Intranets beyond SharePoint
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The keynote by Perttu Tolvanen discusses the evolving role of intranets in organizations, emphasizing that great intranets enhance existing workflows rather than change them. It highlights the importance of adapting intranet design to organizational needs and identifies trends such as the rise of social channels like Slack that complement traditional intranet functions. Additionally, the presentation provides guidance on choosing the right intranet strategy, considering factors like functionality, collaboration features, and the need for a web content management system in multilingual environments.
Intranets beyond SharePoint
- 1. 2015-11-27 Perttu Tolvanen (@perttutolvanen) / Keynote at Confex Intranett 2015 (Oslo, Norway) Intranets beyond SharePoint typicalconcepts&technologychoicesinNordics
- 2. 2 Advisor in buying intranet and web projects intranetconcepts,technologyevaluations,implementationpartnernegotiations
- 3. Lessons learned in last 15 years 1. Great intranets are the heart of the organisation. Intranets help employees to navigate to resources, find key information and keep their focus. 2. Intranets are not systems that change the way organisations work. Successful intranets adapt to the way organisation works and they enhance the way organisation works – they make the organisation more efficient, faster and more enjoyable. 3. Sometimes intranets deliver extensive functionality and capabilities that has been missing from other systems or is non-existent due to other reasons. This makes intranet concepts sometimes very different from each other. 4. Intranets are greatly influenced by the platforms and their providers’ sales messages. Especially individual features can be very product-driven – and that is a good thing… as long as the product goes to same direction as you! 3
- 4. 4 Today ”Enterprise Microsoft” is a very platform-agnostic software company. Their iOS apps even support Dropbox and Box. Microsoft is now competing in the cloud with Office 365 – that is their absolute #1 focus right now. They don’t really care about on-premise customers anymore…
- 5. Microsoft is building a new platform – to replace Windows and Office (as their #1 cash cow). They want everyone to sign in through Office 365 – that is their main game. Intranets are not their focus right now – especially not intranets for large enterprises.
- 6. Microsoft is basically changing its strategy from a car-maker to provider of public transportation. That is a major strategic move.
- 7. 7 vs. The ’applification’ is a major design and technology trend – and that is something that is worth following – especially if your employees are mostly knowledge workers.
- 8. Social channel is becoming a new layer that complements intranets and other main channels (especially in knowledge work). Main player (that is leading by example) is Slack. Yammer is a major player also even though it has been neglected heavily by MS during the last few years. HipChat is a good alternative if on-premise installation is a requirement.
- 9. Having an enterprise chat that replaces internal email is nice…
- 10. Having an enterprise chat that replaces internal email is nice… but the true game-changer are integrations to other systems. Social channel is worthy as a stand-alone channel when you have 5+ internal systems integrated to it and it becomes a social activity stream. And that is where Slack is right now showing us a glimpse in to the future…
- 12. Right now we have a beautiful world for small teams. But if you work for a big enterprise, you are out of luck. And probably things are not going to change in a couple of years yet. So lets get back to reality…
- 13. Human resource management (HR systems) Intranet News, guidelines, phonebook, key documents, search… Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Websites Extranets eCommerce Web applications Document management Reporting Data warehouses Resource bookings, e.g. rooms “Intranetlandscape”
- 14. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses “bigpicture” Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… Remember: Having a simple, communicational intranet is ok!
- 15. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses “bigpicture” Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… … but sometimes you need to expand … and there are three typical directions where intranet concepts expand.
- 16. 1. Employee handbooks, news channel, starting page for the day Centrally produced content, same experience for everyone. Builds common culture. 2. Operational support for work tasks Business-specific workflows and applications and guidelines. Possibly highly integrated to other business applications. 3. Collaboration Team sites, project sites, document management. Content is organized by the teams, for the teams. Official communication and process guidelines Supports everyday work, flexible structures and processes Social elements News, events, blogs Content, materials, pages, documents Links to other systems and resources Conceptual elements of intranets Reports, key figures, business status dashboards
- 17. 17 Most typical intranet concepts and platforms (in Nordics)
- 18. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 1. Social / communicational intranet
- 19. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 1. Social / communicational intranet Simple intranets can be done successfully with many systems, even Office 365 works for them – or even WordPress.
- 20. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 2. Intranet with lots of custom functionality
- 21. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 2. Intranet with lots of custom functionality The more functionality and transaction- oriented features you require, the more you should be looking at true portal systems, like Liferay.
- 22. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 3. Document management & collaboration
- 23. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… 3. Document management & collaboration If you absolute want to include document management and collaboration spaces to your intranet, then Office 365 is your #1 choice. But why do you want to do it?
- 24. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… Special case: Document management with a different system Document management / team sites Separating intranet and document management is typically a smart move even though you would use Office 365 for both of them – and in any case this gives you lot more options.
- 25. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search… Special case: Multilingual intranet
- 26. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Customer relationship management (CRM) Project sites (for partners) Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search… Special case: Multilingual intranet If you have multiple languages, countries and business units – you probably require a true web content management system – a system that can handle relations between language versions and use the same content in multiple places. And this is something that e.g. Office 365 can’t do.
- 27. Human resource management (HR systems) Phonebooks & other company directories Resource planning and finance management (e.g. accounting, production management, stock management, logistics) Project sites (for partners)Document management Reporting Data warehouses Project management Contract management Resource bookings, e.g. rooms Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search… Intranet News, guidelines, phonebook, key documents, search…
- 28. Advice for your intranet renewal project 1. Choose your concept direction early: social/communicational, multilanguage, functionality-driven or collaboration-driven 2. Document management is not a typical area of intranet – especially in large organisations 3. Demanding multilanguage concept often requires a true web content management system 4. Office 365 requires a redesign of intranet concept even if you are upgrading from SharePoint 2010/2013 (think small applications instead of big business portals) 5. Having many tools is typically not a problem for knowledge workers – even having separate search interfaces can be ok 28
- 29. Perttu Tolvanen Web & CMS Expert, Partner Perttu Tolvanen is a CMS expert that helps clients choose partners and technologies for their Web, intranet and eCommerce projects. His daily work involves writing RFPs, analyzing proposals, meeting vendors and facilitating workshops. perttu.tolvanen@northpatrol.com +358 50 685199 @perttutolvanen http://www.perttutolvanen.com linkedin.com/in/perttutolvanen 29
- 30. North Patrol is your expert in selecting the best vendors and technologies for your next intranet or web project. We are an independent consulting company without ties to system vendors, and can help you define the concept, select the best system and vendor. We have participated in projects using e.g. the following products: Drupal, WordPress, EPiServer, Sitecore, Sitefinity, Liferay, SDL Tridion, SharePoint, Confluence, Magento, Hybris. www.northpatrol.com 30 Advisor in buying intranet projects