Best Practices in SharePoint Migration webinar series summary

Novigo Solutions recently sponsored LSPUG by presenting a webinar series on SharePoint migration best practices.

Part 1: On-prem to on-prem migrations

Mohamed Ubaid presented Part 1 of the 2-part webinar series.

In this first session, you will get an introduction on how you can migrate your SharePoint On-Prem Farm from one domain to another. Often this scenario comes up during mergers, de-mergers, acquisitions and it is very important to make sure users are able to access SharePoint during and after the migration. What you will learn

  1. Pre-requisites before you start your AD and SharePoint Domain Migration
  2. Best practices to setup your new SharePoint Farm in new Domain
  3. Migrating users in SharePoint from old domain to new domain
  4. Best practices, Do’s and Don’ts during your Migration

Part 2: On-prem to online migrations

Akdas Asif presented Part 2 of the 2-part webinar series.

In this session, you will get an introduction on how migration works with SharePoint On-Prem and how you can migrate effortlessly to SharePoint Online. We will discuss the native migration approaches for SharePoint On-Prem, and how tools like Sharegate or SharePoint Migration Tool from Microsoft can help migrate your content to SharePoint Online. What you will learn:

  1. The basics of SharePoint Migration (2010 to 2013 to 2016 to SPO)
  2. How tools like Sharegate or SharePoint Migration Tool from Microsoft work
  3. Best practices, Do’s and Dont’s during your Migration

“Leadership in Digital Collaboration Transformation” LSPUG panel recording and transcript

Last week, a panel of local experts joined LSPUG to answer questions around organizational change with digital collaboration. Below you’ll find the recording and transcript with slides.


  • Sharon Weaver, CEO at Smarter Consulting
  • Rebekah Ellingson, Corporate Communications Manager at AMC Theatres
  • Chris Heeter, SharePoint Wizard and Application Administrator at AMC Theatres
  • Starla Jones, Director of Technology & Clinical Services at LMH Health
  • Jason Dozier, SharePoint Administrator at University of Kansas
  • Yang Yang, Business Analyst at University of Kansas
  • Mike Broadwell, Executive Director of Administrative Services at University of Kansas Libraries
  • Alicia Backlund, Content/Client Strategist at Level Five Solutions




0:12        Alright good afternoon everyone thanks for joining us. This is the leadership in

0:17        digital collaboration transformation panel. We’ve got a good group here as you

0:20        can see from all over the KC area with broad experience getting

0:26        together just answer a few questions and talk about their experience and moving

0:30        sometimes from HTML to a completely cloud-based technology; other times just

0:36        doing incremental change or a complete intranet overhaul. So we’re really just

0:40        all over the place but let’s go ahead and get started with some slides here

0:44        now the first one is just: the way you can maximize your attendance is to make sure


0:49        you’re using the question and the chat options out of the panel on either your

0:54        right or left side of your screen. Our speakers will be watching those

0:57        responding to questions as we go along. Also if we have time at the end those

1:02        questions as well. Speakers if you can just make sure when

1:06        you’re not talking that your mics are muted, that’ll prevent any kind of

1:09        weird feedback we get and then thank you for watching those chat and question

1:14        boxes. Here are our speakers I’m just going to have the speakers introduce


1:21        themselves if we can start in the upper left hand corner here with Alicia

1:24        going left to right and then going on to the second row. Hey guys, this is Alicia

1:31        Backlund from Level 5 Solutions. I play a couple different roles here but

1:34        the relevant one for today is intranet strategist. This is Jason Dozier with the

1:43        University of Kansas and I am the office 365 administrator here.

1:50        Hi, my name is Sharon Weaver and I run Smarter Consulting and I do SharePoint

1:55        and Office 365 consulting. Okay and Mike’s not able to join us but he did

2:02        respond to a question in advance so I’ll get to that a little later. I’ll go ahead

2:05        with Yang. Okay I’m Yang Yang and I work at University of Kansas and I am an IT

2:12        Analyst here. Hi, I’m Chris Heeter, I work at AMC Theaters. I’m the application

2:25        administrator here and what’s relevant is that I do the shirt point on-prem

2:30        stuff here. Okay and Starla’s not with us either so we’ll just keep going with

2:43        Rebekah. Hi I’m Rebekah Ellingson from AMC Theaters. I am the Communications Manager and this year we launched along with Chris’s help and

2:55        also Level 5 Solutions we launched a new intranet for our employees. Great well

3:03        thank you all for being with us let’s go ahead with some questions here. Just

3:09        kidding let’s go over some structure. So the way this is gonna work just so


3:13        attendees know is that I do have questions prepared in advance, some from

3:16        registrations others just in general from what I know of the speakers so even

3:21        though a question may be directed towards a specific speaker or company, any of the

3:25        speakers or panelists can jump in at any time to contribute their own experience

3:29        for those as well. So any questions that are left unanswered at the end in the

3:34        question panel or the chat I’ll make sure we get an answer to those from our

3:37        speakers and that will be posted in a transcript later on. The recording of

3:42        this panel will also be available later.



3:46        Alright so our first question goes to Alicia here and it’s up on the screen.

3:49        We’ve got tools are the only part or only part of the challenge sorry about

3:55        that when making the change to the latest collaborative technologies what

3:58        tips do you have for leaders looking to improve the digital competence of the

4:02        workforce?

4:08        Sorry I had to find my mute button, um excuse me, okay, well technology is great

4:15        and I am a big fan obviously. But Intranets and digital workspaces and

4:20        employee collaboration are for human beings and thus they should be run by

4:26        human beings. And so my biggest tip for leadership, excuse me, is recognize that

4:32        it’s a specialty. It’s the thing that you have to hire for, you have to pay for, and

4:38        you have to empower, not just give people responsibility, but empower them to make

4:43        decisions about the strategy of your digital collaboration, your digital

4:48        workplace, etc. And I’m not talking about hiring one SharePoint admin and

4:53        expecting that poor person to do everything from you know user permission

4:57        management to defining strategy that’s not fair.

5:00        So I think to me the biggest tip is recognize that it is a strategic

5:06        specialty and respect it accordingly.

5:13        Alright thank you any other panelists want to jump in on how you can improve

5:17        digital competence of the workforce?

