &
More
Manageable
Better & More
Integrated User
Experiences
Microsoft Collaborative Apps
Device OS
UX Microsoft Teams Microsoft Office
Components Fluid Framework • Adaptive Cards • Connectors
Logic Azure PaaS Power Platform
Data Microsoft Graph Microsoft Dataverse
Communications Azure Communications Services
Identity Azure Active Directory
Pro-dev Low/no code

At one point in time being able to collaborate effectively anywhere, at any time and on any device
was a bold ambition. Microsoft and vendors have long since realized this, but it has a cost.
Collaboration
Overload
People spend 80% of their
time collaborating, find
44% of meeting time
unproductive
Note: Collaboration Occurs Before,
During & After Meetings!

Most of the dissatisfaction in
meetings comes from not
collaborating enough before
it, after it, or in a different
way during it. Meetings are
important but they are often
overused and used poorly.
Today Microsoft not only matches this need with great experiences but even adds intelligence to
those experiences to improve collaboration further whether for the individual, team or org.
Collaboration
Overload
44% of meeting time
unproductive

By leveraging personal insights, you can also learn more about your meeting habits. How many
calendar invitations do you send last minute? How many do you accept?
Collaboration
Overload
44% of meeting time
unproductive

Today Microsoft not only matches this need with great experiences but even adds intelligence
to those experiences to improve collaboration further whether for the individual, team or org.
Collaboration
Overload
44% of meeting time
unproductive

It’s important to modernize how you approach, plan and support collaboration so that when
further changes come your organization is resilient and ready enough to take advantage of them.

The distribution of collaborative work is often extremely lopsided. In most cases, 20% to 35% of
value-added collaborations come from only 3% to 5% of employees.

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)

With the shift to remote work enablement managing work life balance has become a greater risk.

At one point of time being able to collaborate effectively anywhere, at any time and on any
device was a bold ambition. Microsoft and vendors have long since realized this, but it has a cost.
Collaboration
Overload
44% of meeting time
unproductive
Blurred
Boundaries
75% of people have
experienced burnout at
work with 40% of people
report work disrupts
personal/family time at
least weekly

Today Microsoft not only matches this need with great experiences but even adds intelligence to
those experiences to improve collaboration further whether for the individual, team or org.
Blurred
boundaries
75% of people have
least weekly

Help your employees have the tools to manage and improve their well-being and personal
productivity. Start by leveraging the capabilities built into Insights.
Blurred
Boundaries
75% of people have
least weekly

Ways of working tracker: scorecard metrics

Wellbeing score across categories Distribution by wellbeing score and collaboration hours
Collaboration hours

By combining insights from surveys and employee pulse insights with data from how they work
digitally we can take more pro-active steps to improve focus on important topic areas.

Limited
Network
42% of IWs rarely meet
new people at their
company, managers rarely
make those connections
IWs rarely meet new people at their company; when they do meet new people, it’s most often
through a formal or informal company event. How many have you had during this pandemic?

Limited
Network
42% of IWs rarely meet
new people at their
company, managers rarely
make those connections
Empower insights that enable employees to be more connected. Enable employees to extend
and strengthen their networks within the organization with solutions that improve retention,
connection and engagement.

Goal management, objectives and key results (OKR), and connecting work to outcomes is a big
emphasis of investment for many organizations today that is having tremendous impact.
Ally.io accelerates organizational alignment from 40% to 90% in less than one year.
Taken from Ally’s 2021 Goal Management Report reviewing over 4,500 knowledge
workers in North America and the UK. Read the full report here.

Align work to corporate objectives. Align at all levels of the organization with OKR approval
workflows, Organizational, Team, and Individual goal pages, and Chart View.

Align work to corporate objectives. Connect work to outcomes with Projects and Tasks aligned
to OKRs with automatic and built in integration.

Align work to corporate objectives. Focus discussions, provide context and simplify reporting
with custom dashboards and OKRs that dynamically update.

