2013 Social Intranets
Content
| White paper
2013
Getting the most out of your intranet with the launch of SharePoint 2013, Windows 8 and the latest social trends.
Social Intranets
2013
Social Intranets
| White paper
Executive Summary.
If you are considering evolving and invigorating your Intranet and making a quantum leap from static Intranet to a decentralised and collaborative Social Intranet, the contents of this Whitepaper will be of interest to you. We will be looking at why 2013 is going to be a great year for everyone with intranets and those of us who want to take it to the next level of maturity. The new version of SharePoint 2013 and Windows 8 are all set to be launched in 2013 along with the evolution of PiuPoint. Among other things we will see:
The Intranet of 2013. A new intranet for a new way of working. My Social Intranet. What is a Social Intranet? What features does it have? What are its critical success factors? What are the new features of SharePoint 2013 and PiuPoint in this aspect? A new architecture for your Intranet Department-based intranet architecture gives way to one based on Communities. Collaboration Spaces. New collaboration and communication tools to facilitate team work and project management. Applications. SharePoint Store, a whole new world of corporate applications for your Intranet. Searches. The integration of FAST Server in SharePoint will improve your intranet search enormously. Governance & Compliance. New tools to facilitate the management of your intranet and applicable regulations. Your mobile Intranet. At last mobile intranet is a reality with SharePoint 2013 and Windows 8. Web Content Management (WCM). Intranets and public web sites are increasingly sharing the same platform. Learn about the new features of SharePoint 2013 such as WCM. Process automation, Workflows. Process automation is a great way to increase your company's productivity. We show you the relevant new features of SharePoint 2013 and the latest version of Nintex Workflow.
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2013
Social Intranets
| White paper
Your intranet is about to change
in 2013
In 2013, many of our clients’ intranets will become powerful communication and collaboration tools for connecting users with information, and users with other users. A new concept of intranet beyond the mere management of documents and processes. Traditional static and centralised intranet is now evolving to become Social Intranet, which is both decentralised and collaborative.
Static Intranet 1 to 1
Dynamic Intranet 1 to "many"
Social Intranet "many" a "many"
This will all be possible in 2013 when various factors unite. On the one hand there are the new technologies being launched that will act as catalysts for this change. We are talking about SharePoint 2013 and Windows 8, as well as Microsoft's acquisition of Yammer. We believe this is excellent news for those of us wanting to take our intranets to the next level of maturity. Also, and equally important, at Raona we are seeing a change in perception by many companies with respect to the use of social collaboration tools at work. Millions of users use social networks every day in their personal environment. So why not replicate this behaviour in the company Intranet? We have observed that many of our clients are already prepared to grant part of the control of their intranets to their users with the objective of improving communication and increasing productivity. Undoubtedly it is a subject that is attracting a lot of attention and internal debate.
Increase in productivity
Team work
Collaboration
Communication without barriers
User satisfaction
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2013
Social Intranets
| White paper
At Raona, we are ready to assist our clients as they evolve their intranets from static or dynamic intranets to social intranets. As always, the success is not just in applying the adequate technology, but also, in how it is applied. The European award won by Raona this year for the Best SharePoint Social Strategy, underlines our experience in this area.
“
We are before a great change in paradigm where the user becomes the protagonist and is placed in the centre of the Intranet.
The purpose of this document is to highlight the principal new technological and functional features that will make this great "re-evolution" of our Intranets possible. The contents of this document are the result of analysis carried our by our experts during the early adoption programme of these technologies to which only a few privileged Partners have had access.
2012 BEST EUROPEAN SOCIAL STRATEGY W INN E R
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Social Intranets
| White paper
The Intranet to come
A BIRD'S EYE VIEW
We will see many important changes and new features in the world of Intranets next year thanks to the launch of the new version of SharePoint, Windows 8 and other complementary solutions provided by Raona.
Web Content Management
New tools for facilitating information management when you use your SharePoint as a web platform.
User experience
A totally new look & Feel, more visual, clean and simple, in line with the new Windows 8 operating system. Compatible with most mobile devices and browsers. • Mobility. • Multi-device - Multi-browser • MyCo. • Components and viewers.
"made by Raona"
• Multilingual. • Cross-site publishing. • SEO strategy.
Collaboration Spaces
New tools are appearing for site level collaboration to facilitate the exchange of information and working in teams. • One Note Integration • Project Newsfeed • Task Timeline • Site Mailbox • Areas & Workspaces
My Social Intranet
SharePoint 2013 incorporates powerful social communication tools to connect users to the information on your Intranet and with other users. • Follow. • Microblogging. • My Newsfeed. • Communities. • PiuPoint.
Applications and productivity
A new marketplace is created SharePoint Store from where users can download countless applications. Important improvements are incorporated into the BI, search and workflow area. • SharePoint Store. • Skydrive-Pro. • Search. • Workflows in SharePoint . • Business Intelligence. • Nintex Worklow for SharePoint 2013.
Compliance & Governance
New tools are incorporated to assist compliance with legal regulations and to facilitate SharePoint management. • Centralised management of policies. • eDiscovery. • Self Service Site Creation. • Sharing. • Governance Plan.
Solutions provided by Raona
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2013
Social Intranets
| White paper
The OWNERS
Permit us to play the role of journalists for a moment and group together in headings the essence of the new intranets.
Putting the user at the centre
of the Intranet
The information found by users is based on their own preferences and priorities.
Each user receives any updates to the "Intranet Universe" in an effortless, centralised and automatic manner.
Large companies are taking a giant leap by incorporating new social tools in to their intranets.
Your corporate social network
Your intranet
Intranet users can collaborate and work in teams in a more efficient way. From now on, any information on an Intranet can be shared socially and new conversations can be created around it, a document, a user profile update, a question on a project, etc.
Your intranet moves with you
A new way of interacting with your Intranet from your Smartphone or Tablet
Accessing and interacting with documents, team sites, communities or scorecards from your Smartphone or Tablet with Windows 8.
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Universe
My Intranet
Social Intranets
| White paper
In SharePoint 2013, Mysite is the protagonist and becomes the control centre for users. From it users can access the relevant information, applications, sites and documents. It is also the connector that links the user with other users.
