Presented by Sam Marshall, ClearBox at SharePoint Conference 2019

1. The future of the modern workplace
and Office 365
Sam Marshall @sammarshall
Owner
ClearBox Consulting Ltd.
clearbox.co.uk

2. Sam Marshall
sam@clearbox.co.uk @sammarshall
I’m the owner of ClearBox Consulting in the UK.
I’ve specialised in intranets and the digital workplace
for over 19 years, working with companies such
as GSK, Vodafone, TUI Travel, Sony and Unilever.
My current activities focus on intranet and digital
workplace strategy, SharePoint in-a-box products
and the business side of Office 365.

3. Our work
clearbox.co.uk/sp-intranets

4. The evolution of the
modern workplace

5. Workwas
hard,dirtyand
dangerous

6. Nowwecan
workfrom
anywhere

8. “It’saUnixsystem–Iknowthis!”

9. 25 years ago
we were all
excited
about virtual
reality

10. We’re pretty bad
at predicting
how technology
will be used in
practice
Technology
increases options
for how we work,
but doesn’t give
us a plan
We should define
the principles of
what matters to
people, and keep
that as the constant
as our workplaces
evolve
Whatdoesthattellus?

11. It’s Office
365… I
know this!

12. 3. Think
beyond Office
365
2.1 Find-
ability
1.Focus on the
employee
experience
2. Join the
gaps in the
modern
workplace
2.3
Firstline
Workers2.2
Notifi-
cations

13. 1.Focus on the
employee
experience

14. Customer
experience

15. Transformed
customer
experience

16. Employee experience:
how can we use
technology to improve our
relationship with our
employees?

17. Meet
Monty

18. Timespentinthemodernworkplace
1
2
3
4
5
6
7

19. Chart Title
1 2 3 4 5 6 7
Timespentinthemodernworkplace
Chart Title
1 2 3 4 5 6 7
1
2
3
Document collaboration
5
6
7
Replace attachments
with OneDrive &
SharePoint

20. Employee Journey: Book training
Calls the HR help
desk. Waits a
while. Told it’s not
training, but ‘L&D’.
Goes on the intranet
and searches for
‘training. Sees many
policy and .ppt files.
Browses the
intranet menu.
Eventually finds
‘L&D’ under Central
services’
New log in to
the ‘Learning
Management’
system.
Finds several
suitable courses
listed. Clicks
‘Book’.
Manager not listed
as an ‘approver’.
Unsure what ‘cost
code’ to use.
Yammers a
colleague to ask
what to do about
approval.
1 2 3 4 5 6 7
20 minutes 10 seconds
What’s my
password
this time?
OK, this
must be it.
Search never works
How am I supposed to
know these things?
This all
makes sense
I need to get back
to my deadlines.
“Fine” -
whatever.
Chance to learn something new.
Persona: Monty – Project Administrator; not overly enthusiastic about
training but happy to do the ‘right thing’. Keen to get back to his design work.

21. If we make simple tasks hard,
employees have nothing left
for the hard tasks
@sammarshall

22. Actual Whopper
• Rotated to most attractive angle
• With cheese
• Slightly fluffed up, for picture
Advertisements
Expectations vs Reality
Source: boredpanda.com/fast-food-ads-vs-reality

23. Happy employees are more productive,
provide a better customer experience and
cost less

24. 21%
higher Profitability
for top vs bottom
quartile employee
engagement
41%
lower absence rate
for engaged
employees
2017 Gallup Q12 meta-analysis
28
Weeks
Average time it
take new hires to
get up to speed
Oxford Economics 2014

25. A well designed modern workplace makes
for happier employees

26. “I have the
tools and
equipment to
do my work
right”.
2017 Gallup Q12 meta-analysis
Low score is strongest
indicator of job stress

27. “we analyzed the 64,000 specific workday events
reported in the diaries or 238 professionals: of all
the events that engage people at work, the
single most important — by far — is simply
making progress in meaningful work.”
Amabile & Kramer in “The Progress Principle”

28. The modern workplace can support digital
transformation, it doesn’t define a vision
for what that transformation should be.

29. What’s the biggest factor in
workplace success: the
people side or the
technology side?
@sammarshall

30. Have resource
that champions
Employee
Experience
People change IT

31. 3. Think
beyond Office
365
2.1
Findability
1.Focus on the
employee
experience
2. Join the
gaps in the
modern
workplace
2.3
Firstline
Workers2.3
Notifi-
cations

32. 2.1
Findability
2. Join the
gaps in the
modern
workplace
2.3
Firstline
Workers2.3
Notifi-
cations

33. Time spent in the modern workplace
1
2
3
4
5
6
7

35. 1. Findability

36. enterprise search
precious content

37. What did you use
before Google?

38. Credits: https://www.webpagefx.com/blog/web-design/popular-search-engines-in-the-90s-then-and-now/

40. Your paternity leave entitlement is:
Questions? Jo Malone is your HR rep
Apply for paternity leave
Employee handbook:
paternity leave section
6 days
vacation remaining
J F M A M J J A S O N D
10
days
Provideanswersnotlinks

