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1 Say Thanks to our Sponsors without them this event wouldn t happen! Platinum Sponsors Silver Sponsors

2 Building the Intranet of the Future Using SharePoint to empower collaboration

3 Nate Chamberlain SharePoint Systems Engineer Lawrence Memorial Hospital SharePointLibrarian.com 3

4 SharePoint Nate Background and Experience

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7 What s an intranet? a local or restricted communications network, especially a private network created using World Wide Web software. -Google a private network that is contained within an enterprise. WhatIs.com An intranet is a private network accessible only to an organization's staff. Often, a wide range of information and services are available on an organization's internal intranet that are unavailable to the public, unlike the Internet. Wikipedia The devil Bobby Boucher s mom 7

8 What s SharePoint? Engage and inform Intelligent Tell your story Notifications The future of collaboration Content management productive team sites for every project team, department, and division Lists & libraries Innovation is a team sport Empowers teamwork Transform business processes Sharing Workflows Powerful search Social Collaboration suite Files, data, news, resources Intranet

9 Recipe for the intranet of the future Content & Design Clean, intuitive design with a focus on quality content and content management (ownership, archiving/retention) Governance Consistency, transparency & agreed-upon best practices/procedures Collaborative elements that challenge traditional ways of working Automation, co-authoring, sharing, etc. Document ID service, retention policies, etc.

10 From a system of record to a system of engagement.

11 Content & Design keep it simple keep it consistent who s responsible for content?

12 Common Areas to Improve Content outdated Broken links Layout/navigation of pages Poor search Whose responsibility? OR content ownership Can t access off-site, or on all devices Not useful just a file dump People using their own accounts and storage spaces instead

13 Tips Pick one storage solution Divide and diversify responsibility Regular content review with retention/archiving policies Interactive/Collaborative elements Communication & Repetition Use graphics and icons

14 Tips Question subsite needs; could it be a page or two? Avoid folders Add columns for extra metadata to aid in navigating, creating views, searching, etc. Retention policies File naming Doc title and filename shouldn t match Dates as YYYY-MM-DD for sorting Be consistent this will be imperative to workflows On any page, someone should know Where they are What they can do Where they can go

15 Keep it simple Attractive, yet simple design Easy to navigate Think categories, but also click-reduction Are modal dialogs really that great? Collapsible sections? Consistency in color scheme and formatting Is mobile a consideration for you? Use OOTB as much as possible before considering code or third-party products

16 Iconography Don t make them read 16

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18 Facebook Twitter YouTube Flickr Instagram Pinterest

19 Nate s Traveling Book Petting Zoo Technically I m a librarian so

20 Ease of Use & Layout Eliminate Happy Talk Eliminate Instructions Make content accessible Perform usability testing Importance from upper left to lower right

21 Content Strategy

22 Content Strategy How is content created? Adherence to company branding Who owns content? How long do we keep it? What s searchable? Who approves posting? Frequency of updates/posts Templates & consistency of formats

23 Governance Intranets are like sandboxes. Governance is like keeping it covered and clean. An intranet without governance, becomes the community cat litter box. You wouldn t let your kids play in a litter box. Don t let your co-workers.

24 Get started Create a cross-departmental committee Meet regularly, with prepared action items Task the group to make decisions you intend to enforce Document decisions and discussion as policy and share organization-wide Welcome feedback 24

25 Potential Tasks Navigation revision Subsite provisioning Requirements Content strategy Training structure 25

26 Governance Plan The written document Doesn t need to be overly technical Doesn t need to be huge Accomplish your purpose Leave breathing room for creativity and innovation 26

27 Free Template 27

28 Make it easy Provide convenient ways for your organization to adhere to your governance plan Anonymous comments Open forums/town halls or open governance meetings Training and recorded tutorials Create forms that collect required info and explain policies 28

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30 Collaboration co-authoring version history online (digitized) forms workflows

31 The problem with attachments reply to sender reply all

32 Co-authoring

33 Co-authoring Many people can read and/or edit the SAME VERSION of a document simultaneously No storage space used up No worries about someone else editing the wrong copy or not seeing the latest revision Edits are saved automatically and if you re using version history, you can revert to previous versions and see edit history over time Edit in browser OR client Turn on track changes in client and save to see specifically who changes what

34 Co-authoring

35 Co-authoring

36 Version history

37 Version history

38 Sharing & collaborating As simple as copying the URL when viewing a document in the browser Only people who have access to the document or list s site will be able to access the link Set alerts for new files, list items or modifications to existing Easily see notebook pages with changes you personally haven t seen yet (bold font) Everyone works from the same version, even simultaneously

39 Online (digitized) forms Any paper form can be a digital form Once submitted on SharePoint, we can have workflow! Approvals Confirmations Reminders Automatic, conditional creation of files, other items, etc. Alerts Sorted by department, date, individual, category, etc. Reportable!

40 Workflows Task Time Improved Time Daily Repetition Number of Individuals Time Saved Per Year (260 work days) 5 minutes 4 minutes 5x hours 27 work days 2,167 hours 271 work days 10,833 hours 1354 work days

41 Workflows 211 Services

42 Workflows Automatically Save form submissions to a OneDrive file AND me Add a task to my to-do list when someone adds a document Save all tweets with a certain hashtag to a list Approve travel requests submitted via web form Convert documents matching certain criteria to PDF

43 Projects & Communication tasks timelines reporting

44 Forms, Notifications & Approvals External to your company: forms.office.com Connects to our SharePoint environment as if it was submitted in SharePoint Internal: forms.office.com OR SharePoint form You can set up alerts for new or modified submissions approval requests to specific individuals different workflows based on content in the form (conditional processes)

45 Task Assigning & Tracking

46 Task and Memo Tracking Wunderlist (compatible with Flow) Microsoft To-Do (compatible with Flow) SharePoint Tasks (workflow-capable, sharable)

47 Timelines, Calendars & Gantt Charts

48 Social Elements Like, Reply, ask questions & mark best answers Forums/community features with badges/rewards for participation Announcements

49 Quick Wins and Resources small solutions that make a big impact

50 Capability of current intranet or process Assessment Importance to Business Function

51 Sway Forms Outlook Delve Yammer Flow PowerApps SharePoint Power BI Microsoft Teams OneDrive OneNote PowerPoint Excel Word

52 Reports with Power BI

53 Reports with Power BI

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55 Quick Directory Solution Thanks to Stacy Deere-Strole of Focal Point Solutions for providing the solution shared in Benjamin s article! Read How to Build a Corporate Directory with SharePoint Search by Benjamin Niaulin

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57 Visual Appeal: Today s Events Search events on sharepointlibrarian.com

58 Visual Appeal: color scheme Download: How-to:

59 1. Content search web part 2. Properties: Control-Slideshow, Item-LargePicture Visual Appeal: Sliders Optional: CSS to remove overlay, re-color and reposition text items, create workflow on added start and end date columns to schedule images, create site column for TargetURL so that image links to different page instead of larger image.

60 Visual Appeal: Sliders Search Slider on sharepointlibrarian.com

61 Local weather and automatically updated this week s menu button

62 Visual Appeal: Calendar overlays Search overlay on sharepointlibrarian.com

63 Visual Appeal: Calendar overlays For each overlay, you selected a view that s where you also choose the overlay color. How do you want to color-code? Building Room Size Floor Etc.

64 Microsoft Flow: SharePoint Designer:

65 GO TO MENTI.COM

66 Thank you! Nate Chamberlain SharePoint Systems Engineer Lawrence Memorial Hospital SharePointLibrarian.com How d I do?