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Social Intranets
| White paper
Raona Solutions @RaonaSolutions
My # Social Intranet
A social intranet incorporates a great many tools and services to improve the participation and collaboration experience of its users. The majority are tools we are already familiar with, there is nothing new here. The powerful part is its integration inside the Intranet. We must not forget that it is in the intranet where the knowledge, information and people are united. By equipping an intranet with these social tools, the exchange of information is fostered and therefore the company becomes faster, more agile and flexible.
#1
Intranet Blogs.
#6
Social searches.
#11
Timeline or wall.
#16
Integration with public social tools.
#2
Intranet Wikis.
#7
I like & rating.
#12
Communities.
#17
Feed aggregator.
#3
Group spaces.
#8
Microblogging.
#13
Integration with external social networks.
#18
Consultation from mobile device.
#4
MySite.
#9
Instant messaging, Voice and video.
#14
Integration with business applications.
#19
Video
#5
Intranet Forums.
#10
Co-Authoring.
#15
Internal social network use and participation statistics.
#20
Social Network activity
#21
Content promotion by the Community Manager
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2013
Social Intranets
| White paper
Don't think that your intranet needs to incorporate all these tools to make it social. Which tools are implemented depends on each company and its objectives. You can start little by little and in a minimised environment, for example in a department, or to create a community for the whole company. When these tools are displayed, take into account that not all users are going to use them at the same time. In reality, only a small group of users will actively do so. You must have an action plan to promote participation by all users.
13% 19% 15% 19% 33% 52%
Creators Critics Collectors Joiners Spectators Inactives
The percentages show the users that participate in at least one of the categories. Forrester Research
At Raona, we use the POST Method (People, Objectives, Strategy, Technology) by the Forrester Consultancy. It develops a strategy and defines objectives for each one of these user groups.
People
Objectives
Strategy
Technology
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Social Intranets
| White paper
The launch of the new version of SharePoint 2013 is great news for our clients as it incorporates, by default, many of the tools we have previously mentioned and will be further analysing as we move through this paper. Other tools, such as; Mysite, Newsfeed, social searches and collaboration spaces were already included in SharePoint 2010, but have been greatly improved in 2013. There are nevertheless, other features not included in SharePoint, which are complementary to these which provide great value to an intranet. All of these are included in our “PiuPoint” solution, which won the European Award 2012 for Best Social Strategy for SharePoint environments.
Integration with Social Networks.
PiuPoint
Personalisation of user experience Integration with applications
Delivery of implementation
Integration with External Social Networks Twitter and Facebook allow the creation of private accounts. These accounts are different from open or public accounts in that only authorised users can see their activity. If a user has a Twitter or Facebook account, authorised content from your Company Intranet can be published on these social networks. For example, integration with Twitter or Facebook opens up the possibility for the company's Community Manager to promote content of public interest on the intranet externally. On the other hand the integration of the Intranet with external social networks also allows interesting content to be imported to the Company Intranet. At Raona for example, we can see information on our intranet about Google alerts, Twitter accounts of interest, or blog feeds from Raona employees or Partners such as Microsoft.
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Social Intranets
| White paper
Integration with applications. Many of our clients integrate the intranet with other applications such as CRM or ERP. The novelty is to process the information generated by these applications (orders, new commercial opportunities, etc.) as well as social information, automatically sharing it in the Newsfeed. Another possibility is to integrate the intranet with external services available on the Internet. For example, through the connection with Klout (www.klout.com) we can make the level of influence in social networks appear in each user's Mysite. Personalisation of user experience. Each client is unique and SharePoint doesn't necessarily have to be adapted 100% to your needs. At Raona we adapt the SharePoint interface to the corporate interface and functional requirements of the client. Implementation of the aforementioned POST method.
From static Intranet to social Intranet
Static Intranet Dynamic Intranet Social Intranet
1 to 1
1 to "many"
"many" to "many"
Strategy
Integration Social networks
Integration
Comunity manager
PiuPoint
Searches Micro Blogging Communities Statistics
Activity
2013
Wall
Video Doc Management Voice and data
Groups Blogs WIKIS
Likes Mysite Feeds
Workflows APP Co-Authoring Public Tools Forums
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2013
Social Intranets
| White paper
New social capacities
of SharePoint 2013
It is clear the influence the recent of purchase of Yammer by Microsoft has had on the new version of SharePoint. Nobody knows what will happen with Yammer but it is foreseeable that it will be strongly linked to the online version of SharePoint: Office 365. The community is longing to see how these two successful products combine to create a unique experience from the social point of view. Our opinion is that Yammer has lots to provide to SharePoint, above all to the cloud version.
Users
Communities
Tag
Sites
Events
FOLLOW
SHARE
What do you want to share?
What´s new?
#
Hashtags
Mentions
Documents
MyNewsFeed
Questions
My FOLLOWERS
Users Communities
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Social Intranets
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(+) Follow and Share This is one of our favourite functions. Through the “follow” action, any user can follow not just other users, but also other elements of SharePoint such as communities, key words or tags, sites, documents, etc. An excellent way of keeping informed of what's happening at “SharePoint Universe”. In the same way, SharePoint elements can be easily checked through the "Share" option. MyNewsFeed This is the “hub” for all users' social information. In terms of design it is very similar to the Facebook wall. It is a place where, apart from consulting information, conversations with other people can be generated or participated in.
You can consult all the social information and updates from your SharePoint Universe in your “NewsFeed”. The "Best Reply", heading will always appear in the first place.
Community Sites Communities are a special type of "Site" created to enable user groups to share information on the same subject or area of interest. Participants can open conversations, ask and answer questions, or share any type of information in a friendlier, less intrusive way than email. Each community has a moderator and users that contribute to the community more are recognised by scoring. Any user can request the creation of a new community, but it is the SharePoint administrator who decides where to put it and the relevant administrative policies. Once created the user can personalise its appearance and share it with other users who will be assigned administrator, moderator, member or visitor permits.
Share whatever you want with the community with just one click. Consult the most popular conversations.
Visual information on the activity and reputation of each member of the community.
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Social Intranets
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Advanced Microblogging. With SharePoint 2013 you can do what you do on Twitter but at a corporate level, known in the social world as “Microblogging”. When we add the adjective advanced before it is because there are three functions we consider to be of great interest: Mentions. When you want to attract the attention of someone, mention the username as you would do on Twitter with your @name The user receives the notification in their Newsfeed, even if they don't follow you.
