A day in the life part of Designing Experiences in #Office365 #mwcp19
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The document summarizes a full-day workshop on enabling productivity within teams. It describes four user journeys showing how employees can communicate important news, collaborate on marketing campaigns, automate business processes, and answer questions from anywhere. Key goals are to break down communication barriers, coordinate work across teams, ensure new employees have everything they need, and provide information promptly from any device. The workshops aims to encourage design thinking and user-centered practices within organizations.
A day in the life part of Designing Experiences in #Office365 #mwcp19
- 1. LED BY: Part of this full-day workshop, learn how to enable productivity within teams A DAY IN THE LIFE Kanwal Khipple MWCP 2019
- 2. Room 4 - Devoteam - Lumapps MWCP 2019 – MERCI à nos sponsors
- 3. SUCCESS IS EARNED NOT GIVEN.
- 5. MWCP 2019 MISSION Disney WalMart Fedex Microsoft McDonalds Apple Nike Google Toyota Every company starts with an idea, and based on that one idea, works hard to build a culture that helps deliver products and services produce family fun entertainment saving people money so they can live better guaranteed overnight enable productivity be your favorite place and way to eat and drink design best personal computers inspire athletes organize information to make it accessible & useful satisfying ownership experience
- 6. MWCP 2019 BRAND IDENTITY In order to have an effective brand, you need your target audience to associate you whenever they think of the benefit they are looking to receive
- 7. MWCP 2019 DESIGN NEEDS TO BE INCLUSIVE Individual and group collaboration needs are diverse
- 8. MWCP 2019 BRANDS IMPACT TO EXPERIENCE Ensuring experiences and how users interact with them exemplify your brand
- 9. MWCP 2019 SHARED STORIES Building champions in an organization starts by encouraging and sharing failures
- 10. MWCP 2019 NEWS THAT MATTERS… It can’t just be regional, departmental and corporate news on your homepage anymore. You need to think about how you will surface news that matters.
- 11. MWCP 2019 WHATS IN IT FOR ME Make intuitive experiences that users can not live without
- 12. MWCP 2019 BUILDING EXPERIENCES Implementing an effective design that drives engagement and speaks to your brand
- 13. MWCP 2019 INTRANET IN YOUR POCKET… What if you could also enable better site experiences on mobile devices. What if you could design for the user? Extending team or departmental reach.
- 14. MWCP 2019 ENGAGEMENT DRIVES INNOVATION Enabling your champions and leaders to contribute
- 15. 300+ slides 80+ SharePoint Presentations @ Slideshare.Net/kkhipple Intranets w/ Office 365 Whitepaper @ Office365Intranets.com Message Me On LinkedIn or Email Kanwal@Khipple.com
- 16. SPEAKER | AUTHOR | SUPER GOOD LOOKING KANWAL KHIPPLE, CEO @kkhipple bit.ly/linkedinkk 2014 2015
- 17. “My goal is to be able to find content like news, forms, templates, and research efficiently and with as little friction from technology tools as possible.” KEY CHARACTERISTICS Knowledge Worker Tech-savvy Independent Goal-Oriented MEASURES OF SUCCESSBEHAVIOR PROFILE Consumer Persona TOUCH POINT CHANNELS Phone Website Speech Chat Mobile App ATTRIBUTES Technical Prowess Technology Avoidance Social Engagement Leadership/ Influence Openness to Change Communication Connection Collaboration Consumption Contribution Ability to access content easily from mobile devices. Favorite/frequent content surfaced for easy access. Personalized news for teams and workgroups. Ability to interact with thought leaders through social networks. Name Ken Age 29 Role Associate Location New York Education Business Degree Family Single EXPECTATIONS: Locate content or information in three clicks or less. Locate content from anywhere, on any device. Engage with peers and thought leaders via social media. Personalization of news and content based on his teams. FRUSTRATIONS: Difficult to sift through search results/ documents to find the relevant ones. Obsolete documents exist within search results. Lack of connection with both peers and leaders.
