Starter Kit for Collaboration from Karuana @ Microsoft IT

Strategy Deck on Future of Collaboration

O365 Adoption Kit Resources

Key attributes of a successful adoption approach.

(Examples)

Create Scenario Driven Teams Across Functions

Business Outcome

IT &

Subject

Experts

Technology

Providers

Business &

Users

Microsoft Approach: Leverage Connected Technologies

SharePoint Yammer Lync/Exchange

Profile Workflow Search

Windows Azure Apps

Power BI

Business Productivity

CRM Online; Line of Business Applications; Extended Systems

The Transformation of Communication

PartnersCustomersProspects

Sales ServiceMarketing

HRR&DOperations

Organizational silosDisconnected employee engagement

Connected enterpriseConnected employee engagement

? ?

? ?

Microsoft IT embraces an established adoption

methodology to influence our audience & drive

usage of our services

Awareness Understanding Alignment Engagement Champion

Service,

Program or

Policy

awareness

Do people “get” it? Can they articulate it?

They are aligned with our core goal or service

They actively

use our

program or

service

They enable it

for teams

They are

evangelists for

our program or

service

Internal Adoption Campaigns & User Groups / Business Relationship Staff

Microsoft Connected Employee Experience

•Regional Portals

•Organizational Sites

•Programs / Projects

•Start Here

•NewsMix

•Campus Experience

•Other Primary Apps

•MSW

•HR Web

•IT Web

•Unify / InfoPedia

•Academy

•Enterprise Search

•Quick Actions

•Enterprise Directory

•News & Events

•People

Search

ExperiencePrimary

Portals

Groups /

Team SitesModern

Apps

Social by Design

MSW

http://aka.ms/searchppe

Real World IT: Example ExperiencesMSW, Team Sites, Yammer Integration

Getting There

Get CreativeTalk with your extended business partners to capture innovations for your business

Create a PlanUtilize Microsoft’s resources and local partners to land a workable plan for your environment in

meaningful phases

Build CapabilitiesDevelop key strategic, adoption and execution skills on your team

Learn MoreWatch Real World IT on channel9.msdn.com for more real world solution scenarios launching in July, 2014

http://channel9.msdn.com/

Share

SharePoint 2013 represents a new way to work together. New social capabilities make it easy to share ideas, keep

track of what your colleagues are working on and help you find answers to questions and discover experts you

never knew existed. A new and simplified user experience helps you organize, sync and share all your content, find

what you’re looking for, and create sites to keep everyone in sync.

Non-compatible sites remained on-premises; evaluate

“cloud ready” assets/programs

No online service

consumption from on-

prem; required duplicate

on-premises (2010 &

2013) services farm

Custom PowerShell to

provision new users

Forklift

• Move site as-is

• Minimize cost

• Save

enhancements for

phase two

Partial move

• Move relevant

content

• 3rd party tools

Re-think

• Re-architect

capabilities

• New information

architecture

• Approach for Top

tier portals

Start Fresh

• Abandon current

on prem

• Accelerate with

self service

provisioning

Enterprise Consulting FunctionsIntegration

Data & Analytics CRM & ERP Mobility, Social & Collaboration

Data Science

BI @

Microsoft Data Services

Customer

Relationship

Management

Human

Capital

Financial

Services

Sales &

Supply

Chain

MobilitySocial &

Collaboration

Security

Authorization

Enterprise

Integration

Platform

IT Service

MonitoringStrategic

Workforce

Enablemen

t

Service

Engineerin

g Delivery

Digital

Media

Service Engineering Delivery

SESIT Management

ERP Solution Delivery

Process &

Quality

Best Practices

Microsoft Confidential

Key Takeaways

Light-Up Self Service in the Cloud

Rethink Your Experiences

Focus on High Value Scenarios for Migration

Embrace the Change & Opportunities

SharePoint Utility Sites

90% of all

SharePoint sites at

Microsoft

What

Why

How

No enormous lists (5000+ items)

Large lists have the potential to block or significantly degrade access to other sites sharing the same content database

Mitigate this risk by keeping lists small and/or using “Views” that limit the number of records displayed per page.

Microsoft IT Best Practices

What

Why

How

Avoid inline JavaScript code with SharePoint Designer.

User-written, in-line code is difficult to maintain and has a high potential to render your site unusable in the event of a patch or update.

Try to use out-of-box SharePoint features whenever possible. If client-side code is unavoidable, practice good documentation and code writing practices to ensure maintainability.


What

Why

How

Design sites with a minimum of web parts with external dependencies.

Complex site pages with a large number of external dependencies will load slowly in the best of times and sometimes not render at all if there are issues with returning external data.

Try to keep pages less than three vertical screen heights and keep the number of web parts that retrieve external data to less than six. Use appropriately scaled photographs instead of raw, multi-megapixel photos directly from a camera or web site.


Infopedia -

Media Portal

Custom Portals and Applications

MSW – Corp

Intranet

ITWeb – Business

of IT

What

Why

How

Provision a preproduction environment to test all updates, patches, and customizations.

Untested updates, patches, and customizations have the potential to bring your site down and affect your SLA. Testing in a non-production (test) environment reduces this risk.

Create a duplicate test environment using VMs or spare hardware and test new or revised custom code, patches, and updates on the copy. Any issues can be debugged and documented much more easily than if tested in production.


What

Why

How

Use designated maintenance windows to deploy solutions, patches, and updates.