#
Hashtags. They are used to associate a post with a specific subject, the same as on Twitter, with #hashtag. Preview of documents and web pages. Posts that contain links to documents show a preview of the document.
The user decides who to share the information with.
The opinion of Pablo Peris Director of Raona's London Office.
“
13
“
Putting users at the centre of the intranet is more than just a mere slogan. Functions such as the new newsfeed or the possibility to follow a person, a site or a document allows users to decide the information that is relevant for their daily work. The importance of content and the facilities for collaborating and sharing will make the 2013 Intranets a much more social experience, much closer to the user, who, after all, is the content proprietor and the key ingredient to a successful Intranet.
2013
Social Intranets
| White paper
In 2013 the #communities
will be governing the #intranets
With the appearance of new Social Intranets, the traditional intranet structured by departments will disappear. In our daily work, we don't just communicate and work with people in our own department. The truth is, to create something new, innovative and original, we must create links and relationships with other people that complement our work and have access to different points of view. This is easier to do with people from other departments, or even from other offices or countries. If we structure our intranet by department, we are encouraging information "ghettos", that is, putting up barriers between them that will impede relationships and knowledge exchange. In addition, this type of departmental structure, which here at Raona we call the document "Diogenes Syndrome", that is duplicating the same content on multiple departmental sites, not knowing which the latest version is and filling the intranet with document "rubbish". In the new Social Intranet age, the structure changes the environment in what we call Communities. These communities do not necessarily need to be comprised of people from the same department, for example, quality community, management community, sales, marketing or new product development communities. The communities have two types of resource at their disposal, the areas and spaces for collaboration.
Areas. An area is a resource where users go to consult information, generally documents. Examples of areas can be contracts, invoices, commercial proposals, sales material, etc. Normally there are few users with authoring permission and many with permission to view the content. In an area there are normally approval workflows.
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Social Intranets
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Collaboration Spaces. As its name suggests, the objective is to facilitate the collaboration of its users’ environment to a specific subject. A very common example of collaboration space is a project site. Only its members have access to a collaboration space. Any member can generate content. The information is in real time. There isn't normally any approval flow for publishing content as it concerns work documents in constant evolution and change. Lastly, different communities can share the same resources, for example two different communities can access the same collaboration space, for example a project site.
Community 1
community Resources Wall
Workspace
Community 2
Wall Area
Workspace
Community 3
Wall
Area Area Area
Area
Workspace Workspace
Area
Area
The technical implementation of communities is not always the same for all companies. It would depend on their way of working and their strategy. Questions such as the following would need to be answered, among others: How many communities must be created? Do communities need to share resources, areas and collaboration spaces? Can users create communities? Can collaboration spaces be created? Should the documented resources of a company be located inside these communities or should they remain outside of them? Does each community need to have its own wall and collaboration spaces such as a project site? Who manages the members of a community?
Based on the answers to these and other questions, Raona will customise your Social Intranet with the objective of fostering collaboration and horizontal communication between departments, offices or countries, when they need to work together on a project, problem or a new idea, etc.
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Social Intranets
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Collaboration
Spaces
in SharePoint 2013
For a project to be successful, it is essential for all members of the team to have access to the same information, to collaborate efficiently and carry out effective monitoring. As we have seen in the previous section, this is achieved through the creation of collaboration spaces, which in SharePoint 2013 incorporate interesting new features to help improve the productivity of work teams.
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Social Intranets
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Project Site The project site is the place where its members collaborate and share information. In SharePoint 2013 the process of creating a new site has been simplified enormously. Users can easily personalise their style and design through the use of templates, and add content, lists, bookshelves, and other applications. Timeline One of our favourite functions is the new timeline. Any task with a planned deadline is automatically added to the timeline which is displayed on the upper part of the project site. In this way all the members of the team can see the project’s global calendar and where their tasks fit into it. These tasks can be synchronised. My Tasks Monitoring the tasks of a project can be simple but if a user is working on several projects at the same time, it can be more complicated. For a user to avoid having to view all of the Project Sites, a task concentrator denominated My Tasks has been created where you can see all of your tasks centrally, ordered by project, and on a personal “timeline”. The tasks in My Tasks can be synchronised with Outlook tasks. Notebook When a project site is created, one of the applications integrated by default is OneNote notebook, which is located in the cloud. This simplifies collaboration allowing multiple users to work at the same time on the same document; this is known as “Co-authoring”. Although this feature is already available in Office 2010, its integration with SharePoint has been improved, especially in project sites.
Site Mailbox The Site Mailbox is one of our favourite applications due to its simplicity and usefulness. It is a mailbox that is shared with all the members of a team. Each time an email relating to a project is sent, the user CCs the site’s email and it is automatically stored and is centrally accessible to all the members of the team.
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Social Intranets
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Applications in SharePoint 2013
With the launch of this version, Microsoft is sharing the development of SharePoint and Office applications with its Partners. From now on clients will have the chance to use not only applications developed by Microsoft and ones included in SharePoint, but also other third party applications available in the cloud, in the recently created SharePoint Store. These applications can use a large range of technologies such as ASP,.NET, HTML5, JavaScript, PHP, etc. Contrary to previous versions, the new applications can be installed on another server, other than SharePoint or in the cloud, in Windows Azure, to avoid overloading, and to improve performance and security of SharePoint.
SharePoint Store
Site del proyecto
My Site
My Blog
My Pictures
My Tasks
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Social Intranets
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Search Functionality
In SharePoint 2013, the search system has been boosted thanks to total integration with FAST Search Server. Now it isn't necessary to install FAST Search Server separately as it combines the features of FAST with the default search features of SharePoint. This makes SharePoint 2013 much more powerful than previous versions. Different sources of content outside of SharePoint can be configured and the results integrated transparently for users. Another new feature is crawling new content, which allows a new document uploaded to SharePoint to appear in the search results almost immediately. Furthermore, SharePoint 2013 suggests search terms based on similar searches made by other users. The presentation and navigation of search results have also been improved, now users have a preview of the documents and can refine the results by filtering.