- 18. WHAT WE ARE GOING TO COVER TODAY. A DAY IN THE LIFE BREAK GATHERING INSIGHTS LUNCH UX PATTERNS BREAK DESIGN IN YOUR ORG 9:00am - 10:30am 10:30am - 11:15am 11:00am - 12:15pm 12:15pm - 1:45pm 1:45pm - 2:45pm 2:45pm – 3:00pm 3:00pm – 4:00pm
- 19. WHAT WE ARE GOING TO COVER TODAY. TOGETHER, ENCOURAGE DESIGN TO BE INTEGRATED INTO YOUR PROJECTS AND IMPROVE HOW TO BE A DESIGN-LED TEAM THINK ABOUT USABILITY THROUGH THE LENS OF OUR KEY USER PERSONAS DISCUSS AND COMMIT TO SOME BROAD UX BEST PRACTICES & PRINCIPLES GET INSPIRED TO THINK OUTSIDE OF THE NORM WITH EXAMPLES ARTICULATE THE DIGITAL WORKPLACE EXPERIENCE THROUGH WIREFRAMES & SKETCHES
- 20. WHAT WE ARE GOING TO COVER TODAY. A DAY IN THE LIFE BREAK GATHERING INSIGHTS LUNCH UX PATTERNS BREAK DESIGN IN YOUR ORG 9:00am - 10:30am 10:30am - 11:15am 11:00am - 12:15pm 12:15pm - 1:45pm 1:45pm - 2:45pm 2:45pm – 3:00pm 3:00pm – 4:00pm
- 21. EMPLOYEE TOOLKIT Delivers applications and services to encourage productive
- 22. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE Let’s review four user journeys and how they might look in the future
- 23. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE What we are going to cover today
- 24. MWCP 2019 MEET GAIL, OUR COMMUNICATOR • Wants to publish a new travel expenses policy. • Interested in measuring reach and engagement for this and other news. Gail’s goal is to break down communication barriers internally and publish news quickly and easily, from any device
- 25. MWCP 2019 GAIL CREATES A NEWS POST Easily communicate and share news and event with others in the organization
- 26. MWCP 2019 GAIL PUBLISHES A TARGETED ARTICLE Using the lessons from her global insights, she targets news to the right audience.
- 27. MWCP 2019 KEN STARTS HIS DAY Employees get news on their reading list based on their interests
- 28. MWCP 2019 WHERE WORK HAPPENS Ken finds relevant news regarding his team or aggregated from other sources
- 29. MWCP 2019 CATCHING UP ON NEWS FOR HIS REGION News targeted for a specific area or audience
- 30. MWCP 2019 FINDING HIS WAY USING A HUB SITE News, Events and Search experience contextualized
- 31. MWCP 2019 NEWS AS PART OF THE DAY, IN TEAMS Leveraging Microsoft Teams connectors to stay informed
- 32. MWCP 2019 CATCH UP ON THE GO Using SharePoint Mobile app he is alerted and can see relevant news
- 33. MWCP 2019 KEN CAN FOLLOW COMMUNITIES Employees curate news to tailor to their work and interests
- 34. MWCP 2019 KEN ENGAGES AND SHARES HIS VIEW Opportunity to share knowledge and be engaged with what’s important for him
- 35. MWCP 2019 GAIL ANALYZES EMPLOYEE ENGAGEMENT • We can see how many people have viewed the announcement • Employees can like and comment on the article • Gail can engage and respond to employees directly She’s receives likes and comments and can answer questions regarding the new policy
- 36. MWCP 2019 AND DISCOVERS TRENDS Aggregate data from many sources to measure impact and reach
- 37. MWCP 2019 COMMUNICATE IMPORTANT NEWS Share company information in a central location and engage the workforce
- 38. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE What we are going to cover today
- 39. MWCP 2019 MEET DAVID, OUR COLLABORATOR • David is coordinating a new campaign to promote eco friendly communities. • David needs to coordinate the work with teammates to ensure the campaign is produced and launched successfully. • David needs to create and share documents easily with others. David’s goal is to be as effective as possible in managing his team.