5:21        Yeah this is Jason Dozier at KU. One thing I would say which pretty much goes

5:27        along with what she already said but it’s you really have to kind of quit viewing

5:31        your users or your end users as not being competent I think there’s a real

5:36        trend in IT to look at people and say well they’re not gonna be able to handle

5:39        this change they’re not gonna want to do this people are gonna learn new things

5:42        and you you really need to kind of get out of that mentality and and you will

5:48        get good users if you give them the opportunities and give them access to

5:52        the tools and give them the ability to use these things you’re gonna find a lot

5:55        of people who are going to step up and really develop and run with it so you’ve

5:59        got to give them the opportunity and not hold them back so much and that’s, I

6:04        think as IT people we have this tendency you want to clamp down and really

6:08        letting them loose with some of this you know you have to have

6:10        some governance and some guidance but give them the chance to use the tools

6:14        and I think you’ll be surprised what they can do with it

6:20        yeah to kind of add to, this is Chris, to kind of add to what Jason was saying just a

6:27        little bit of extra help with a user just like giving them a little something

6:32        they can do instead of you taking on all the work it really helps the users feel

6:38        like they are a part of the environment and they’re actually helping too and it

6:43        takes some of the work off of your plate so you can actually do some of the more

6:47        technologically advanced stuff.

6:54        Alright that’s great and just out of curiosity what kind of just so our

7:00        attendees can kind of get a grasp the organizations you’re with what kind of

7:03        education departments or programs do you have that assist you either in IT or

7:09        outside of IT to do these kind of trainings and things to help improve

7:14        digital competence for those that do need it?

7:30        Hey Nate, it’s Rebekah at AMC Theaters. We do have a Learning and Development Group

7:35        here. I don’t know that they do a lot as far as training for use on our digital

7:41        side so I would say that a lot of our digital work that we’re training people

7:48        on is actually when they have issues when they’re contacting to your point

7:52        administrators for help or when they contact me as kind of the central

7:59        person for our intranet and then we have some how-to guides and we have developed

8:04        trainings for using the intranet with the help of Learning and Development but

8:09        that was something that we led instead of it being pushed through Learning and

8:13        Development

8:17        and this is Sharon um I think a big thing I probably spend about 50% of my

8:22        time doing training I do some classes at JUCO and I’ve done a lot of private

8:26        training for corporations and I think that’s exactly they need somebody to

8:30        come in and kind of give them either a refresher or some overviews on how they

8:35        can do things better or maybe something that they didn’t know before especially

8:39        with so much new technology coming on so I know that a lot of companies are

8:44        either bringing in somebody or sending their people out to an education

8:48        facility of some sort where they’re getting some basic training on some

8:51        things in addition to that I see a lot of people coming out that are not paid

8:56        by their employer when I do like SharePoint classes and office 365

8:59        classes where people are coming and spending you know a couple hundred bucks

9:02        of their own money so they can learn so that when they go back to work they feel

9:06        more competent in using that new technology. Okay and it looks like

9:14        there’s a question from Donna in the question panel here for Rebekah; and

9:20        she’s wondering which platform you used for your intranet.

9:23        Yeah um I think that probably Chris is a better person to talk about anything

9:29        when it comes to technology but I’ll start and Chris can jump in if I’m

9:32        incorrect. We were on SharePoint 2010 and with our intranet upgrade we

9:41        moved to SharePoint 2016 and it’s on-prem, not on cloud.


9:57        Alright let’s keep going here to question number two so this one’s for

10:03     Jason but again anyone can jump in. Office 365 can be challenging when there

10:07     are constant updates and you’re not always able to anticipate sometimes the

10:11     volume of those updates or how important they are and some aren’t relevant to

10:15     some end-users at all so how do you filter some of those upcoming changes

10:19     and updates and communicate those to end-users when you have a large

10:22     organization like KU? Yeah and this is probably one of the biggest challenges

10:26     we have because the way that updates come out you get some kind of notice

10:31     generally that they’re going to come out but you don’t have specific dates and

10:35     times it’s like you will see this sometime in the next six weeks sometime

10:38     by the end of the year and so you don’t always know when those updates are going

10:43     to hit and so one of the best things you can do is to enable a your organization

10:48     you can set up people to be preview users that will actually some of the

10:53     users users in your organization will get those updates before others and you

10:58     need to have a committed group of people that you work with that are in there a

11:03     lot and used to looking for those changes and communicate those back to

11:06     you so that’s when the first things just so you see these coming. The other thing

11:11     we do is you know we tried to limit by whatever controls and it varies from

11:14     application to application. We do try to limit who can get into those

11:20     applications when they are first launched. We usually do that through

11:23     licensing now that’s the way Microsoft seems to be going is that you disable

11:27     the licenses and don’t assign them to people you don’t want to have it and we

11:30     always try to do this in some kind of a pilot type application we identify some

11:34     power users people we know can work with us on these things and we let them start

11:39     using it first and get the feedback from them and and hopefully that way we can

11:44     anticipate problems because there’s always things that are gonna come up

11:46     you look at an application you say well that’s not going to be a big problem

11:49     that’s a simple thing we’ll let people use it and then it kind of takes off

11:52     beyond what you expect and now you have a support issue maintaining it and

11:56     trying to identify those things that are going to make it sustainable in the

12:02     enterprise and in how you’re going to manage it and that’s usually what it

12:05     comes down to more often than not is not how people are going to use it so much

12:09     because once again those tools are out there and people

12:11     find a lot of great ways to use them but how as an organization you can keep

12:17     that sane because you’re really moving from that IT-centric to a user-centric

12:22     thing where users are just kind of going to be doing this stuff and they don’t

12:26     need you to enable it for them so much and you’ve really got to keep an eye

12:31     on how you’re going to manage that and how you’re going to keep it organized

12:35     sustainable and not let it get so out of hand that it becomes kind of a beast

12:39     that collapses under its own weight that probably varied off the topic a

12:43     little bit but those are those are kind of the challenges you face with the kind

12:46     of update schedule that’s always there and mostly it just really comes down to

12:51     identifying how comfortable you are with change in your organization how quickly

12:55     you’re gonna roll those out because no matter how much you try to limit this it

13:01     it seems like Microsoft is moving more and more to the idea that the powers in

13:06     the hand of the users and as IT we can just be kind of guides and teachers and

13:11     help people along it’s not really up to us to control and what I found is the more

13:15     we resist these changes the more you try to shut things down the more you try to

13:19     limit them the more problems you have managing things down the road as

13:22     Microsoft kind of keeps moving the goalposts on you so really just look at

