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#NHSPUG @RHarbridgePresented By: Richard Harbridge

Everything You Need To Know About SharePoint’s Social Capabilities

#NHSPUG @RHarbridge

Former Microsoft Virtual Technology Solution Professional (V-TSP)

Partner Technology Strategist

With Microsoft

Microsoft SharePoint Certifications

10

5550+ Personal Connections On LinkedIn

# Of Wins

900+In League Of Legends

Presented At

85+Events In The Past 3 Years

Presented

140+Sessions Or Workshops In The Past 3 Years

My Name Is Richard Harbridge…

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Connecting Value To SharePoint Social Features

What is the Value?

Lowers the costof sharing and organizing

Surfaces knowledge and networks

Increases employeeengagement

The Big Reasons?

Connecting The Dots

EXPERTISE MERGERS ON-BOARDING

JOINT VENTURES VIRTUAL TEAMS MAJOR RE-ORGS

FRANCHISING OUTSOURCE ACTIVITY NEW MARKETS

• Lowers Cost Of Sharing & Organizing Information

• Reduces Organizational Barriers• Improves Business Agility• Compliments Talent Management• Promotes End User Innovation

Business Impact?

What does that mean?• Improve Search Relevance• Improve Content Authority• Add Further Contextual Relevance• Provide Additional Ways To

Find Content

Content was KingNow…

Context is King

Communities

Search

Sites

Composites

ContentInsights

Not Just Communities… Leveraged Everywhere

What about the wheel?

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Social Feedback Leads To Better Procedures?

Why Leveraging SharePoint Blog Features for News is a Great Idea

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Social SharePoint Options

When are people going beyond SharePoint for Social Functionality?

Extending

Complimenting

Supplementing

Good Enough On It’s Own

Ignoring/Locking Down

How To Lock Down SharePoint’s Social Features

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Yammer & SharePoint Roadmap

Yammer Release Roadmap: http://success.yammer.com/product/releases/

Summer Fall

Today Tomorrow Coming UpOption to replace SharePointNewsfeed with Yammer

Yammer app for SharePoint

SharePoint 2013 on-premises guidance

New user experience

Document Collaboration

Single sign-on

External Communication

Email Integration

Enhance Messaging

Winter

(+ ShareIT App)

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Mockup Depicting Direction

Yammer and SharePoint: Enterprise social roadmap update

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Social SharePoint Options

When are people going beyond SharePoint for Social Functionality?

Extending

Complimenting

Supplementing

Good Enough On It’s Own

Ignoring/Locking Down

How To Lock Down SharePoint’s Social Features

Richard Likes These Options The Most.

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Wikis, Blogs and Discussions Demonstration

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Blogs in 2010…• The gist of it: • Blog posts auto listed in activity feed.• Consistent and improved rich text editor.• Live preview and ability to launch blog program

from ribbon.• Team blogs as well as individual blogs.• Personal blog can be linked to mysite.• Improved navigation OOTB for blog sites.• “About this blog” content area.• No HTML or silverlight/media

(AVAILABLE in 2013 w/ Nicer Design Options)

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Personal Sites, Profiles, and Newsfeed

Demonstration

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Storage Architecture in 2013

Content DBs (per-user)

User Profile Service

Profile DB (per-service)

People and tag following

User profile properties

Social DB (per-

service)

Social tags

Content DB(site collection per-user)

Feed postsSite and

document following

Personal storage space

(Site Feed posts are stored in the SP site)

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Permissions

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Tip: SharePoint Magnifies Issues

Active Directory Not Up To Date?

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Tip: Plan User Profile PropertiesProperty Name Example: Region Name

Source Example: System XYZ

Editable By Users Example: Editable By Users

Privacy Example: Everyone

Required or Optional Example: Optional

User Profile Property Planning Worksheet

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Property Tags and Knowledge MiningWhere are the tags?

•Outlook 2010 {Sent Items}•Sharepoint Server 2010

Control and Consent1. Auto find and publish to MySite to use {Least Conservative}2. Don’t Analyze Email {Most Conservative}

Office Resource Kit {http://blogs.technet.com/office_resource_kit/} 3. Analyze and upload (user consent at client)

Outlook ->Options ->Advanced

4. Consent on suggestions (user consent at server)

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Discussion Point: The way Yammer is currently integrated with SharePoint focuses on ‘replacing’ the SharePoint Newsfeed functionality. This is due to Yammer being ‘better’ than SharePoint Newsfeed in a variety of ways (with one caveat).

