Office 365: Everything You Wanted to Know How to Use this Document?



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Productivity Library


You can build your own scenarios using the Productivity Library available in FastTrack site. You can filter the scenarios by Roles, Industry and/or Products. To view a scenario, click on it.

Sample scenario …

Educate distributed sales representatives from anywhere. Provide a way for distributed sales staff to attend training workshops and access product documentation from anywhere and on any device.



Get started

  1. Easily schedule meetings accommodating multiple calendars

  2. Make large group training virtual

  3. Share training resources from a central location

  4. Build a digital employee handbook

  5. Engage in conversation with colleagues

Case studies

Telefonica calls on Office 365 and Yammer to power global workforce collaboration.


Typical Solutioning Process


Most organizations have a well-established process to convert business need into an application and iterate on it. You can extend the same for Office 365; the only major difference being that the target service should not be restricted to SharePoint Online. Put simply Office 365 != SharePoint Online.

A typical process is described below ...



Business problem: Digital Transformation is leading to higher Customer expectations of knowledge from Salespersons.

Stage 1: Understand the problem. Lead: Business Analyst.

Today’s Customer:



  • Have access to detailed product information and expects specific solutions from sellers

  • More likely to trust a seller who shows expertise about their company

  • More likely to trust a seller that shares insights about the industry

Sales Challenge:

  • Provide sellers with critical info and insights be more productive

  • Accelerate skill development and reduce readiness time to deliver deeper knowledge faster product change

  • Traveling sellers need social connections for peer engagement, collaboration, and feedback

Seller Readiness demands:

  • Product capabilities/technology (changing ever faster)

  • Value prop, positioning, and customer targeting

  • Offers, promotions and pricing (more & complex)

  • Industry/solution expertise (and partners/suppliers)

  • Competitor offerings, positioning, and differentiation

Stage 2: How Office 365 will be leveraged. Lead: Enterprise Architect.

Service

Capabilities and Usage

OneDrive for Business

  • Personal storage (5TB per user) for work documents. 2-way offline sync

  • Content related to customer engagements, events, analyst reports, projects worked on …

  • Sharing (edit/view) content, folder with other Org users and Office 365 Groups

  • Learning content related to work, interests, courses, conferences, seminars etc..

Office 365 Groups

  • Eases Team collaboration. Share emails, calendar, notebook, files, tasks, BI

  • Use for Presales engagements, Bid Teams, Customer events, Focus Groups

  • Share (edit/view) content with other Org users and Office 365 Groups

  • Self-service. Provision / de-provision groups and add/remove members as per business need

SharePoint Online

  • Curated content - managed by Sales Excellence team. High value & High confidence.

  • Information on all Industries, Services and Products served/sold by the Org

  • Capabilities, technology, value prop, positioning, case studies and customer targeting info

  • Offers and, promotions. Competitor offerings, positioning, and differentiation

  • Document Templates. Presentations, RFP Responses, Case study and related content

  • Guided learning, recommended content and search-driven community content

  • Proposals, RFP Responses, Reference architectures. Metadata driven navigation and, search.

Skype Meeting Broadcast

  • Live Video streaming sessions for Sales, Marketing and Leadership teams

  • Monthly/Quarterly updates, major announcements, sessions by internal SMEs and external experts

  • All broadcasts recorded and made available on Office 365 Videos

Office 365 Videos

  • On-Demand Video streaming to drive readiness and improve customer conversation quality

  • Complement the curated content – case studies, compete, leadership updates

  • Ease transition to Sales roles

  • Created using Skype Meeting Broadcast, Skype meetings or mobiles or, procured

Yammer

  • Enables work like a network. Follow more people, groups and topics. Know more, know early.

  • Connects Sales, Marketing and Leadership teams with other teams in the Org

  • Engage users around ideas, feedback, updates, queries. Accelerate new hire on-boarding

Azure RMS

  • Enables protection of financially or strategically sensitive content – emails, documents

Office

  • Enables work from anywhere and using any device. Great presentations using mobile devices

  • PCs: Office 365 ProPlus. Macs: Office 2016 for Mac. Mobile apps for iOS, Android

All services except SharePoint Online can go-live at this stage.

Stage 3: Start planning for SharePoint Online. Lead: SharePoint Online Architect.

Multiple Site Collections



  • 3 Site collections. One each for curated content, community content and, Records.

  • Each can independently scale up to 1TB in size

  • Allows more flexibility in features, branding and, roles & permissions.

Main Site Collection

  • Core experience: Homepage and Landing pages with its static and dynamic content

  • All curated content managed by Sales Excellence. No workflows or ratings. Content managers publishing content

  • Open to all employees with read-only permission

Secondary Site Collection

Record Center

  • Long term archival of all content. Hierarchical file plan as per the Records manager

  • Access only to ~0.1 % employees

Related content in other services

  • Office 365 Videos: hosts all Video content needed across multiple Channels

  • Yammer: Groups to engage Sales excellence with Sales, Marketing, Practice, Leadership and others

Stage 4: Start SharePoint Online development. Lead: Developer

Component

Purpose

Homepage

  • Highlighted Content – new product, offering, promotion, case study or, leadership video

  • Latest news, announcements, upcoming events, learning sessions …

Landing pages

  • Individual homepage for each Industry, Service and Product.

  • Standardised Page layout to ensure consistent look & feel across.

  • Top: Title, description, introductory video, top 5 content, Yammer groups to join.

  • Middle: Role based recommended content for each Sales stage.

  • Bottom: Community content. Search-driven content based on metadata values

Repositories

  • Page libraries to store / manage the web page content – homepage, landing pages

  • Document libraries to store and manage documents

  • IRM Integrated Document libraries to store and manage sensitive content

Content Types

  • Manage multiple artefacts required – sales presentation, case study etc.

  • Multiple columns attached to each type to capture relevant metadata. Mandatory or Optional

  • Rating column to capture user feedback in form of ratings

  • Information Policies attached to manage document lifecycle – deletion, archival …

Taxonomy Term Store

  • Enables uniformity in the way users tag content, search for it and also refine the search results

  • Manage taxonomies by managing term sets and the terms

  • Managed metadata column in Content Types to enable users to select terms from a specific term set

  • Global term sets: Verticals, Services, Products, Countries, Confidentiality, …

Content Organizer

  • Upload all docs to a Drop-Off Library.

  • Route documents to different libraries or folders which can be in a different sites

  • Rules can be based on a combination of content types and metadata

Retention Policies

  • Schedule how content is disposed by specifying a sequence of retention stages.

  • Actions: Move to Recycle Bin, Permanently Delete, Transfer to another location, Start a Workflow

  • Helps in clean-up too: Delete previous drafts, Delete all previous versions

  • Ensures freshness of Sales repository. Moves old content to Records Center

Records Center

  • Site to submit and find important documents that needs long term archival

  • Submitted records are automatically placed in the correct library and folder based upon properties

  • Curated and Community content would end up here using retention policies

Content Search Web Part (CSWP)

  • Content Search web part issues a query and displays the search results

  • To control how content is displayed in a CSWP, customize display templates.

  • Use: Search-driven content on the landing pages, popular items or, recently changed items




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