Align work to corporate objectives. Share progress and insights across your organization with
shareable links to dashboards and with pinned apps and resources in Teams.

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

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)

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

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

Always work to maximize the out
of the box capabilities first. They
are built into the platform for
good reason.
Best Practice 1

ALWAYS EXPLORE OOTB FIRST…
While 3rd parties can highlight gaps be sure to evaluate OOTB first. Trust but verify that your
needs can’t be met without custom or 3rd party.
Tenant administrators can take advantage of
the SharePoint Provisioning Service to automatically
provision SharePoint Look Book designs to any tenant in
the world.

EXAMPLE: LEVERAGING MODERN SITES…
• Over 40 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.

EXAMPLE: MICROSOFT MOBILE FIRST…
Enable better experiences on mobile devices. Designed for the user. Extending team or
departmental reach, notifying of comments or posts, bookmarking to read later and more…
Out Of The Box
●

FREE MIGRATION TOOLING…
There are a plethora of capabilities Microsoft offers as a first party for migrating and managing
your Microsoft 365 environment. Example of something important that is not in the roadmap.

EXAMPLE: LEVERAGE MICROSOFT SEARCH…
Microsoft search provides a powerful set of capabilities out of the box. It’s great for
connecting data from multiple systems and places into a unified set of experiences.

Where do we still see gaps?
Search

Design challenges posed by search.
Challenges
▪ The search box context behaves contextually which is nice in theory but also means a user
needs to consciously consider where they are searching from every time they want to run
a search (high interaction cost).
▪ The helper text is a good idea but it’s easy to miss, disappears when you type, and has
labels that not all users will find (e.g., “Search across sites”).

Challenges
▪ While the breadcrumb is a common
UI element, it is not one that many
users are accustomed to seeing (or
using) in the SEPR context. As a
result, most users seem to miss it in
the context of Search Results pages
and certainly do not have an intuitive
sense of what effect this may have on
the results they are seeing.

Challenges
▪ Out of the box refiners are
incredibly limited.
▪ It takes effort to offer tailored
search experiences leveraging
enterprise metadata to help users
filter and sort through pre-
defined verticals.

Challenges
▪ One of the biggest
complaints we hear about
search is that it brings back
multiple copies of the same
thing – eroding trust in the
system.
▪ Users don’t have an easy way
to report what they are
seeing is a problem, and if it’s
not easy, no one will do it.

Challenges
▪ Many limitations in adding
custom enterprise properties
to a user’s profile.
▪ Additional attributes can be
displayed, but they are not
searchable.
▪ SharePoint profile properties
are disconnected from the new
experience and painful to
update

Challenges
▪ Microsoft Search utilizes a
complex ranking model
driven by Graph and artificial
intelligence which draws
upon a host of data points to
make results relevant and
helpful.
▪ The relevancy model cannot
be configured in a systemic
way other than via ad-hoc
overrides

Understand the value of effective
Information Architecture. Hubs,
Shared Channels & More Matter.
Best Practice 2

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

HUB SITE PLANNING…
Go ahead and plan how you aim to implement hub sites within your organization
https://aka.ms/PlanningSPhubsites “Hub before you sub”
HR Hub
Benefits
Pay and
Compensati
on
Talent
Acquisition
Performanc
e
Manageme
nt
Professional
Developme
nt
“Manager
Portal”
(restricted)
HR Team
Site
(private)
Inside
Austria
Austria
Finance
Austria
HR
Austria
Legal
Austria
Quality
Project
1
Project
2
Project
3
Project
4
Modern
Intranet
Portfolio
Communication
Site Migration
Team
Team Site
Migration Team
Infrastructure
Upgrade Team

Teams and Channel Architecture
How to group channels under Teams
There are a few ways that we commonly see for the information architecture of Teams and Channels.
1. By phase/stage of a project (e.g. Project ABC > Initiation, Execution, Closure, etc.)
2. By topic area under a broader subject (e.g. Adoption > Best Practices, Research, Tools, etc.)
3. By work stream under a functional area (e.g. HR > Benefits, Learning, etc.)
4. By project under a common grouping, partner or client (e.g. Microsoft > MSFT001, MSFT002, etc.)
Note: Remember that channel naming has an impact on the folder structure in the attached SharePoint Document
Library.