- 40. MWCP 2019 DAVID SEARCHES FOR PROJECT SOPs Content finds David. Search infused AI provides him with relevant results.
- 41. MWCP 2019 DAVID WORKS WITH THE TEAM TO GATHER DESIGN SPECS Connect with subject matter experts
- 42. MWCP 2019 DAVID AND TEAM CO-EDIT DESIGN SPECS The document remains in up-to-date in the cloud.
- 43. MWCP 2019 DAVID REQUESTS SIGN-OFF EASILY David uses a request sign-off flow to solicit approval.
- 44. MWCP 2019 PRIYA REPORTS ON PROGRESS Information relevant to the task is available for team members to get context
- 45. MWCP 2019 PRIYA SHARES THE CAMPAIGN CONTENT The materials are ready, and the campaign and promo rates are shared internally.
- 46. MWCP 2019 MARKETING CAMPAIGN COLLABORATION Maximize profits for seasonal launches by working as a team
- 47. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE What we are going to cover today
- 48. MWCP 2019 MEET PRIYA, OUR CONTRIBUTOR • Priya needs to coordinate onboarding for a new employee • She wants to have all departments involved and coordinated to complete the onboarding • The process should be repeatable and automated for all onboardings. Priya’s goal is to ensure employees have access to the latest and greatest information to bring their full potential forward.
- 49. MWCP 2019 PRIYA STARTS THE ONBOARDING PROCESSCaptures new employee onboarding entry in a custom form
- 50. MWCP 2019 THE MANAGER REVIEWS AND APPROVES RIGHT FROM THE EMAIL RECEIVED An approval task is sent to Bryan’s new manager, Alexa to confirm new employee information is accurate and continue with the process. An approval request message is sent with new onboarding details for review
- 51. MWCP 2019 APPROVAL PROCESS BEHIND THE SCENES An approval is sent to the supervisor to review onboarding request data
- 52. MWCP 2019 PRIYA WANTS TO ASSIGN ONBOARDING TASKS Once approved, we create the planner plan
- 53. MWCP 2019 ONBOARDING WORK ASSIGNED ACROSS TEAMS A new Microsoft Planner plan is created for onboarding Bryan.
- 54. MWCP 2019 PRIYA VISUALIZES ONBOARDING STATUS Priya can visualize task completion by opening the planner plan for this employee.
- 55. MWCP 2019 TAKING AUTOMATION A STEP FURTHER Working with user accounts to schedule training and send emails on schedule.
- 56. MWCP 2019 TAKING AUTOMATION EVEN FURTHER Integrate your flow with other systems using over 250 standard connectors Standard Connectors 3rd party Connectors Custom Connectors ADP Sage
- 57. MWCP 2019 AUTOMATE YOUR BUSINESS PROCESSES Run your business more efficiently by using custom apps
- 58. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE What we are going to cover today
- 59. MWCP 2019 QUICKLY ANSWER QUESTIONS FROM ANYWHERE Surfacing relevant, company-approved information promptly, from anywhere.
- 60. MWCP 2019 MEET CARRIE, OUR CONNECTOR • Carrie wants to provide a reservation for the resident lounge to an employee while away from her desk. • Carrie needs to get additional information from an Assistant Manager. • Carrie needs to capture the employee information and close the sale. Carrie is a leasing consultant.
