strategizing microsoft teams user adoption and governance · processes using flow and sharepoint...
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WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 1SMdigital.withum.com
Strategizing Microsoft Teams User Adoption and Governance
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ABOUT ME - @melihubb
• 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!
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Withum Digital
3
• Modern workplace• Office 365 Implementations/
Migrations• Turnkey Intranet Solution• Managed Services• Data Analytics• Enterprise Mobility + Security• Business Process Automation• Dynamics 365• Azure
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WHAT WE WILL COVER
Teams Components
Governance Planning
User Adoption
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What is Teams?
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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?
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COMPONENTS
Channels
Tabs
Connectors
Bots
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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 email address. Creates a conversation in Teams.
• Folder in SharePoint document library
• Up to 100 channels per Team
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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
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CONNECTORS
• Services you can connect to inside of a channel.
• Need to authenticate and provide credentials to the service to connect.
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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.
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Governance
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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.
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ORGANIC ADOPTION PRESCRIBED ADOPTIONVS.
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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.
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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?
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ORGANIZATION BY DEPARTMENT
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ORGANIZATION BY PROJECT
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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
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EMAIL INTEGRATION
• By default all channels get an email address and anyone can send emails to the channel email address.
• Configurable on a per Channel basis.
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EXTERNAL APPS AND CLOUD STORAGE
• By default external apps are allowed.• Pick and choose apps to allow. • Choose from custom cloud storage options.
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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.
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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.
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EXTERNAL USERS
.• Ability to collaborate with people outside of your
organization. • Admin must enable the guest feature.
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User Adoption
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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.
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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
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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
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WAYS TEAM OWNERS CAN ENGAGE TEAM MEMBERS
.
• Be a shining example!
• @mention 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 emailing it around
• Be available to answer team member questions
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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
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Questions?
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CONTACT ME
.
• Twitter: @melihubb
• Blog: www.melihubb.com
• Email: [email protected]
• LinkedIn: www.linkedin.com/in/melihubb/
• Company: Withum Digital digital.withum.com
Thank You!