13:28     communicating those things check your message center to make sure you know

13:32     what’s coming up do those preview users so you see those changes before they hit

13:36     everybody and you have a little bit of time to work with them and you know do

13:42     some limited time pilots but the the long-term goal should be opening them up

13:45     and not trying to turn features off forever because things become more and

13:51     more integrated you want to give people those tools and you want the whole suite

13:54     to work together so really have a look towards the long term of making

13:59     those tools available to everybody and just limit them initially til you have a

14:03     chance to understand how to manage it and what the impact is. You make a good

14:12     point, Jason, a lot of those office 365 things are better together but even on-prem

14:17     (I’m at LMH Health and we have SharePoint 2016) we’re finding that

14:22     even then before you get to office 365 there are pieces that for

14:26     example if you turn off onedrive for business you lose a lot of the potential

14:29     of the tool of SharePoint which leads to a lack of user adoption because there

14:34     are features that they may know could be possible that we haven’t enabled

14:38     because we haven’t opened up that one piece that we’re not ready to

14:41     administer yet.

14:46     Yeah that is a scenario we’ve run into a lot and in our particular

14:51     environment like one of our big problems is our exchange is still on premise and

14:55     our Skype is still on premise and that is very limiting factor because we don’t

15:00     have all of those features that depend on Outlook you know being part of

15:04     your Office 365 environment and more and more as Skype transitions to teams

15:09     we’re going to run into those same kind of problems so I’m really kind of an

15:14     all-or-nothing type of person on this and my views with it is that you really

15:18     need to embrace the whole suite all the tools they offer and enable and use as

15:23     many of those things because that’s when you get the real benefit of this. If you

15:26     just do it piecemeal, I think people will get frustrated with

15:30     it and they won’t see the real value and or maybe they’ll understand the real

15:34     value and then you’re the enemy because you’re not letting them use it.

15:42     Absolutely. Are there any other panelists who want to jump in on this one before

15:46     we move on?


15:53     Alright, let’s keep going we’ve got question number three here for Sharon

15:58     how can a leader utilize digital collaboration tools to improve workplace

16:02     communication and team cohesion as a consultant and this is kind of a

16:06     two-parter so the second part: As a consultant what challenges have you run into

16:10     when it comes to implementing new solutions for the first time?

16:15     So I thought about this one for a while nothing like giving me the hard question

16:20     right? So the for the first one in terms of using digital collaboration

16:25     tools for improving communication this has been something I’ve worked with for

16:29     a long time in terms of collaboration and I think one of the big things I know

16:33     this has been mentioned before but it is to not think about this so much as what

16:38     tools can we shove down people’s throats but how can we actually improve the

16:43     day-to-day interaction of people and you have to start with things like what are

16:48     people’s communication styles and how do they best you know work with each other?

16:54     And one of my things that I’ve been really excited about that’s coming out

16:57     is things like Teams because there’s multiple ways that you can communicate

17:01     with each other through a tool like that if you’re somebody who likes to sit at

17:05     your desk and chat with somebody it’s got the chat feature if it’s something

17:09     where you want to work in a private group you can set that up if you want to

17:11     get on a call with somebody you can talk to them verbally if you want to get on a

17:15     video chat you can sit and see them face to face if you want to send a file you

17:20     can send the file and so I think a lot of it is really just understanding how

17:25     people communicate what those communication styles are and then using

17:30     the technology to enhance that as opposed to just saying we have all these

17:35     new collaboration tools and now you’re going to use them. Do you want me go

17:42     ahead and answer the second one or do you want to leave that open for some

17:45     other people? Sure, yeah, are there other panelists who have ideas on how some of

17:51     these tools could improve teamwork or collaboration? I don’t have any brilliant

18:02     ideas but I know it’s difficult. I mean I’ve seen client after client implement

18:07     tools and especially Microsoft tools and have their workforce go oh if only we

18:13     had something that would let us do this it’s like well you do and it’s called

18:17     Skype for business or it’s called Teams or it’s called this I’m not sure where

18:21     the disconnect is but sometimes there just seems to be a big gulf between

18:27     people understanding what those tools can do and actually

18:31     implementing them, versus the tool is just sort of sitting there waiting to be used

18:36     I wish I could crack the code on that because it’s kind of frustrating. Yeah

18:42     this is Jason at KU and I definitely agree with that even even like among

18:46     our internal Microsoft Support Group it’s hard to get people some time to

18:51     adopt like Teams everybody’s so entrenched in using email but that being

18:56     said you know Skype we’ve replaced our entire phone system or most of our phone

19:00     system with Skype for Business and it’s pretty much mandatory for people to use

19:04     so sometimes it’s going to take a little bit of heavy-handedness from above

19:09     to say this is the tool you will use and you’re going to have to communicate in that

19:14     if you don’t have that kind of institutional will then it’s really

19:18     hard but you just have to find those use cases that makes things where people get

19:24     it where it’s like “wow this is so much better and easier than the way we’ve done

19:27     it in the past” and that’s difficult to do but we do find little

19:32     victories here and there and it doesn’t happen as quickly as I’d like in a lot

19:36     of cases but you do find those really enthusiastic users that see the utility

19:40     and will start using it and hopefully that enthusiasm will spread.

19:47     A lot of that goes back to training and user adoption. It would also help me a

19:53     lot if the names, I mean I know technology has to evolve but you know,

19:59     going from my site to Delve from this to that it’s like I can’t even keep

20:05     straight and there’s a little bit of overlap in each and just trying to sort

20:09     out which tool is for what and what it’s name is this year can be a challenge and

20:15     I don’t mean to sound like a hater because I’m not the tools are very

20:18     useful but I think it’s the logistical challenge for people to keep straight in

20:23     their heads: what’s that thing called that’s supposed to do this especially when

20:28     Microsoft is good at giving things plain language names which I am in favor

20:33     of for sure but something called Teams well that’s a very all-encompassing word

20:38     well what exactly does that do it’s very it’s hard

20:41     I don’t I don’t envy them the challenge but I also know that it’s a

20:45     challenge on the end user side as well. I personally think

20:50     Lync-Skype-Teams for Business is an awesome product though. Communicator. Love it. Alright so

21:05     for the second question sorry you ready Oh yep let’s go ahead and go with that

21:10     second one. okay. So as far as challenges for implementing solutions

21:16     honestly I think that the biggest thing that I run into is around change

