Presented at InnoTech Oklahoma 2017. All rights reserved.

1. A UX first approach to Office 365
migrations
March 21, 2017

2. Agenda
2
Introduction
Office 365 Overview
What does user experience focused migration
mean?
How to approach an O365 migration

3. 3
Business Consulting
• Project Services
• PMO
• Change
Management
• Business Intelligence
• Cloud Strategy
Technology Managed Services
• Core Infrastructure
• .Net App Development
• Microsoft SharePoint
• Microsoft Azure
• Microsoft Infrastructure
• ServiceNow
• Service Desk
• Managed Infrastructure
• Managed SharePoint
• Managed SQL
• Managed Cloud
Founded in 1998; Offices in Houston, Dallas, Baton Rouge, and Birmingham
200+ Employees
Microsoft 2016 Cloud Infrastructure Partner of the Year in Enterprise Segment in South Central Region
Key Industries: Oil & Gas / Energy, Manufacturing, Retail, Financial Services, Healthcare, and Real Estate
Who is Sparkhound?

4. Office 365 Overview
4
Exchange – Email and collaboration
OneDrive – Document storage and sharing
SharePoint – Collaboration and document management
Yammer – Social networking for business
Delve – Find and share relevant information
Stream/Video – Organize and share video content with your
company
PowerApps – Quickly create cross-platform apps without code
Flow – Create event driven workflows to interact with
information from various sources
Power BI – Create visual representation of your data
Teams – Collaboration, sharing, conversations, meetings

5. User Experience (UX)
5
Usually referred to along with User Interface
(UI) however they are very different
UI – How it looks and works
UX – Focus on the user’s journey
UX is the overall experience
How easy can I find what I’m looking for?
Do I know how to do what I want to do when I
find it?
Is it visually appealing and accessible from
all my devices?

6. UX Components
6
User Interface – Is it visually appealing and accessible from all my devices?
Information Architecture -How easy can I find what I’m looking for?
Change Management - Do I know how to do what I want to do when I find it?

7. User Interface
7
In Office 365 we can use SharePoint,
PowerApps, Power BI and Azure to
create interfaces that support the
overall user experience.
How will it look and function?

8. Information Architecture
8
Refers to the organization and labeling of content to support
findability and usability
The goal is to help users find information and complete tasks
It helps users understand where they are, what they’ve found,
what’s around, and what to expect
Common IA Components
Navigation
Terms and Metadata
Site and Content Taxonomy
Search
Governance
Security

9. Change Management
9
Technology supports the process being
implemented or changed, however it’s the people
who need to adopt and use them in order to get
the desired value.
What will make users want to use it?
How will we prepare them?
Who / how will we communicate goals?

10. Office 365 Change Management
10
People
User adoption
What app to use when
(Governance)
How to access information
from mobile device
Using Modern Experience
(SharePoint)
Process
New apps with new
functionality
Integrations and
connections
Share with external users
Technology
DirSync or AD Connect
Hybrid
How to manage external users
Backup/recovery strategy
Data Loss Prevention

11. O365 Migration Plan
11
Plan a cloud strategy
All cloud or cloud where feasible
Certain workloads or data sets
Know what and how your users interact with their data
Discovery and assessment
Perform pilot(s) with various O365 apps and features
Include business users as well, not just IT
Create a change management plan
How will users know what to expect and when throughout the migration process
(communication)
How will users know how to access their data and use the apps and functionality
once migrated (training)
How to keep users from going elsewhere to get what they need (user adoption)

12. O365 Migration Plan
12
Create a technical architecture plan
User access
Workloads and data flow
Information architecture
Create an O365 Roadmap
Planned release of features and functionality (i.e. email -> OneDrive ->
SharePoint -> Teams -> Power BI)
Develop a phase one migration plan
Often times includes email, OneDrive and SharePoint

13. O365 Migration Plan - SharePoint
13
There are differences so although it’s still SharePoint, users will notice change
Always include content and site owners throughout the process
Break up migrations into smaller groups of sites and in iterations
Create a global navigation for use with the hybrid environment
Work with site owners to clean up content before migrating
Make sure site and content owners know where their content has moved
Use a tool such as Sharegate or Metalogix to migrate content and perform
incremental migrations
On average a SharePoint Analyst can migrate up to 5 site collections per week

14. Training
14
Videos are a useful and common method to train users
Using Stream and Video in Office 365 create channels by topic or department and
upload your training videos
Try to keep videos to less than 30 seconds by focusing on a single function (i.e.
uploading a single document)
https://www.youtube.com/watch?v=YWixgIFo4FY

15. 15
Questions

16. 16
Thank you and
please visit our booth for more
information about Sparkhound’s
services