Intranet systems beyond SharePoint and the future of SharePoint

Intranet systems

beyond

SharePoint – and the future of SharePoint

2014-11-25 / Oslo, Norway

Perttu Tolvanen, Web & CMS Expert, @perttutolvanen

…in Scandinavia

1. PROJECT PLANNING

2. CONCEPT3. REQUIREMENTS SPECIFICATION

4. TECHNOLOGY SELECTION

5. COMPETITIVE BIDDING PROCESS

6. PARTNER SELECTION

7. PARTICIPATION IN STEERING GROUPS

8. TRAINING AND SEMINARS

• Vendor- and technology neutral consultancy for intranet, extranet and CMS projects

• Helsinki-based, but most clients operate in Northern Europe, Scandinavia or Russia

• Founded 2012, growing

Agenda

North Patrol Oy 20143

Two trendingtopics right now

Overview of themost typical

intranet concepts

Main challengers for SharePoint in each scenario

1) Enterprise social layer and 2) Microsoft’s cloud ambitions

Remember: The longer the life cycle, the greater theimportance of making a good technology choice! – and

intranets tend to have pretty long life cycles.

“The big picture”


HR systems(Oracle, SAP, etc)

Intranet News, guidelines,

phonebook, importantdocuments, search

Phonebook/ peopleprofiles

ERP (SAP & others)

(+ other line of business systems)

CRM

Partnerextranets

WebsitesCustomerextranets

eCommerce

Customapps

Documentmanagement

& project sites

Good intranet concept has to be an integral part of the ”biggerpicture”. And since internal systems have a lot of differences betweencompanies we will see different intranet concepts in the future also.

Make sure you understand the roleof your intranet before you make

the technology choice!

Trend 1: Social layer for the enterprise

Is it something completely different and new? Should I buy it as a separate system? Is it going to replace email?


HR systems(Oracle, SAP, etc)

Intranet News, guidelines,

phonebook, importantdocuments, search

Phonebook/ peopleprofiles

ERP (SAP & others)

(+ other line of business systems)

CRM

Partnerextranets

WebsitesCustomerextranets

eCommerce

Customapps

Documentmanagement

& project sites

~ ”enterprise social layer” ~

Definitely something to think about when it comes to making the work life of office

workers easier. But still pretty early phaseconcept – especially since we already have

email as pretty good notification dashboard.

Prediction: Social feed as a stand-alone concept will not

become mainstream. However, it will merge with email clients

– and we’ll get a ”better email”.

Trend 2: Microsoft and the cloud

What is the biggest intranet vendor doingright now? What should the buyersunderstand from Microsoft’s plans?

Future of SharePoint

Documentmanagement Simple, social

intranets

Document-centriccollaboration

Report browsing

Simplecustomapplications

Dashboardsfor business teams

Partnerextranets(document heavy)

Enterprise social channel(Newsfeed)

Right now the on-premiseSharePoint 2013 is actually very

good in many things.


Documentmanagement & editing Simple,

socialintranets

Enterprise social channel(Yammer)


Report browsing

Simpledashboardsfor business teams

Simplepartnerextranets(document heavy)

Email, calendar, Lync, etc.


intranets


Report browsing





Sadly the on-premiseSharePoint is not getting any

better. It still can deliver, evenfor new projects, but don’texpect it to get any better.

”The next version of SharePoint” is Office 365, and it is already here.

SharePoint 2015 will just be a fancyservice package.



socialintranets



Report browsing





intranets


Report browsing





Simple customapplications

Single-sign-on point for theenterprise

Office 365 is not something youshould customize or use as a

platform. It wants to become ”thestarting page” for your tools.

The vision of Microsoft has turnedfrom ”big business portals” to

”light-weight app stores”. This is a significant strategy change.



socialintranets



Report browsing





intranets


Report browsing





Simple customapplications

Single-sign-on point for theenterprise

Microsoft is competing against Google and other cloud-only players right now. This is thebattle Microsoft needs to win. That is why all

the focus is in Office 365 right now.