Teams Tags
A note about “Audiences” in Teams
While audiences remains one way by which to determine Team and Channel architecture, there is
now added flexibility with Tags. Not unlike metadata in SharePoint – but for users. Tags let users
quickly and easily connect with a subset of people on a team, potentially liberating some channel to
be used for other purposes. Some scenarios include:
▪ A store manager posts an announcement to a channel to notify all cashiers.
▪ A hospital administrator sends a message to all radiologists in a channel.
▪ A marketing manager starts a group chat with all designers.
▪ A nurse sends a message to all on-call cardiologists. (coming soon)
▪ A system engineer posts an announcement to a channel to notify all on-shift field engineers. (coming soon)

Teams Tags
A note about Managing Tags in Teams
Tags can be a useful tool, but they can also cause confusion if not properly managed. As such, it is
possible to control.
▪ Administrators can manage creating Tags or delegate the creation of Tags, but either way Team owners can apply
tags (new or existing) to users in the Team
▪ A team can have up to 100 tags, up to 100 team members can be assigned to a tag, and up to 25 tags can be
assigned to a single user.
Tag Management in Teams Admin
Tag Management in a Team
Resources:
• https://support.microsoft.com/en-us/office/using-tags-in-teams-667bd56f-32b8-4118-9a0b-56807c96d91e?ui=en-us&rs=en-us&ad=us
• https://docs.microsoft.com/en-us/microsoftteams/manage-tags

We work across more silos, teams and orgs. We work with contractors, customers or partners more.
Collaborating with external parties is accelerating as are expectations around collaboration.

Today it’s not only easy to share externally, but the options we have available both improve
security while reducing the friction involved. Let’s explore shared channels as an example.

Whether it be SharePoint, Teams, Yammer, Outlook or other apps… all of them support considerable security,
compliance and information management by design. Let’s explore shared channels as an example.

Shared Channels
A few notes about the challenges that come with them.
There are some limitations in place today (many are going away over time).
▪ Shared channels support tabs except for Stream, Planner, and Forms.
▪ Short term challenge.
▪ LOB apps, bots, connectors, and message extensions are not supported.
▪ Notifications from shared channels are not included in missed activity emails.
▪ You cannot convert an existing private channel to public, or a public channel to private nor can you convert
them to shared channels.
▪ Long term challenge. This puts greater emphasis on IA planning ahead of time. Especially since when you
create a team from an existing team, any shared channels in the existing team won’t be copied over.
▪ For the B2B scenarios unfortunately this requires mutual trust or “federated” identities between two Azure AD
organizations.
▪ Long term challenge. This is one of the reasons we emphasize it’s internal use cases more aggressively since
the conversion of extranet spaces will take longer for many customers.

When we think of historic ways we organize and work on content we often are providing metadata based on
the location or where content resides. That folder hierarchy represents multiple metadata values.
If we access a file from this point onwards, we
know that the department = human resources.
The metadata about the type of file, or
additional context is also provided in greater
detail the further down a hierarchy it is stored.
This can be set by
default and integrated
into the content
experience.

New AI and intelligent content services and capabilities make it easier to build content understanding
and classification apps directly into the content management flow such as with SharePoint Syntex.
Object Detection
Form Processing
Document
Understanding
Manual
Process digital content -
photos, scans,
receipts, business cards,
videos with OCR & text
Capture content types and
metadata from purchase
orders, applications, other
structured documents
Customize for
your org’s forms
Taught by your
subject matter experts
Capture content types and
metadata from contracts,
resumes, other
unstructured documents
Smart, right out of the box
Data entry and labor-
intensive processing
Any content

New AI and intelligent content services and capabilities make it easier to build content understanding
and classification apps directly into the content management flow such as with SharePoint Syntex.

