With more than 85 million people actively using Office 365, enterprises are looking to the platform to provide underlying technology to support knowledge management efforts. In this webinar, Withum's Jill Hannemann, Principal, discusses fundamentals of a knowledge management strategy and areas where the technology of Office 365 aligns with process and people. Jill focuses on how different workloads within Office 365 support functions such as sharing, organizing, finding, and retaining valuable, unstructured knowledge.

1. withum.com
Presented by:
Withum Digital
Jill Hannemann
Office 365 & Knowledge Management
– Creating a Strategy for the
Enterprise
WEBINAR

2. About Jill
Jill Hannemann
@ImJillHannemann
jhannemann@withum.com
Principal
Editor, Digital Workplace Today
10+ years in Knowledge Management
Office 365 Expertise: Knowledge
Management, Information
Architecture, Records
Management, Content Migration,
Document Management
Culinary project:
Eggless savories and sweets

3. Withum Digital - Microsoft Solutions and Services
3
We deliver Digital
Workplace Products
and Solutions that
help organizations
share what they
know and find what
they need by
connecting people,
data and content.

4. BE IN A POSITION OF STRENGTH | withum.com
KM Strategy for Office 365
digital.withum.com

5. Productivity
Applications
Office 365: 30,000 Foot View
Productivity
Services
User
Productivity
applications
Office Desktop/Online
Windows Azure
Active Directory
On Premises
Active Directory
Azure Web
Services
IAAS
Custom
Development
Managed
Metadata
Enterprise
Search
Publishing
Records
Management
eDiscoveryWeb Services

6. How does Office 365 fit into
your Organization?

7. Websites
Search
Apps
CRM Notes
DataCollab
Calendar
Project
Mgmt
Doc
Mgmt
MS
Office
EmailWorkflow
TheDigitalWorkplace
What’s your Digital
Workplace?
7

8. Mapping
out the
Digital
Workplace
8

9. Building your KM Strategy with Office 365
Create a connection between how users work, collaborate, store, search, and reuse knowledge.
9

10. BE IN A POSITION OF STRENGTH | withum.com
POLL:
What KM challenge are you
most looking to solve?
digital.withum.com

11. The Value of Office 365
Desktop
Office 365 Desktop Pro Plus
Content

12. Communication Content Management
Information Sharing Process
Digital
Workplace KM

13. Tacit Knowledge
Transparency
Accessibility
Retaining Knowledge
Responsiveness
Findability
Searchability
Retention
Knowledge Capture
Reuse
Top-down information sharing
Mission/Vision/Strategy
Services
Policies/Procedures/Guidelines
Process efficiency
Task Management
Time savings
Accessibility
Digital
Workplace KM

14. Conversations
Persistent Chat
Micro-blogging
Instant Messaging
Email
Where do we store content?
Team workspaces
Document repositories
Metadata
Search
Corporate Intranet
Corporate Communications
Organizational Policies
Human Resources
Business Processes
Customer interaction
Sales
Business Applications
Digital
Workplace KM
CommunicationInformationSharing
ContentMgmt.Process

15. Aligning Office 365 Workloads with Your Plan
15

16. Office 365 Workload Capability Evaluation
Scenario
Document Management ◑ ● ● ● ◑
Personal File Storage ●
Access Files from any Device ● ● ● ●
File Sharing and Collaboration
(internal/external, team, project, etc.) ● ● ● ◑
Corporate Communications (News, HR) ●
Internal Training ◑
Records Management ● ●
Intranet ◑ ● ◑
Knowledge Library ●
Persistent Chat ● ◑ 16

17. Scenario Usage Recommendations
Scenario
Document Management ◑ ● ◑
Individual File Storage ●
External File Sharing ● ● ●
Team File Sharing ● ◑
Project Management (Formal) ◑ ●
Project Management (Informal) ●
Corporate Communications (News, HR) ● ◑
Internal Training ●
Records Management ●
Intranet ◑ ●
Knowledge Library ◑ ● 17

18. Your Task –
Promoting KM
with Office 365
Office 365 Workloads closely align with
Communication and Content exchanges
Intended usage of Office 365 is the first half
of the conversation
Design, Governance, and Change
Management is the second half to the KM
Strategy
Most business critical applications are not
from the suite of Microsoft tools