21:21     management and I mean that’s gonna be kind of universal no matter kind of what

21:25     position you’re in or where you’re at but as a consultant it’s almost

21:28     even more difficult because you don’t have a history with those people many

21:32     times maybe you know somebody there but you don’t know the whole team you don’t

21:36     have any of the you know kind of tribal experiences and tribal knowledge that

21:42     some of those people have been through and I know a lot of times people bring

21:45     consultants in for that perspective because they want somebody who isn’t the

21:49     same who doesn’t do it just because it’s always been done that way but I think

21:53     when you try to come in and implement new solutions a lot of times the big

21:57     thing that I try to do is really get to know my clients and build relationships

22:00     with them because when I come in a lot of times

22:03     the reason why they need something is because they’ve got this pain point and

22:07     they’re unwilling or unable to solve it on their own but at the same time you

22:13     don’t want to come in and try to just push something at them that they don’t

22:16     understand so I end up spending a lot of time really kind of getting to know them

22:22     understanding what their culture is figuring out what their change

22:25     management style is and then slowly helping them to go from where it is that

22:31     they are to where they want to be so that when you do implement that new

22:35     solution it has the highest possible chance of success. Hi Sharon, it’s Rebekah

22:45     from AMC. I just need to say that is that such a good answer and I think that

22:50     that’s one of the reasons that you’re a wonderful consultant and I wanted to

22:56     share an example from another wonderful agency and that was Level 5 Solutions that

23:00     helped us with our intranet upgrade and what they did is very much along the

23:07     lines of what you’re saying is a best practice for you is that when they had

23:12     to introduce something brand new for our company they approached it by really

23:19     jumping in and using the words we use and the way we communicate to help

23:25     communicate that change as well so for instance whenever we we actually shut

23:30     down our intranet and put a freeze on it so all of our communications around that

23:36     and everything that Level 5 had designed for us related to movies and which is

23:42     how we communicate at AMC we’re always trying to look for like a tie-in to a

23:46     movie as our theme so when we did that it was an engaging way to communicate

23:51     and like I said we were using the words that we use when we communicate at AMC

23:56     so people felt like it was something interesting and something familiar.

24:04:00               That’s great!

24:10:00               Alright any other input on that second part there about challenges running into

24:15:00               when implementing brand new solutions? I just want to admit to Rebekah that it

24:20:00               was way more easy to talk about movies than it is to talk about some of our

24:24:00               other clients’ products not that I don’t love our other clients but movies are

24:28:00               just like way more fun than software-as-a-service so made it a lot easier.


24:38:00               Alright so let’s go to our next one here we’ve got Mike Broadwell he wasn’t

24:45:00               able to join us but he did answer in advance for us

24:47:00               so we might be able to have some discussion on this one. I worked with

24:50:00               Mike a KU Libraries and they started with a 100% HTML intranet and they had to make the

24:55:00               leap, or it felt like the leap, to Office 365 which, with it, introduced automation

25:00:00               capabilities and all these different tools that we’ve been discussing that

25:05:00               kind of worked together as a suite so it was a whole new way of working online

25:08:00               together. So I asked Mike about recommendations he might have for other

25:12:00               leaders maybe going through a similar leap where it feels like you’re walking


25:16:00               upstairs but you’re skipping a few and here’s his response. I’m not going to

25:21:00               read the whole thing for you you have the slides and there’ll be a transcript

25:24:00               later but I am going to go down to the recommendations there

25:28:00               because I think they’re great. Patience on all ends, admin expectations so Jason

25:33:00               kind of mentioned that earlier where you’ve got to have that executive buy-in

25:37:00               Developers laying the track as the train goes and users slowly adopting to

25:42:00               change and I thought that was interesting to think about the speed of

25:46:00               adoption too we don’t often talk about that it’s usually just user adoption but

25:51:00               sometimes that speed depends on your workforce and if you have an older

25:54:00               workforce younger workforce more tech savvy workforce a local workforce or one

25:59:00               that’s mostly remote like there are a lot of factors that go into that of

26:02:00               course we’re working with humans so there’s so many sides to that and then

26:06:00               champions are critical so it’d be interesting to hear if any of your organizations are using

26:10:00               like a ninja program, champions, and those kind of things can fade away but how do

26:14:00               you keep them going and keep the excitement up? So I’ll hand that over, let

26:19:00               everybody look at the screen and if any panelists want to jump in there:

26:42:00               Hi it’s Rebekah and Chris from AMC and Chris just nudged me and said that we

26:48:00               should say something about working with champions. That’s something that within

26:54:00               AMC we rolled out whenever we relaunched the intranet so we had a champion from

27:00:00               every business unit who I think we kind of voluntold them that they would be

27:06:00               champions and actually

27:09:00               Did you say voluntold?

27:12:00               Yeah we did it was great they had

27:16:00               in some way been engaged in our intranet in the past

27:21:00               so maybe they uploaded a document or updated their team description and so we

27:26:00               said hey you’re the contact we have for your department and then just didn’t

27:31:00               take no for an answer and then they they were actually really

27:35:00               engaged for people who didn’t volunteer for the task themselves and

27:40:00               they helped us but we also engaged them as a thank

27:47:00               you and let them preview the site in advance and gave them lots of goodies

27:52:00               and parties so that we could make sure that they felt appreciated for their

27:58:00               role but they performed our content cleanup, helped train their team members

28:03:00               if they had questions and really we’re just our champions throughout the whole

28:08:00               process and continue to be now that we have a governance committee

28:15:00               This is Sharon. I was actually going to mention it’s really interesting that

28:20:00               this question came up because I had lunch with my old boss from Black and Veatch

28:23:00               today and one of the things that we implemented because when I got there

28:27:00               they were on HTML and they had some SharePoint 2003 originally and we

28:32:00               migrated them over to SharePoint 2010 at that time and one of the things that we

28:35:00               did was we implemented a champion program where we had did exactly the

28:39:00               same thing we voluntold people one person from every division came in and

28:44:00               did that exact same thing and it’s really interesting because I’ve been

28:48:00               gone from there for five years now and we so we did that program about seven

28:51:00               years ago and I was chatting with him today and he said that several of those

28:56:00               original champion members have now taken on leadership opportunities in the

29:01:00               content collaboration space and the Microsoft application space and they

29:06:00               have that that training in the history of being able to participate but they

29:10:00               have kept a lot of those changes going and a lot of that interest going within

29:15:00               the organization where I think if we had not had that program those people may

29:20:00               have never even been involved in it so not only did it provide user adoption

29:24:00               and growth and all of that type of thing but it also set those people up for

29:28:00               future opportunities to advance within either the organization or within their

29:32:00               fields so just some kind of neat follow-up down the road

29:44:00               and I kind of thought that I someone mentioned governance I thought that was

29:48:00               interesting too, thinking about you know in Mike’s situation here leaping you

29:53:00               know a significant gap how does governance play into champions sure we

29:56:00               can get enthusiasm going we can get people to kind of spread throughout the

29:59:00               organization and help with that adoption piece but what role does governance play

30:03:00               when you have a significant gap between where you are and where you’re headed?