Valuable experiences are driven by metadata which not only facilitates compliance and findability but also is
the cornerstone for effective process and information management.

The metadata about each workspace that is automatically tagged or assigned when filing becomes
invaluable for searching for, retrieving and working with that content as a user or when applying
sensitivity or retention rules.

Metadata or labels themselves can manage lifecycle.
Automated disposition approval
based on applied retention policies
can ensure documents are kept
and stored in accordance with
compliance policies

Metadata or labels themselves can manage sensitivity.
Automated content marking can
help identify a content’s sensitivity
classification and make it obvious
how it should be handled

For technology experts and leaders to support the business it’s been a challenge understanding
where the opportunities or challenges reside. New capabilities, models and approaches are viable.
Try the SharePoint Syntex Assessment, the first module of the new
Microsoft 365 Assessment Tool.
Or explore capabilities
in
Microsoft Purview.

Manage sprawl by understanding
the teams, sites and communities
in our digital workplace.
Best Practice 3

WHY DO WE NEED TO MANAGE SPRAWL?
What are the common issues that come with unmanaged sprawl of Microsoft Teams or
SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
Cannot Differentiate
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Pro-actively Mitigate
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
No Clear Escalation If
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Difficulty Identifying
Champions & Pro-
actively Targeting
Champions

SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Champions & Pro-
actively Targeting
Champions
• Unclear Purpose Or Workspace Focus
• Confusion On What Is Official vs Unofficial
• The Inability To Differentiate At A Glance
• Inappropriate Name Usage
Ineffective Naming Leads To...

SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Champions & Pro-
actively Targeting
Champions
• More Orphaned & Abandoned Teams/Sites
• Unmanaged & Unsupported Teams/Sites
• Inability To Identify Sponsor/Owner For Key Decisions
• Lack Of Accountability & Inability To Manage At Scale
Owners & Ownership Missing Leads To...

SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Champions & Pro-
actively Targeting
Champions
• Decreased User Confidence & More Confusion
• More Inconsistent Workspaces & Abandoned Workspaces
• Increased Operational Load & Lower User Productivity
• Increased Costs To Support
Redundant Teams/Sites Lead To...

SharePoint Sites?
Ineffective
Naming
Unclear Purpose Or
Workspace Focus
Unclear Official vs
Unofficial
At A Glance
Inappropriate Name
Usage
Owners
Missing
Orphaned
Teams/Sites
Unmanaged
Teams/Sites
Sponsor vs Owner
Challenge
Private Channels
(Don’t Require
Owner)
Redundant
Teams/Sites
Decreased User
Confidence
Inconsistent
Workspaces
Increased
Operational Load
Increased Costs To
Support
Data Loss
Risks
Limited Ability To
Target Labels For
Information
Protection
Limited Ability To
Determine Risk
Limited Ability To
Risks
Limited Permission
Review & Increased
Chances Of Over
Sharing
Loss Of
Control
Often Unmanaged
Use Of Apps (Cannot
Target)
Unmanaged
Integration
Limited Ability To
Target Labels For
Retention
Owner Missing Or
Unresponsive
Slower
Team/Site
Start
Not Tailored Or Fit
To Purpose
Inconsistent
Design/Layout Leads
To Relearning
Hesitation To
Optimize Created
Spaces
Technically
Challenging
Navigation
Productivity
Costs
Challenging For New
Users To Ramp
Hard To Find
Workspaces
Uncertain Who
Owns A Workspace
Reliance On Others
To Link
Training &
Adoption
Challenges
When To Use What
Challenges
No Consistency
Makes It Harder To
Train
Unmanaged
Workspaces Cannot
Be Targeted With
Guidance
Champions & Pro-
actively Targeting
Champions
• Limited Targeting For Information Protection/Retention
• Increased Likelihoood Of Access Mistakes/Over Sharing
• Less Proactive Mitigatation With Permission Reviews
• Managing Security/Reporting Being More Reliant On IT
Data Loss Risks Arise Due To...

