Building Modern Intranets With SharePoint & Teams
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This document summarizes Joy Apple's presentation on building modern intranets with SharePoint and Teams. The presentation discusses moving to a flat site structure from a nested structure to better leverage Microsoft 365 features. It also discusses using hub sites to associate related sites and using Teams to enhance collaboration by organizing conversations and files in channels. The presentation provides guidance on when to use Teams versus other solutions like Yammer or intranet sites.
Building Modern Intranets With SharePoint & Teams
- 1. Teams Day Online #TeamsDayOnline
- 2. Teams Day Online #TeamsDayOnline Teams Day Online Building Modern Intranets with SharePoint & Teams Microsoft MVP and Modern Workplace Strategist Joy Apple
- 3. Teams Day Online #TeamsDayOnline Joy T. Apple jtapple@paitgroup.com Joy T. Apple @joyofsharepoint The Joy of SharePoint • Modern Workplace Strategist at PAIT Group • Joy of SharePoint webinar series • Published Author • 13+ years working with SharePoint and other Microsoft products & technologies • Farm Admin • Trainer • Consultant & Strategist
- 4. Teams Day Online #TeamsDayOnline SPONSORS Diamond Platinum Silver Media
- 5. Teams Day Online #TeamsDayOnline Company Public data: Instructions Published policies/procedures Request forms Safety information Dept/group/project Private data: Employee data Departmental SOPs Drafts of policies/procedures Submitted forms What We Have
- 6. Teams Day Online #TeamsDayOnline What We Need Security Streamlined avenues of communication Digital forms Reviews Approvals Community Engagement
- 7. Teams Day Online #TeamsDayOnline The Intranet is your entry point Files & Content Microsoft 365 Applications 3rd Party Applications Other Sites
- 8. Teams Day Online #TeamsDayOnline Architecture at 10,000 feet
- 9. Teams Day Online #TeamsDayOnline We’re Used to Thinking of it This Way Every department site is a separate site collection. Intra-department teams get their own subsite. …and This Way Deeply nested folders to organize and secure related content
- 10. Teams Day Online #TeamsDayOnline Modern Intranets Call For Modern Architecture. It’s time to un-nest our content and think outside of SharePoint and traditional file storage.
- 11. Teams Day Online #TeamsDayOnline Why? MICROSOFT 365 IS BUILT FOR FLAT FEATURES AND FUNCTIONALITY ARE SCOPED AT “TOP LEVEL” SITES
- 12. Teams Day Online #TeamsDayOnline M365 is Designed for Flat Architecture • M365 Groups are associated with top- level/root sites • Enables permission sharing across applications (Teams, SharePoint, Planner, Calendar… ) • Only top-level sites can be “Teamified” • Hub associations are relationships between top-level sites • Sites are related not constructed together • Flexible architecture!
- 13. Teams Day Online #TeamsDayOnline Coming from on-prem SharePoint? • Nested/child sites get broken out to be stand-alone sites • Great time to kill those in the middle subsites that were unused! • Migrated subsites will need permissions rebuilt
- 14. Teams Day Online #TeamsDayOnline Corp. Home Site Help Desk App Support Exchange Security Information Technology Manufacturing Finance/ Accounting Human Resources The idea of flattening or un-nesting Our site structure can make it seem like our sites are just “out there” somewhere, floating around. I assure you that this isn’t the case. They’re still contained within the confines of our tenant.
- 15. Teams Day Online #TeamsDayOnline In Fact, They’re More Like Lego Blocks. Sites are now built to be modular! We can move them around as needed, and not be built into a corner. Gone are the days of living in fear of a re-org! Gone are the tangled knots of broken permissions between subsites.
- 16. Teams Day Online #TeamsDayOnline Sounds Overwhelming but It’s Great! • Admin portal gives us a true representation of the sites we’re working with • Nothing hidden in subsites • Fewer issues with broken permissions • Building according to permissions is best practices • Unless you’re overusing nested folders, you won’t have issues with exceeding the URL length limit • Don’t nest folders. There are good reasons. Find me later if you have questions • Microsoft has raised the site collection limit to 2 million
- 17. Teams Day Online #TeamsDayOnline Hub Sites for Organization & Focus Hub sites enable sites that are related by topic, or scope to be joined to a central “Hub.” Sites are not nested under the Hub site; they’re associated using Hub functionality.
- 18. Teams Day Online #TeamsDayOnline Hubs and Spokes Projects Hub Project Site Project Site Project Site Project Site Consider a hub for: • Shared Services sites • Manufacturing plants • Projects • Dept/Teams with multiple locations (and a site per location) • Retail locations Anywhere where the architecture is wide in similar topic/scope, use a hub site to unify.
- 19. Teams Day Online #TeamsDayOnline Modular, like Legos The result is we now have modular site structure. It’s practically impossible to build ourselves into a corner. Need a landing page for a group of people and their sites? Register a hub. Don’t like a particular hub? Unregister it. Have a re-org and some sites now report to other departments? Unjoin from one hub and rejoin to another, as needed. …just like Legos!