30:17:00               Well I think this Jason from KU again. I think governance is really a huge thing

30:23:00               that’s tends to fall by the wayside a lot people don’t always

30:28:00               think about this going forward they just see all these neat tools and let’s start

30:32:00               using them so governance is very important you you really do kind of have

30:35:00               to have a plan of how you want people to use this and how you’re going to manage

30:40:00               it and if I can since we worked together here at KU for a while I’m

30:45:00               gonna throw Nate under the bus just a little bit on this one because

30:50:00               Nate was this hugely enthusiastic champion that dived into this and did

30:56:00               things with it beyond what anybody else at KU was doing and that was

31:02:00               really wonderful because it really showed the ability and really showed the

31:04:00               power and and what all could be done with it but then Nate left to go

31:08:00               somewhere else and the people kind of left behind didn’t have the same skill

31:13:00               set. There was nobody here with with the skill set and the bandwidth to really

31:18:00               take over in the same way that Nate had done so that’s a real big thing when

31:23:00               you’re kind of making these plans you have the governance is to ensure that

31:26:00               you have backups on these things you have to ensure that you have more than

31:31:00               one person that can handle these issues that can maintain things and there’s a

31:36:00               lot we’re finding even now we’re finding certain things within office 365 such as

31:41:00               some of the old 2013 workflows that when the person who created them their

31:46:00               account like goes away from your system those workflows start having issues you

31:51:00               see that now with forms and flows and you really have to have some

31:56:00               consideration for using things like service accounts or group forms or

32:00:00               sharing those flows and workloads with other people because you really need do

32:04:00               to have that governance and the vision to ensure that you’re doing this in a

32:07:00               sustainable way that we’re not building kind of a house of cards that all

32:14:00               revolved around one person and I’m not trying to be negative towards Nate

32:18:00               in any way because where SharePoint has gone and where office 365 we have a lot to

32:23:00               thank him for because he really did do a lot of wonderful things with it but it

32:28:00               was a problem like I said when person leaves you’ve got to make sure

32:31:00               you’ve got your ducks in a row and that that can all transfer smoothly to

32:36:00               another person in your organization. That’s a really great point and that’s

32:43:00               something you know I even struggle with still in my new position when you have a

32:47:00               smaller organization I’d be interested to hear you know Rebekah and Chris

32:51:00               having an international company like you guys do who I’m how this might differ

32:55:00               but being from a smaller organization or a smaller community how does that work

32:59:00               when you someone else mentioned I think when you have one person I think is

33:02:00               Alicia you wouldn’t wish that on like how do you deal with having one

33:07:00               person and what kind of documentation expectations do you have and then even

33:11:00               now like when I do documentation it’s outdated you know you know maybe a month

33:16:00               later or so so those are some of the challenges I’ve run into and I think

33:20:00               I’ll just continue to run into for at least ten years

33:28:00               I think the biggest thing that governance can be used as a tool for is

33:34:00               allowing your your users to be able to take control of their own environment

33:39:00               and having the rules of engagement without a better term of how they can

33:45:00               take control of their own environment in it especially in an organization as big

33:53:00               as ours it’s almost impossible to be able to go and look at every single page

33:58:00               every single library list and make sure everybody’s treating it correctly so

34:03:00               you’ve really got to the way that governance helps is letting people take

34:10:00               control of their environment and know what they can and can’t do and I mean if

34:15:00               like we’ve had people in the past create like custom things that can’t go forward

34:22:00               and that that presents problems in the future for upgrades. And it’s Rebekah and

34:29:00               I just wanted to add on to that because Chris is so right like people really

34:32:00               pushed back when we said that we were going to implement governance but

34:39:00               actually we’ve seen so few issues now that governance actually is implemented

34:45:00               so they’re out there able to make the changes that they need to to the pages

34:50:00               and do what they are allowed and have responsibility to do in the governance

34:56:00               and I would also say that that in many ways gives them the tools they need to

35:02:00               look at other communications avenues as well so if they have content that’s not

35:09:00               a fit for our intranet then we can say like okay per governance I can’t help

35:15:00               you with this request as you’ve submitted it but have you considered

35:19:00               using some of these other tools that we have available like a worksite or we

35:27:00               call it collaboration which I’m trying to think of how to explain it a little

35:30:00               bit more but it’s like off our intranet it’s kind of where the work gets done on

35:34:00               SharePoint so we’re able to give them solutions that better fit their need as

35:39:00               well


35:44:00               Awesome thank you let’s go on to number five here this one’s for Yang at KU

35:49:00               you work with many different departments as a business analyst

35:53:00               there at KU. How do you stay organized with multiple projects

35:56:00               simultaneously and how do you keep your clients updated on the status of all

36:01:00               those projects while you’re working with them?

