Whether you're a project manager, team member, or external stakeholder, Microsoft Teams offers many benefits that will make you wonder how you ever effectively managed projects without it! This presentation covers real world examples and best practices for how Microsoft Teams can be leveraged to streamline project collaboration and communication.

1. Internal Audit, Risk, Business & Technology Consulting
INCREASING PROJECT EFFICIENCY
USING MICROSOFT TEAMS
How to successfully adopt Microsoft Teams within your Project
Management Practices
Haniel Croitoru
November 2018

2. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
THANK YOU!
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BRONZESILVERGOLD

3. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ABOUT ME
Haniel Croitoru
I’m passionate about simplifying life
Office 365 MVP | Speaker | Author | Consultant
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4. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
QR CODES FOR SPEAKER SURVEY - SESSION #1
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5. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
MAIN PILLARS OF PROJECT MANAGEMENT
What do project leaders really care about
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Communication
Notification &
Reporting
Collaboration

6. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
FORMS OF COMMUNICATION
80% of Project Manager’s time is typically spent communicating
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Project Plan
Risk & Issue Log
Action Items
Change Request Log
Status Reports
Meeting Minutes
Decision Log
Communication

7. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
IMPACT OF COMMUNICATION ON PROJECTS
Does communication really matter on project success?
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0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
Project Goals Met Project Delivered Within Budget Project Delivered On Time
Effective Ineffective
Source: PMI’s Pulse of the Profession™ In-Depth Report: The Essential Role of Communications

8. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
COMMUNICATE AT ALL LEVELS
Communication needs to be effective at all levels of the project team and organization
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Senior Leadership Team
Project Sponsors &
Key Stakeholders
Project Team
Silent
Stakeholders
Internal
Stakeholders
Internal Project
Members
External
Stakeholders

9. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
COLLABORATION - WORK TOGETHER IN A SMART WAY
Working together requires a common base for content
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Provide the right information
in the right format
to the right person
at the right time

10. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
COLLABORATION REALITY CHECK
In many organizations, information is poorly managed today
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• Document duplication
• Poor access control and
audit trails
• Finding information is
tedious
• Lack of consistency
between project sites

11. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
NOTIFICATION & REPORTING
A Project Manager should always know what is happening
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• Stay informed on tasks and deliverables
• Progress on development and testing
• Feedback from external people

12. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

13. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
MICROSOFT TEAMS
Chat-based collaboration tool
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• Centered around
conversations
• Rich integration with
other systems and
services
• Mobile ready (Android,
iOS)

14. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
MICROSOFT TEAMS
What makes up a Team
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Skype

15. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ASYNC COMMUNICATIONS
Enable users to respond when they can
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16. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
PEER-TO-PEER
Leverage Skype for Business-like instant messaging
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17. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
TEAM CHANNELS
Each Team can have multiple channels to keep conversations focused
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18. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
RICH CONTENT
Keep conversations fun and informative through images, links, and memes
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19. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
MEETING SCHEDULING
Meetings automatically synchronize with Skype for Business
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20. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
EMAIL CHANNELS
Email conversations can be brought into Team by emailing a channel
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21. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
REAL-TIME COMMUNICATIONS
Leverage Skype for Business-like instant messaging
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22. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
AUDIO/VIDEO CHATS
Conduct real-time online conversations with your team members
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23. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
USER ACCESS
Provide access only to those who should have access to the Team
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24. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
TEAM PRIVACY
Teams can be public to the entire organization or private to specific users
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25. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ADDING USERS
Users can be added from another team
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26. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
INTEGRATIONS
Enrich your team’s by incorporating external information
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27. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ADDING TABS TO CHANNELS
Integrate content form other SaaS services into Teams
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28. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ADDING CONNECTORS TO TEAMS, CHANNELS, AND CHATS
Integration with other applications using connectors to automatically feed information into Conversations
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29. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
BOTS
Bots simplify the FAQ and to do experience
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30. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
BOT INTEGRATION
Microsoft Teams leverages Bots to educate your users
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31. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
TEAM ARCHIVING
Keeping the information in an unaltered way
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32. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

33. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
CONSOLIDATE CONVERSATIONS
Keep conversations in Teams. Email is so 2015!
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• Leverage Teams and Channels for communication
• Depending on organization and project structure, channels may represent different entities (departments,
functional teams, etc.)
Content that may be relevant beyond a project
Should it be in the project Team/Channel or functional one?
Any conversations are easily searched by users from anywhere within Teams, while respecting security
Considerations

34. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
CIRCLE OF TRUST
Keeping conversations to a limited set of individuals
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• Should users outside of your organization or project team be able to read the conversations?
Today, once you grant access to a team, users can see the content on all the channels
Considerations

35. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
CIRCLE OF TRUST
Keeping conversations to a limited set of individuals
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• Should users outside of your organization or project team be able to contribute to the conversations?
You can choose who can email a channel
Considerations
You should create a less cryptic alias that is easy to
remember

36. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
ORGANIZTIONAL-WIDE TEAMS
Leverage teams for small to medium-sized organizations
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• For organizations with no more than 2,500 users, org-wide teams can be leveraged
Only global admins can create org-wide teams
Considerations
All global admins are owners of org-wide teams
Allow only owners to post to General channel
Turn off @team and @[team name] mentions
Automatically favorite important channels

37. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
BRING TEAMS CLOSER TOGETHER
Leverage video conferencing
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• Migrate video conferencing meetings to Microsoft Teams meetings
Skype for Business meetings live inside Office 365
Not associated with any specific group entity
Considerations

38. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
Considerations
BRING TEAMS CLOSER TOGETHER
Leverage video conferencing
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• Review materials discussed during a video chat session
• Work with global teams without worrying about the language barriers
• Up to 250 participants in a meeting!
Automatic transcription
and time coding
Caption reading and
full conversation
searches
Automatic facial recognition to attribute
comments to user
Real-time translation
Blur Surrounding

39. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
CONVERSATIONS ON THE GO
Participate in conversations anytime from anywhere
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• Mobile apps provide rich functionality to stay connected with project teams
Majority of organizations today have a mobile workforce
Considerations

40. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
FEED THE CONVERSATIONS
Bring in additional information that is relevant to your project
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• Incorporate additional content directly to the conversations using connectors
Users get to remain in one app rather than checking multiple locations
Notifications are real-time
Considerations

41. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

42. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
STANDARDIZE PROJECT TEAMS
Reduce confusion by following a consistent structure for your teams
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• Create a Team from an Existing one
• Channels, tabs, settings, apps, and members can be copied over
Tabs can be copied over, but will need to be configured
Content will not be copied
Considerations
SharePoint (Office 365 Group) customizations are not copied

43. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
TAKING NOTES
Each meeting should be followed by minutes
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• A OneNote is associated with every Team/Channel
• Capture unstructured meeting minutes
Leverage extensive functionality in OneNote for searching content
Add Meeting details directly into OneNote
Considerations

44. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
FILE SHARING
Manage all project artefacts from a single location
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• Each Channel has its own folder in the Team’s Office 365 Group Shared Document Library
Ensure everyone is working on the latest version
Integrate storage from other SharePoint, DropBox,
Box, or Google Drive sources
Promote documents to their own tabs in a Channel (e.g. SOW)
Considerations
For different permissions, need to use different
Teams or SharePoint sites
Open directly from mobile device

45. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

46. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
GET NOTIFIED OF WHAT MATTERS MOST
Keeping up-to-date should be effortless
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• Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to surface information from other
systems
Surfacing content inside Teams
saves time and keeps the team
informed
Share content from a specific
account with the entire project
team
Automate manual tasks
through bots
Considerations
Leverage Flow to further
automate notifications

47. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
TAKE A BREAK… YOU DESERVE IT
When your work is done, there’s no need to be constantly notified
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• Microsoft Teams supports Quiet Hours
Set Quiet hours on your mobile device during off-time
Considerations

48. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

49. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
REFERENCES
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Quick start - Microsoft Teams planning guide
• https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-
teams?utm_source=t.co&utm_medium=referral&WT.mc_id=docs-email
Microsoft Teams documentation and practical guidance
• https://docs.microsoft.com/en-us/microsoftteams/microsoft-teams
Microsoft Teams help center
• https://support.office.com/en-us/Teams

50. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
SHAREPINT!
4:30-6:00pm
The Drake & Firkin
6982 Financial Dr., Mississauga, ON L5N 8J4
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We work hard, we party hard! ☺

51. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not licensed or registered as a public accounting firm
and does not issue opinions on financial statements or offer attestation services. All registered trademarks are the property of their respective owners.
THANK YOU
Organizers, Sponsors and You
for making this possible.
Let’s continue the conversation
linkedin.com/in/hanielcroitoru
@hcroitoru
haniel.croitoru@protiviti.com
https://agileo365.com
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52. © 2018 Protiviti – Confidential. An Equal Opportunity Employer M/F/Disability/Veterans. Protiviti is not
licensed or registered as a public accounting firm and does not issue opinions on financial statements or
offer attestation services. All registered trademarks are the property of their respective owners.