By developing a regular operational cadence, you can set customer expectations and provide for an organized change management system.

The best time for maintenance is when there are the fewest users impacted. Establish when it is appropriate for your service and publish it for all to see.


What

Why

How

Designate internal customer facing business relationship specialists to help people make the “right” choices for high traffic sites.

You will reduce long term costs of non compliant solutions and increase customer satisfaction with IT Services.

Identify mid to senior level people who have technical ability and relationship skills. Define a service portfolio, assign them to key business stakeholders and do not task them with delivery activity.


http://aka.ms/o365kit


O365 Adoption Kit Resources

Define a vision and identify business

scenarios

1

Commit resources and execute an adoption plan

3

Measure, share success, and iterate

4

http://aka.ms/O365kit

Prioritize solutions and create an adoption plan

2


Resources available to help you plan and execute successful roll out & adoption project


Use the customer-tested tips, resources, and samples provided in this guide to form an effective change management plan.

Use the Survey Template to measure satisfaction and progress

against your benchmark.




A great way to get generate buzz and get people excited is to play teaser videos during an event or by the cafeteria...

Inform users of upcoming roll-out, and share benefits for them to create anticipation

Announce the upcoming rollout via emails, set up expectations,

communicate benefits and show what’s in it for them.

http://aka.ms/o365kit http://aka.ms/o365kit



Put colorful posters and flyers in the cafeteria, by the water

cooler, or by the elevator to build awareness and sustain

momentum post launch.

Inform users of upcoming roll-out, and share benefits for them to create anticipation

“Buzz Days” are a great way to showcase benefits, get people excited, and involve Champions within your organization.



http://www.co-store.com/iw



http://www.co-store.com/iw

These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365.

Help users transition and get started with the new apps

Watch these videos to make the switch to the new Office. Get

started with the new version to see how to do everyday tasks.

http://aka.ms/officestart http://aka.ms/officetraining

http://aka.ms/officestart

http://aka.ms/officetraining

Get people up and running quickly with these essential learning and training resources for Office 365.

Increase depth & breadth of usage and manage upcoming changes in the service

Learn at your own pace with these free online training courses

from Microsoft.

http://aka.ms/o365learning http://aka.ms/officetraining

http://aka.ms/o365learning

http://aka.ms/officetraining

Use the Policies templates to provide your users with guidelines about how to use Office 365 responsibly.

.


Leverage this guide to help get your Help Desk ready to

troubleshoot Office 365 users.




Use the Survey Template to measure satisfaction and progress against your benchmark.


Leverage Success Criteria Dashboard examples to track progress on roll-out & adoption.



http://aka.ms/lyncrask



Announce the availability of OneDrive for Business to your employees and the top benefits for them with these customizable email templates.

Store, sync, share securely your content in the cloud and access it from virtually anywhere

Raise awareness about the new feature using posters in the hallways, elevators, kitchen and cafeteria.





These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365.

http://aka.ms/odfblearningcard

The Getting Started Videos will introduce people to the key concepts and benefits of OneDrive for Business.





Use Policies & Best Practices Templates to educate people on the tools available, and how to take the most out of them.

Leverage this guide to help get your Help Desk ready to

troubleshoot Office 365 users.




Get CreativeTalk with your extended business partners to capture innovations for your business & collaboration

services

Create a PlanUtilize Microsoft’s resources and local partners to land a workable plan for your environment in

meaningful phases

Build CapabilitiesDevelop key strategic, adoption and execution skills on your team. Minimize bifurcated experiences that

reduce the quality of the user experience.

Learn MoreThrough IT Institute, @BeITReady resources, the partner community and watch Real World IT on

Channel 9 http://aka.ms/realworldit for more real world solution scenarios

http://aka.ms/realworldit





Questions?

Which tool do I use… for conversations?

Find expertise

Private conversations

Easy discovery

Broad reach

Discussion/feedback

Real time

Team brainstorming

Example Only

Which tool do I choose… when collaborating on documents?

File permissions

Limited to private /

known audience

Easy discovery

Versioning

Folders for 100’s of

files

Workflow

Detailed reviews

Discussion /

feedback

Example Only

Which tool do I use… for video publishing?

Corporate / org-wide event

Team / community video

Windows Phone access

iPhone app access

Create free channel

Embed video on a page

Download video offline

Appropriate for HBI content

In-depth reporting / metrics

Dedicated / elevated support

Upload a video for free

Example Only

Modernize &

mobilize existing

application

inventory

Application Strategy: Objectives & Guiding Principles

Tackle FY app

targets at scale

Improve

customer sat

Objectives Guiding Principles

Agile delivery &

rapid response

Continuous

improvement,

reusable assets

High-quality

modern design

Build capability in

IT BPUs

Sandbox

App Model: Past, Present and Future

_api

59

3 Screens & Services

AzureSharePoint

Windows

Phone

Windows 8

SQL Azure

(Storage)SharePoint

Libraries

SharePoint(HTML UX)

+ CSOM

Windows

Azure(Business

Logic)

OfficeSharePoint

Geek

Cooking & car enthusiast

Life Coach

Animal Lover

Values & Experience:

Enthusiasm, execution and empathy

Specialist in ECM, sales / marketing & technology mgmt.

Lead by doing – embrace change as a constant

Karuana Gatimu (@karuana)Director, Engagement & Adoption

Microsoft IT Discovery & Collaboration

My goal is to enable people to leverage modern experiences for business value and

organizational change.