SharePoint Saturday

Ottawa

Saturday, November 21, 2015

Algonquin College, 1385 Woodroffe Avenue,

Ottawa, Ontario, Canada

SharePoint Saturday

OttawaWhat should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other?

Serge Tremblay

Senior consultant at

@SergePointstremblay@victrix.ca

http://sergepointfr.wordpress.com

SharePoint Saturday

Ottawa

Thank you to all of our Sponsors!!

SharePoint Saturday

Ottawa

Agenda• Introduction

• What is collaboration?

• Collaboration tools

• Exemples of Collaboration

• Links

• Questions

SharePoint Saturday

Ottawa

When to use wich tool?

• The answer is not that simple!

• There is a lot of « It depends »

SharePoint Saturday

Ottawa

It depends of what?

• Available tools in your company

• Governance

• Emergengy of the collaboration

• Business rules and compliance requirements

• Security requirements

• Habits of the users

• Needs for mobility

SharePoint Saturday

Ottawa

When to use which tool?

• It’s not a question of « What is the best tool? »

• It should be « What is the best tool in a given scenario? »

• Sometimes multiple tools could be the solution!

• Ideally the same tool should do everything, but at the moment there is no « One size fit all »

• Office Graph and Delve might be the future!

SharePoint Saturday

Ottawa

What is collaboration?

• Collaboration is working with others to do a task and to achieve shared goals

• In a collaborative working environnement (CWE), professionals work together regardless of their geographical location

• E-professionals use a collaborative working environment to provide and share information and exchange views in order to reach a common understanding

SharePoint Saturday

Ottawa

What collaboration will/should do?• Collaboration can change:

• People

• Teams

• Company

• Collaboration has to be an added value to the company

• It’s not always easy!• Culture change

• Process changes

• Launching and supporting a community is a big task, everyday!

SharePoint Saturday

Ottawa11

http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer

SharePoint Saturday

Ottawa

Some of the questions that you should ask!• Why do we need a collaborative working environment?

• How are users collaborating now?

• How can collaboration help to achieve business goal?

• What is going to change in the day to day of my users?

• How do we know we have succeeded?

• How to measure success?

SharePoint Saturday

Ottawa

Example of survey

https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration-Evaluation_NFF.pdf

SharePoint Saturday

Ottawa

Factor for success

15http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer

SharePoint Saturday

Ottawa

Users will need to be guided!• Not all the users will be able to pick the right tool without

help

• Create guide to explain when/why

• Provide training

• Write a usage policy• https://support.office.com/en-us/article/Setting-up-your-Yammer-network-

Yammer-admin-guide-f886e916-fe64-41de-be52-38d458250fa5

• https://yammer.stonybrook.edu/usage-policy/

• http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external-network-usage-guidelines.aspx#fbid=HMCvRip-pp9

• https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf

16

SharePoint Saturday

Ottawa

How to help users?

• To help to user to pick the right tool you need to know:

• Why?

• How?

• When?

• Who?

SharePoint Saturday

Ottawa

Change management

• Assign a community manager

• Define collaboration(Where? When? How? Why? What do we get? How to measure?)

• Good description of the communities/groups

• Communication plan

• Training plan

• Usage Policy

SharePoint Saturday

Ottawa

Don’t start too big!

• Know where you are?

• Where you want to go?

• Why?

• How?

SharePoint Saturday

Ottawa

These matrix can be customized for your usage!

Office Video

Urg

en

cy /

Tim

e S

en

siti

vit

y

Audience (Internal or External)

Skype For

Business

Call

IM

Skype

Presence

Skype for

Business

Online

Meetings

Outlook

E-Mail

OneDrive

for

Business

SharePoint

Team Sites

SharePoint

Intranet

Yammer Company

Communications

Yammer Groups

Office

365

Groups

Individual OrganizationalGroup

Ad

-ho

c /

Lo

wU

rgen

t /

Hig

h

Delve

Boards

Month 1 TargetMonth 2Month 3Month 4Month 5

Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

SharePoint Saturday

Ottawa

The following applications or services are considered elements of a CWE:• E-mail

• Instant messaging

• Application sharing

• Video conferencing

• Collaborative workspace, document management and version control system

• Task and workflow management

• Wiki group or community effort to edit wiki pages. (e.g. wiki pages describing concepts to enable a common understanding within a group or community)

• Blogging where entries are categorized by groups or communities or other concepts supporting collaboration

SharePoint Saturday

Ottawa

Many tools offer similar functionnalities• Adoption = sometimes habits

• Outlook is a great example• We use Outlook to do everything

• Should corporate account be used for personnal email?

• Should we send attached documents in email?

• Should we use email to know if a colleague is available for lunch or askinformation about a project?

• What are the alternatives?

• Don’t neglect resistance to change

• Should we enforce using a single tool? Probably not….

