Strategizing Microsoft Teams User Adoption and Governance

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Madeline Quinn
6 years ago
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1 Strategizing Microsoft Teams User Adoption and Governance WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 1

ABOUT ME - @melihubb Microsoft MVP Office 365 and SharePoint consultant who specializes in simplifying and automating business processes using Flow and SharePoint Designer. PMP.

2 ABOUT ME Microsoft MVP Office 365 and SharePoint consultant who specializes in simplifying and automating business processes using Flow and SharePoint Designer. PMP. Experienced in managing projects throughout the entire lifecycle as well as developing and implementing SharePoint and Office 365 solutions. User adoption, governance, and training are topics I am especially passionate about! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 2

Analytics Enterprise Mobility + Security Business Process

3 Withum Digital Modern workplace Office 365 Implementations/ Migrations Turnkey Intranet Solution Managed Services Data Analytics Enterprise Mobility + Security Business Process Automation Dynamics 365 Azure 3 WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 3

4 WHAT WE WILL COVER Teams Components Governance Planning User Adoption WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 4

5 What is Teams? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 5

WHAT IS TEAMS? Chat based collaboration work space meant from a group of people within an organization that work together closely. Integrates with other Microsoft and third party services.

6 WHAT IS TEAMS? Chat based collaboration work space meant from a group of people within an organization that work together closely. Integrates with other Microsoft and third party services. Each Team gets a SharePoint site collection and a group. Skype for Business integration. Mobile app and desktop app. One app to rule them all? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 6

7 COMPONENTS Channels Tabs Connectors Bots WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 7

8 CHANNELS Keep conversations organized One General channel by default Favorite and follow channels All members of a Team have access to ALL channels Every channel gets an address. Creates a conversation in Teams. Folder in SharePoint document library Up to 100 channels per Team WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 8

9 TABS Brings tools and services your Team uses regularly into a channel. Tabs are added to Channels and appear in the top navigation of the Channel. Files tab connects to the Team SharePoint site. Containers WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 9

10 CONNECTORS Services you can connect to inside of a channel. Need to authenticate and provide credentials to the service to connect. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 10

11 BOTS Automated programs that are set up to respond to queries or give updates and notifications about things you want to stay informed about. Use chat based commands to perform an action. T-bot comes with Teams and provides information and FAQ about Teams. The Bot directory contains pre built Teams bots. Ability to create a custom bot. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 11

12 Governance WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 12

13 PIT FALLS TO AVOID Creating too many Teams causing confusion for end users about where to collaborate on what. Losing content and frustrating end users when Teams end up needing to be split up, consolidated, or disbanded due to lack of planning and governance. Failing to pay attention to features that may not be in compliance with your organizations regulations prior to roll out then needing to disable them after they have already been adopted. Confusion and underutilization from not providing training and materials to Team Owners and Team Members. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 13

14 ORGANIC ADOPTION VS. PRESCRIBED ADOPTION WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 14

15 ORGANIZATION Plan the organization prior to roll out but have a plan in place for how to handle changes and additions. Know when to create a Team and when to create a Channel. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 15

CHANNEL CREATION Does a team or channel already exist for this project, initiative, or function? Should all of team members be able to access the content that will reside in the channel?

16 CHANNEL CREATION Does a team or channel already exist for this project, initiative, or function? Should all of team members be able to access the content that will reside in the channel? Will additional people outside of the team need to access the channels content? If so, should they be able to access the rest of the teams content? Will the channel name make sense to everyone? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 16

17 ORGANIZATION BY DEPARTMENT WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 17

18 ORGANIZATION BY PROJECT WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 18

19 PERMISSIONS AND SECURITY By default privacy setting is set to Private. Teams has to be turned on tenant wide but the license can be disabled for individual users. All of the same security related principles of the Office 365 Trust Center apply to Teams: Data loss prevention Auditing and retention policies ediscovery Data spillage management WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 19

20 INTEGRATION By default all channels get an address and anyone can send s to the channel address. Configurable on a per Channel basis. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 20

21 EXTERNAL APPS AND CLOUD STORAGE By default external apps are allowed. Pick and choose apps to allow. Choose from custom cloud storage options. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 21

22 MESSAGING. By default users can edit and delete their own messages. Private chat can be turned off. Control the messaging experience including the memes, stickers and gifs. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 22

23 MEETINGS. May want to disable if organization uses another meeting tool. Ad hoc meetings within a Channel allowing for end users to join at leisure when they notice a meeting going. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 23

24 EXTERNAL USERS. Ability to collaborate with people outside of your organization. Admin must enable the guest feature. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 24

25 User Adoption WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 25

26 PILOT. Select your pilot group Not the IT Dept Have training materials available Provide a means for feedback to be submitted Hold a kick off meeting to communicate expectations and guidance Check in regularly Pay close attention to usage, identify patterns, recognize points of value and deficiencies. WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 26

27 TRAINING. How to access their Teams What Channels are and how to use them How to have private chat, group chat, and create and contribute to conversations How to access and share files How to schedule and attend meetings When notifications are received and how to manage them WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 27

28 WAYS TO BE A GREAT TEAM OWNER. Monitor channel creation Observe the subject matter of conversations, meetings, and files in channels Add useful tabs to your teams channels Keep up to date on the newest apps for Teams Know the team settings and communicate to team members when making a change WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 28

WAYS TEAM OWNERS CAN ENGAGE TEAM MEMBERS. Be a shining example!

29 WAYS TEAM OWNERS CAN ENGAGE TEAM MEMBERS. Be a shining people and channels to get the conversations flowing Keep ears open for opportunities to save time using Teams ex) avoid a meeting by discussing in conversations, coauthor a document instead of ing it around Be available to answer team member questions WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 29

30 DRIVING USER ADOPTION Know your users Identify advocates Set up tabs thoughtfully prior to roll out Stop duplication! Hold training Check in regularly with users and make changes when things aren t working WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 30

31 Questions? WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 31

32 CONTACT ME. Blog: LinkedIn: Company: Withum Digital Thank You! WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 32

When Flow Met SharePoint: A Story of Integration and Automation

When Flow Met SharePoint: A Story of Integration and Automation WithumSmith+Brown, PC BE IN A POSITION OF STRENGTH 1 ABOUT ME - @melihubb Microsoft MVP Office 365 and SharePoint consultant who specializes