Top 7 Digital workplace trends of 2020

The digital workplace has been an ever-evolving business tool to excel for many organizations and so do the Digital Workplace Trends.

They say, “Lower-level minds discuss human beings, medium level minds discuss current affairs and the high-level minds discuss ideas” But the greatest of all minds discuss ‘Change’ and the ways to utilize change to its best!

The present global emergency has given rise to the urgent evolving needs to empower the workforce operating remotely. With the organizations trying their best to evolve, innovations in the pre-existing ways to connect continue to be worked upon to transform work culture and have a deep impact on today’s modern digital workplace environment. The major challenge now is the digitalization of the workplace to adapt quickly to meet the needs of the customers. In doing so, almost every company is looking to evolve its old intranet into a modern business tool. This investment is often expected to highly improve the employee experience, add workplace flexibility, and most importantly, upgrade their profitability/strategic business goals.

Modern Digital workplace trends 2020

Business leaders need to be constantly running for visualizing and achieving a sustainable digital practice i.e; to upgrade to latest relevant business strategies while keeping in mind, their feasibility according to their organizational culture.

But keeping up with the changes in the market and adopting newer trends that will produce favourable business outcomes might turn out to be critical too. In this blog, let’s look into the modern digital workplace trends that are going to impact the IT industry the most.

1. Flexible and remote work backed up by smart technology will be ever-popular

Fueled by global mobility, environmental concerns, higher real estate costs and now, the global COVID-19 pandemic crisis, the trend for remote working is experiencing a sharp rise. The modern digital workplaces are expected to be accessible on any device in any location. Thus, the days of an optionally accessed intranet will be gone soon! We can look forward to its evolution at jet speed, paving way for an era of an intelligent digital assistant with multiple smart features. Just like a good professional partner, your digital assistant will often know what you need even before you actually ask for it.

2. The Digital Workplace will become an integral part of the employee lifecycle.

While the concept of the intelligent workplace was initially considered to be a threat to the IT & HR departments, Internal Communications teams soon began to join forces with Technology colleagues to realize the enormous impact the tool has on collaboration and communication. Now, HR and other business leaders are showing a keen interest in streamlining and positively influencing the moments that matter within the employee lifecycle. From recruitment and onboarding to professional development, training, career development, and wellbeing programs, the Modern Digital Workplace is fast becoming an essential business tool.

3. The engaged employees in the Digital Workplace will slowly turn into influencers or brand faces.

The enthusiastic employees who will be the top users with a good internal following in the digital workplace can be proactively depicted as the company’s faces and can be used to circulate information about the organization’s products, campaigns and culture via their online social networks. This can turn out to be the most cost-effective, powerful, and trusted form of marketing. The best part about it is that many employees wish to have the ability to do it – we just need to make it easier for them. Modern digital workplaces will become better at enabling employees to share trusted information internally and externally at the touch of a button.

4. Microsoft Teams and Digital Workplace technology will become complementary to each other

Microsoft Teams now has more than 20 million daily active users, influenced by the fact that it’s available at no additional cost to people working with Office 365. It was designed while keeping the exponentially increasing popularity of Remote work in mind. It aimed at forming a hub for teamwork in the most effective way possible. It was designed to unleash the power of teams, be it 10 people or 1000 and so does its name suggest. Teams combine one to one messaging, group messaging, voice calling, video conferencing and document collaboration into a single integrated application to enable exciting new ways of working together. The Modern Digital workplace, when coupled with teams can literally do wonders!

5. Employees wish “the information they need to Excel” to find them (not the other way around!).

The emotional quotient of your workforce has a significant role to play in defining the overall productivity of your organization. Mental health thus needs to be taken care of by minimizing the effects of the constant flow of information on the web. Health and wellbeing are now high on almost every corporate agenda! The era of information overload continues in the workplace, where employees increasingly complain that they can’t find the information they need to successfully undertake their role, and business priorities get lost in this ‘noise’. To tackle this, the Modern Digital Workplace is continuously evolving to become more “intelligent”, driven by personalization, better search, improved Bots, and significantly enhanced Artificial Intelligence.

6. Businesses can’t afford language barriers.

Globalization has enabled more organizations to expand and find opportunities to explore new marketplaces. But for many, language barriers in the workplace are complicating international communication. Digital workplaces will increasingly have a critical role to enable seamless collaboration in different languages. Your intranet should be making sure that you are fully loaded with the tools and collaborative potential you need to truly take your workers to the next level of productivity.

