Intranet systems beyond SharePoint – and the future of SharePoint 2014-11-25 / Oslo, Norway Perttu Tolvanen, Web & CMS Expert, @perttutolvanen …in Scandinavia
Jul 14, 2015
Intranet systems
beyond
SharePoint – and the future of SharePoint
2014-11-25 / Oslo, Norway
Perttu Tolvanen, Web & CMS Expert, @perttutolvanen
…in Scandinavia
1. PROJECT PLANNING
2. CONCEPT3. REQUIREMENTS SPECIFICATION
4. TECHNOLOGY SELECTION
5. COMPETITIVE BIDDING PROCESS
6. PARTNER SELECTION
7. PARTICIPATION IN STEERING GROUPS
8. TRAINING AND SEMINARS
• Vendor- and technology neutral consultancy for intranet, extranet and CMS projects
• Helsinki-based, but most clients operate in Northern Europe, Scandinavia or Russia
• Founded 2012, growing
Agenda
North Patrol Oy 20143
Two trendingtopics right now
Overview of themost typical
intranet concepts
Main challengers for SharePoint in each scenario
1) Enterprise social layer and 2) Microsoft’s cloud ambitions
Remember: The longer the life cycle, the greater theimportance of making a good technology choice! – and
intranets tend to have pretty long life cycles.
“The big picture”
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HR systems(Oracle, SAP, etc)
Intranet News, guidelines,
phonebook, importantdocuments, search
Phonebook/ peopleprofiles
ERP (SAP & others)
(+ other line of business systems)
CRM
Partnerextranets
WebsitesCustomerextranets
eCommerce
Customapps
Documentmanagement
& project sites
Good intranet concept has to be an integral part of the ”biggerpicture”. And since internal systems have a lot of differences betweencompanies we will see different intranet concepts in the future also.
Make sure you understand the roleof your intranet before you make
the technology choice!
Trend 1: Social layer for the enterprise
Is it something completely different and new? Should I buy it as a separate system? Is it going to replace email?
North Patrol Oy 2014
HR systems(Oracle, SAP, etc)
Intranet News, guidelines,
phonebook, importantdocuments, search
Phonebook/ peopleprofiles
ERP (SAP & others)
(+ other line of business systems)
CRM
Partnerextranets
WebsitesCustomerextranets
eCommerce
Customapps
Documentmanagement
& project sites
~ ”enterprise social layer” ~
Definitely something to think about when it comes to making the work life of office
workers easier. But still pretty early phaseconcept – especially since we already have
email as pretty good notification dashboard.
Prediction: Social feed as a stand-alone concept will not
become mainstream. However, it will merge with email clients
– and we’ll get a ”better email”.
Trend 2: Microsoft and the cloud
What is the biggest intranet vendor doingright now? What should the buyersunderstand from Microsoft’s plans?
Future of SharePoint
Documentmanagement Simple, social
intranets
Document-centriccollaboration
Report browsing
Simplecustomapplications
Dashboardsfor business teams
Partnerextranets(document heavy)
Enterprise social channel(Newsfeed)
Right now the on-premiseSharePoint 2013 is actually very
good in many things.
Future of SharePoint
Documentmanagement & editing Simple,
socialintranets
Enterprise social channel(Yammer)
Document-centriccollaboration
Report browsing
Simpledashboardsfor business teams
Simplepartnerextranets(document heavy)
Email, calendar, Lync, etc.
Documentmanagement Simple, social
intranets
Document-centriccollaboration
Report browsing
Simplecustomapplications
Dashboardsfor business teams
Partnerextranets(document heavy)
Enterprise social channel(Newsfeed)
Sadly the on-premiseSharePoint is not getting any
better. It still can deliver, evenfor new projects, but don’texpect it to get any better.
”The next version of SharePoint” is Office 365, and it is already here.
SharePoint 2015 will just be a fancyservice package.
Future of SharePoint
Documentmanagement & editing Simple,
socialintranets
Enterprise social channel(Yammer)
Document-centriccollaboration
Report browsing
Simpledashboardsfor business teams
Simplepartnerextranets(document heavy)
Email, calendar, Lync, etc.
Documentmanagement Simple, social
intranets
Document-centriccollaboration
Report browsing
Simplecustomapplications
Dashboardsfor business teams
Partnerextranets(document heavy)
Enterprise social channel(Newsfeed)
Simple customapplications
Single-sign-on point for theenterprise
Office 365 is not something youshould customize or use as a
platform. It wants to become ”thestarting page” for your tools.
