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Helping Organizations & Users Decide: When To Use What In Office 365 - aOS Canadian Tour

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Your users may struggle with these questions:
• Should I share a message via Skype for Business instead of Yammer, Office 365 Groups, or Exchange?
• Should I collaborate on data using an Excel sheet or a SharePoint list?
• Should I share a file in Outlook, in a meeting, from OneDrive for Business, on Yammer, in a Group, or in a SharePoint site?

What happens when your users can't decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist. In this session, join Richard Harbridge as he helps you maximize the value of your Office 365 investment by providing the guidance you need to help your users make better, more effective decisions on how they get work done.

Publicado en: Tecnología
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Helping Organizations & Users Decide: When To Use What In Office 365 - aOS Canadian Tour

  1. 1. aOS 2017Canadian Tour Fueled by Quebec Montreal Ottawa Toronto February 6 February 7 February 8 February 10
  2. 2. aOS Canadian Tour
  3. 3. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
  4. 4. @RHARBRIDGE DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! It goes into much greater depth and can be found at WhenToUseWhat.com.
  5. 5. WHAT WE WILL COVER…
  6. 6. WHAT WE WILL COVER…
  7. 7. THE TECHNOLOGY WORKS BEST TOGETHER… Thinking about this from a versus perspective is the wrong approach.
  8. 8. The right approach is an AND approach where the technologies work together. THE TECHNOLOGY WORKS BEST TOGETHER…
  9. 9. What are those new products/capabilities that influence when to use what? SO WHAT ARE THE NEW “AND” OPTIONS WE SHOULD PLAN FOR?
  10. 10. Yammer now is improved by adding a SharePoint team site and document library, OneNote, Planner and Outlook group calendar (coming soon) to every group. YAMMER INTEGRATION…
  11. 11. Yammer also gives access to a shared notebook in OneNote. This means no more Yammer Notes (Will convert existing Notes to Word and store in the library). YAMMER INTEGRATION…
  12. 12. Sync’d with Group Service – Shared memberships, PowerShell management, shared name, description and photo and MORE. YAMMER INTEGRATION…
  13. 13. Office 365 Groups created in Yammer will have conversations in Yammer. Office 365 Groups created elsewhere in the suite will have conversations in Outlook. YAMMER INTEGRATION…
  14. 14. Where do people work? Would connectors help improve the community? Do you need Governance/Compliance features that Groups have? SO WHERE SHOULD YOU BUILD A COMMUNITY?
  15. 15. When you create a group, Office 365 gives the group a shared inbox, calendar, OneNote notebook, a Planner - and now, a full-powered SharePoint team site. OFFICE 365 GROUPS & SHAREPOINT TEAM SITES…
  16. 16. Advanced permissions is still a fair reason to use SharePoint instead. As are Intranet sites or sites that would not benefit from a Group. WHY BUILD SHAREPOINT TEAM SITES? “SharePoint does provide the ability for Site Owners to specify different permissions on resources. Office 365 Groups promises a permission model whereby all group members have access to the group’s resources across workloads (e.g. conversations, files, notebook, etc.). To deliver consistency, SharePoint site collections associated with a Group will also follow this model. So, a group (site) owner can add new permission levels and assign to new users or groups on a resource, but would not be able to remove the permission levels assigned to the group’s owners or members. We are working on delivering a new permissions management UX that will allow for group (site) owners to change the group members’ permission level from Edit to Read- only (and vice versa) but you would not be able to remove the members from resources in the SharePoint site collection.” From TechCommunity.Microsoft.Com – Thank You @Tejas Mehta
  17. 17. Teams in Microsoft provide a way to work in a team focused hub that is persistent. Teams integrates with Groups for membership and more. MICROSOFT TEAMS… Teams
  18. 18. This again reduces the need to ‘go to Delve’. Bring “Delve” to me where I work. DISCOVER NOW A PART OF ONEDRIVE…
  19. 19. Enables you to access, edit and share all files and folders in SharePoint Online that you own or follow regardless of where. ONEDRIVE THE PLACE FOR O365 FILES… Groups
  20. 20. Scenario Online Track Project Tasks ◑ ◑ ● ● ● ● Track Project Logs ◑ ◑ ◑ ● ● Store and Share Project Documents ◑ ◑ ● Searching for Content ● ◑ ◑ ◑ ◑ ◑ ● Ask a Question ○ ● ○ ◑ ◑ Planner for Teamwork Management was released resulting in important questions such as when to use it, SharePoint and Project Online? MICROSOFT PLANNER FOR TEAMWORK MANAGEMENT…