SharePoint 2013
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Social Intranets
| White paper
Governance
SharePoint has grown enormously with the majority of our clients, shifting from a document manager to a global collaboration environment for the whole company. This has posed a great challenge for the management or governance of a platform.
Centralised management -5 -4 -3 -2 -1 0 1 Strict Contro -5 -4 -3 -2 -1 0 1
&Compliance
MANAGEMENT
2 3 4 5 Decentralised management
INFORMATION CONTROL
2 3 4 5
Open Collaboration
Strict development policies -5 -4
EVOLUTION AND DEVELOPMENT
-3 -2 -1 0 1 2 3 4 5
+ freedom for creation
Finding the perfect balance between flexibility and control has always been difficult. SharePoint 2013 maximises these new social tools to create more fluid communication between end users and administrators. In this way, IT continues to control management and growth, and apply the policies established for the governance plan, at the same time as speeding up the response to users' needs. Through this function, any user can share a site with other users, even if they don't have access permission. All access requests are centrally received by the administrators for their management. When a user visits a site or document to which they have no permission, they can make a request, explaining their need for access through a notification to the site's owner. An interactive conversation can even be started between the two parties if necessary.
SHARE
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Social Intranets
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Self Service Site Creation In SharePoint 2013 end users can create their own sites, removing much of this work from the administrators.
Site level Policies. SharePoint 2013 permits the management of policies at site level, which implies that once they have been defined and associated to the site, they are automatically applied. The main policies are the withholding of content, including the associated mailboxes, or those which define when a site must close or expire.
E-Descovery Solution SharePoint 2013 includes a new function which is especially useful in the event of content audits. This solution allows the creation of a site for a case, (for example a legal audit), a search of related content and storage of documents with the version that was in use at the time of the audit. The results can be exported to XML format if necessary.
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Social Intranets
| White paper
SharePoint 2013 and
Mobility
We cannot deal with mobility in a corporate environment and a consumer environment in the same way. Even though there could be some common elements, there are also some big differences. Microsoft ‘s new Windows 8 operating system has been designed to satisfy the requirements of the business market.
Security. It guarantees information confidentiality through its corporate security policies application. Information Push. The information must reach users without them having to search for it, notifications, alerts, news, indicators, etc. Integration. Integration with corporate systems and availability of business applications. Multifaceted. The same device when it is inside the office as a PC or outside as a Tablet, such as the new Microsoft Surface Tablet. Touch interface. The Windows 8 interface facilitates interaction with mobile apps and information. It can also be used with a mouse. Cloud. Possibility of integrating services and applications in the cloud.
Security
Information PUSH
Integration Multifaceted
Easybility
Cloud
Ideas
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Social Intranets
| White paper
With SharePoint 2013, mobile users can use all the capacities of SharePoint. SharePoint 2013 offers better navigation for Smartphones or Tablets with Android and iOS (Apple) operating systems, as well as Windows Phone and Windows 8 naturally. User experience is greatly enhanced through the optimisation of SharePoint for mobile browsers (Mobile IE9, Windows Phone 7.5, iphone 4.0, Safari 4.0 or later versions) and the use of HTML5 technology. It is now possible to interact with Business Intelligence content on Tablets, such as scorecards created on Performance Point, Excel Services or SQL reporting services. Another significant improvement is the flexibility offered by SharePoint 2013 for creating different designs, optimised for different devices. Lastly, SharePoint 2013 supports geolocalisation, which will permit its use in the development of applications that operate this feature.
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Social Intranets
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Web Content Management
More and more clients are turning to SharePoint as a web platform. The new version of SharePoint incorporates vast improvements to create and update increasingly more attractive and easier to use websites. Multi-device and Multi-browser Different optimised designs can be generated for different browsers and devices. SEO SEO tools are included for improving browsing and site optimisation for your positions in searches. E-Commerce New functions are incorporated which facilitate the management of product catalogues for eCommerce. Cross-Site Publishing Permits the publication of the same content on several sites at the same time. When the initial content is modified, the rest of the sites are automatically changed thus facilitating their maintenance. Multilingual SharePoint 2013 has an integrated translation system which permits content authors to export it for manual or automatic translation with the SharePoint Translation Services.
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Social Intranets
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Workflows
In SharePoint 2013 there have been many improvements in terms of stability and scalability, but the most significant change is that workflows do not appear in SharePoint 2013 if they do not run on a new cloud computing platform called Windows Azure Workflow. Windows Azure Workflow allows a greater integration with Office365 and other third party systems in our SharePoint environment, as well as an almost immediate scalability, if necessary.
3
Ways to build
Workflows 1n SharePoint 2013
SharePoint Designer 2013 If you want to start implementing simple approval workflows in your intranet, it is logical to start with SharePoint Designer as it incorporates basic actions you can reuse in each of your workflows.
Visual Studio 2012 Use Visual Studio when you need to implement workflows with more complex actions that are not available in designer, for example when you need to communicate with services external to SharePoint or you want to bundle content for use in different environments.
Nintex Workflow Platform Preview for SharePoint 2013. Nintex is the market leading solution for creating Workflows for SharePoint. Nintex is the ideal solution for creating complex workflows in 1/3 of the time a user would spend using SharePoint Designer. The new version uses HTML5 for even better application usability, as well as for being able to incorporate a collection of registered cloud services into your workflows in Nintex Live, including content repositories, social media, etc.
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Social Intranet
ADOPTION FRAMEWORK
Presentation
Do you want to know the characteristics of a Social Intranet with SharePoint 2013 and PiuPoint? Ask us for a presentation.
by Raona
Strategy
We create together a Social Intranet customized for your business.
Proof of concept
Change management Governance Plan
We start small with a department or group of users. When everything fits into place, then we scale.
We help users taking most of their new social intranet with training and coaching.
We help you manage your intranet more efficiently to increase its ROI.
Accelerators "made by Raona"
Take profit of our know how and our components to have a professional intranet in little time.
About
www.twitter.com/Raona_UK
Raona is a multinational company specialising in custom software development and consultancy, with offices in London, Spain and Argentina. We help our clients pinpoint where technology can really provide more value. We consider ourselves a boutique company thanks to our high level of specialisation in Microsoft technologies.
http://www.facebook.com/raona.uk
Request a demonstration
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www.raona.co.uk
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[email protected] + 44 (0) 20 8834 2959
2013
Getting the most out of your intranet with the launch of SharePoint 2013, Windows 8 and the latest social trends.