Nice Article On Yammer vs SharePoint For Microblogging - https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-vs-Yammer-for-Microblogging.aspx

SharePoint ‘vs’ Yammer Newsfeeds

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Social Newsfeed

Mentions Improve Targeted Visibility

You can reference links, documents, videos, and

other content.

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Stay connected

Post updates to your newsfeed

Stay in sync with what’s happening

across the organization

Support for IOS devices

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Privacy SettingsUsers can ALWAYS

override admin settings

Simplified: Share w/ «Only Me» or «Everyone»

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How You Follow…

Find & Follow A Person

Follow Documents

Follow Embedded In Feed

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How You Follow…

Sites Are Easily Followed

Interest Driven Automatic Follow

Referencing Tags Does Not Infer Follow

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What Am I Following?

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Welcome Message

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Welcome Email Message

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Tags, Notes and Ratings

Demonstration

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Rating vs Liking

See Who Else Liked Something

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People SearchDemonstration

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Get Recommendations

Get suggestions on people to follow

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Search For People

52

Refine your search based on

keywords

Discover experts based on their

interests or past projects

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CommunitiesDemonstration

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Communities in 2013

All discussions roll-up

Members and reputations

Easy onboarding process

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Title

Posts and replies

Description

Navigation

Community Categories

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Community Postings

Rich Text Posts

Feature Posts

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Community Conversations

Mark As The Best Reply

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Community Owner Tools

Security Trimmed

Immediate Feedback

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Reputation & Badges

Configurable Reward Levels

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Reputation & BadgesGifted Badge

Support

Progress Information

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Find What You’re Looking For

62

Discover answers and take action

Search based on conversations

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Bonus! Implementing An Effective SharePoint Social Strategy

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8/19/2011Key User Profiles Are Populated

4/4/2011 6/1/2012

5/1/2011 6/1/2011 7/1/2011 8/1/2011 9/1/2011 10/1/2011 11/1/2011 12/1/2011 1/1/2012 2/1/2012 3/1/2012 4/1/2012 5/1/2012

7/1/2011 - 8/19/2011Governance Updates

7/23/2011Site Listing Created

8/10/2011Site Provisioning Process Finalized

8/19/2011Site Provisioning Globally Available

Site Listing Complete

8/19/2011 - 12/2/2011Team/Community Site Roll Out

8/5/2011 - 12/2/2011User Profile Roll Out

7/15/2011Social Strategy & Planning Complete

4/4/2011 - 7/15/2011Social Strategy Planning

12/5/2011 - 3/2/2012Implement IT Knowledge Base

8/29/2011 - 11/4/2011Pilot Leadership Blogs

7/22/2011 - 4/13/2012IS MySite Pilot

12/2/2011+30% Profile Completion

5/25/2012+50% Profile Completion

3/19/2012 - 4/13/2012Review & Implement Retention & Disposition Rules

11/4/2011MySite Branding Complete

8/29/2011Employee Policies Up to Date

1/13/2012Deploy Electronic Vacation Scheduling Organization Wide

2/17/2012Application & Business Leader Listing Available

Social Roll Out

Eight Considerations When Implementing SharePoint Social Capabilities

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Basic Profile Import

MySites Piloted

MySites Globally

Deployed

MySites Customized

Profiles Implemented

Custom Profile Fields

Profile

Fields Integrated With LOB Data

Users Can Edit

Profile Data With Write Back

To AD

Photos Updated

From Central Source

Profiles Presenta

tion Customiz

ed

Phase 1

Phase 2

Phase 3

Phase 4

My Sites & Profile Roll Out

Eight Considerations When Implementing SharePoint Social Capabilities

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Social Feature Roll Out

Phase 1

Less Than 50% Profiles Populated

Notes and Status Updates Infrequently Used

Community Sites Piloted

Wikis Piloted

Leadership Blogs Piloted

Discussion Boards Piloted

Tags & Notes Infrequent (Usage Low)

Ratings Piloted On Knowledge Base

Phase 2

Less Than 75% Profiles Populated

Notes & Status Updates Used Frequently By Early Adopters

Community Sites Globally Deployed

Wiki Sites Globally Deployed

Department Blogs Deployed

Discussion Boards Globally Deployed

Tags & Notes Adopted (Usage High)