  21. 21. Microsoft Flow allows organizations and individuals to automate workflows that integrate with existing SaaS services and business apps that users rely on today. MICROSOFT FLOW…
  22. 22. @RHARBRIDGE Share ideas and docs in OneDrive WHAT WOULD I USE IT FOR? There are countless real world scenarios where Flows improve the user experience. Especially in reducing the places the user needs to check/work (less when to use what).
  23. 23. @RHARBRIDGE DOES FLOW REPLACE WORKFLOW? Today for basic automation and integration you can do quite a bit with flow beyond what workflows can, and they can compliment one another. 1. It’s still new. Admin/Governance not as comprehensive (go to Logic Apps). You can’t trigger a secondary Flow from a primary, it can be painful to reorder steps, API max connections (by app, not user), etc. 2. It Is Simplified. Convert to Azure Logic App (one-click). There is almost no limit to what you can do when you move up to the Azure level around process automation and integration. 3. It Provides New Options. We don’t always have to defer to full application development if there is a way to build what is needed without the same rigor and specialized skill set.
  24. 24. PowerApps is a great solution for rapidly building mobile business applications. Integration not just around data sources – PowerApps embed in SharePoint 2017. MICROSOFT POWERAPPS… 2. They are easy to share. 1. They are “easy” and intuitive to build. Point to the data you want to interact with and create. 3. Users can build an app from templates easing the creation of an app process for common app requirements. 4. They are “mobile first” forms that support multiple data sources beyond SharePoint. Soon will be in SharePoint!
  25. 25. @RHARBRIDGE WHAT WOULD YOU USE IT FOR? There is a ton of potential in PowerApps with templates and shared apps across the organization or through communities. 2. Simple “list” tracking apps that can help coordinate things like assets, site visits, that you want a unique UI on. 1. Simple Mobile App experiences where you want to get employee feedback. 3. FAQs and resource guides for employees around products or processes.
  26. 26. @RHARBRIDGE No new versions. Supported to 2026. DO POWERAPPS REPLACE FORMS? PowerApps does not match InfoPath and SharePoint Designer from a feature parity perspective. It makes it easier to build business applications “without code”. Improvements Over Time
  27. 27. WHAT WE WILL COVER…
  28. 28. WHAT WE WILL COVER…
  29. 29. WHAT WE WILL COVER…
  30. 30. YOU SHOULD TRY AND VISUALIZE OR CREATE HIGH LEVEL GUIDANCE… This is a GOOD exercise for the leadership team and to come up with broad guidance. However it is not often actionable/usable by users in this format.
  31. 31. Office 365 Groups Delve Boards Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business Team Site SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Figure out how people work today and visualize how they might work in the future. Then create guidance to show the users the journey… GUIDE USERS FROM WHERE THEY ARE… Urgency/TimeSensitivity Audience (Internal or External) Web Conferencing (GoToMeeting) Outlook E-Mail GoogleDrive PHP Intranet (“OurSpace”) Webinars (Go To Webinar) Legacy / Traditional DM System T:/ Drive Individual OrganizationalGroup Ad-hoc/LowUrgent/High P:/ Drive ftp (…) Web Conferencing (WebEx) Wiki System PPM System (Daptive) DropBox Box YouSendIt C:/ Drive Current State Microsoft Teams
  32. 32. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) You need to really understand the current state in the enterprise.
  33. 33. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) The user is using a small portion of Office 365 at this point.
  34. 34. Now the user can use OneDrive for Business, including it’s many features like sync, shared with me, discover, and more. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve
  35. 35. Showing users not only how they can share, but if/when they can share externally can be a great way to reduce dependency on other tools. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve OneDrive (w/ External Sharing)
  36. 36. With the introduction of IM, and availability users can now connect more easily throughout OneDrive, via Outlook and via Skype for Business. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business
  37. 37. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Sites/Groups introduce collaboration scenarios beyond just file sharing. This also further lights up Delve. Great time to pilot Planner.
  38. 38. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  39. 39. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) There are a few ways you can show organizational direction to champions, site owners, super users, leaders, and even the end user audience.