- 61. MWCP 2019 CARRIE FINDS RESIDENT LOUNGE INFORMATION ON THE GO Retrieve information in a central location Finds Resident Lounge Information Confirms room availability
- 62. MWCP 2019 CARRIE SEEKS HELP FROM OTHERS Consult coworkers on the fly Gets answers about local liquor laws
- 63. MWCP 2019 CARRIE PROVIDES FOLLOW-UP INFORMATION Easily integrate to provide key information from anywhere
- 64. COMMUNICATE IMPORTANT NEWS MARKETING CAMPAIGN COLLABORATION AUTOMATE ANSWER QUESTIONS FROM ANYWHERE What we are going to cover today
- 65. “My goal is to be able to find content like news, forms, templates, and research efficiently and with as little friction from technology tools as possible.” KEY CHARACTERISTICS Knowledge Worker Tech-savvy Independent Goal-Oriented MEASURES OF SUCCESSBEHAVIOR PROFILE Consumer Persona TOUCH POINT CHANNELS Phone Website Speech Chat Mobile App ATTRIBUTES Technical Prowess Technology Avoidance Social Engagement Leadership/ Influence Openness to Change Communication Connection Collaboration Consumption Contribution Ability to access content easily from mobile devices. Favorite/frequent content surfaced for easy access. Personalized news for teams and workgroups. Ability to interact with thought leaders through social networks. Name Ken Age 29 Role Associate Location New York Education Business Degree Family Single EXPECTATIONS: Locate content or information in three clicks or less. Locate content from anywhere, on any device. Engage with peers and thought leaders via social media. Personalization of news and content based on his teams. FRUSTRATIONS: Difficult to sift through search results/ documents to find the relevant ones. Obsolete documents exist within search results. Lack of connection with both peers and leaders.
- 66. MWCP 2019 TEAMS Collaborate with your team to get work done
- 67. MWCP 2019 YAMMER Communicate with all employees
- 68. MWCP 2019 FLOW Automate simple business processes
- 69. MWCP 2019 POWERAPPS Connect to your systems and interact with data
- 70. MWCP 2019 SHAREPOINT Support how team’s collaborate and communicate across your digital workplace
- 71. MWCP 2019 CONSUMER A day in the life of Ken the Associate Offices INTRANET Practices Departments Communities Ken logs into intranet and starts his day by skimming the homepage newsfeeds. Ken sees that his Section Head has received recognition and ‘Likes’ the article. Ken looks for a pitch deck to reuse for a proposal he has been assigned. 1 2 3 Ken reads up on where to stay in Dallas, since he’s visiting there to deliver the pitch. 4 COEs
- 72. MWCP 2019 CONTENT OVER TIME… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.
- 73. MWCP 2019 SITE STRUCTURE MODEL(S) There are a number of ways to manage site hierarchy. Key is to ensure hierarchy enables collaboration it should not restrict it. SITE NAV TOP NAV SITE NAV SITE NAV SITE NAV SITE NAV HUB-AND-SPOKE SITE NAV SITE NAV SITE NAV SITE NAV SITE NAV SITE NAV TOP NAV SITE NAV TOP NAV HIERARCHICAL
- 74. MWCP 2019 TEAM SITES TIP encourage others to share knowledge sharing they have learned from peers TIP create pages for focused topics rather than creating sub sites Working together towards a goal
- 75. MWCP 2019 COMMUNICATION SITES TIP make the objective clear to inform in an open community so it inspires future leaders TIP encourage creative content contributions TIP have community leaders guide contributors with content and image tips TIP recognize contributors and inspire new contributors monthly Engaging with like-minded community members
- 76. MWCP 2019 NEW HUB SITES & TEMPLATES… Team sites and communication sites will roll up into hub sites. This allows modern rich sites for all but the homepage and special situations. TODAY
- 77. MWCP 2019 HUB SITES TIP use hub sites when team sites are similar TIP review team site ownership as they can connect to any hub TIP search, branding and navigation are common Bringing teams together
- 78. MWCP 2019 PLANNING HUB SITES Have questions on what you need to consider when planning hub sites? Read Microsoft’s Hub Site Planning guide https://aka.ms/PlanningSPhubsites SETTING THE STAGE Ability to model your site as relationships (via links) rather than hierarchy or ownership GETTING STARTED Hub sites give you shared navigation and brand, roll-up of content and search as well as a home destination for the hub WHAT SHOULD BE A HUB SITE? Start with answering who is your audience and what do they need to accomplish and how do the people who need the information get their work done? HOW SHOULD I ORGANIZE MY HUB SITE? Creating a hub site must be done by the global or SharePoint admin in Office 365, planning, managing and organizing the hub site is the responsibility of the hub site owner And more…