The vision of Microsoft has turnedfrom ”big business portals” to
”light-weight app stores”. This is a significant strategy change.
Future of SharePoint
Documentmanagement & editing Simple,
socialintranets
Enterprise social channel(Yammer)
Document-centriccollaboration
Report browsing
Simpledashboardsfor business teams
Simplepartnerextranets(document heavy)
Email, calendar, Lync, etc.
Documentmanagement Simple, social
intranets
Document-centriccollaboration
Report browsing
Simplecustomapplications
Dashboardsfor business teams
Partnerextranets(document heavy)
Enterprise social channel(Newsfeed)
Simple customapplications
Single-sign-on point for theenterprise
Microsoft is competing against Google and other cloud-only players right now. This is thebattle Microsoft needs to win. That is why all
the focus is in Office 365 right now.
Typical intranet concepts and systems
Is everyone going to the cloud? What if my plans are not the same as Microsoft’s? Are
there other concepts than ”SharePoint concepts”?
Most typical concepts and systems
1) Socialpublishing
- Traditional intranets (1.0) with social features- Document management and teamwork is
mostly done using other tools and intranet is mainly seen as a communication tool
- Added complexity from multilanguagemanagement or having complex organizational structure and/or shared operations in differentcountries
2) Complexsocial
publishing
3) Management
portalconcept
- Intranet is also a place to view business reportscollected from different systems
- Employees can have limited access to different3rd party systems through intranet
4) Socialpublishing &
teamwork
5) Socialpublishing & teamwork & document
management
- Intranet is also the place for teams to discussprojects and share information.
- Profile pages are seen as ”employee’sdashboard” and a place to start their work
- Document management is seen as key feature.- Besides managing important documents the
intranet should be the main place for reviewing, editing and sharing project documents.
Recommendations
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1. If your intranet is fairly traditional you have a lot of good options.
2. If you need good multilanguage management you should probably choose a tool likeEPiServer or eZ Publish since SharePoint doesn’t work very well for complexmultilanguage/region scenarios.
3. The more complex your organization is, and the more targeted/profiled/personalizedfeatures you want, the less you probably benefit from SharePoint. EPiServer and manyportal tools are often better for truly complex scenarios.
4. And remember: document management doesn’t have to be a part of intranet!
5. If you want document management and a unified search, then SharePoint is the top choice.
– The hard choice right now is whether to go Office 365 or stay with on-premise SharePoint. If you go on-premise, just remember that Microsoft is not going to care about you very much for the next five years or so – and SharePoint 2015 (on-premise) will most likely be just a fancy service package.
… and whatever you choose, remember to adapt yourconcept to take advantage of the capabilities of the
chosen platform.
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Thank you.
- Twitter: @perttutolvanen and @NorthPatrol- [email protected] http://www.northpatrol.com
Bonus material from intranet study made by North Patrol
The same study that wasreferred to in Perttu’s
presentation.
Intranets in Finland study 2014 | North Patrol17
• Online survey 6 May – 8 June 2014
• Especially intranet managers were recruited to answer the survey
• 113 responses, presenting at at least 94 different organisations (some answers were anonymous)
THE INTRANETS IN FINLAND 2014 STUDY
e.g.
40 features studied under 5 themes:1. News and internal communications2. Interaction and social features3. Teamwork4. Operations management and
business information5. The classics
36 questions
70 % of the intranetsare owned by Communications
Intranets in Finland study 2014 | North Patrol18
TYPICAL FINNISH INTRANET
1. Links to common tools (82 %)2. Events calendar (81 %)3. Phone book (80 %)4. Organizational guidelines (80 %)
5. Lunch menus (69 %)6. An internal news tool that is
replacing email (68 %)7. Media monitoring results (65 %)8. Transactional services (e.g. travel
invoices or applying vacation) (65 %)9. Commenting on content (63 %)10. Flea market (63 %)
Intranet strategy and management: “Would you say the development of the intranet is purposeful and methodical?”22 % Not really56 % In some ways, yes23 % Absolutely
Finland 2014 Sweden 2014
82 % Links to common tools80 % Phone book
92 % Links to common tools89 % Phone book
?? % News81 % Events calendar
96 % News60 % Calendar
63 % Commenting on content 53 % Free-form discussion 46 % Submitting initiatives/ideas22 % Building networks with other users
57 % Commenting on content 33 % Discussion forum33 % Submitting initiatives/ideas16 % Building networks with other users
56 % Sites/spaces for teamwork 38 % Sites/spaces for teamwork
59 % Key business indicators 33 % Key business indicators
Sources:Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014
INTRANET PLATFORMS: FINLAND VS. SWEDEN
Sources:Finland: Intranets in Finland 2014 survey by North Patrol Oy Sweden: Hur mår Sveriges intranät? Trendundersökning 2014 by Web Service Award AB, Stockholm 2014 * Intranets in Sweden 2013 survey by IntraTeam
12%
38%
3%
0
0
22%
24%
0%
1%
5%
6%
7%
43%
46%
0% 10% 20% 30% 40% 50%
SiteVision
EPiServer
Self-developed
Liferay
Atlassian Confluence
Other
Microsoft SharePoint
Finland 2013 Sweden 2014
Same system also used for
public website:
28 % Finland52 % Sweden (*)
Intranets in Finland study 2014 | North Patrol21
This will revolutionize the use of intranets for employees not working at a desk.