  40. 40. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  41. 41. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  42. 42. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  43. 43. WHAT WE WILL COVER…
  44. 44. WHAT WE WILL COVER…
  45. 45. WHAT WE WILL COVER…
  46. 46. It starts with organizational guidance. Individual Group Organizational WHEN TO USE WHAT HAS MULTIPLE LEVELS…
  47. 47. Scenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ● Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕ Remind The Team Of An Important Deadline ◑ ◔ ● ● ●Within the whitepaper we have provided guidance on 13 common scenarios… Download it at: WhenToUseWhat.com WANT MORE SCENARIO GUIDANCE?
  48. 48. But what do we do once we have organizational guidance? Individual Group Organizational WHEN TO USE WHAT HAS MULTIPLE LEVELS…
  49. 49. Value Commitment Understanding Interest The formula for sustaining commitment is still driving interest/awareness + guiding understanding + sharing and realizing value. THE FORMULA FOR COMMITMENT…
  50. 50. 1 The funnel of commitment is driving interest / awareness + guiding understanding + sharing and realizing value until they are sold/committed. THE FUNNEL FOR COMMITMENT… 3 Drive Interest Guide Understanding Realize Value 2
  51. 51. 1 The funnel of commitment is driving interest / awareness + guiding understanding + sharing and realizing value until they are sold/committed. THE FUNNEL FOR COMMITMENT… 3 Often initially comprised of early adoptions. These users may adopt & use new technology once they are aware of it or have an interest in the technology. ‘Did you know’ tips & pre-launch communication can accelerate this groups adoption. Use this group to share and influence others. Users need help understanding how to change. How can they use the technology? How should they use it? Help, coaching, how to tips, training, contests & challenges help this group of users the most. 2 Users need to understand the value of changing. Sharing stories, benefits, contest winners, & business impact of the technology will be critical.
  52. 52. PLANNING FOR ADOPTION… It turns out we need to be more tactical and granular to drive meaningful commitment. The answer? Plan and execute campaigns! Commitment
  53. 53. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns! Interest
  54. 54. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns! Interest
  55. 55. PLANNING FOR CONTESTS… The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value). Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)
  56. 56. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns! Understanding
  57. 57. PLANNING FOR ADOPTION… A coaches and champion program also compliments the training and hard work around understanding that is necessary to achieve meaningful adoption. Coaches / Champions Program
  58. 58. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns! Value
  59. 59. PLANNING FOR ADOPTION… Having a campaign over a duration of days enables greater measurement, clearer accountability, and simplifies the coordination and commitment needed. Baseline Measure Impact Measure Continued Impact
  60. 60. PLANNING FOR ADOPTION… If executing effective adoption campaigns leads to effective commitment is there anything else we should keep in mind? Commitment
  61. 61. WHAT WE WILL COVER…
  62. 62. WHAT WE WILL COVER…
  63. 63. Thank You! Organizers,SponsorsandYouformakingthispossible. 100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.com Message Me On LinkedIn or Email Richard@2toLead.com SPEAKER | AUTHOR | SUPER FRIENDLY Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.
  64. 64. @RHARBRIDGE GO WATCH 2015’S WHEN TO USE WHAT SESSION… Last year we discussed why this was so difficult, and many considerations. It’s still worth a watch as most of what was outlined is still true today.
  65. 65. @RHARBRIDGE DOWNLOAD THE DRIVING OFFICE 365 ADOPTION & USAGE WHITEPAPER! It goes into much greater depth and can be found at Office365Campaigns.com.
  66. 66. @RHARBRIDGE DOWNLOAD THE LATEST OFFICE 365 SUCCESS RESOURCE KIT… It contains: Contests, Challenges & Many Samples! Note: Check out the Office 365 Success Questionnaire! Get it at: http://Office365Resources.com.
  67. 67. @RHARBRIDGE DOWNLOAD THE MEASURING THE BUSINESS IMPACT OF OFFICE 365 WHITEPAPER! It goes into much greater depth and can be found at Office365Metrics.com.
  68. 68. Full of questions around role readiness, policies and guidance recommendations, rewards and incentives and more! Get it at: http://Office365Resources.com. EVALUATE YOUR READINESS WITH THE SUCCESS READINESS QUESTIONNAIRE…

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