7. More Decentralization in the workplace

Today’s business structures can be broadly classified under centralized and decentralized. In a centralized structure, decisions are usually taken by higher authorities who have control over the organization such as CEO, CTO, CIO etc. This structure is typically maintained in organizations with less than 200 employees. In a decentralized system, every employee in the organization has a voice in the innovative processes. Each department can come up with their respective directives for the future.

As businesses are required to undergo digital transformation and grow globally, organizations are left with no choice but to rapidly innovate. This can only be achievable in the present day scenario with decentralization. The digital workplace will boosts employee engagement. Thus, it will instil a sense of ownership and facilitate competitive advantage by leveraging the power of belongingness and innovation.

While these technological advancements promise to exceed expectations and improve employee efficiency, wisely choosing the one that meets the requirements specific to your organization is what makes the difference. The best approach is to keep up with the updating digital workplace trends and upgrade our technology according to it.

Top 10 Modern Intranet Features SharePoint Intranet

With the current rise in the Work from Home trend, an intranet with the best intranet features became the need of the hour. But choosing the one perfect for us is tacky. Let us help you out.

Don’t worry. We are here to help you ward off this confusion. Let’s take a quick look at the top modern intranet features that you should consider while choosing your SharePoint Intranet: 

Top Modern Intranet Features to SharePoint Migration

1. Company Dashboard 

Being away and still feeling connected to your organization is not that easy. To aid employees in doing so, the intranet must have a common dashboard. It should be a virtual synonymous space for the office notice boards and inter-employee chitchatting.  This space needs to have separate sections for company basic updates, announcements, and news. A great intranet will keep you updated on departmental updates, company policies, customer updates, and everything else that matters. A common announcement area will ensure that all the employees are on the same page with their colleagues.  

2. Branding Options 

The corporate identity of an organization is what matters the most! An intranet must provide enough customization options to make sure it looks like the platform that specifically belongs to the company.

Best corporate intranets allow configurations regarding themes, background images and section placements. Letting the organizations use their own logos and brand colours make each of them feel at home. Make sure you test the branding capabilities of an intranet before you opt for it. 

3. People-Centric 

An intranet is expected to be the virtual cultural hub of an organization. It should bind each of its users as a single unit. Therefore, an intranet should be “of the people” and “for the people” that emanates company culture in every way possible. Some of the desired modern intranet features of an employee-centric intranet are- 

• Push notification for matters of individual interest 
• Personal sub-theme option 
• Birthday and work anniversary portal 
• Appreciation and recognition center 
• Know your team section 
• Personalized profiles 
• Informal Forums  

4. Collaboration 

Ideas, when shared across, give rise to better ideas and ultimately to innovation! 

The most important requirement when working remotely is to have a proper collaborative platform in the organization. A good intranet must ensure a great flow of information that is on par with the real in-office conversations and collaborations. Along with that, it can work as a great platform to promote non-hierarchical communication too. Have an intranet that takes collaboration a notch higher.

5. Security 

Security is the prime concern for anybody and everybody. Every organization has some its own share of confidential data such as company plans & policies, personnel information and financial data, which if leaked to the competitors can lead to a hefty loss. This information needs to be shared only on a need-to-know-basis. An Intranet essential features should include proper multilayered security and encryption systems that block unauthorized access and ensure no security breaches. Choose your intranet wisely to relieve yourself from data theft, misuse and other such security concerns.

6. Content Management and Searchability 

Information, besides being an organization’s greatest assets, is the one most difficult to tackle too. An intranet should be used as a well-managed library rather than just an information dumping yard. The intranet should be intelligent enough to organize all the information and documents in the best way possible.  It must have a powerful search feature with lots of filters that will make sure the employees don’t need to waste their precious time in searching content and are able to utilize it for other productive works.  

A proper navigation feature will ensure simplified document management, thus maximizing adoption and productivity.  

7. Socializability 

The popularity of social media is known to all. The modern intranet features must be at par with those of the social media to make sure it is able to attract their traffic too. If a Sharepoint intranet can take up inspiration from the basics of social media, it can surely do wonders. Influence your digital workplace with social media features and to experience a great surge in your employee engagement. Let the employees post, tag, like, share and comment upon what they feel like without any censorship. Let them form official as well as unofficial groups and forums. 

Also make sure that the intranet can integrate the already existing business apps and platforms such as feeds,  yammer and teams to avoid the resentment to change among the employees. 

Choose an intranet service provider that makes your intranet as fun and engaging as social media. 

8. Mobility 

Mobility is a must in today’s fast pacing world where working at the go has become so common. The intranet must be mobile responsive and good enough to be used on smartphones. This can bring in a lot of ease to the life of your employees.  

Let the employees log in anytime from anywhere and deliver their best! 