Social Intranets
2013
Social Intranets
| White paper
Executive Summary.
If you are considering evolving and invigorating your Intranet and making a quantum leap from static Intranet to a decentralised and collaborative Social Intranet, the contents of this Whitepaper will be of interest to you. We will be looking at why 2013 is going to be a great year for everyone with intranets and those of us who want to take it to the next level of maturity. The new version of SharePoint 2013 and Windows 8 are all set to be launched in 2013 along with the evolution of PiuPoint. Among other things we will see:
The Intranet of 2013. A new intranet for a new way of working. My Social Intranet. What is a Social Intranet? What features does it have? What are its critical success factors? What are the new features of SharePoint 2013 and PiuPoint in this aspect? A new architecture for your Intranet Department-based intranet architecture gives way to one based on Communities. Collaboration Spaces. New collaboration and communication tools to facilitate team work and project management. Applications. SharePoint Store, a whole new world of corporate applications for your Intranet. Searches. The integration of FAST Server in SharePoint will improve your intranet search enormously. Governance & Compliance. New tools to facilitate the management of your intranet and applicable regulations. Your mobile Intranet. At last mobile intranet is a reality with SharePoint 2013 and Windows 8. Web Content Management (WCM). Intranets and public web sites are increasingly sharing the same platform. Learn about the new features of SharePoint 2013 such as WCM. Process automation, Workflows. Process automation is a great way to increase your company's productivity. We show you the relevant new features of SharePoint 2013 and the latest version of Nintex Workflow.
1
2013
Social Intranets
| White paper
Your intranet is about to change
in 2013
In 2013, many of our clients’ intranets will become powerful communication and collaboration tools for connecting users with information, and users with other users. A new concept of intranet beyond the mere management of documents and processes. Traditional static and centralised intranet is now evolving to become Social Intranet, which is both decentralised and collaborative.
Static Intranet 1 to 1
Dynamic Intranet 1 to "many"
Social Intranet "many" a "many"
This will all be possible in 2013 when various factors unite. On the one hand there are the new technologies being launched that will act as catalysts for this change. We are talking about SharePoint 2013 and Windows 8, as well as Microsoft's acquisition of Yammer. We believe this is excellent news for those of us wanting to take our intranets to the next level of maturity. Also, and equally important, at Raona we are seeing a change in perception by many companies with respect to the use of social collaboration tools at work. Millions of users use social networks every day in their personal environment. So why not replicate this behaviour in the company Intranet? We have observed that many of our clients are already prepared to grant part of the control of their intranets to their users with the objective of improving communication and increasing productivity. Undoubtedly it is a subject that is attracting a lot of attention and internal debate.
Increase in productivity
Team work
Collaboration
Communication without barriers
User satisfaction
2
2013
Social Intranets
| White paper
At Raona, we are ready to assist our clients as they evolve their intranets from static or dynamic intranets to social intranets. As always, the success is not just in applying the adequate technology, but also, in how it is applied. The European award won by Raona this year for the Best SharePoint Social Strategy, underlines our experience in this area.
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We are before a great change in paradigm where the user becomes the protagonist and is placed in the centre of the Intranet.
The purpose of this document is to highlight the principal new technological and functional features that will make this great "re-evolution" of our Intranets possible. The contents of this document are the result of analysis carried our by our experts during the early adoption programme of these technologies to which only a few privileged Partners have had access.
2012 BEST EUROPEAN SOCIAL STRATEGY W INN E R
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Social Intranets
| White paper
The Intranet to come
A BIRD'S EYE VIEW
We will see many important changes and new features in the world of Intranets next year thanks to the launch of the new version of SharePoint, Windows 8 and other complementary solutions provided by Raona.
Web Content Management
New tools for facilitating information management when you use your SharePoint as a web platform.
User experience
A totally new look & Feel, more visual, clean and simple, in line with the new Windows 8 operating system. Compatible with most mobile devices and browsers. • Mobility. • Multi-device - Multi-browser • MyCo. • Components and viewers.
"made by Raona"
• Multilingual. • Cross-site publishing. • SEO strategy.
Collaboration Spaces
New tools are appearing for site level collaboration to facilitate the exchange of information and working in teams. • One Note Integration • Project Newsfeed • Task Timeline • Site Mailbox • Areas & Workspaces
My Social Intranet
SharePoint 2013 incorporates powerful social communication tools to connect users to the information on your Intranet and with other users. • Follow. • Microblogging. • My Newsfeed. • Communities. • PiuPoint.
Applications and productivity
A new marketplace is created SharePoint Store from where users can download countless applications. Important improvements are incorporated into the BI, search and workflow area. • SharePoint Store. • Skydrive-Pro. • Search. • Workflows in SharePoint . • Business Intelligence. • Nintex Worklow for SharePoint 2013.
Compliance & Governance
New tools are incorporated to assist compliance with legal regulations and to facilitate SharePoint management. • Centralised management of policies. • eDiscovery. • Self Service Site Creation. • Sharing. • Governance Plan.
Solutions provided by Raona
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Social Intranets
| White paper
The OWNERS
Permit us to play the role of journalists for a moment and group together in headings the essence of the new intranets.
Putting the user at the centre
of the Intranet
The information found by users is based on their own preferences and priorities.
Each user receives any updates to the "Intranet Universe" in an effortless, centralised and automatic manner.
Large companies are taking a giant leap by incorporating new social tools in to their intranets.
Your corporate social network
Your intranet
Intranet users can collaborate and work in teams in a more efficient way. From now on, any information on an Intranet can be shared socially and new conversations can be created around it, a document, a user profile update, a question on a project, etc.
Your intranet moves with you
A new way of interacting with your Intranet from your Smartphone or Tablet
Accessing and interacting with documents, team sites, communities or scorecards from your Smartphone or Tablet with Windows 8.
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Universe
My Intranet
Social Intranets
| White paper
In SharePoint 2013, Mysite is the protagonist and becomes the control centre for users. From it users can access the relevant information, applications, sites and documents. It is also the connector that links the user with other users.
