Intranets and hybrid search

- use search to bridge the “great divide” so your users find what they

are looking for!

THE BEST OF THE BEST

About Mikael Wendelius

Business Area Manager -SharePoint and Office 365

Microsoft Business Value Planning Services Architect

Working with SharePoint since 2003 and Office 365 since 2011

mikael.wendelius@findwise.com

https://se.linkedin.com/in/mikaelwendelius

Specialists in Search and Findability since 2005

KCTCS (background)

Search is not stationary

I can’t find what I´m

looking for.

INFORMATIONFIND

INFORMATIONANALYSE

INFORMATIONACT

INFORMATION

Design and buildsuitable IT-solution

FINDABILITY

ANALYSE ACTFIND

Plan operations and support business organization

• Overall business

goals?

• How do we measure

our goals?

• How do the users take

part of the information?

• How do we help our

users find the right

information?

• Which tools and

applications are

provided?

• How does our tools

collaborate ?

• Where do you store

information?

• Information lifecycle

management?

• Who is responsible for

information assets?

• Who creates new

information?

Example: the Challenge

Users searching for content couldn’t connect the dots, were

missing the context and only found incomplete content sets

No document

found

Incomplete

document sets

Inconsistent filing &

metadata

Facebook twitterYou

TubeLinkedIn RSS

Google DocsBaseCampDropBoxWeb Hosting

Yammer

SharePointExchange

File Servers

Alfresco

CRM ERPPlanning

Portfolios

Unless the user knew where to look for content, they were not finding relevant information

Challenge: No easy way to search in one place for our content

Consolidate into 2 Cloud + 3 on-premises repositories

Connect to create a unified view

Standardizewith metadata

Iterative solution – successive phases

Bridging across Silos

of knowledge workers regularly access 4 or more systems to get the information

they need to do their jobs

61%

regularly access 11 or more systems

of a typical knowledge worker’s day is spent looking for and consolidation information spread

across a variety of systems

36%

15%

Benefits of Intranets in O365- financial- flexibility/agility- innovation- operational

Search Provides a Unified View

Intranets and hybrid search

- use search to bridge the “great divide” so your users find what they

are looking for!

“Classic” Hybrid Search is Federated

not a single result set OOB

Cloud Hybrid Search

Demonstration

Cloud Hybrid Search

Findability day.com

FindwisebloggGBGNAS

External sources

SharePoint 2013/16

SharePoint OnPremCLOUD

SSA

Demo setup - Search solution in Office 365

Benefits of Cloud Hybrid Search

2) Makes finding content easy, wherever the content lives

1) Simpler, easier, and less costly to run search

Reduce your footprint

Servers

Volume of Content(indexable items) Pattern

On-prem Search Farm

Cloud Hybrid Search

0-10 million items small 4 App + 2 DB 1 or 2

10-40 million items medium 12 App + 2 DB 2

40-100 million items large 28 App + 4 DB 2

400 million items XL example (SP2016) 86 App + 4DB 2 or 3

External Content

(on-premises and/or

in the cloud)

SharePoint Server

(On-premises or Hosted)Office 365

SharePoint Online Content

Onedrive for Business Content

Co

nnect

ors

SharePoint Content

Adding External Content

Cloud Hybrid Search

•

–

–

•

–

•

–

Case Study: Cloud SSA, external content

Large global company

in materials science

Case study: SJ – search based application

Findability day.com

FindwisebloggGBGNAS

External sources

SharePoint 2013/16

SharePoint OnPremCLOUD

SSA

Demo setup – Search based applications

Findability day.com

FindwisebloggGBGNAS

External sources

SharePoint 2013/16

SharePoint OnPremCLOUD

SSA

Demo setup - Findability using standard functionality in Office365

External blog SP OnPrem Yammer Yammer OneDrive SP Online

OneDrive

Intranets and hybrid search

- use search to bridge the “great divide” so your users find what they

are looking for!

Why Can’t Everything in an Intranet be Dynamic?

• News

• Forums

• Content

• Navigation

• Tools/Applets

• Analytics IT CAN

Nearly every Intranet will need to add

1. ConnectivityConnectors to content & systems outside of O365

3. ContextPersonalization through behavioural information

2. Structure Information Architecture & Tags for navigation & findability

INTRANET ELEMENTS WITH O365

News Keeps employees informed by

targeted, easy to publish articles.

Tools & Quick AccessAccessible and rapid access with

single sign on to key tools/apps.

Leadership Messaging Amplifies reach and impact of leader

communications.

Shared StoriesGiving employees a voice and way

to share with the organization.

Mobile ExperienceProvides the Intranet to employees anywhere at

anytime, and on any device.

Events Shared calendar experiences to stay up to

date on corporate and divisional events.

Enabling RecognitionFoster a greater collaborative culture

with peer to peer praise.

Enterprise SocialIntegrate and enhance from

commenting to interactive polls.

Intranet SearchPowerful full text search available across the

entire Intranet and in specific collections.

VideoStorage, conversion and

optimized playback of video.

Photos Providing rich

galleries.

Information ArchitectureFoundational 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.

Flexible Navigation Powered by metadata, site

structure or search.

Actionable AnalyticsProvide actionable insights

based on usage.

People SearchIntuitive, intelligent and modern

people search experiences.

People SpotlightsCelebrating talent/connecting

people within the organization.

Courtesy of Richard Harbridge, 2tolead

Questions

Preview of trends from

Enterprise Search & Findability Survey 2016

After 5 years one trend stands out from the rest

STRATEGY!Percentage of

respondents with a Search and Findability

strategy

A strategy affects the ability to get a budget

Percentage of respondents with a

dedicated budget for improving search and

findability

A strategy affects the ability to get internal resources

Percentage of respondents having a

dedicated team/ resources to work with search and findability

Organizations having a vision of what they want to achieve with search,

can easier motivate the necessary investments, especially in staff