- 20. Teams Day Online #TeamsDayOnline But Wait, There’s More! With Teams we take all our traditional SharePoint collaborative work and enhance it!
- 21. Teams Day Online #TeamsDayOnline Teams is for Teamwork Team sites are for collaboration
- 22. Teams Day Online #TeamsDayOnline How Teams Promotes Teamwork Messages in channels involve the whole team rather than specific folks on an email thread Channels are conducive to chat Searchable Did you know CTRL+F works in Teams? Files are organized in channels rather than hiding in emails
- 23. Teams Day Online #TeamsDayOnline Better Than Email for Internal Communication Messages in department/project/team(ahem) channels involve the whole team rather than specific folks on an email thread • Channels organize the conversation • If I’m busy and see the channel chat doesn’t impact me, I can keep moving • Reduces the instances of inadvertently leaving someone out of the loop • One off email threads are gone. Yay! • Can forward emails to specific channels so the whole team has access
- 24. Teams Day Online #TeamsDayOnline Channels = Folders in Document Any private channels won’t show as folders in the SharePoint library. They get their own SharePoint site. Let me say that again: Private channels get their own SharePoint site. Not a subsite; a site collection. These sites are not listed in the SP Admin center.
- 25. Teams Day Online #TeamsDayOnline How Microsoft Teams Uses the Document s Library Every team channel gets a Files tab Files is the folder in the connected SharePoint team sites Documents library A channel in Teams = a folder in SharePoint
- 26. Teams Day Online #TeamsDayOnline Tabs – Put Important Resources At Your Fingertips • Microsoft 365 applications • SharePoint resources • SP lists or libraries • 3rd party apps • Reduce context switching
- 27. Teams Day Online #TeamsDayOnline This Is How We Build It! • Communication sites are for company-wide information sharing • Link to these from the Home page • Depts own/manage shared assets on their own site • Plan for Teams to be folded into the architecture • Utilize the Teams created team site as the dept/business’ collaborative workspace • Security managed on site-by-site basis. As much as possible. • Tab to other SharePoint libraries to help keep “everything from being dumped in Files • Rename Documents on the site to say “Files”
- 28. Teams Day Online #TeamsDayOnline But not everything should happen in Teams. Teams Rocks!
- 29. Teams Day Online #TeamsDayOnline A Place in the Family: Know Your Strengths • Social, fun for everyone • Reach across the org/ accessible to all • Visibility on the intranet portal! • Q&A options make for great org knowledgebase • Celebrate and share across the org • Collaboration and comms for your work groups • Chat with individuals or groups • Calls, meetings • Screen sharing • Celebrate and share across your more intimate work groups
- 30. Teams Day Online #TeamsDayOnline Think about company culture • Does "social" work at the org level, or is it appropriate only in smaller teams? • How large is your org? Maybe org-wide Teams can accommodate all your employees (and you don't need to surface social content on your intranet sites). • Is your org policy-heavy and risk-averse? If so, there may be hesitation from the top for implementing Yammer.
- 31. Teams Day Online #TeamsDayOnline Notifications – weight awareness • If you create an org-wide team with various social channels, there is no way to distinguish the notifications you get from those and the ones you get from your work teams • Are you ready to be bombarded with activity notifications? • Yammer notifications look different • You can set them differently than you do in Teams • It will be easier to distinguish between what is team(work)-related, and what is org-wide social/fun • We love easy!
- 32. Teams Day Online #TeamsDayOnline Viva Connections Bring the Intranet into Teams
- 33. Teams Day Online #TeamsDayOnline Viva Connections adds your Home site to the Teams left rail.
- 34. Teams Day Online #TeamsDayOnline Must Dos for Viva Connections • Set your intranet home site • Set a site as your home site - SharePoint in Microsoft 365 | Microsoft Docs • Set up Viva Connections • Add Viva Connections for Microsoft Teams desktop - SharePoint in Microsoft 365 | Microsoft Docs
- 35. Teams Day Online #TeamsDayOnline Your feedback is valued! Event Feedback Speaker/Session Feedback https://forms.office.com/r/WecdtSTmVN https://forms.office.com/r/BDXEFvPYsx
- 36. Teams Day Online #TeamsDayOnline Thank You
Editor's Notes
- #4: Hyperlinks in PowerPoint are active for the attendees if you use PowerPoint Live sharing in Teams.
- #30: *intranet page/yammer web parts – so nice to have this for engagement, and we don't have that option with Teams ** last point is imporant- especially for large orgs or even small ones with new hires: people you don't know and who don't know you can CONNECT and learn about each other via a platform like Yammer
- #31: Yammer isn't for every org. If you are very conservative or feel that work is only a place for work, then Yammer may not be a good fit. If you are more social and open as an org, Yammer could enhance that culture of engagement and connection. And Yammer is great if you are seeking to MOVE to be a more open, social, caring org. The pandemic has taught a lot of organizations that some changes are needed and that their employees "whole selves" matter.
- #32: If you can separate work from social, notifications feel less overwhelming. Set notifications differently in Yammer than in Teams. Use mobile app for Yammer!