41. MicrosoftSearchisahugestepintherightdirection

42. Micro applications in search -
AstraZeneca

43. 2. Integrated
notifications

44. Pressures on the employee experience
92
5
11
3
6
2
1
2 1
3
14
2
80
2
5
17
“Modern workplaces are
interruption factories”
David Hansson, Basecamp
96

45. 17

46. A new version of
Adobe Reader
is available
Grumpy cat 
Lights left on in
car park B
Celebrity to
open new wing

47. Future of the activity stream
Blink / Workgrid / SaphoiOS and Android notifications Teams?

48. Microservices at Wells Fargo

49. 3. Firstline workers

50. Firstline worker value
Customer
feedback
Product
performance
Process
improve-
ments

51. Office365mobile
isgettingbetter

52. COWIFieldNotes
Screenshot courtesy of COWI / @ninanikolaisen

53. COWI team sites
are embedded in
how they work

54. Liberty Mutual & Workgrid

55. 3. Think
beyond Office
365
2.1
Findability
1.Focus on the
employee
experience
2. Join the
gaps in the
modern
workplace
2.3
Firstline
Workers2.3
Notifi-
cations

56. 3. Think
beyond Office
365

57. Office 365 needs to be planned
as part of a wider employee
experience approach

58. Office365 is like a Swiss army knife...

59. ...but if only it was that simple

60. ...each user’s experience of Office 365 should be pitched to their world

61. Collaboration ismorethandocuments
Expert Process
• Surveying
• Diagnosis
• Insurance underwriting
• Health & Safety assessment
Rich Collaboration
• Product development
• System implementation
• Service design
Embedded Process
• HR request forms
• Facility Bookings
• Checklists
• Rota scheduling
Ad-hoc interaction
• Information requests
• Status Updates
SIMPLE
STABLE
COMPLEX
EVOLVING

62. Matchingtoolstocollaboration processes
Expert Process
• Workflow tools
• Data manipulation
• Search & reference
• Checklists
• Customised tools
Rich Collaboration
• Document versioning
• Joint viewing & editing
• Online discussions
• Group knowledge
management
• Status sharing
Embedded Process
• Online Forms
• Notifications
• Status tracking
• Process documentation
Ad-hoc interaction
• Simple comms (IM, email,
phone)
• Info-sharing
• Social networks
EVOLVING
SIMPLE
STABLE
COMPLEX

63. HowOffice365maps
Expert Process
• Dedicated tools
• K2 / Nintex
• PowerBI
• Checklists
• Customised tools
(e.g. Excel macros)
Rich Collaboration
• SharePoint Team sites
• Office co-editing
• Yammer - structured
• SharePoint for KM (libraries /
doc center)
Embedded Process
• SharePoint lists
• Forms
• Flow
• Power Apps
Ad-hoc interaction
• Teams
• Kaizala
• Yammer – unstructured
• OneDrive
EVOLVING
SIMPLE
STABLE
COMPLEX

64. 3. Think
beyond Office
365
2.1
Findability
1.Focus on the
employee
experience
2. Join the
gaps in the
modern
workplace
2.3
Firstline
Workers2.3
Notifi-
cations
Bringing it all together

66. Digital workplace framework
Services
Communicate and
engage
Collaborate Find & share
Business
applications
Agile working
Management
Strategy
Governance &
operations
Adoption User experience
Technology &
security

67. Current Desired
Communicate
and engage
Collaborate
Collaborate
Find & Share
Find & share
Business
ApplicationsBusiness
applications
Agile WorkingAgile
working

68. Digital workplace – SharePoint role
Agile Working
Mobile
Anywhere Access
Physical Spaces
Agile work
support
Business Systems
Employee
Services
Business
Applications
Find & Share
Find People
Search
Store & Retrieve
Classify
Notify & Filter
Collaborate
Formal
Collaboration
Informal
Collaboration
Real-time
Collaboration
Innovation
External
Collaboration
Personal
Productivity
Formal
Communication
Two-Way
Communication
Orientation
Communicate
and Engage

69. A move to headless CMS

70. In summary….

71. We need to:
Your paternity leave entitlement is:
Questions? Jo Malone is your HR rep
Apply for paternity
leave
Employee
handbook: paternity
leave section
6 days
Holiday remaining
J F M A M J J A S O N D
10
days
3. Think
beyond
Office 365
1.Focus on
the
employee
experience
2. Join the
gaps in the
modern
workplace

72. RFP
Nobody’s
better
placed
than you
to deliver
it!

73. Thank you

74. Thank you Questions
aka.ms/SPC/Sessions/BRK101 Share slides and resources from this session
clearbox.co.uk/blog More about these ideas on my blog
https://www.clearbox.co.uk/digitalworkplace/ Town planning poster
clearbox.co.uk/sp-intranets SharePoint intranets in-a-box report
https://www.cmswire.com/digital-workplace/what-
microservices-bring-to-the-digital-workplace/
Microservices and Wells Fargo case study
aka.ms/M365Roadmap Discover what’s coming with the Microsoft 365 Roadmap
@sammarshall #SPC19 Follow me and share this session
Think about the total employee
experience
Focus on the ‘glue’ for the modern
workplace
Plan beyond Office 365