Knowledge Base Initiating New Procedures/Policies

Phase 3

Close to 100% Profiles Populated

Notes & Status Updates Considered Cultural Norm

Communities Extended To External Participants

Wiki Spaces Extended To External Participants

Personal Blogs Deployed

Discussion Boards Leading To New Innovation Or Cost Savings

Tags & Notes (Expected)

Knowledge Base Podcasting & Media

Eight Considerations When Implementing SharePoint Social Capabilities

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Map To Business Objectives

Support Acquisitions

Provide Positive Work Culture

Highlight Exceptional People

Have Highly Effective Decision Making

Supporting Community

Customer Transparent Support

Leadership Personally Engaging w/ Customers

Internal Social Collaboration

User Profiles Personal MySites

Internal Social Networking

Communities Of Interest Communities Of Practice

External Social Authoring

Social CRM

Direct Relationship Indirect Relationship

Eight Considerations When Implementing SharePoint Social Capabilities

#NHSPUG @RHarbridge

Legitimate Causes For ConcernConcern Mitigating SolutionCorporate Embarrassment The most common reason for corporate embarrassment is lack of training on

management and executive teams (or their supporting staff). It’s important for the leader who creates a blog for example to also impose ‘approval’ on blog comments. These simple measures must not only be put into effect but they also must be understood and the users must understand how to use these features effectively.

Loss Of Intellectual Property & Trade Secrets

This is often dealt with by appending or amending existing intellectual property policies within employee manuals or employee agreements. The Intranet or any social technology should not be exempt from acceptable technology use practices and ethical/respectful employee behavior.

Another Potential Distraction It is important for management to support the platform but also to clearly explain why/when it should be used. Setting the expectation that this is a work technology (like email, or their web browser) is often the only effort necessary. To help make employee use more effective it can be extremely useful to provide training, guidance, and examples for how to use the technology in a work setting. Often using stories to illustrate this can go a long way (especially if they are based on the corporate culture, a real use of the tool, and particular to the business).

Another Entry Point for Viruses/Other Attacks

This is immediately mitigated by deploying or implementing an enterprise ready social technology. Many have constraints imposed to stop people from adding script as an example to status updates, discussion boards, tags, or embedded within other social content.

Employee Harassment This is often dealt with by appending or amending existing sexual harassment policies within employee manuals or employee agreements. The Intranet or any social technology should not be exempt from acceptable technology use practices and ethical/respectful employee behavior.

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Profile Sprawl Challenge?

Eight Considerations When Implementing SharePoint Social Capabilities

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No Anonymity In The Enterprise?

Eight Considerations When Implementing SharePoint Social Capabilities

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Unique Cloud Challenges…If you have SharePoint 2013 On Prem and a Office 365 SharePoint Online Instance…

How do you plan the social user experience?

Example: Following an o365 document doesn’t add it to your onPrem social feed, it would add it to the o365 data… Difficult hybrid scenario.

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Discipline and Processes

Eight Considerations When Implementing SharePoint Social Capabilities

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Samples of What to Measure– Number of completed user profiles– Number of connections per user– Cross posting of blogs, subscriptions to RSS and other feeds– Average number of participants with Wikis (also look at

distribution – Wikis with most participants vs. universe of wikis)

– Effective use on major projects– Reduction in e-mail (generally, on specific topics, corporate

noise)– Range of adoption (departments, topics)– Does a new policy or idea get adopted easier? – Search metrics: fewer similar queries=right information fasterEight Considerations When Implementing SharePoint Social Capabilities

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Understand Your Maturity

Microsoft: Enterprise Social Collaboraiton Progression Model - http://www.microsoft.com/enterprise/it-trends/social-enterprise/articles/Enterprise-Social-Collaboration-Progression-Model.aspx#fbid=I1J-B4XG2DS

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Understand Your Maturity

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Understand Your Maturity

http://www.sharepointmaturity.com/home.aspx

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Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources:

50+ User Adoption ActivitiesAdoption Activities 130+ SharePoint Standards SPStandards.com 35+ Governance Documents Governance Documents 100+ Downloadable Presentations SlideShare.com/RHarbridge

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