Typical intranet concepts and systems

Is everyone going to the cloud? What if my plans are not the same as Microsoft’s? Are

there other concepts than ”SharePoint concepts”?

Most typical concepts and systems

1) Socialpublishing

- Traditional intranets (1.0) with social features- Document management and teamwork is

mostly done using other tools and intranet is mainly seen as a communication tool

- Added complexity from multilanguagemanagement or having complex organizational structure and/or shared operations in differentcountries

2) Complexsocial

publishing

3) Management

portalconcept

- Intranet is also a place to view business reportscollected from different systems

- Employees can have limited access to different3rd party systems through intranet

4) Socialpublishing &

teamwork

5) Socialpublishing & teamwork & document

management

- Intranet is also the place for teams to discussprojects and share information.

- Profile pages are seen as ”employee’sdashboard” and a place to start their work

- Document management is seen as key feature.- Besides managing important documents the

intranet should be the main place for reviewing, editing and sharing project documents.

Recommendations

North Patrol Oy14

1. If your intranet is fairly traditional you have a lot of good options.

2. If you need good multilanguage management you should probably choose a tool likeEPiServer or eZ Publish since SharePoint doesn’t work very well for complexmultilanguage/region scenarios.

3. The more complex your organization is, and the more targeted/profiled/personalizedfeatures you want, the less you probably benefit from SharePoint. EPiServer and manyportal tools are often better for truly complex scenarios.

4. And remember: document management doesn’t have to be a part of intranet!

5. If you want document management and a unified search, then SharePoint is the top choice.

– The hard choice right now is whether to go Office 365 or stay with on-premise SharePoint. If you go on-premise, just remember that Microsoft is not going to care about you very much for the next five years or so – and SharePoint 2015 (on-premise) will most likely be just a fancy service package.

… and whatever you choose, remember to adapt yourconcept to take advantage of the capabilities of the

chosen platform.


Thank you.

- Twitter: @perttutolvanen and @NorthPatrol- [email protected] http://www.northpatrol.com

Bonus material from intranet study made by North Patrol

The same study that wasreferred to in Perttu’s

presentation.

Intranets in Finland study 2014 | North Patrol17

• Online survey 6 May – 8 June 2014

• Especially intranet managers were recruited to answer the survey

• 113 responses, presenting at at least 94 different organisations (some answers were anonymous)

THE INTRANETS IN FINLAND 2014 STUDY

e.g.

40 features studied under 5 themes:1. News and internal communications2. Interaction and social features3. Teamwork4. Operations management and

business information5. The classics

36 questions

70 % of the intranetsare owned by Communications


TYPICAL FINNISH INTRANET

1. Links to common tools (82 %)2. Events calendar (81 %)3. Phone book (80 %)4. Organizational guidelines (80 %)

5. Lunch menus (69 %)6. An internal news tool that is

replacing email (68 %)7. Media monitoring results (65 %)8. Transactional services (e.g. travel

invoices or applying vacation) (65 %)9. Commenting on content (63 %)10. Flea market (63 %)

Intranet strategy and management: “Would you say the development of the intranet is purposeful and methodical?”22 % Not really56 % In some ways, yes23 % Absolutely

Finland 2014 Sweden 2014

82 % Links to common tools80 % Phone book

92 % Links to common tools89 % Phone book

?? % News81 % Events calendar

96 % News60 % Calendar

63 % Commenting on content 53 % Free-form discussion 46 % Submitting initiatives/ideas22 % Building networks with other users

57 % Commenting on content 33 % Discussion forum33 % Submitting initiatives/ideas16 % Building networks with other users

56 % Sites/spaces for teamwork 38 % Sites/spaces for teamwork

59 % Key business indicators 33 % Key business indicators

Sources:Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014

INTRANET PLATFORMS: FINLAND VS. SWEDEN

Sources:Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014 * Intranets in Sweden 2013 survey by IntraTeam

12%

38%

3%

0

0

22%

24%

0%

1%

5%

6%

7%

43%

46%

0% 10% 20% 30% 40% 50%

SiteVision

EPiServer

Self-developed

Liferay

Atlassian Confluence

Other

Microsoft SharePoint

Finland 2013 Sweden 2014

Same system also used for

public website:

28 % Finland52 % Sweden (*)


This will revolutionize the use of intranets for employees not working at a desk.