M365Sprawl.com
Understand how to
solve common Sprawl
issues, and how they
impact end-users and
IT, in our eBook.
Download: M365Sprawl.com

SOLUTION: METADATA MATTERS
Why is asking a few extra questions on provisioning so important? What value does this extra
metadata provide once we have it for reference?
Sample Metadata Questions:
• What is the purpose or business reason for
this workspace?
• What division does this relate to?
• What department does this relate to?
• What product does this relate to?
• What customer does this relate to?
• What project does this relate to?
• Will this workspace contain highly
confidential information?
• Who is the business sponsor for this
workspace?
• What should the visibility of this workspace
be? Should it be shown in the directory?
Workspace Metadata
Matters!
It Enables Default
Metadata
That Empowers
Effective & More
Targeted Labelling
Improving Content
Protection
Improving Retention
Management
It Enables
Differentiated
Templates
Which Enable Faster
Adoption
Which Improve
Productivity
Which Improve
Consistency &
Experience
It Enables More
Effective
Management
With Targeted
Support
With Targeted &
Improved Lifecycle
Management
With Empowered
Discovery & Reduced
Redundancy

Design and implement a simplified experience that gives you quick access to teams, sites,
communities, and more. Complimenting your Intranet and Digital Workplace Strategy.

Digital Workplace
Directories
Organizing the Digital Workplace
Navigating sites, teams,
communities and enterprise digital
workspaces can be a challenge, but
with metadata, user-led filtering
and effective directory experiences
you can solve this challenge.
Implement the most important
investment for solving governance-
related challenges with sprawl while
providing a better experience.
See A Demo Of This In Action Today
2toLead Solution Discover Another 40+ Solution Ideas In Our eBook

Microsoft 365 as a platform can
provide not just an excellent
experience layer, but also a
solution layer to extend on.
Best Practice 4

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.
Supported Via 3rd Party

1 DAY HACKATHON
Establishing a culture of failure is important for individuals and teams to grow. PowerApps
works best when you drive more user led creation via techniques like Hackathons.

Project Discovery &
Project Applications
Business Process
Enable discovery and capture
staff interest in projects. Manage
project applications, enable
project intake, and simplify team
onboarding all in an integrated
experience in Microsoft Teams.
Learn More About This Idea

Icebreaker: Connect
Employees Together
Employee Networking & Connection
Enable employees to extend
and strengthen their networks
within the organization with
virtual or in-person
connections that improve
retention and engagement.
Pair team members up for a
meet up every week and let
the bot help find an available
timeslot for both parties.

Champion
Management Platform
Adoption
The Champion Management
Platform enables organizations
to adopt, onboard and maintain
Champions, allowing everyone
to discover Champions right
where they collaborate.
Hold organizational-wide
tournaments promoting
adoption themes and more.

Employee Training &
Events Registration
From registration to expressing
interest enable employees to
engage in training and events
while in Microsoft Teams.
This can greatly compliment Teams
webinars and SharePoint events to
meet organization needs.

Staff Check-Ins
App
Business Process
First-line staff in organizations
typically need to communicate and
check-in with their teams
periodically with time-critical
updates. With the app, managers or
supervisors can get task updates or
check-ins from employees on a
schedule or an ad-hoc basis. The
staff check-in can include real-time
location, photos, and notes.

Grow Your
Skills App
Grow Your Skills is an app for
employees to discover & contribute
to gig projects or volunteer
activities based on their interest
which will help them to acquire new
skills or master the ones that they
already have right inside teams.