36:03:00               Well since SharePoint is just a tool KU IT provided to the campus it is not mandatory

36:11:00               so not every department or everybody is using it that’s you know it’s not too

36:22:00               hard for me to organize the projects then I normally have like not more than

36:30:00               two or three projects at the same time so but one thing will be really helpful

36:35:00               to organize is documentation good documentation will you know help me pick

36:43:00               up projects you know very fast and also most of my project is help people my

36:53:00               users doing Flow so just use Flow they need to use Flow to move like form data

37:02:00               files around you know I after I got the requirement I just like build the Flow

37:11:00               and then after that I reached out to them and show them how it worked

37:18:00               most people don’t care about how I built the workflow as long as it worked but

37:25:00               somebody really like to know how to build workflow that you know that way

37:30:00               they know they can control they can update it or you know maintains the Flow

37:37:00               so I’ll in that case I need to teach them or show them how to work with

37:44:00               the Flow. So basically I mean since we’re the email is not on cloud so we’re not a

37:54:00               lot of people don’t use SharePoint yet. Later on after

38:01:00               email is on cloud maybe we get a lot more projects going on. I had to laugh

38:10:00               when you mentioned somebody didn’t really care about how you built it

38:16:00               or something because that’s something we run into especially me like I get so

38:20:00               excited about you know automation or building something really cool and it’s

38:24:00               super complex but to an end-user they just care about that end functioning

38:28:00               result and so sometimes if you do try to explain the Flow or how it works or what

38:34:00               is conditional about it you know their eyes will glaze over or they’ll get even

38:39:00               more confused about something that’s really simple on their side of it that’s

38:42:00               that’s an interesting point. And then how do you, I’m curious Yang, it was

38:48:00               something like Microsoft Flow being relatively new to how we work everyday

38:53:00               Flow as I understand it was just you know geared more towards end users being

38:57:00               able to build their own automation have you had any experience with people you

39:02:00               know as an end user saying oh yeah I know what Flow is or is it still kind of

39:06:00               something that mostly IT is doing for end users. Actually right now we normally

39:15:00               build the Flow for most our users some user like to build themselves but since

39:24:00               we haven’t opened up Flow to everybody on campus so not many people using it

39:31:00               right now. And is that kind of the experience of other people too?

39:44:00               Nathan your voice is cutting. Oops sorry about that, I was just wondering are

39:51:00               there other people who might have a similar experience where Flow is

39:55:00               available but it’s not necessarily and same with PowerApps, PowerApps and Flow

39:59:00               together are you having any luck with getting those out to end-users. Right, not

40:03:00               many people use Flow actually a lot of people maybe just don’t know I mean they

40:10:00               can use Flow. Right this is Jason, I was gonna add to that and one of the

40:15:00               reasons we haven’t really advertised it and we’re we haven’t been turning those

40:19:00               on by default for everybody so not everybody sees them we’re kind of

40:22:00               waiting for people to come to us and ask for it because right now there’s a lot

40:28:00               of support issues with that if one of the things we talked about like if

40:32:00               people build very complicated flows that do a lot of things in their department

40:35:00               then they leave you’ve got a problem that because that flow was theirs and

40:40:00               unless you have certain license levels this this comes back to one of my

40:45:00               constant complaints about office 365 as Microsoft puts a lot of features out

40:49:00               there to the end-users and then like but if you want to be able to really manage

40:53:00               this in a meaningful way you have to pay more to get a higher level license and

40:58:00               that’s definitely true with flow and and power apps so we’re wanting a chance to

41:02:00               kind of talk to people and give them some caution and some guidance and how

41:06:00               they use it and we so we don’t want to mass adoption of it yet we’re kind of

41:10:00               waiting for those power users that that see it and want to play with it to come

41:15:00               to us and we have a chance to have the discussion with them and one of the

41:18:00               things we really try to do is make them understand those things about who

41:22:00               this Flow belongs to and how its accessed and do things like you know

41:27:00               share it with a service account or an admin account we have so if they leave

41:32:00               we still have the ability to get in there because at the basic license level

41:36:00               that comes with just Flow and Office 365 we don’t really have any insight or any

41:40:00               ability to see what Flows are out there running in our environment or to get

41:45:00               into those and do anything so you know unless people unless we know people are

41:51:00               making them out there and they are sharing them with us we

41:55:00               can’t really see what they’re doing or have any control over if something

41:59:00               goes wrong so that that kind of comes back to the governance portion of it too

42:03:00               we’re really trying to work with our users and educate them and let them know

42:07:00               here’s some potential pitfalls and help them avoid those problems.

42:15:00               Alright


42:18:00               thank you let’s go to number six here so this one’s for Chris what challenges as

42:24:00               a SharePoint administrator and wizard did you have to anticipate in rolling

42:28:00               out a new intranet to a large international company

42:33:00               yeah so yeah so some of the problems that we really had to anticipate were

42:42:00               compatibility issues we were moving from 2010 SharePoint on-prem to 2016 and when

42:51:00               we first started we like contracted out Microsoft to do it for us and that

42:58:00               didn’t work out so well we ended up having to kind of piggyback it into 2013

43:04:00               and then into 2016 to get it there and a lot of like any

43:11:00               customized stuff in 2010 didn’t work databases worked almost completely

43:17:00               different from 2010 to 2013 so there was a lot of stuff that we kind of just had

43:24:00               gently get to where it needed to be and a big thing that we had is we completely

43:33:00               changed the way people used the front page with Level 5’s help like Alicia our

43:41:00               front page on what we called the clipboard was basically a link farm and

43:46:00               we’ve changed it into a better place to really communicate with our company and

43:54:00               then we changed what was also clipboard then into a collaboration space where

44:01:00               people can go in and there’s really a separation between communication

44:07:00               and collaboration which I think helps end users really know what they are supposed

44:13:00               to do in the space. I agree.

44:21:00               awesome thank you did you have challenges so it sounds like the kind of going back

44:27:00               and forth between 2010 2016 2013 that hopping around is a challenge did you

44:32:00               have any issues with language issues like compatibility like were there any

44:37:00               translation issues? We only offer our Intranet it’s Rebekah I’m jumping in

44:43:00               for Chris we only offer Intranet in English even though we’re an

44:47:00               international company and we do have theaters all over the world the theaters

44:52:00               that we operate outside of the US are operated as wholly owned subsidiaries

44:56:00               so our intranet is actually only accessible for those associates in the

45:02:00               US and then just a small handful of some of our counterparts in Europe. okay

45:13:00               gotcha anyone else wanna jump in on some of those challenges you might run

45:19:00               into when you’re rolling out a new intranet?