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Social Intranets
| White paper
Raona Solutions @RaonaSolutions
My # Social Intranet
A social intranet incorporates a great many tools and services to improve the participation and collaboration experience of its users. The majority are tools we are already familiar with, there is nothing new here. The powerful part is its integration inside the Intranet. We must not forget that it is in the intranet where the knowledge, information and people are united. By equipping an intranet with these social tools, the exchange of information is fostered and therefore the company becomes faster, more agile and flexible.
#1
Intranet Blogs.
#6
Social searches.
#11
Timeline or wall.
#16
Integration with public social tools.
#2
Intranet Wikis.
#7
I like & rating.
#12
Communities.
#17
Feed aggregator.
#3
Group spaces.
#8
Microblogging.
#13
Integration with external social networks.
#18
Consultation from mobile device.
#4
MySite.
#9
Instant messaging, Voice and video.
#14
Integration with business applications.
#19
Video
#5
Intranet Forums.
#10
Co-Authoring.
#15
Internal social network use and participation statistics.
#20
Social Network activity
#21
Content promotion by the Community Manager
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Social Intranets
| White paper
Don't think that your intranet needs to incorporate all these tools to make it social. Which tools are implemented depends on each company and its objectives. You can start little by little and in a minimised environment, for example in a department, or to create a community for the whole company. When these tools are displayed, take into account that not all users are going to use them at the same time. In reality, only a small group of users will actively do so. You must have an action plan to promote participation by all users.
13% 19% 15% 19% 33% 52%
Creators Critics Collectors Joiners Spectators Inactives
The percentages show the users that participate in at least one of the categories. Forrester Research
At Raona, we use the POST Method (People, Objectives, Strategy, Technology) by the Forrester Consultancy. It develops a strategy and defines objectives for each one of these user groups.
People
Objectives
Strategy
Technology
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Social Intranets
| White paper
The launch of the new version of SharePoint 2013 is great news for our clients as it incorporates, by default, many of the tools we have previously mentioned and will be further analysing as we move through this paper. Other tools, such as; Mysite, Newsfeed, social searches and collaboration spaces were already included in SharePoint 2010, but have been greatly improved in 2013. There are nevertheless, other features not included in SharePoint, which are complementary to these which provide great value to an intranet. All of these are included in our “PiuPoint” solution, which won the European Award 2012 for Best Social Strategy for SharePoint environments.
Integration with Social Networks.
PiuPoint
Personalisation of user experience Integration with applications
Delivery of implementation
Integration with External Social Networks Twitter and Facebook allow the creation of private accounts. These accounts are different from open or public accounts in that only authorised users can see their activity. If a user has a Twitter or Facebook account, authorised content from your Company Intranet can be published on these social networks. For example, integration with Twitter or Facebook opens up the possibility for the company's Community Manager to promote content of public interest on the intranet externally. On the other hand the integration of the Intranet with external social networks also allows interesting content to be imported to the Company Intranet. At Raona for example, we can see information on our intranet about Google alerts, Twitter accounts of interest, or blog feeds from Raona employees or Partners such as Microsoft.
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Social Intranets
| White paper
Integration with applications. Many of our clients integrate the intranet with other applications such as CRM or ERP. The novelty is to process the information generated by these applications (orders, new commercial opportunities, etc.) as well as social information, automatically sharing it in the Newsfeed. Another possibility is to integrate the intranet with external services available on the Internet. For example, through the connection with Klout (www.klout.com) we can make the level of influence in social networks appear in each user's Mysite. Personalisation of user experience. Each client is unique and SharePoint doesn't necessarily have to be adapted 100% to your needs. At Raona we adapt the SharePoint interface to the corporate interface and functional requirements of the client. Implementation of the aforementioned POST method.
From static Intranet to social Intranet
Static Intranet Dynamic Intranet Social Intranet
1 to 1
1 to "many"
"many" to "many"
Strategy
Integration Social networks
Integration
Comunity manager
PiuPoint
Searches Micro Blogging Communities Statistics
Activity
2013
Wall
Video Doc Management Voice and data
Groups Blogs WIKIS
Likes Mysite Feeds
Workflows APP Co-Authoring Public Tools Forums
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Social Intranets
| White paper
New social capacities
of SharePoint 2013
It is clear the influence the recent of purchase of Yammer by Microsoft has had on the new version of SharePoint. Nobody knows what will happen with Yammer but it is foreseeable that it will be strongly linked to the online version of SharePoint: Office 365. The community is longing to see how these two successful products combine to create a unique experience from the social point of view. Our opinion is that Yammer has lots to provide to SharePoint, above all to the cloud version.
Users
Communities
Tag
Sites
Events
FOLLOW
SHARE
What do you want to share?
What´s new?
#
Hashtags
Mentions
Documents
MyNewsFeed
Questions
My FOLLOWERS
Users Communities
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Social Intranets
| White paper
(+) Follow and Share This is one of our favourite functions. Through the “follow” action, any user can follow not just other users, but also other elements of SharePoint such as communities, key words or tags, sites, documents, etc. An excellent way of keeping informed of what's happening at “SharePoint Universe”. In the same way, SharePoint elements can be easily checked through the "Share" option. MyNewsFeed This is the “hub” for all users' social information. In terms of design it is very similar to the Facebook wall. It is a place where, apart from consulting information, conversations with other people can be generated or participated in.
You can consult all the social information and updates from your SharePoint Universe in your “NewsFeed”. The "Best Reply", heading will always appear in the first place.
Community Sites Communities are a special type of "Site" created to enable user groups to share information on the same subject or area of interest. Participants can open conversations, ask and answer questions, or share any type of information in a friendlier, less intrusive way than email. Each community has a moderator and users that contribute to the community more are recognised by scoring. Any user can request the creation of a new community, but it is the SharePoint administrator who decides where to put it and the relevant administrative policies. Once created the user can personalise its appearance and share it with other users who will be assigned administrator, moderator, member or visitor permits.
Share whatever you want with the community with just one click. Consult the most popular conversations.
Visual information on the activity and reputation of each member of the community.