Great Ideas
App
Ideation
This idea routing app enables
employees to submit and share
ideas beyond the confines of an
idea generation campaign with
something like Yammer. It provides
users with the ability to vote and
help highlight the ideas worth
further qualification and can further
foster an innovation culture.

Migration requires both technical
effort and optimization effort for
complete success. You don’t have
to do both at the same time.
Best Practice 5

While it’s tempting to front-load optimization into the migration pattern it is rarely the most
efficient approach. There are better tools to optimize in the cloud or modern environment.
This also means that IT budget for
upgrades/migrations needs to come
from somewhere. Once you are
Online how will you trigger the right
investments over time?

We All Pay A Knowledge Tax
Optimizing navigation, organization,
access and more to organization
knowledge is valuable. We all benefit
from knowledge as do our
organizations, but someone has to pay
to optimize it from time to time as
industries, our organization, and
technology changes.

Migration
Success
Content
Migration
Solution
Migration
Restructure
Optimization
Expensive but predictable.
Prioritization matters as
does ROI here.

Migration
Success
Content
Migration
Solution
Migration
Restructure
Optimization
Expensive but predictable.
Prioritization matters as
does ROI here.
Restructuring can be
lighter in approach
focusing on permissions
and flattening sites to
ready them for Teams etc.

Foundational Restructure
Flatten First
Security does matter and it’s
important you don’t lose security
fidelity, but even in a lift and shift
it’s important to ‘flatten’ and
optimize some security patterns
to embrace the M365 model
(Teams, Hubs, etc).
Establish a consolidated foundation from which to grow.
IT
Help
Desk
Intranet
HR
Benefits
Professional
Development
Recruiting
Facilities
Mail
Room
Knowledge
Management
Accounting
Operations
Finance
Payroll

Template Modern Targets
Start with modern templates that
provide consistent layouts and
configuration that are fit for purpose
with your needs and allow for
immediate reusability as your
footprint grows.
Many collections of content can be
migrated without pages or solutions
meaning modern sites, teams and
more improve the experience and
require less migration effort.
Establish a consolidated foundation from which to grow.
Foundational Restructure

Keep in mind that template design is changing where the idea of ‘connected’ templates across
multiple elements of the digital workplace can be built into a single ‘template’ for application.

Migration
Success
Content
Migration
Solution
Migration
(Foundational)
Restructure
Optimization
This is easier in the cloud and means
that the improved experiences are
available sooner to more people (at
less cost). Optimization is the biggest
cost and the most likely to lead to
significant (if not near-never ending)
scope creep.
Example: Content owners
have better visibility into
things like view counts to
help optimize content in
the cloud.

Example: Content owners
have better visibility into
things like view counts to
help optimize content in
the cloud.
This is easier in the cloud and means
that the improved experiences are
available sooner to more people (at
less cost). Optimization is the biggest
cost and the most likely to lead to
significant (if not near-never ending)
scope creep.
Migration
Success
Content
Migration
Solution
Migration
(Foundational)
Restructure
Optimization

Optimization
Project
Migration
Project
Migration
Success
Content
Migration
Solution
Migration
(Foundational)
Restructuring
Restructure &
Optimization
Improved
Knowledge

Optimization
Services
Migration
Success
Content
Migration
Solution
Migration
(Light)
Restructuring
Envision &
Assess
Design
Implement
Adopt
Review
Migration
Project
Migration
Success
Content
Migration
Solution
Migration
(Foundational)
Restructuring

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.

How the roadmap is broken down into categories
Facilitate Governance & Responsibly Empower
Absorb complexity into management, align with policies, simplify compliance, security and performance.
Establish An Effective Foundation
Foundational and important work from strategy to architecture that is necessary for continued digital workplace success.
Migrate & Modernize
Move away from legacy systems into long-term, supported, and more integrated experiences.
Foster Collaboration, Connection & Engagement
Make it easy and efficient for employees to onboard, teams to work together, from anywhere, to gain insights on
what is important and feel included.
Improve Communication, Navigation & Search
Provide more effective ways to communicate, reduce noise, feel informed, engaged and get their core tasks done
with increased efficiency.