SharePoint Saturday

Ottawa

Example of a meeting

24

SharePoint Saturday

Ottawa

After the meeting

• You can create an Outlook Group to manage the committee

• Store the final document in your document management System

• Build a Video to talk about the new stuff

• Talk about this video on your YammerNetwork

• Find it with Delve

25

SharePoint Saturday

Ottawa

Why are we using a tool more than an other?• Adoption = habit

• Adoption = Easy to use

• Adoption = improved productivity

• Adoption = more people are using it

• Adoption = better knowledge of the tool/functionnalities

• No other choice in the company!

SharePoint Saturday

Ottawa

Why Outlook?

• E-mail/communication

• Manage calendar/meetings

• Personnal

• shared

• Connected to SharePoint

• Office 365 Groups integration(2016)

• Skype integration

• Notes in OneNote

• Tasks management

• Personnal

• Assign task and follow

• OneNote integration

• Contacts management

• Personnal

• Shared

• Connected to SharePoint

• Notes linked to contacts

• Presence information(with Skype)

• Antispam

• Clutter (365)

• Surveys

SharePoint Saturday

Ottawa

Why Skype?• Real time communication

• Text, audio, video

• Screen sharing

• White board

• Integration• Outlook

• Groups (to come)

• Alerts (status change)

• Adhoc or planned meetings• Shared notes (OneNotes)

SharePoint Saturday

Ottawa

Why SharePoint?• Team sites

• Community sites

• Structured/managed content

• Share:

• Contacts

• Calendars

• Tasks

• Newsgroups

• Documents

• Announcements

• Other types of lists

• Wiki pages

• Blogs

• Shared OneNote (365)

SharePoint Saturday

Ottawa

Why Yammer?• Communication/discussion

• Internal

• External (new)

• Private messages

• Outlook integration

• Shared documents/notes

• SharePoint Integration

• Surveys

• Email alerts

• YamJamhttps://support.office.com/en-us/learn/office365-for-business/scenario-work-like-a-network

SharePoint Saturday

Ottawa

Yammer vs SharePoint

Yammer SharePoint

Many to many communication

BYOD

Simple

Informal

Poll

Praise

Private messages

Email integration

Cloud only

Document management capabilities

Checkin/checkout

auditing

Workflow

Approval

Versionning

Support for taxonomies

User interface customization

Enterprise search

Need for structured data

Gamification (badge, reputation)

API, Rest

Cloud or OnPrem

31

SharePoint Saturday

Ottawa

Yammer Roadmap

32http://success.office.com/en-us/roadmap/

SharePoint Saturday

Ottawa

Why OneNote?

• Single place for all of your notes and information

• Easy to reorganize, print, and share

• Integration with• Outlook

• SharePoint

• Office 365 Groups

• Skype meetings

• OneNote is free on iPhone and many other devices

33http://webster.net.nz/category/onenote/

SharePoint Saturday

Ottawa

Why Groups?• New tool for collaboration

• Conversation and email

• Shared Calendar

• Shared documents(OneDrive)

• Shared notes/OneNote

• OneDrive, SharePoint, Skype integration

• Mobility

• Outlook 2016 integration

• Groups can be private or public

• Only available with Office 365

SharePoint Saturday

Ottawa

More to come in Groups• Drag n drop in Outlook• External groups• Integration with Delve• Dynamic groups• Ediscovery et hold• Reports• DLP• Meet now with Skype• CRM integration• Expiration of inactive groups• Soft delete and restore

SharePoint Saturday

Ottawa

Why OneDrive for Business?

• File storage

• Easy to share files• Internal

• External

• Multiple devices

• Work offline

• Publish documents to Yammer

36https://support.office.com/fr-CA/learn/office365-for-business/scenario-store-sync-and-share-your-content

SharePoint Saturday

Ottawa

Planner is coming up

37

SharePoint Saturday

Ottawa

Exemples of collaboration

• Conversations

• Document Sharing

• Meetings

39

SharePoint Saturday

Ottawa

Conversation

40

SharePoint Saturday

Ottawa

What is important for a conversation?• Follow/tracking/history

• Delivery and read receipts

• Alerts

• Emergency

• Availibility (OnPrem, 365, Hybride)

• Mobility

• Corporate tools integration

• Easy to use

• Security

SharePoint Saturday

Ottawa

https://www.youtube.com/watch?v=QIqA_YKeboc

42

SharePoint Saturday

Ottawa

Tools for conversation

OnPrem 365 Alerts

(email)