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Social Intranets
| White paper
Advanced Microblogging. With SharePoint 2013 you can do what you do on Twitter but at a corporate level, known in the social world as “Microblogging”. When we add the adjective advanced before it is because there are three functions we consider to be of great interest: Mentions. When you want to attract the attention of someone, mention the username as you would do on Twitter with your @name The user receives the notification in their Newsfeed, even if they don't follow you.
#
Hashtags. They are used to associate a post with a specific subject, the same as on Twitter, with #hashtag. Preview of documents and web pages. Posts that contain links to documents show a preview of the document.
The user decides who to share the information with.
The opinion of Pablo Peris Director of Raona's London Office.
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13
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Putting users at the centre of the intranet is more than just a mere slogan. Functions such as the new newsfeed or the possibility to follow a person, a site or a document allows users to decide the information that is relevant for their daily work. The importance of content and the facilities for collaborating and sharing will make the 2013 Intranets a much more social experience, much closer to the user, who, after all, is the content proprietor and the key ingredient to a successful Intranet.
2013
Social Intranets
| White paper
In 2013 the #communities
will be governing the #intranets
With the appearance of new Social Intranets, the traditional intranet structured by departments will disappear. In our daily work, we don't just communicate and work with people in our own department. The truth is, to create something new, innovative and original, we must create links and relationships with other people that complement our work and have access to different points of view. This is easier to do with people from other departments, or even from other offices or countries. If we structure our intranet by department, we are encouraging information "ghettos", that is, putting up barriers between them that will impede relationships and knowledge exchange. In addition, this type of departmental structure, which here at Raona we call the document "Diogenes Syndrome", that is duplicating the same content on multiple departmental sites, not knowing which the latest version is and filling the intranet with document "rubbish". In the new Social Intranet age, the structure changes the environment in what we call Communities. These communities do not necessarily need to be comprised of people from the same department, for example, quality community, management community, sales, marketing or new product development communities. The communities have two types of resource at their disposal, the areas and spaces for collaboration.
Areas. An area is a resource where users go to consult information, generally documents. Examples of areas can be contracts, invoices, commercial proposals, sales material, etc. Normally there are few users with authoring permission and many with permission to view the content. In an area there are normally approval workflows.
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Social Intranets
| White paper
Collaboration Spaces. As its name suggests, the objective is to facilitate the collaboration of its users’ environment to a specific subject. A very common example of collaboration space is a project site. Only its members have access to a collaboration space. Any member can generate content. The information is in real time. There isn't normally any approval flow for publishing content as it concerns work documents in constant evolution and change. Lastly, different communities can share the same resources, for example two different communities can access the same collaboration space, for example a project site.
Community 1
community Resources Wall
Workspace
Community 2
Wall Area
Workspace
Community 3
Wall
Area Area Area
Area
Workspace Workspace
Area
Area
The technical implementation of communities is not always the same for all companies. It would depend on their way of working and their strategy. Questions such as the following would need to be answered, among others: How many communities must be created? Do communities need to share resources, areas and collaboration spaces? Can users create communities? Can collaboration spaces be created? Should the documented resources of a company be located inside these communities or should they remain outside of them? Does each community need to have its own wall and collaboration spaces such as a project site? Who manages the members of a community?
Based on the answers to these and other questions, Raona will customise your Social Intranet with the objective of fostering collaboration and horizontal communication between departments, offices or countries, when they need to work together on a project, problem or a new idea, etc.
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Social Intranets
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Collaboration
Spaces
in SharePoint 2013
For a project to be successful, it is essential for all members of the team to have access to the same information, to collaborate efficiently and carry out effective monitoring. As we have seen in the previous section, this is achieved through the creation of collaboration spaces, which in SharePoint 2013 incorporate interesting new features to help improve the productivity of work teams.
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Social Intranets
| White paper
Project Site The project site is the place where its members collaborate and share information. In SharePoint 2013 the process of creating a new site has been simplified enormously. Users can easily personalise their style and design through the use of templates, and add content, lists, bookshelves, and other applications. Timeline One of our favourite functions is the new timeline. Any task with a planned deadline is automatically added to the timeline which is displayed on the upper part of the project site. In this way all the members of the team can see the project’s global calendar and where their tasks fit into it. These tasks can be synchronised. My Tasks Monitoring the tasks of a project can be simple but if a user is working on several projects at the same time, it can be more complicated. For a user to avoid having to view all of the Project Sites, a task concentrator denominated My Tasks has been created where you can see all of your tasks centrally, ordered by project, and on a personal “timeline”. The tasks in My Tasks can be synchronised with Outlook tasks. Notebook When a project site is created, one of the applications integrated by default is OneNote notebook, which is located in the cloud. This simplifies collaboration allowing multiple users to work at the same time on the same document; this is known as “Co-authoring”. Although this feature is already available in Office 2010, its integration with SharePoint has been improved, especially in project sites.
Site Mailbox The Site Mailbox is one of our favourite applications due to its simplicity and usefulness. It is a mailbox that is shared with all the members of a team. Each time an email relating to a project is sent, the user CCs the site’s email and it is automatically stored and is centrally accessible to all the members of the team.
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Social Intranets
| White paper
Applications in SharePoint 2013
With the launch of this version, Microsoft is sharing the development of SharePoint and Office applications with its Partners. From now on clients will have the chance to use not only applications developed by Microsoft and ones included in SharePoint, but also other third party applications available in the cloud, in the recently created SharePoint Store. These applications can use a large range of technologies such as ASP,.NET, HTML5, JavaScript, PHP, etc. Contrary to previous versions, the new applications can be installed on another server, other than SharePoint or in the cloud, in Windows Azure, to avoid overloading, and to improve performance and security of SharePoint.
SharePoint Store
Site del proyecto
My Site
My Blog
My Pictures
My Tasks
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Social Intranets
| White paper
Search Functionality
In SharePoint 2013, the search system has been boosted thanks to total integration with FAST Search Server. Now it isn't necessary to install FAST Search Server separately as it combines the features of FAST with the default search features of SharePoint. This makes SharePoint 2013 much more powerful than previous versions. Different sources of content outside of SharePoint can be configured and the results integrated transparently for users. Another new feature is crawling new content, which allows a new document uploaded to SharePoint to appear in the search results almost immediately. Furthermore, SharePoint 2013 suggests search terms based on similar searches made by other users. The presentation and navigation of search results have also been improved, now users have a preview of the documents and can refine the results by filtering.