- 79. MWCP 2019 HOME SITES TIP implement one home site (root site) One place to start your day for every employee
- 80. MWCP 2019 KIDS BUILD COMMUNITIES Take advantage of moving towards a flat-hierarchy in terms of your SharePoint architecture KEY ORGANIZATIONAL FUNCTIONS (EXAMPLE, HR, Finance, Public Relations, Legal, IT, Comms) LOCATIONS (EXAMPLE, Sales regions, location based offices) SUBSIDIARY/PORTFOLIO/SUBDIVISION (EXAMPLE, Product line, legal projects, communities) HR EU SALES TRAVEL PROGRA MS NEW HIRES REWARDS HR BENEFITS PLANNING LONDON MADRID PARIS NEW MARKETS SENIOR QUESTS SPECIAL INTEREST
- 81. MWCP 2019 ARCHITECTURE How your sites are organized changes going forward TIP ensure you educate teams on when to use what for home sites, hub sites, team sites, communication sites and Microsoft Teams TIP modern sites (communication, teams) and Microsoft Teams do a great job in supporting your customization needs TIP flat hierarchy directly simplifies and impacts governance
- 82. MWCP 2019 GOVERNANCE Ensuring you have a governance model in place to guide users what sites they should create Company + Hub Site Team site Communication siteTeam site Division Team Home Site
- 83. MWCP 2019 BUSINESS OBJECTIVES TIP leverage mind mapping to broke down into much more specific objectives through stakeholder participation Where is the business prioritizing their investments and teams TIP understand how a solution or technology benefits the organization and what business objectives it helps to meet
- 84. MWCP 2019 Empower employees to be productive and engage with their peers through an integrated employee digital experience OUR VISION
- 85. breakout activity Independently in your teams, what problem are you trying to solve?
- 86. WHAT WE ARE GOING TO COVER TODAY. A DAY IN THE LIFE BREAK GATHERING INSIGHTS LUNCH UX PATTERNS BREAK DESIGN IN YOUR ORG 9:00am - 10:30am 10:30am - 11:15am 11:00am - 12:15pm 12:15pm - 1:45pm 1:45pm - 2:45pm 2:45pm – 3:00pm 3:00pm – 4:00pm
- 87. WHAT WE ARE GOING TO COVER TODAY. A DAY IN THE LIFE BREAK GATHERING INSIGHTS LUNCH UX PATTERNS BREAK DESIGN IN YOUR ORG 9:00am - 10:30am 10:30am - 11:15am 11:00am - 12:15pm 12:15pm - 1:45pm 1:45pm - 2:45pm 2:45pm – 3:00pm 3:00pm – 4:00pm
- 88. Give you guidance and recommendations to successfully plan and implement an Office 365 Intranet http://office365intranets.com DOWNLOAD INTRANETS WITH OFFICE 365 WHITEPAPER!
- 89. My twitter handle is @kkhipple and I work at Thank You! Organizers, Sponsors and You for making this possible. 50+ SharePoint Presentations @ Slideshare.Net/kkhipple When to Use What Whitepaper @ WhentoUseWhat.com Intranets w/ Office 365 Whitepaper @ Office365Intranets.com External Sharing w/ Office 365 Whitepaper @ Office365Extranets.com and more! Message Me On LinkedIn or Email Kanwal@Khipple.com SPEAKER | AUTHOR | SUPER GOOD LOOKING
Editor's Notes
- As part of this workshop, we will aim to go through a number of practical tips and tricks that you can leverage when building your own SharePoint portals, designing your PowerApps as well as learn best practices that are applicable when working with any technology. Detailed Agenda UX Laws and Principles what are the key markers for creating a great user experiences? These principles can be applied to not just SharePoint but user experience that users interact with. Learn these and forever be prepared to build experiences that greatly improve the user experience. How Design Sprints work learn how to run them effectively with champions and executives involved. SharePoint Themes learn how to leverage themes in SharePoint, how to create and apply themes in your current tenant UX Audit what you need to consider when performing an UX audit of your existing applications Best Practices reviewing best practices that I have learned over the years based on complexity and business value. Resources Wireframing Toolkit will provide a wireframe toolkit that you can leverage to create your own wireframes Personas critical to getting your application right but also important to start with a template. Will be provided during the workshop.
