What Makes A World Class Microsoft 365 Intranet & Digital Workplace

WHAT MAKES A WORLD CLASS
MICROSOFT 365 INTRANET &
DIGITAL WORKPLACE?
Presented By: Richard Harbridge (@RHarbridge)

@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

DOWNLOAD OUR 100+ PAGE
WHITEPAPER ON INTRANETS
WITH OFFICE 365
It goes into much greater depth and can be found at Office365Intranets.com

WE WANT TO BE
BETTER THAN
AVERAGE…
Many orgs are successful, but what about those really successful cases?

WORLD CLASS INTRANETS ARE...
PRODUCTIVE
SIMPLIFIED
RESPONSIBLE
100+ pages of Intranet & O365 guidance: http://Office365Intranets.com

PROBLEM: CONTENT GROWS OVER TIME…
The modern digital workplace and Intranet has a continually increasing number
of digital spaces or ‘sites’ where content is stored and shared.
How can we help our users navigate this?
With so many spaces (sites,
teams, yammer communities and
more) how can an Intranet (a
Digital Hub for your Digital
Workplace) improve navigation
of these spaces?

SOLUTION: HOW ABOUT SHAREPOINT HOME?
Office 365’s SharePoint home is now a more modern site directory experience that is more
personalized and dynamic. From recent sites you visited to recent activity relevant to you.
Out Of The Box●

SOLUTION: HOW ABOUT SHAREPOINT HOME?
It’s a little hidden and most users don’t know it exists. Even when trained users often forget to
use it, because you have to navigate away from the places you work to visit it.
Out Of The Box●
How do users get to it?
So… it’s another place to go?

SOLUTION: LEVERAGE OOTB NAVIGATION?
Mega menu layout enables you to better organize and showcase the related content and sites
based on topic categories and headings. All with audience targeting and more…
TOP OF MIND
Global mega still needed for
multiple hubs, to add dynamism,
for more optimal layouts/designs
and more?
Out Of The Box●

SOLUTION: BRING IT INTO GLOBAL NAV!
While structured and managed navigation is still valid in today’s world it is also important to
improve navigation with powerful capabilities like search and dynamic navigation.
SharePoint Home In The Global Navigation
Bring the power of that dynamic
personalized navigation into the
global/top nav experience.
Requires Customization
◔
You can improve what MSFT
provides with icons, more filters,
more personalization, and your
own styling.

SOLUTION: DESIGN BETTER NAVIGATION!
Navigation doesn’t need to be limited to top level links, or simple UI layouts. Here we have two
examples of content in the nav, and richer/deeper nav.
Consider bringing targeted,
personalized documents, forms,
policies and content to the user
inside the navigation experience.
◔
This design only scales to so
many links. There are other
options than a simple
sectional layout.

Navigation can also display more ways for users to personalize and manage their apps,
resources, tools, places they work and more.
◔Requires Customization
◔
Personalization options that
allow users to define their links,
apps, tools and resources can
make a global navigation that
much more helpful.
This doesn’t have to be in
the core menu design and
could always be a header or
footer control.

SOLUTION: LEVERAGE OOTB NAVIGATION?
Continued updates are coming for managing links in the footer with background color
options and ability to organize footer links, etc. Is this going to meet world class needs today?
Extended
Simple
Stacked
Out Of The Box●
No ability to add imagery, icons,
personalization, styling
differences, and more.

If you want to do simple things like add social media icons, personalization, have a truly global
footer, or handle other common requests? You need to design it and go beyond OOTB.
◔

Continued updates are coming for managing links in the footer with background color
options and ability to organize footer links.
SPFx solution using PnP
footer extended
(personal links)
SPFx solution using
custom code
◔

The modern Intranet acts as a Digital Hub for the organization. This means that it needs to
integrate key systems or experiences for improved productivity outcomes.
Dynamic, well designed,
personalized and
improved navigation at
the global header and
footer level help!
So this will help, but is
there more that orgs do?
Dynamic & Personalized Navigation

SOLUTION: MORE INTEGRATION!
A solution like LiveTiles Everywhere is a great example a global navigation that can provide a
dynamic and flexible canvas for helping users navigate a growing digital workplace.