PHASE 1 - Modernize
0-6 months
PHASE 2 – Connect & Integrate
6-12 months
PHASE 3 – Intelligent & Automated
12-24 months
A summary of the initiatives planned over the next 24 months
Digital Workplace
Strategy & Roadmap
Modern Navigation
(Custom Header & Footer)
Employee Preboarding
Portal(s)
Migrate & Develop
Intranet Content
Establish Digital
Workplace Backlog
Intranet Site, Page &
Team Template Design
Intranet Governance
Design & Planning
Employee Networking &
Connection App (Release 1)
Foster Collaboration,
Connection & Engagement
Improve Communication,
Navigation & Search
Migrate
& Modernize
Establish An
Effective Foundation
Facilitate Governance
& Responsibly Empower
Teams Company
Communicator App
Employee Onboarding
Organization Portal(s)
Employee Onboarding
Departmental Site(s)
Digital Workplace
Directory (Release 1)
Digital Workplace
Directory (Release 2)
Employee Networking &
Connection App (Release 2)
Teams Company
Communicator App (Enhancements)
Targeted Search Experience
& Search Refiners
Intranet Navigation
& Search Design
Intranet Integration
& Solution Design
Intranet Content Design
& Migration Planning
Build Of Sites, Pages,
Teams & IA
Automating & Improving Onboarding,
Transfers & Offboarding Solution(s) (Release 1)
Bring The Intranet Into
Context Of Work (Topics)
Bring Knowledge To Users In The Context
Of Their Work (Topics Broader Rollout)
Enhanced Intranet
Insights (Release 1)
My Links, Alerts &
Subscriptions (Release 1)
Digital Center Of
Excellence (Release 1)
Digital Center Of
Excellence (Release 2)
Targeted Viva
Learning (Pilot)
Intranet Launch

Individual Group
Interviews
Requirements
Defined
Aggregated
Employee Needs
Review
Roadmap
Defined
Requirements
Prioritized
Following the review and finalization of Employee Needs, requirements would be prioritized and
confirmed. These requirements (often in the form of user stories) are then grouped with
related needs into recommended initiatives that could be sequenced over time. Finally,
existing in-flight organizational initiatives are integrated into the timeline.

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.

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!

QUANTIFYING BENEFITS
There are many ways you can quantify the benefits your Microsoft 365 initiatives provide. Here
are some things to consider – for more guidance here go to Office365Metrics.com
Power Apps &
Power Automate
Average Cost To Develop Is 70% Less
Eliminates Vendor License Costs
Improved Process Efficiency Can Be
Measured (Before & After)
The effort and costs to manage are very
low (0.1 FTE for 2000 employees)
Use of bots to handle employee Qs
found to reduce IT tickets by 10% to 15%
Decision makers improve their time-to-
decision by 15.6%
Microsoft Teams
Employee Application Switching Costs
(Saves Employees An Estimated ~15-25
Minutes Per Day)
Major Security Breach Risk Reduction
(1% to 5% reduction in likelihood of
major data breach)
Information Workers Save 104 Minutes
Each Week With Improved Online
Meetings
Replaces overnight trips (for 3 years ~5k
employees this is 350)
SharePoint
~100 minutes per week saved around
collaboration and information sharing
(coauthoring and reviewing docs
especially)
Firstline workers save 140 minutes per
week from improved tools and
information.
Streamlined Business Processes reduce
the time it takes to develop a new
product by 14.18 days and save 12,500
hours per year in distribution activities.
Employees Save Highly Mobile Workers
24 Minutes A Day Accessing Systems &
Information
Microsoft 365
Reduces downtime by an average of
15.75 hours annually for each user.
The time it takes to provision a new
device is reduced by 75%.
Automated application and resource
provisioning solutions save 135 minutes
per request.
Application testing for 50% of the apps
in it’s portfolio are reduced by 75% (est
5k user size).
All figures come from Forrester TEI reports. These are only a small sampling of potential benefits you can measure.