45:25:00               Well I would but we only have 14 minutes left and that’s about a three hour

45:28:00               conversation so I’ll spare you guys. Alright so let’s keep going see how far we can get here

45:38:00               and we can always come back if we somehow end up with more time this next


45:43:00               one was for Starla who’s not with us but she did text me some comments she’s

45:48:00               traveling today but healthcare organizations a lot like government

45:51:00               organizations have a lot of considerations that make going 100

45:54:00               percent cloud or office 365 not so feasible so I asked what measures or

45:59:00               considerations LMH had to think about to be able to

46:04:00               stay up-to-date and relevant with technology but also still remaining

46:08:00               compliant and protecting all kinds of data and so a couple things she

46:13:00               mentioned were training so of course you wanna make sure your users understand

46:18:00               you know even if you do go to the cloud and they have these new capabilities

46:23:00               with like Yang was mentioning Flow and like Jason mentioned there’s no way to

46:28:00               administer that so for example someone builds a Flow the sends patient

46:31:00               information to a gmail address outside the organization Jason doesn’t have a way to

46:36:00               see that that was built or what’s happening or monitoring that or even

46:39:00               help to troubleshoot that and so that’s something just training users that if you

46:44:00               do have these tools this is the kind of risk you’re taking when you’re working

46:49:00               with this kind of sensitive data. And another one she has here is BAAs so just

46:55:00               if there is a breach of data who is responsible and oftentimes as I

47:01:00               understand it Microsoft’s not going to sign over 100% and take all that

47:05:00               responsibility if there is a breach so part of that’s training users making

47:10:00               sure that data is being kept safe but there’s always that potential that

47:14:00               something could get out and then HIPAA compliance and let’s see having a secure

47:21:00               infrastructure to protect a hybrid infrastructure so somebody else

47:26:00               I’m not sure if you guys have the same kind of issues in your industries I know

47:31:00               education has some interesting stuff

47:41:00               and I’m sure Sharon at least even then you’re consulting you might have run

47:45:00               into some of these issues yeah I ran into I’ve got another client that has

47:50:00               exactly your issues at Lawrence and I’m actually I know that one of the things

47:56:00               that Microsoft has done is they’ve created a basically a BAA that is kind

48:02:00               of a standardized BAA they’re also adding a lot of that data ownership right into

48:08:00               their terms and conditions and they’re changing the way that that all works

48:13:00               that’s something I’ve been researching a lot I actually may follow up with Starla

48:15:00               to chat about that because that’s kind of a big deal most healthcare clients

48:21:00               have that concern alright let’s get going here to number 8 so this one’s for


48:33:00               Rebekah and Chris AMC Theaters have many staff who are not full-time so thinking

48:37:00               about those frontline workers part-time not often at a computer how do you make

48:43:00               sure you can include those and provide resources or even engage them in social

48:47:00               activities through your intranet? Hey it’s Rebekah I think I probably have more of

48:52:00               the answer than Chris does but I I will let him jump in it as he wants to

48:57:00               contribute but I would say that our intranet itself is open to our home

49:03:00               office associates and then our managers within a theater and from there our

49:09:00               managers curate the content for their own staff the crew members and they

49:13:00               create some printable newsletters and some of our stories actually come with a

49:20:00               print version so that they can print them and put them on bulletin boards

49:23:00               throughout the building we do conduct some interviews we got called in like a

49:29:00               10-question interview with associates throughout the company and for those we

49:34:00               actually include our crew members or those hourly employees we interview them

49:40:00               they’re paid during that time and then we ask their managers to share any other

49:47:00               comments that are left on this story with the associate

49:50:00               so we try to do give managers the tools to cascade information as relevant to

49:56:00               their teams. That’s really cool and I think something other

50:03:00               organizations do too is they’ll have like a a kiosk screen that they put up

50:06:00               and it’ll show just like running headlines or something from the news you

50:10:00               have an experience with those? Well we actually don’t have experience with that

50:15:00               but we have used we actually trialed workplace by facebook with the intention

50:21:00               to roll that out via app to all of our hourly associates um we didn’t get the

50:27:00               funding to do it for 2019 but it’s still something we’ll consider in future years

50:31:00               or maybe we’ll have a really great box office in 2019 and we’ll get funding

50:36:00               back but that would probably be more of our approach because our content that we

50:41:00               communicate internally is really meant for that manager and home office

50:46:00               audience we don’t currently have a team that would help with that would curate

50:51:00               content for a crew level audience so what they’re using with the I don’t want

50:57:00               to go on too much but I’d be happy to connect offline if anyone wanted to but

51:01:00               what we see is that the crew member is what they’re wanting to communicate is

51:05:00               more like shift trades or local theater wide birthdays or anniversaries and that

51:11:00               type of news not the type of news that we’re sharing on our intranet which is

51:16:00               much more relevant to associates that are with the company longer than two

51:22:00               or three months. okay very cool and see the next question here is for you also


51:30:00               Rebekah but we kind of addressed it earlier with international issues that

51:34:00               come with languages and such but then also that engagement piece thinking

51:38:00               about like games incentives etc how you get that social element in there do you

51:42:00               have anything you want to add to that one? I will just say that AMC

51:46:00               like Alicia said it’s a really fun company so we try to implement that in

51:53:00               our communications as well we use a lot of movie themes and we do I don’t know

51:58:00               that we have a lot of games but we do have like a polling feature on our intranet

52:03:00               that almost I would say two-thirds of the internet users respond to the

52:11:00               poll every week when we update it we have a lot of engagement on our intranet

52:16:00               it’s our primary method of communications and people check it all

52:20:00               the time so it’s something that we just try to keep upbeat and fun and tied to

52:25:00               our industry. very cool thank you. all right question ten here for Alicia why


52:35:00               is content strategy and management important so now we’re kind of thinking

52:37:00               outside the realm of Technology and then the big question that I’m sure everybody

52:41:00               hears a lot is can’t intelligent search and AI bots fix all of our problems

52:45:00               without having to do any heavy lifting? I really wish this AI bots would come

52:51:00               along because I’m so waiting for them but unfortunately I or I guess

52:56:00               fortunately for me content is still very very much a human thing and content

53:04:00               strategy and management are important because content is not only tactical and

53:10:00               practical and logistic it’s also political and emotional and scary I’m

53:17:00               I’m amazed time and time again how much of a content strategists job is therapy

53:25:00               and going in and helping people in the enterprise understand and get them to

53:31:00               trust you with their content get them to understand that you’ve got to have a

53:35:00               method to your madness and a “why”. A “why” to why you’ve created a page why you’ve written

53:40:00               a story and then you’ve got to make it you know you got to needs care and

53:45:00               feeding it’s got to go on forever it’s never going to stop and so that human

53:51:00               element of content strategy and like I said just the emotional attachment we

53:56:00               have to our content is just I just don’t think it’s ever going to go away no

54:00:00               matter what

54:02:00               I think that’s really interesting especially when you mention

54:08:00               that emotional piece like often we just think we’ve got to get that newsletter