1. Breakthrough of mobile
of Finnish intranets are accessible with mobile devices
43 %44 %
of the respondents say that developing better mobile connections to the intranet is one of the most important issues to deal with in the near future.
Intranets in Finland study 2014 | North Patrol22
2. Video content exploding
Publish videos in their intranets
42 % will increase the use of video on their intranets
71 %
71 % 63 % 76 % 65 % 65 % 63 % 76 %% of the respondents say the following features are raising in importance
Intranets in Finland study 2014 | North Patrol23
3. Increasingly social features
63%
50% 47% 46%39% 38% 35%
0%
10%
20%
30%
40%
50%
60%
70%
Commentingon content
Publishingyour personal
profile
Q&A sections Generatingand sharingideas andinitiatives
Liking content Publishingyour own
content, suchas blogs
Praising co-workers and
rewarding forwork well
done
Current situation.
Intranets in Finland study 2014 | North Patrol24
50 % 66 % 40 % 55 % 62 %
4. Wider collaboration possibilities
56%45%
34%
24% 22%
0%
10%
20%
30%
40%
50%
60%
Sites or spaces forteamwork
Editing teamdocuments
Workspaces / teamsites available for
every employee tofollow
Inviting externalparticipants to the
spaces/sites ontheir intranet
Networking withother users
Current situation.
% of the respondents say the following features are raising in importance
Intranets in Finland study 2014 | North Patrol25
5. Integration into operational management
% of the respondents say the following features are raising in importance
49 % 65 % 76 % 44 % 56 % 40 %
59%
46%35% 31%
19%11%
0%
10%
20%
30%
40%
50%
60%
70%
Key businessindicators
Sharing initiativesor ideas to
managementreview
Praising co-workers and
rewarding forwork well done
Business reports Customerfeedback
Information on competitors’
activities
Current situation.
Intranets in Finland study 2014 | North Patrol26
The principle of transparency and openness is growing in importance:
Many organizations have made all of their collaboration workspaces or team sites available for every employee to follow.
Transparency and openness means giving all users the same access rights to content and the same publishing rights to discussions, commenting, and blogging.
Currently: in many cases only employees & management are present on intranets
• Employees personal profiles and photos, blogs, Q&A, comments, interviews, guidelines
• Management blogs, comments (with their photos from the personal profile), interviews
Now growing in importance:
• Making the current situation of the organisation visible key business indicators, reports
• Making the knowledge of the organisation visible idea generation, professional blogs, Q&A
• Making the customers, markets and other stakeholders visible customer feedback, business reports, market analysis
6. Emphasis on transparency
Intranets in Finland study 2014 | North Patrol27
1. There are many concepts for intranet, for different purposes and organisational cultures. You cannot copy an intranet (or fancy features from a study!).
2. First decide the concept. Then choose the technology.
3. Highly personalized front page is dead. Instead spend your time thinking usable team sites/spaces or startingpoints for few selected roles, e.g. for sales, supervisors.
4. Mobile access will revolutionase intranets and internal communications. But is the IT ready for that level of openness (security issues)? Talk to you IT!
5. Nobody wants to own collaboration or the information inside the organisation. Maybe communications just needs to grab it and make it work!?
Recommendations for intranet buyers by North Patrol
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Thank you.
• Further information about the study at http://northpatrol.com/blog
• The full report (in Finnish): http://intranet-ostajanopas.fi/intranet-selvitys
• Twitter: @NorthPatrol