9. UX/UI 

The visual features of an intranet play a vital role in determining employee engagement. It dramatically determines if the employees consider visiting the intranet as an obligation or are happy to be there. How well an intranet is organized directly impacts the user performance.  

Make sure that the intranet you choose is streamlined enough to be used by everyone in the organization irrespective of their tech-expertise. Besides, minor self customizations like tab locations, drop-down menu layouts, button designs and shortcut menus are desirable too. A good UI and UX can surely boost productivity and engagement. 

10. Accessibility and Governance 

Every information available on the intranet is not meant for everyone! Choose an intranet that segregates the access permissions according to the job roles, departments, administrative positions, location, personal or professional interests, etc. This will ensure the security and integrity of the departmental or hierarchical privacy. 

An intranet should also offer easy governance. Permission levels should be customizable according to organizational needs. Along with that, the Non-dependency of the content managers on the IT team can be a great feature to include in your intranet. 

An intranet is as successful as its adoption and employee engagement rate defines it to be. Make it the most fun and addictive place where the employees wish to come back again and again. And you yourself can figure out how humongous it will impact the overall organizational productivity. 

Microsoft Teams Governance Best Practices - Saketa

An introduction to Microsoft Teams

Microsoft Teams need no introduction as it has become an inseparable part of our work culture. meanwhile, Microsoft Teams governance and best practices play a major role in enhancing its performance.

Microsoft added Microsoft Teams to its robust Office 365 suite of services –describing it as a tool, you can use to collaborate with your team and external guests. Ever since Microsoft announced the plans on phasing out Skype for business, Teams started taking over its communication aspect and started paving its way to where Skype was positioned in the user acceptance level.

Microsoft Teams governance and best practices

Creation Process

Creation Process is the first and foremost step for the Teams governance, is everybody able to create teams? not everyone in the organization can create teams. every time you create a new team in Teams, an office 365 group, planner and a SharePoint team site is created.

Naming Convention

Naming Convention, the name you choose for a newly created team impacts several aspects of Office 365. Creating a Team creates an email address for that team, so it’s important to stick to a similar naming convention. For Example: you have 2 teams, “Team Marketing” and “Teams Sales” the names should be descriptive and understandable clearly so that one can understand the purpose.

Using the consistent naming convention from the beginning of the Teams usage will be quite helpful for IT. It becomes difficult for IT team to change them later.

External access

External access, whether allowing the guest/external user with a team, I think you should allow an external user, if not they start using different communication methods to share the content. Like attaching files to emails and that’s something you are trying to avoid. If the Team is for internal purpose, I don’t think it needs to collaborate externally. The internal Teams probably contains confidential data that you don’t want it to be shared.

There could be a project, where people might need external collaboration. You want to enable external sharing. By defining policies around teams, you can allow external users.

Create Processes for Creating and Removing Teams

Create an approval process for making new Teams. This can be as simple as getting approval from a manager; it doesn’t have to be complex. it just makes sure that people aren’t creating new Teams every day. A short checklist can help employees decide whether creating a new Team is necessary

Likewise, for the purposes of data management and security, you should make sure there are processes for managing Teams. For most Teams, only employees who are strictly needed should be included. This protects potentially private and confidential data, while also making sure employees aren’t inundated with information that isn’t relevant to them.

Each Team should have a specific purpose so that data isn’t replicated, and employees aren’t confused about which Team they should be posting in.

Control Options

MS Teams provides conversation options such as memes, gifs, and emoji. If you want a more professional atmosphere and that employees are finding this a distraction, you can regulate or remove them. However, do note that some people do find that these types of communication options can ease corporate communication, making it easier for team members to interact with each other as though they are in person.

Using General Channel

The General channel is created by default when you create the team. Below are some purposes for this channel:

• Use it for sharing an overview of teams wants to achieve or purpose, and who is this team for?
• Use it l for announcements
• Use it for new team member onboarding
• For new or single-purpose teams, it may be the only channel at the beginning as you decide how Teams can best support your goals.

You can’t remove, rename, or unfavorite the General channel. Channels appear in alphabetical order (with the General channel at the top). In teams with many channels, use Hide or Show to display the channels you use the most.

Setting up Moderations in Teams Channel

Team owners can turn on moderation for a channel to control who can start new posts and reply to posts in that channel. When you set up moderation, you can choose one or more team members to be moderators.

Protecting Content in Teams

• Public vs Private Teams
• Private channel

Public teams are available for everyone and can be joined without the team owner’s approval.

Private teams can only be joined if the team owner or moderator adds you. You can also turn off the discoverability so that people can only fin the team if it’s shared by an owner or member.