History Emegency Availibility Mobile

App

Phone Internal/exter

nal

Internal/external X

Email X X X X Moderate Internal/external X

Skype X X Possible with

Outlook

Moderate X

Yammer X X X Moderate Internal/external X

Groups Office

365

X X X Moderate Internal/external X

SharePoint

Discussions

X X X X Moderate to

non urgent

SharePoint Saturday

Ottawa44

SharePoint Saturday

Ottawa

Meetings

45

SharePoint Saturday

Ottawa

Meetings/calendar• Display availability

• Booking room/equipement

• Email

• Notes

• Categories

• Different views

SharePoint Saturday

Ottawa

Document sharing

47

SharePoint Saturday

Ottawa

Document storage• Onedrive Entreprise

• SharePoint

• Yammer

• Office 365 Groups

• File server

• USB key

• Local disk

• Dropbox

• Google drive48

SharePoint Saturday

Ottawa

Important for document sharing• Should be easy to find

• Should be fast

• Security

• Auditing

• Version control

• SLA

• Co-edit

• Workflow

• Always available (mobile, offline…)49

• Should be easy to find

• Cost

• Collaboration capabilities

• Metadata

• Recovery

SharePoint Saturday

Ottawa

Task management

50

SharePoint Saturday

Ottawa

Important when working with tasks• Notifications

• % complete

• Different views

• Classifications

• Priority

• Reports• Personal, team, external

SharePoint Saturday

Ottawa

Conclusion• No one size fit all

• Know your users collaboration requirements• Why

• Who/with Who

• When

• How

• Mobility

• Manage change

• Don’t implement Collaboration because it’s part of SharePoint. Implement if you need it!

• Governance (service definition/roles/responsabilities/policies)52

SharePoint Saturday

OttawaSource: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

SharePoint Saturday

Ottawa

Download “When to use what In Office 365 Enterprise User”

WhenToUseWhat.com

Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

http://bit.ly/whentousewhat

SharePoint Saturday

Ottawa

Resources to help you…

• These are a few of the resources you should check out.

Get started today with:

FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack

Office 365 Success Center: http://success.office.com

Office 365 Training App: http://aka.ms/officetraining

Office 365 for Business Learning Center: http://aka.ms/o365learning

Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork

Lync 2013 Rollout & Adoption Success Kit http://aka.ms/lyncrask

Yammer Success Center: https://about.yammer.com/success/

Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw

Leverage Popular Use Cases: http://www.discoversharepoint.com/

Discover SharePoint App: http://aka.ms/dspapp

OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/

Office 365 Roadmap: http://office.com/roadmap

Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

SharePoint Saturday

Ottawa

Ressources discussed in this session https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration-

Evaluation_NFF.pdf

https://www.wilder.org/Wilder-Research/Research-

Services/Documents/Wilder%20Collaboration%20Factors%20Inventory.pdf

https://www.youtube.com/watch?v=QIqA_YKeboc

https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide-

f886e916-fe64-41de-be52-38d458250fa5

https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide-

f886e916-fe64-41de-be52-38d458250fa5

https://yammer.stonybrook.edu/usage-policy/

http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external-network-usage-

guidelines.aspx#fbid=HMCvRip-pp9

https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf

SharePoint Saturday

Ottawa

Microsoft ignite sessionsOffice 365 GroupsMicrosoft Office 365 Groups Overview and Roadmap (BRK2114)

Microsoft Office 365 Groups Deep Dive (BRK3114)

Evolving Distribution Lists with Office 365 Groups (BRK3103)

Collaborate on Files and Information within Office 365 Groups (BRK2113)

AdoptionDriving User Adoption from a Technical Standpoint for SharePoint, Exchange and Office 365 (BRK2113)

Beyond Deployment: How IT Can Inspire, Motivate, and Drive Sustainable Adoption (BRK2157)

YammerYammer Roadmap (BRK2103)

Office 365 Del1veOffice Delve & Office Graph Roadmap (BRK1105)

A New People Experience In Delve (BRK2176)

Search for session code on Channel9

https://channel9.msdn.com/Events/Ignite/2015/

Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

SharePoint Saturday

Ottawa

Collab365 sessionsWhen to use what in Office 365https://youtu.be/8sW1AmnpzVI

Team sites vs Groupshttps://youtu.be/y1YSVHeIKzA

Groups what’s in it form me?https://youtu.be/iiasfVE1OCI

Who needs Yammer we have SharePointhttps://youtu.be/p_0aGVwvDhg

Collaboration with OneNotehttps://youtu.be/AA2ke336TU0

Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102

SharePoint Saturday

Ottawa

Thank you to all of our Sponsors!!

SharePoint Saturday

Ottawa

At the Observatory Student Pub in Building A

4:10 pm: New! Experts’ Panel Q&A

4:30 pm: Prizes and Giveaways

4:45 pm: Wrap-up and SharePint!

Parking: No need to move your car!*

If you don’t know where the Observatory is, ask an organizer or a volunteer for directions.

*Please drive responsibly! We are happy to call you a cab

Remember to fill out your evaluation forms to win some great prizes!

Join the conversation – tweet at #spsottawa

New and Improved!

SharePint!