1. Breakthrough of mobile

of Finnish intranets are accessible with mobile devices

43 %44 %

of the respondents say that developing better mobile connections to the intranet is one of the most important issues to deal with in the near future.


2. Video content exploding

Publish videos in their intranets

42 % will increase the use of video on their intranets

71 %

71 % 63 % 76 % 65 % 65 % 63 % 76 %% of the respondents say the following features are raising in importance


3. Increasingly social features

63%

50% 47% 46%39% 38% 35%

0%

10%

20%

30%

40%

50%

60%

70%

Commentingon content

Publishingyour personal

profile

Q&A sections Generatingand sharingideas andinitiatives

Liking content Publishingyour own

content, suchas blogs

Praising co-workers and

rewarding forwork well

done

Current situation.


50 % 66 % 40 % 55 % 62 %

4. Wider collaboration possibilities

56%45%

34%

24% 22%

0%

10%

20%

30%

40%

50%

60%

Sites or spaces forteamwork

Editing teamdocuments

Workspaces / teamsites available for

every employee tofollow

Inviting externalparticipants to the

spaces/sites ontheir intranet

Networking withother users

Current situation.

% of the respondents say the following features are raising in importance


5. Integration into operational management

% of the respondents say the following features are raising in importance

49 % 65 % 76 % 44 % 56 % 40 %

59%

46%35% 31%

19%11%

0%

10%

20%

30%

40%

50%

60%

70%

Key businessindicators

Sharing initiativesor ideas to

managementreview

Praising co-workers and

rewarding forwork well done

Business reports Customerfeedback

Information on competitors’

activities

Current situation.


The principle of transparency and openness is growing in importance:

Many organizations have made all of their collaboration workspaces or team sites available for every employee to follow.

Transparency and openness means giving all users the same access rights to content and the same publishing rights to discussions, commenting, and blogging.

Currently: in many cases only employees & management are present on intranets

• Employees personal profiles and photos, blogs, Q&A, comments, interviews, guidelines

• Management blogs, comments (with their photos from the personal profile), interviews

Now growing in importance:

• Making the current situation of the organisation visible key business indicators, reports

• Making the knowledge of the organisation visible idea generation, professional blogs, Q&A

• Making the customers, markets and other stakeholders visible customer feedback, business reports, market analysis

6. Emphasis on transparency


1. There are many concepts for intranet, for different purposes and organisational cultures. You cannot copy an intranet (or fancy features from a study!).

2. First decide the concept. Then choose the technology.

3. Highly personalized front page is dead. Instead spend your time thinking usable team sites/spaces or startingpoints for few selected roles, e.g. for sales, supervisors.

4. Mobile access will revolutionase intranets and internal communications. But is the IT ready for that level of openness (security issues)? Talk to you IT!

5. Nobody wants to own collaboration or the information inside the organisation. Maybe communications just needs to grab it and make it work!?

Recommendations for intranet buyers by North Patrol

North Patrol Oy28

Thank you.

• Further information about the study at http://northpatrol.com/blog

• The full report (in Finnish): http://intranet-ostajanopas.fi/intranet-selvitys

• Twitter: @NorthPatrol

http://northpatrol.com/blog

http://intranet-ostajanopas.fi/intranet-selvitys

Technology

Intranet systems beyond SharePoint and the future of SharePoint