You can always build your own webparts, solutions and controls to make things easier and improve
the end user experience. As an example you could bring information into the nav menu.
◔

As another example you could bring key information into the Intranet via a custom SharePoint
Framework webpart on a key page, or across pages via the header or a panel design.

The modern Intranet acts as a Digital Hub for the organization. This means that it needs to
integrate key systems or experiences for improved productivity outcomes.
When you have a
header, or something
like the LiveTiles
PowerPanel you can
deliver integrated
productivity experiences.
 Dynamic & Personalized Navigation
 Integrated Productivity Experiences

The modern Intranet acts as a Digital Hub for the organization. This also means that if we
incorporate more of the digital workplace it can lead to it being overwhelming.
With so much content
and information how can
we help users
cope/manage their way
through it?
 Integrate Productivity Experiences

PROBLEM: ITS OVERWHELMING…
Think about your typical Intranet. How many different things are organizations trying to
squeeze into that homepage when you open your browser?
Out Of The Box●
These are all news
web parts.
There are also
multiple event web
parts and many other
roll ups on a typical
Intranet. Too much?

SOLUTION: DESIGN BETTER FEEDS!
Often customers might create their own visualization for news, events or activities rolling up
within their Intranet which drives greater usability, engagement, integration and more.
Clearer categories
and sources, greater
at a lance insights
such as comment
count can increase
engagement and
you can even color
code and style it the
way that best helps
the user.
This can bring together events,
different types of news,
spotlights, 3rd party activity
highlights, existing capabilities
like saved for later, and much
more into a single design.Requires Customization
◔

SOLUTION: DESIGN BETTER FEEDS!
Alternatively they might invest in 3rd party ready built solutions like LiveTiles noteboard
capabilities which provide similar capabilities and further improve the core experience.
Clearer categories
and sources, greater
at a lance insights
such as comment
count can increase
engagement and
you can even color
code and style it the
way that best helps
the user.
This can bring together events,
different types of news,
spotlights, 3rd party activity
highlights, existing capabilities
like saved for later, and much
more into a single design.

 Simplify & Improve Roll-up Design

We solved the space and ease of consumption (at a glance viewing etc) but is that all we can
do? Just improve the look/feel and usability?
Out Of The Box●
Now these and
more are all
integrated into a
more easy to
read/designed feed.
Can’t we target or
personalize the
information better
too?

SOLUTION: AUDIENCE TARGETING?
Targeting audiences for pages allows for roll up and display control while not restricting based
on permissions. This applies to all news and pages and can enable some great new scenarios.
Out Of The Box●
This targeting can
be great to improve
focus and priority
on what to display.
Useful, but it’s not
personalization is it?
Necessary but not
sufficient.

SOLUTION: PERSONALIZED!
Sometimes the capabilities built in aren’t quite enough (or may be years away from meeting your
needs) so it might make sense to add your own web part and targeting/personalization capabilities.
◔

SOLUTION: TARGET & PERSONALIZE MORE!
As an example having personalized/targeted roll ups of key information, or notifications based on
actions I must take can greatly simplify keeping up with my responsibilities in a digital workplace.
Global personalized notification Notification per area: policies, guidelines and handbook
You can even target
specific content to
help a user
prioritize what
needs to be
actioned.
There are vendors in the
marketplace like LiveTiles
who have solutions like
this you can use.

A solution like LiveTiles Everywhere is a great example of a global location where users can
see key targeted and personalized insights and notifications that they can action.

 Improve Targeting & Personalization

SOLUTION: BOT CONNECTED EXPERIENCES!
Organizations are investing in bots now. They connect many processes and systems just like
the Intranet often does. LiveTiles have multiple approaches and tools that help here.

SOLUTION: BOT CONNECTED EXPERIENCES!
Bot’s and interactions with artificial intelligence doesn’t always have to be through a bot
interface. Suggesting answers (automating Q&A) is a much better starting point for most.