19. BE IN A POSITION OF STRENGTH | withum.com
Communication in the
Digital Workplace
digital.withum.com

20. Communication in the Digital Workplace
Outside Org
Outer Loop
Inner Loop
• Email
• SharePoint
• MS Teams
• Telephone
• Yammer
• MS Teams/Groups
• Email
• Skype for Business
• Telephone
• MS Teams or Groups - workspaces
• Skype for Business
• Telephone
2
0
CoreTeams
Projects
Connecting
acrossOrg
Partners,
Volunteers,
Customers

21. Where should I start
a conversation?
21
• The digital workplace can increase
transparency and provide for
threaded discussions that can be
searchable later.
• Email is not the only option.
• Where you start a conversation is
usually where it will continue to live.
• Consider:
 Your audience, could others benefit from
the conversation?
 Could someone else answer your
question?
 The sensitivity of the conversation
 Is there a corresponding document?
Outlook Email – All external and
sensitive conversations, notes of record,
and private/sensitive conversations
Teams Conversations – Questions,
comments, messages pertaining to a
particular project, subject matter,
department, or group of people.
Teams Chat – Instant Messaging, direct
message individuals or a small group of
individuals for a continuous threaded
discussion. Does not need to be based
on a channel.
Yammer Threads – Post comments,
questions, or notable items to share
knowledge or ask for help from
colleagues. Can be based on the theme
or topic of that Yammer Group.
Skype for Business Telephony – Connect
via PSTN voice call. Immediate, no
record of conversations is needed.

22. BE IN A POSITION OF STRENGTH | withum.com
Content Management
digital.withum.com

23. Storing Content – Content Repositories
23
Knowledge
Base
Organizational
Repositories
Department
Content
Active
Project/Team
Content
Team
Repositories
Individual
Repositories
Individual
Content
Org-wide and Social
Collaboration
Networks
Electronic
Records
Inner Loop
Outer Loop
Outside Org.
Video
Libraries
Communities
of Practice

24. Records
Policies
Knowledge Base
Department
Communities of Practice
Video Libraries
Team/Project Content
Individual Content
Individual
Enterprise
Working
Content/Temporary

25. Information Architecture for
Workspaces
• Intentionally less rigid
• More focus on Governance boundaries
 Creation – subset group of users
 Topical integrity
 Naming conventions
 Security/Access/Membership

26. Create your Information Architecture
With Modern Sites,
it’s different
01
Same principals will
always apply!
02
Create
categorization for
document
repositories
03
For each repository,
consider distinctions
in files to create
content types
04
Define metadata
attributes as related
to searchability,
filtered navigation,
and content types
05

27. Strategy and Considerations for each Repository
Individual
Content
Team
Content
Department
Content
Video
Libraries
Social
Collab
Networks
Knowledge
Base
Communities
of Practice
Records
Organization Self
governed
Team
governed
Enterprise
Taxonomy
Enterprise
Taxonomy
influenced
Admin
governed
Enterprise
Taxonomy
Enterprise
Taxonomy
Records
Retention
Schedule
Categorization Self
governed
Team
governed
Enterprise
Taxonomy
Channels No Enterprise
Taxonomy
Enterprise
Taxonomy
Retention
Schedule
Metadata No No Yes Yes No Yes Yes Yes
Content
Types
No High level
content
types
Department
and subject
defined
Yes No Yes Yes Defined
around
retention
schedule
Naming
Conventions
No Yes –
creation of
Teams
Yes/No Yes Yes Yes Yes Yes

28. Document
Created
Multiple author
collaboration
Final draft
Publish
document
Create Best
Practice
Save File as a
Record
Document Lifecycle
• Document creation can be -
• Existing documents from
search
• Files shared on Yammer
• MS Office
• Files can be moved, linked,
routed based on Content Type
attributes

29. KM Strategy for
Office 365
Define the
value and
align with
workload
intentions
Design IA,
Governance,
and Use
Cases
Change
Mgmt.
Adoption
How should
Office 365 fit
in your
organization?

30. BE IN A POSITION OF STRENGTH | withum.com
Next Step
If you’d like to talk about your current knowledge management
strategy or need help getting started,
contact us today – we’re happy to chat!
Schedule a Free Consultation
digital.withum.com/contact
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