54:10:00               out send it and we’re done but there is that human piece of it I don’t really

54:15:00               think about that often. I always tell people that a lot of my job especially

54:20:00               as a consultant is to go in and tell people that it’s going to be okay

54:24:00               because it really is I mean we’ve done this lots of times and it’s gonna be

54:29:00               fine and if you need something and we accidentally got rid of it we will find

54:33:00               it and the flip side of that is helping people get the resources they need to

54:41:00               create content where it doesn’t exist because internally and with the with

54:45:00               internal communications and workforce tools they tend to be neglected they

54:50:00               tend to not get funded like Rebekah said and you’ve really got to go in and carry

54:56:00               the flag for all those people who are trying to do it a real job in addition

55:00:00               to creating that web content which is is a it’s an underappreciated role in an

55:08:00               underappreciated art form so I try to do a little bit of both you know I

55:11:00               acknowledge how difficult it is to create stuff where nothing exists when

55:15:00               you already have a million things to do and then to give the green light to

55:19:00               delete something that’s been hanging out for ten years but nobody wants to get

55:22:00               rid of it so that’s it’s it’s if you can show me an AI bot who would do that

55:28:00               I will you know what sign me up.

55:31:00               That sounds good

55:33:00               I’ll keep my ears open for that. okay thanks. all right so our last question


55:39:00               here is for Jason and Yang we just have a couple minutes so who should IT

55:43:00               departments (you’re both from KU IT) be working with to make sure users are best

55:48:00               equipped to maximize new technologies and the thought that came to mind at

55:52:00               first was the introduction of Microsoft Teams as a replacement of Skype for

55:55:00               Business. So you get that news, what happens next? Couple of minutes I’m too

56:02:00               long-winded for that. but but basically you have to have those champions that’s

56:08:00               something that’s been said over and over again by several people on this panel

56:10:00               and you you need to reach out to those people that are willing to embrace

56:15:00               change and get them to adopt this new technology as quickly as possible so you

56:21:00               have people out there using it and are enthusiastic and their co-workers can

56:25:00               see it we also have a bit of a training department here and a client consulting

56:28:00               group so internally we’re going to work with those guys to to say hey you know here’s

56:34:00               what we have identify places across campus that this can benefit people

56:39:00               where this can solve a problem that somebody has because those are the

56:43:00               people that are generally really in touch with with the people out there and

56:47:00               seeing the problems and the challenges they’re facing every day and bringing

56:53:00               them up to speed and letting them know what’s available because they’re gonna

56:55:00               be able to see those places where this this puzzle piece fits and say you know

57:00:00               hey the guys over here in the school of finance or whereever had a problem

57:04:00               that this perfectly solves so let’s go talk to them and get them using it once

57:09:00               again you know we’re we’re transitioning our roles to to be guides and educators

57:15:00               and facilitators much more than we are controlling things anymore so I don’t if

57:19:00               you have anything to add to that Yang or disagree with me? Oh I’m okay with your

57:28:00               answer. Okay. Alright so we did get one audience question during


57:37:00               registration and it was from Donna who couldn’t stick around the whole time

57:40:00               but she was wondering if anybody had anything else they wanted to share about

57:44:00               office 365 SharePoint modern sites being used for intranet. What specifically?

57:55:00               there’s so many so much issues about modern sites so many questions yeah

58:00:00               absolutely and it’s you know curious to she’s talking about like communication

58:03:00               sites and hub sites or if we’re still talking about maybe like more of the

58:06:00               classic versus modern approach so it’s pretty vague yeah I think I think my

58:13:00               only commentary on on modern sites is just that it’s it’s rapidly evolving and

58:18:00               I know I’m working with a group that’s currently architecting for next year and

58:23:00               they want to use modern sites for everything and it’s fantastic but I just

58:27:00               keep having to remind them that they’re like they’re blazing the trail and that

58:30:00               modern sites are super cool and there’s a lot of really neat new features with

58:35:00               them but that whenever you’re the pioneer in something you have to be

58:39:00               aware that change is gonna happen rapidly things may not stay the way that

58:43:00               they are right now there there’s gonna you’re gonna have to

58:45:00               basically have a really high tolerance for change because as Microsoft kind of

58:50:00               moves forward with the roadmap on the modern sites a lot of things are going

58:53:00               to give and take and grow and change over the next year as they get

58:57:00               everything to work together as opposed to things that we’ve known for years and

59:02:00               years and years with SharePoint on-Prem where you know use those classic sites

59:06:00               and you know what to expect and they may change a little bit but you know you’re

59:09:00               not seeing the the rapid and expansive change that you’re seeing in modern

59:15:00               sites other than that you know they all have great new features and they’re

59:19:00               really neat and the hub sites are fantastic and it’s just a matter of

59:23:00               being really careful about your architecture making sure you’re using it

59:25:00               for what it’s designed for and not trying to to use it just to use it

59:30:00               absolutely yeah I was gonna say this this is Jason at KU and with

59:36:00               what Sharon just said there does make me wonder because right now we have modern

59:39:00               sites in five years are we gonna have ultra-modern sites but yeah there’s

59:44:00               there’s gonna be a change and eventually what we have now will probably look old

59:47:00               and and jaded and and the other purpose she said too is yes use this the way

59:52:00               it’s intended they they they have a very definite structure in mind when they’re

59:58:00               using hub sites and modern sites and they’re really kind of flattening and

60:01:00               simplifying everything yet trying to keep you from going you know seven

60:04:00               layers deep with sub-sites and they’re trying to really flatten and simplify

60:08:00               that that architecture and the permissions model behind it so really

60:13:00               pay attention to those things and as much as possible stick to the way

60:18:00               Microsoft is is wanting you to use this which you know admittedly quite often

60:23:00               doesn’t match anybody’s reality but if you know quit trying to hammer that

60:29:00               square peg into a round hole and realize that this may not be the solution for

60:34:00               everything and if it doesn’t fit your needs and doesn’t fit your organization

60:38:00               you might want to look at something else but but pay attention to those things

60:41:00               and try to keep it as simple as possible.


60:45:00               Alright. Well I want to thank everybody

60:48:00               for your time I think some of these questions are really great it was good

60:52:00               to have that discussion with all of you it was really interesting to hear all of

60:55:00               your different experiences and perspectives and

60:57:00               hope I can have some of you again for future presentations and have a great

61:02:00               weekend.