Enrich With AI, Bots & Automation

Users work in other tools in most cases and not the Intranet. So why should they have to go
to the Intranet? Why can’t it come to them where they already work?
Out Of The Box●
Remember this?
It’s not even in
MSFT Teams or
Outlook by default.
Users work in other
tools in most cases
and not the Intranet.
So why should they
have to GO TO the
Intranet? Why can’t
it COME TO THEM?

SOLUTION: BRING IT INTO TEAMS!
There are patterns and approaches today that can be used to bring your key experiences
directly into the Teams experience, so users don’t have to go somewhere else.

 Enrich With AI, Bots & Automation
 Bring Solutions To Where People Work

100+ pages of Intranet & O365 guidance: http://Office365Intranets.com
WORLD CLASS INTRANETS ARE...
PRODUCTIVE
SIMPLIFIED
RESPONSIBLE

Most organizations don’t know who created a digital space (SP Site, Team, Yammer
Community, etc). What was its purpose? It’s department? It’s product, client, project, etc?
As an end user this
makes navigating these
spaces extremely
challenging.
Think it’s better as an
administrator or digital
workplace/intranet leader?
It’s not.

Be aware of the increased number of sites teams creates and by proxy greater importance of
governance, navigation improvements, content/site classification and more.
Projects
Project A Project B
Project A
Channels
Files
Project AB
Channels
Files
Project B
Channels
Files
Project A
Private

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

SOLUTION: REQUEST PROCESS!
It is important to have a process for new site and team creation and to automate the process so that you can
provide tailored, or templated experiences for users and better management/navigation.
Example of a High-level Site Provisioning process description

SOLUTION: REQUEST FORM(S)!
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
From OOTB
approaches that
just leverage a
custom list to
highly customized.
Here we have simple field
additions and a style that
displays based on an option
in the global navigation.
Requires Minor Customization
◑

SOLUTION: REQUEST MANAGEMENT!
By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve
content organization and apply things like default metadata and pre-configured templates.
Can we reduce redundant
spaces? Can we improve how
they are managed?
On the more custom side you
might see prompts based on
finding similar existing spaces
(reducing redundant spaces),
or automatic lifecycle and
governance, that occurs
based on re-engaging
users/owners etc.

SOLUTION: DIRECTORY EXPERIENCES!
What is shown below is a really simple mockup of a filtered OOTB site directory experience.
You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.)
Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your
teams, your communities) or by filtering the columns below (just click the column header).
Link ID Community Manager(s) Practice Groups Date Created Category Private Owner
International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John
Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner,
Bruce; Marco, Polo, Rambo, John
Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica
Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica
Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond,
James
Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol
Metropolis Independent School
District
DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner,
Bruce
Public/Education Law 10/27/2018 RFP N Jones, Jessica
International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John
Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner,
Bruce; Marco, Polo, Rambo, John
Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica
Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica
Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond,
James
Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol
SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following
BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS
Org
Logo
Search
Out Of The Box●
OOTB Lists and web parts
can give you directory
experiences if you simply
store the data from the
request process
(approved or already
created spaces).

SOLUTION: REQUEST FORM(S) & DIRECTORIES!
Marketplace solutions like LiveTiles allow you to get both the directory experiences while also
supporting the request management needs that many organizations have today.
Every org over a
certain size needs
something like
this. You don’t
have to build it.
Here we have LiveTiles
workspace management
that allows users to create
(or request) spaces and
navigate spaces more
effectively.

A solution like LiveTiles Everywhere is a great example of a place where provisioning
requests/options can be presented to users to help manage a growing digital workplace.