If the content is sensitive or confidential, you make the team private and owner have to select who needs an invite to the team and those that are invited should treat the content in confidential manner.

Using Private channel within the Teams

Private channel within a team is a focused space for collaboration. Owners or members of the private channel can only access the channel, anyone, including guests, can be added to the private channel.

You might use the private channel if you want to restrict the collaboration for group of people or facilitate the communication between group of people assigned to specific project, without having to create an additional team to manage.

For example, a private channel can be used in such scenarios:

• A group of people in a team want a focused space to collaborate without having to create a separate team.
• A subset of people in a team wants a private channel to discuss sensitive information, such as budgets or resourcing.

A lock icon indicates a private channel. Only members of private channels can see and participate in private channels that they are added to.

Office 365 Group expiration policy

For IT admins, it is suggested to set an Office 365 expiration policy at tenant level and finding the teams which are not in use for a long time and get rid of them.

Based on the recently rolled out activity-based Microsoft teams renewal feature, you can set an expiration policy based on the user activity. Unlike before, the expiration was only based on the time period you set.

Only team owners can decide whether to delete or renew the Teams. and can get the content back post Microsoft’s 30-day soft delete period.

These were some of the Microsoft Teams governance best practices that we practice. Let us know yours!

SharePoint Migration Tool

The blog is quite precise and informative. We are also among the top migrators in the market and it would be great if you review our tool too.   Can you please include my Saketa Migrator profile

Strategies & Best Practices of SharePoint Migration

Strategies & Best Practices of SharePoint Migration

SharePoint Migration Best Practices

SharePoint is amongst the most widely used content management and collaboration tools developed by Microsoft. It offers rich intranet capabilities, better document management system, communities, blogs, news and discussions and many other useful features that brings

SharePoint is amongst the most widely used content management and collaboration tools developed by Microsoft.

SharePoint Migration Best Practices

It offers rich intranet capabilities, better document management system, communities, blogs, news and discussions and many other useful features that bring the entire organization together and enables them to work more efficiently and collaboratively. 

SharePoint comes in two varieties- Online and On-premise. On-premise versions of SharePoint include SharePoint 2007, SharePoint 2010, SharePoint 2013, SharePoint 2016 and SharePoint 2019.

With every new release, SharePoint adds tons of new features and improvements that meet modern business standards. With the addition of new features, Microsoft also depreciated many older features, for example, InfoPath forms and sandboxed solutions. This makes moving from an older version of SharePoint to newer one essential, in order to fully leverage all new functionalities and stay by today’s standards. 

Storing the data and managing them with in the same tenant might be an easy task but migrating them across tenants & SharePoint versions is a very tedious task. There are many 3rd party tools available in the market to support this kind of migrations. But, strategic planning and execution is required even with any one of them. Let’s review what strategies and practices will help us go with hassle-free SharePoint migrations.

Inventory Your Data 

This should be the first step of any migration plan. Preparing an inventory report of your data prior to migration enables you to review what data is important and what is not.  What can be migrated and where it is supposed to be migrated and what data can be archived. 

Analyze and remove the data, which is irrelevant to your organization. Existence of irrelevant data will mess up your work, occupies storage space, no more useful further.

If there is any sensitive data, you can plan accordingly based on your business compliance standards and migrate it to an appropriate location on the target. 

Inventory run provides a report of total assets of your SharePoint like how many sites, lists, libraries exists and their total size. You can use these reports to customize your migration behaviour by choosing the required data to be migrated, removing irrelevant files, unwanted metadata and decide how your data should be organized at the target and can plan the migration accordingly. 

Preparing Your SharePoint Migration Plan 

From the previous step, we identified what needs to be considered for migration and what can be ignored. Now we need to plan what to do with it. In this step, we need to identify where this content should be migrated and how it should be migrated and maintained. Plan an information architecture like Identify which users, permission levels, groups, documents, items & managed metadata need to be migrated to the required destination and how efficiently they can be maintained at the destination. 

Research the best practices for SharePoint Migration and prepare your plan for migration. 

As this is a very crucial step, migration must be taken care of by choosing the migration tool which best suits our requirement. Prefer migration tools which support on-premise to online migrations and vice versa with no restrictions. And, some other essential features include-

Pre-Migration Check 

Once the plan is completed and you are ready to start the migration, run a pre-migration analysis. 

Pre-migration analysis helps you to give the detail report of possible errors and warnings that might occur at the time of migration before even starting the migration itself. 

Using this report, you can analyze what items can fail at the time of migration and what is the reason for the failure.  This will enable you to fix all possible errors before even the start of the migration so that your actual migrations would run smoothly without any issues or fails. 