- Your brand needs to be synonymous with everything that your employees do and every interaction they have with employees, customers as well as experiences
- Germans are very competitive and do not usually collaborate naturally, Germany - the culture in Germany values formality, neatness and strong work ethic. Typically very competitive so they do not usually collaborate naturally. Ghana – as a hierarchical society, people are given respect based on age, wisdom, experience, wealth or position. So they expect people that are leaders to make the decision for the entire group. Younger staff members will not challenge superiors. Abu Dhabi - Culture is very much mixed with religion in Abu Dhabi. Many of the rules that are followed are based on Islam. The rules regarding modesty and strong gender segregation. This does not help collaboration between genders. An example is having Emirati employees in a room and only women were allowed to attend. Much more structured than anywhere else. China - They place a high value on education and hard work. There is always a competitive drive to succeed. Very similar to the United States but it is considered impolite to question superiors. We need to break the silence mindset, once the interaction happens it will be incredibly valuable. Japan - culturally, Japanese users are more open to experimenting which leads to higher degrees of collaboration. Have seen much higher adoption rates
- How do we build experiences on platforms without impacting the brand?
- Gail’s news post shows her how many people have viewed the announcement on the travel expense policy Also, she’s received likes and comments where she can answer questions regarding the new policy and get general feedback.
- Communicate important changes across the company with a personal touch, and encourage feedback to help understand how employees are reacting in order to ensure they feel connected and loyal to the organization and the brand. Share company information in a central location Gather feedback from employees
- Sales managers get access to the Campaign site to download information and get excited about the upcoming promo materials.
- Manage your campaign launches for seasonal opportunities by using an intuitive team-based environment to unify your team and maximize profits.
- Priya opens a custom form built with PowerApps and SharePoint to start the onboarding process by providing basic information for Bryan.
- At this point, a flow in Microsoft Flow receives the initial data from Priya and starts the onboarding process. Conceptual but with screen shots of doc -> Email -> options for yes/no -> approved doc
- These tasks are organized into buckets per department for easy identification
- Each person assigned a task will perform their requested activity and mark the task as complete.
- Once the account is created, a series of tasks can be configured to: Schedule onboarding training events Send emails on schedule based on employee start date to provide information on the first day, first week, and so forth to keep the employee supported though the process.
- Run your business more efficiently by using custom apps that your own team creates to link data from various sources, incorporate workflows, and create charts and reports that provide a clear picture.
- Carrie is finishing her shift, as she leaves, comes across a customer Rosco asks about rates for conference rooms and roof lounge as he is planning a company event and this location seems to be a great choice for his employees. What can Carrie do to meet or exceed client expectations?
- Carrie opens up the SharePoint app on her phone. Here, she will access conference room information stored on a list, sorts the information by room capacity and is able to provide the customer with an option for a large conference room. She then opens the link to more information regarding the room and checks availability on the room’s calendar, the room is available for the dates Rosco requested.
- Ralph asks about local laws and restrictions for serving alcohol in the event. Carrie, being new to the role is not sure how to respond so he opens Yammer and posts a question on the “Assistant Managers” group. Melissa, the, assistant manager promptly looks at the message and replies that a license is required, providing a link to a document that details the steps to follow.
- The client is thrilled with the quick response and is eager to move forward.
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- https://docs.microsoft.com/en-us/sharepoint/dev/features/hub-site/hub-site-overview
- Leverage Azure AD capabilities and make the sign-on experience seamless
- Leverage Azure AD capabilities and make the sign-on experience seamless
- The biggest offender for these scenarios is when the business comes up with vague objectives like “enhancing collaboration” or “automating and improving business processes” and assumes that, by using these “positive” statements, it will provide the direction necessary for technology investments like Office 365.