 Enrich With AI, Bots & Automation
 Bring Solutions To Where People Work
 Automate Provisioning & Lifecycle

THERE IS LOTS MORE TO TALK ABOUT…
We only scratched the surface. There is a lot more we could discuss around personalization,
integration, business process improvement, etc...
MOBILE EXPERIENCE
Provides the Intranet to employees
anywhere at anytime, and on any device.
ENTERPRISE SOCIAL
Integrate and enhance from
commenting to interactive
polls.
VIDEO
Storage, conversion
and optimized
playback of video.
FORMS
Providing
rich forms.
ENGAGING SOLUTIONS
Foster engagement with
compelling solutions to business
challenges.
SHARED STORIES
Giving employees a voice
and way to share with the
organization.
NEWS & PAGES
Keeps employees informed
by targeted, easy to publish
articles.
LEADERSHIP MESSAGING
Amplifies reach and impact of leader
communications.
EVENTS
Shared calendar experiences to stay
up to date on corporate and
divisional events.
RECOGNITION
Celebrating
talent/connecting people
within the organization.
PEOPLE SEARCH
Intuitive, intelligent and
modern people search
experiences.
CONTENT SEARCH
Powerful full text search available
across the entire Intranet and in
specific collections.
TOOLS &
QUICK ACCESS
Accessible and rapid access
to key tools/apps.
FLEXIBLE
NAVIGATION
Powered by metadata, site
structure or search.
INFORMATION ARCHITECTURE
Foundational for the Intranet and ECM and includes site, file, and sensitive data
classification, planning and defining audiences, site templates, page templates, content
types and much more.
ACTIONABLE
ANALYTICS
Provide actionable
insights based on usage.

It would be great to find content easily over the Intranet
using search and be able to access work related
documents and materials while I am out of the office
GOALS
Create work related documents
efficiently with reference to existing
documents and templates.
EXPECTATIONS
Consolidate personalized
mechanism to find relevant
content. Personalized
communication/notifications.
FRUSTRATIONS
Difficult to sift through search
results / documents to find the
relevant documents, and lack of
communication relevance to his
work.
“
KEY CHARACTERISTICS
Age
Occupation
Education
Family
Location
41
Field Employee
Bachelor’s Degree
Married
Canada
FUTURE STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
CURRENT STATE
OUTLOOK
SHAREPOINT
ONEDRIVE
TEAMS
YAMMER
Judy
Consumer Persona
Tech-Savvy Focused Independent
ATTRIBUTES
TECHNICAL PROWESS
TECH. AVOIDANCE
ONLINE EXPERIENCE
SOCIAL
DRIVE
TOUCH POINT CHANNELS
Phone Website
Speech Chat
Mobile App
Goal Oriented

DIGITAL WORKPLACE PLANNING…
Intranets?
Extranets?
Departmental Portals?
Functional Areas?
Project Group Sites?
Team Group Sites?
Enterprise Social Network?
Document Management?
Records Management?
And much much more….
Intranet planning is a small part of your broader digital workplace planning.

LiveTiles Capabilities
LiveTiles One - Intelligent Workplace Platform
1) LiveTiles Intranet
Rapidly deployed and customizable portals for unified communication, collaboration and automation
2) LiveTiles Everywhere
Simplified access to disparate information and tools across Microsoft 365 and line of business applications
3) LiveTiles Quantum
Automated employee profile data management, usage analytics and AI-driven conversational assistants
4) LiveTiles Reach
Mobile app for targeted, channel-based employee and external communications. Available for Teams or standalone.
5) LiveTiles Expertise
Professional Services, Customer Success Program, 24 x 7 x 365 Support

Why LiveTiles?
Rated on top by the ClearBox Intranet Choice 2020 report
 Comprehensive library of modules, reducing the time, costs and risks of custom development
 Focus on the consumer grade UX that employees expect and is critical to adoption / ROI
 The missing capabilities that Microsoft doesn’t offer by default
 Highly flexible and extensible, future proofing the organization as business needs change
 Trusted implementation partner network to ensure successful implementation
 Comprehensive Customer Success Program ensures sustained adoption and ROI
 Evergreen roadmap tightly aligned to Microsoft, ensuring that you will always be up to date and secure

Thank You!
LiveTiles&YouForMakingThisPossible…
200+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
600+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.

What Makes A World Class Microsoft 365 Intranet & Digital Workplace

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