We will come across many interesting features while working with migration tools. Here is the one, it allows the users to pre-check the content, this feature helps users to get a glimpse on what all the issues are going to occur at the time of migration with a single button click. 

SharePoint Migration 

Migrate the prepared content to the required destination. Resolve if any issues occur during migration.

There are many third-party tools available in the market to perform migration tasks from one version of SharePoint to another. Give a trial for each one of these and pick the right one that perfectly suits for your needs. 

Post-Migration Check

Just because you performed migration with standard migration tools, don’t assume everything got migrated successfully. The important step after every migration is to perform a post-migration check to determine everything got migrated without any issues. 

Validate moved content in the target by comparing it with source and ensure everything got migrated as same as in source. This comparison should include actual content itself and metadata associated with it, permissions, users and groups, versions and everything that you want to be migrated to destination. 

Few migration tools even provide post-migration check feature which will help you to validate the migrated content. This will help you to not only ensure the success of the migration but also saves a lot of time by automating the manual validation process.

Still, after running a post-migration check with tools, you can perform a manual validation at a high level to ensure a successful SharePoint migration. 

Along with these strategies, you can consider the below best practices during the migration process. 

Best Practices Of SharePoint Migration 

Do not prefer lengthy URLs, the URLs exceeding maximum URL length are difficult to maintain. Names must be logical and short.
When the migration is in progress, do not make any changes either in source or destination. This disrupts the entire flow of the migration where source and destination don’t tend to be same after migration.
Avoid maintaining large lists and libraries as this causes list view threshold issue i.e. view to fail to render if items in the same level exceed 5000 items. Instead split the data into multiple lists, this helps to retrieve the data quickly.
Go for pre and post-migration check practices, pre-migration checks whether the content is good to go for migration & post check will make sure whether the content migrated is as same as in source.
Check whether user accounts are available in the required destination, unavailability of users at destination results in preserving incorrect authors and editors. You can perform the desired user and group mappings to use when there are orphan/dead accounts. 
Prefer to maintain flat structure for subsites instead of maintaining nested subsites. Maintaining subsites as site collections help you define the individual structure, permissions can be individually handled, URLs exceeding maximum limit issues will be sorted, no more dependencies on-site collection feature activations.

Saketa SharePoint Migrator 

Try Saketa SharePoint Migration tool which supports seamless and hassle-free migrations to SharePoint. This tool supports many essential migration features like pre- and post-migration options, inventory, turbo migrations, schedule migrations and PowerShell migrations and many more helpful features all in one place. 

Features

• SharePoint to SharePoint migrations (On-premises to Online & vice versa) 
• Import date from file system to SharePoint, Office 365 or one drive for business sites.  
• Import from Google Drive, DropBox, One Drive, Box to SharePoint.  
• Export data from SharePoint to File System 
• Bulk update: Update list & library metadata in bulk 
• Import excel data to SharePoint list 
• SharePoint Security manager – Manage your entire SharePoint security from one place.

Make a good plan for your SharePoint Migration and choose the tool that aptly fulfils your requirement and guarantees you a success rate of 100%.

Plan better, execute with perfection with the right tool.

SharePoint Migration Tool | Office 365 Migration Software - Saketa

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The organization needs the right tool to migrate effectively and mitigates risk with higher fidelity. The solution that guarantees the organization that the migration is completed in time, on a budget, and easily.



Saketa SharePoint Migrator is just what the business need so as to conduct a successful migration. Saketa Migrator can migrate business processes quickly, hassle-free and cost-effectively. It supports migration into both internet and on-premise variants of SharePoint, a part of Microsoft Office 365, Microsoft's cloud-based office suite, file server, local hard drives and is completely compatible with Microsoft SharePoint APIs and methodologies.



The Principal objective of this Item is to offer high-speed data migration solution to SharePoint clients and creating migration an effortless process



Saketa is a SharePoint Migration Productivity Suite that offers alternatives for an efficient collaborative digital workplace. Our solutions help enterprises quickly start and grow their SharePoint environment. Our offering includes Saketa Migrator (SharePoint Migration Tool to aid with O365 transfer ), Saketa Intranet Suite (Ready-to-use SPFx established Intranet/digital office application productivity widgets) and Saketa Business Apps (Ready to work with SharePoint Apps), using its utility across Small, Medium and Large Enterprises across Industry vertical.



Saketa's Programs are built on a solid frame, that is easy to maintain, update and personalize. It's compatible across O365, on-premise and hybrid setup. Our solutions help enterprises leverage SharePoint and encourage company collaboration and productivity.



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SharePoint Migration Tool

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