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.

ALIGN WITH BUSINESS OBJECTIVES
Here is an example of the technique we often use when creating objective maps
for our customers. See more at http://Office365Metrics.com.

HARVEY BALLS: POLICIES EXAMPLE
Sometimes you want to highlight gaps and stages of progression for key investments,
activities, resources or more. In this example we use these to help assess and map.
# 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.

RESPONSIBILITIES OVER ROLES
It’s easier to think of the role and map the roles needed. But the real value is mapping responsibilities of roles.
Example: Does the role communicate, coordinate and engage effectively? 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

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
XYZ 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.

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!
When to use sharing screen?
- When the meeting starts

VISUAL NOTE TAKING IS IMPORTANT…
Shared notes are even better so everyone can add to them interactively as the meeting
proceeds instead of just a facilitator.

VISUAL NOTE TAKING IS IMPORTANT…
Advanced concepts like mind mapping can take this even further and may be an even better
visual tool to create shared understanding.

DOCUMENT INVENTORY…
While there is a lot of contextual insights on documents sometimes it still helps to assess the kinds of
documents and content you have to better plan and improve experiences. Power AI can automate!
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.

Envisioning XYZ’s Workplace In
The Future
Centralize Data Storage
Use hybrid, or pure cloud-based storage services so it can easily be
shared and synchronized across devices while scaling with demand.
Tablets & Smartphones
Shift the consumption of information from paper to convenient,
portable, connected digital devices and services.
Bring Your Own Device Flexibility
That offers security, directory services, and the touch-and-gesture
features that underlie the digital work style.
Anywhere Access To Information
Via computers, laptops, tablets, and smartphones so people can
access their information anywhere, anytime through NextGen portal
experiences.
Easily Connect & Collaborate
In executive conference rooms, at your desk, or on the road with
modern voice, video, screen sharing and other modern meeting
collaboration services.
More Engaged Employees
Increase engagement inside and outside of meetings by unlocking
the full potential of your workforce through enterprise social
collaboration, and enterprise social networking.
Natural Input & Interactivity
Using OneNote & the Modern Office suite for touch, stylus, and
gesture-based input to take notes and mark up documents digitally,
replacing notebooks and whiteboards.
“Empower our employees with anywhere, anytime
access to their personal workplace and our
collective knowledge and expertise.”
– CEO of XYZ
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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

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions?

DEMONSTRATIONS…
When and how should we showcase and share capabilities, features and solutions? Based on a
richer an more in depth understanding of pain points, concerns and interests.

DEMONSTRATIONS & IMPACT…
What is the difference between a good and bad demo?

“SO WHAT” OR CONTEXT MATTERS A LOT…
Throughout the demo ask – “So what” – why is this important? This makes a huge difference.

M365Intranets.com
M365Sprawl.com
M365Campaigns.com
Explore 800+ Pages of
Free Expert Guidance…
M365Metrics.com
M365Resources.com
SharePointMigrations.com

Let’s connect and find ways to do more and work together.
Message me on LinkedIn or email Richard@2toLead.com
200+ Awesome Presentations at:
Richard Harbridge
2toLead Chief Technology
Officer & Microsoft MVP
Super Friendly
Thank You
Slideshare.Net/RHarbridge
700+ Pages of Whitepapers at: 2toLead.com/Whitepapers
Elsewhere…
M365Resources.com
Office365Campaigns.com
M365Sprawl.com
M365Intranets.com
M365Metrics.com
SharePointMigrations.com

STRATEGY & SUCCESS WITH MICROSOFT 365: Practical Tools & Techniques For Strategists, Business Analysts & Information Architects

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