rethinking document management in office 365

SharePoint Saturday Belgium 2017 • October 21 • Brussels Track: Business| Level: 100

Rethinking Document Management in Office 365

Peter Baddeley

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SharePoint Saturday Belgium 2017 • October 21 • Brussels

About Me

• Independent Consultant

• Work with SharePoint, Dynamics and Office 365

• Co-Organiser of SPS London

• Contact Me• [email protected]

• @baddaz

• www.baddaz.com


ProvisionPoint

• Site Provisioning and Management Tool for Office 365

• www.provisionpoint.com


About You


About this Session


Agenda

• Time for a Rethink

• A Simple Approach

• Appreciate the Interface

• Right Level of Control

• Roadmap to Success


Time for a Rethink


Office 365 is not SharePoint

• Stop thinking it is

• Productivity Apps

• Including Office

• Cross Browser & Devices

• Evolving Platform


Stop Fighting your Users

• They hate SharePoint• Difficult to Use• Hard to Find Anything• Don’t want to fill in Meta Data

• My Documents• Just let me work with my documents• What was I last working on

• I would like to…..• Access Documents Everywhere• Use them on my iPad• Share with Customers/Suppliers/Partners


Keep it Simple

Not Simple

• Lots of Folders

• 10+ Fields of Meta Data

• Complex Customisations

• Everything in OneDrive

• Everyone creating Sites

Simple

• Simple Libraries

• Non Mandatory Taxonomy

• App Launcher / 365 Home

• OneDrive for Drafting

• Appropriate use of Sites


A Simple Approach


Time to Change

• Stop Overcomplicating• Complex Structures• Too much Customisation• Lots of Meta Data

• Embrace new Office 365• Office 365 Groups• Modern Team Sites• Mobile First• Not everything is a Document

• Take Advantage of Features• Version Control• Co-Authoring• Search


Approach for You

• What is the “Thing you do”Governance Model

Customise

Flow

Lists

Docs

Standard

Chat

Tasks

Docs

OneDrive, Office, Mobile, CRM

“Thing you Do”80%

Complex20%


Keeping it Simple

• Modern Sites

• About the “Thing you Do”

• Tag by Site and Library

• Specific Meta Data where required

• Local Content Ownership

• Option of wider Group features


What about the Complicated Stuff

• Also needs a Rethink

• Should it be in Office 365

• Isolate in its own area

• Power Apps and Flow

• New Development Tools


What about Teams

• I am not sure I get them….

• Suit certain types of users, eg IT and Digital/Comms

• Ad hoc collaboration replacing Meeting/Doc Workspaces


New Admin

New SharePoint

Admin

Architect Solution

Vendor Tools

Intranet Capability

GovernanceSecurity

User Support

Developed Capability


Appreciate the Interface


Don’t get Distracted

• Don’t fight Interfaces

• Works across Experiences

• Anything else will break

• Branding Irrelevant


Don’t worry about Structure

• Structure is a waste of time

• Not relevant and not used

• Navigation relevant to User

• Navigation relevant to Now

• People can use Search


Personalised Navigation


But I am Really Worried about Structure

• Seriously don’t, user don’t care and organisations change

• But if you need to then build your own

• Microsoft has some plans


Mobile Working

• Many Mobile Apps

• Vary per Device

• Don’t forget about Sync

• Understand Experience

• Align with Approach


Mobile Working


Right Level of Control


Management Challenges

• Defaults as Open Platform

• Lots of different Services

• Users can access anywhere

• Mobile is encouraged

• Users can create Stuff

• Sharing Internally/Externally


Governance Model

User Freedom

Management Control


Governance Model

• Empower your “Super Users”

• Where possible standardise Sites

• Site Setup Document

• Maintain a Central Governance Site

• Document Management Best Practice

• Mandatory Training including Governance/Compliance


Securing Office 365

• Control• Multi-Factor Authentication• Data Loss Protection• Group Creation Rules

• Monitoring• Auditing• eDiscovery

• Mobile Working• Policies for location• Access based on device state

• External Access• Global and Site Collection Settings


Roadmap to Sucess


How to Get Started

• Multi-Phased Implementation (6-12 months)

• Pilot to define Approach for You

• Try to package the Roll Out

• Roll out Sprints

Phase One: Pilot Definition

Phase Two: Running Pilot

Phase Three: Roll Out Planning

Phase Four: Staged Roll Out


Take the Leap

• Keep it Simple

• Align to the “Thing” you do

• Utilise what Office 365 does

• Users will love the simplicity

• Focus time on right things

• Microsoft will change things


Questions


Resources

• https://support.office.com/en-us/article/SharePoint-Online-and-OneDrive-for-Business-software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498?ui=en-US&rs=en-US&ad=US#__additional_information_about

• https://blogs.office.com/2016/02/17/auditing-reporting-and-storage-improvements-for-sharepoint-online-and-onedrive-for-business/

• https://products.office.com/en-us/business/office-365-trust-center-cloud-computing-security

• https://techcommunity.microsoft.com/t5/SharePoint-Blog/Connecting-the-modern-workplace-with-SharePoint-and-OneDrive/ba-p/110399

• https://techcommunity.microsoft.com/t5/SharePoint-Blog/SharePoint-hub-sites-new-in-Office-365/ba-p/109547

• https://blogs.office.com/2016/04/13/introducing-a-new-home-page-experience-for-office-365-users/


Get in Contact

• [email protected]

• @Baddaz

• www.baddaz.com


Thank You!

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