SharePoint 2013
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Social Intranets
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Governance
SharePoint has grown enormously with the majority of our clients, shifting from a document manager to a global collaboration environment for the whole company. This has posed a great challenge for the management or governance of a platform.
Centralised management -5 -4 -3 -2 -1 0 1 Strict Contro -5 -4 -3 -2 -1 0 1
&Compliance
MANAGEMENT
2 3 4 5 Decentralised management
INFORMATION CONTROL
2 3 4 5
Open Collaboration
Strict development policies -5 -4
EVOLUTION AND DEVELOPMENT
-3 -2 -1 0 1 2 3 4 5
+ freedom for creation
Finding the perfect balance between flexibility and control has always been difficult. SharePoint 2013 maximises these new social tools to create more fluid communication between end users and administrators. In this way, IT continues to control management and growth, and apply the policies established for the governance plan, at the same time as speeding up the response to users' needs. Through this function, any user can share a site with other users, even if they don't have access permission. All access requests are centrally received by the administrators for their management. When a user visits a site or document to which they have no permission, they can make a request, explaining their need for access through a notification to the site's owner. An interactive conversation can even be started between the two parties if necessary.
SHARE
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Social Intranets
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Self Service Site Creation In SharePoint 2013 end users can create their own sites, removing much of this work from the administrators.
Site level Policies. SharePoint 2013 permits the management of policies at site level, which implies that once they have been defined and associated to the site, they are automatically applied. The main policies are the withholding of content, including the associated mailboxes, or those which define when a site must close or expire.
E-Descovery Solution SharePoint 2013 includes a new function which is especially useful in the event of content audits. This solution allows the creation of a site for a case, (for example a legal audit), a search of related content and storage of documents with the version that was in use at the time of the audit. The results can be exported to XML format if necessary.
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Social Intranets
| White paper
SharePoint 2013 and
Mobility
We cannot deal with mobility in a corporate environment and a consumer environment in the same way. Even though there could be some common elements, there are also some big differences. Microsoft ‘s new Windows 8 operating system has been designed to satisfy the requirements of the business market.
Security. It guarantees information confidentiality through its corporate security policies application. Information Push. The information must reach users without them having to search for it, notifications, alerts, news, indicators, etc. Integration. Integration with corporate systems and availability of business applications. Multifaceted. The same device when it is inside the office as a PC or outside as a Tablet, such as the new Microsoft Surface Tablet. Touch interface. The Windows 8 interface facilitates interaction with mobile apps and information. It can also be used with a mouse. Cloud. Possibility of integrating services and applications in the cloud.
Security
Information PUSH
Integration Multifaceted
Easybility
Cloud
Ideas
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Social Intranets
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With SharePoint 2013, mobile users can use all the capacities of SharePoint. SharePoint 2013 offers better navigation for Smartphones or Tablets with Android and iOS (Apple) operating systems, as well as Windows Phone and Windows 8 naturally. User experience is greatly enhanced through the optimisation of SharePoint for mobile browsers (Mobile IE9, Windows Phone 7.5, iphone 4.0, Safari 4.0 or later versions) and the use of HTML5 technology. It is now possible to interact with Business Intelligence content on Tablets, such as scorecards created on Performance Point, Excel Services or SQL reporting services. Another significant improvement is the flexibility offered by SharePoint 2013 for creating different designs, optimised for different devices. Lastly, SharePoint 2013 supports geolocalisation, which will permit its use in the development of applications that operate this feature.
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Social Intranets
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Web Content Management
More and more clients are turning to SharePoint as a web platform. The new version of SharePoint incorporates vast improvements to create and update increasingly more attractive and easier to use websites. Multi-device and Multi-browser Different optimised designs can be generated for different browsers and devices. SEO SEO tools are included for improving browsing and site optimisation for your positions in searches. E-Commerce New functions are incorporated which facilitate the management of product catalogues for eCommerce. Cross-Site Publishing Permits the publication of the same content on several sites at the same time. When the initial content is modified, the rest of the sites are automatically changed thus facilitating their maintenance. Multilingual SharePoint 2013 has an integrated translation system which permits content authors to export it for manual or automatic translation with the SharePoint Translation Services.
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Social Intranets
| White paper
Workflows
In SharePoint 2013 there have been many improvements in terms of stability and scalability, but the most significant change is that workflows do not appear in SharePoint 2013 if they do not run on a new cloud computing platform called Windows Azure Workflow. Windows Azure Workflow allows a greater integration with Office365 and other third party systems in our SharePoint environment, as well as an almost immediate scalability, if necessary.
3
Ways to build
Workflows 1n SharePoint 2013
SharePoint Designer 2013 If you want to start implementing simple approval workflows in your intranet, it is logical to start with SharePoint Designer as it incorporates basic actions you can reuse in each of your workflows.
Visual Studio 2012 Use Visual Studio when you need to implement workflows with more complex actions that are not available in designer, for example when you need to communicate with services external to SharePoint or you want to bundle content for use in different environments.
Nintex Workflow Platform Preview for SharePoint 2013. Nintex is the market leading solution for creating Workflows for SharePoint. Nintex is the ideal solution for creating complex workflows in 1/3 of the time a user would spend using SharePoint Designer. The new version uses HTML5 for even better application usability, as well as for being able to incorporate a collection of registered cloud services into your workflows in Nintex Live, including content repositories, social media, etc.
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Social Intranet
ADOPTION FRAMEWORK
Presentation
Do you want to know the characteristics of a Social Intranet with SharePoint 2013 and PiuPoint? Ask us for a presentation.
by Raona
Strategy
We create together a Social Intranet customized for your business.
Proof of concept
Change management Governance Plan
We start small with a department or group of users. When everything fits into place, then we scale.
We help users taking most of their new social intranet with training and coaching.
We help you manage your intranet more efficiently to increase its ROI.
Accelerators "made by Raona"
Take profit of our know how and our components to have a professional intranet in little time.
About
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Raona is a multinational company specialising in custom software development and consultancy, with offices in London, Spain and Argentina. We help our clients pinpoint where technology can really provide more value. We consider ourselves a boutique company thanks to our high level of specialisation in Microsoft technologies.
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