This document discusses how to build collaborative team workspaces using SharePoint and Microsoft Teams while governing them. It recommends starting with small pilots and establishing an Office 365 governance team to define policies for naming, access control, expiration and more. Microsoft Teams is positioned as the primary collaboration tool, and its key capabilities like messaging, meetings and external access are reviewed, along with best practices for adoption, training and measuring success.

1. HOW TO BUILD COLLABORATIVE TEAM WORKSPACES
WITH SHAREPOINT AND SUPPORT YOUR
GOVERNANCE
BRUCE.TUNCERTAN@NTTDATA.COM OCTOBER
5TH 2019

2. THANK YOU SPONSORS!!
Platinum
Gold
Silver
Prize(s)

3. @5:15 PM
QUEEN STREET FARE – 170 QUEEN
STREET
(FIRST ROUND ON US)
Please drink responsibly . We will be happy to call a

4. BRUCE TUNCERTAN
TECHNOLOGY DIRECTOR – SIERRA SYSTEMS (AN NTT DATA
COMPANY)
25+ YEARS IN IT
ARCHITECTING SHAREPOINT SOLUTIONS SINCE 2006
DELIVERED MANY SOLUTIONS FOR PUBLIC AND PRIVATE
CLIENTS SIZED FROM SME’S TO LARGE ENTERPRISES.
INTRODUCTIO
N
/in/tuncertan
@tuncertan
Bruce.Tuncertan@NTTData.com

5. • COLLABORATION
• SHAREPOINT
• PUBLISHING
• COLLABORATION
• TEAM WORKSPACES
• MICROSOFT TEAMS
• HOW TO GOVERN
• HOW TO MANAGE THE CHANGE
AGENDA

6. COLLABORATI
ON

7. COLLABORATION
COLLABORATION PUBLISHING

8. COLLABORATION
GOVERNANCE
Company
Department
Team
Personal
Intranet
Department Sites
Team Sites
OneDrive

9. • Can we use a single tool?
• How much emphasis on
Information Collaboration vs
People Collaboration?
• How do we govern and control?
• Is it Collaboration or
Communication?
Collaboration software enables the
sharing, finding and management of
files, documents and other data among
several users and/or systems.
Collaboration software is primarily
designed to enhance productivity
within a group of individuals and, more
specifically, within organizations.
COLLABORATI
ON
&
PRODUCTIVITY

10. COLLABORATI
ON TOOLS

11. COLLABORATI
ON TOOLS

12. MICROSOFT COLLABORATION – MICROSOFT
365
Hub for TeamworkCo-AuthorConnect Across
the Organization
Intranets &
Content Management
Email & Calendar
TeamsOffice AppsYammerSharePointOutlook
Office 365 Groups
Single team membership
across apps and services
Microsoft Graph
Suite-wide intelligence
connecting people and content
Security and Compliance
Centralized policy management

13. WHERE TO START ?
Outer LoopInner Loop
Files
Sites
Content
Apps
SharePoint

14. MICROSOFT TEAMS IS A COLLABORATION
TOOL THAT SUPPORTS A DIGITAL BUSINESS
TRANSFORMATION.
IT IS MORE THAN A SET OF PRODUCTS—IT IS
A FUNDAMENTALLY DIFFERENT WAY OF
WORKING.
THE SUCCESSFUL ADOPTION OF MICROSOFT
TEAMS REPRESENTS A CHANGE IN BEHAVIOR.
Changing how people work

15. THE 5 PILLARS OF MICROSOFT TEAMS
• COLLABORATION - CLEAR VISIBILITY WITHIN TEAMS OF PEOPLE INTO
SHARED INFORMATION
• CONVERSATION – AN ABILITY TO COMMUNICATE THROUGH MESSAGE
OR VOICE
• MEETINGS – FORMAL CONVERSATIONS
• VOICE – THE TECHNOLOGY SUPPORTING SPOKEN CONVERSATIONS
AND MEETINGS
• SOLUTIONS – CUSTOM PRODUCTIVITY APPLICATIONS
WHAT IS MICROSOFT TEAMS
Collaboration software is primarily designed to enhance productivity within organizations.

16. COLLABORATION FEATURES

17. RECENT DEVELOPMENTS IN TEAMS
WITH AI
Mobile
Companion
Mode
Inline Message
Translation
Meeting Recording
Transcription
Background
Blur
White Board

18. INTRODUCTION TO MEETINGS

19. TEAMS – USE CASES
Customer Support
• Enable continuous knowledge sharing
between shifts
• Provide visibility into customer escalations
• Search for solutions across conversations
• Speed up issue resolution with various
subject matter experts
Engineering
• Enable continuous discussion across a
distributed team
• Discuss ideas and requirements, gather
inputs in the open
• Store standard documentation and files
• Integrate with developer tools like Jira
Finance
• Prepare earnings release with cross-
functional stakeholders
• Streamline data consolidation and analysis
• Store budgeting documentation and files
• Share economic trends and news
Human Resources
• Drive alignment on job descriptions and
streamline interview processes
• Plan and prepare new employee onboarding
• Engage distributed employees in training
• Share department resources and
documentation
Marketing
• Coordinate campaigns and event tasks
• Share the latest content drafts for feedback
• Get automated reports from analytics tools
• Prepare marketing launch across multiple
stakeholders
Sales
• Get quick answers from PMs and Sales Ops
• Share key customer wins
• Get lead notifications and deal mentions
• Share latest company, product and
competitor news
Operations & Project Management
• Streamline project communication and tools
• Provide status updates, get feedback, coordinate tasks
• Share files and collaborate on deliverables
• Get new project members up to speed quickly

20. SUCCESS FUNDAMENTALS MATRIX
Company vision:
Aware & Aligned
Aware, not aligned
Not aware, not aligned
Executive Sponsorship:
Exec Sponsor (CxO)
IT/Operational
No Sponsor
Business Objectives & KPIs:
Clear/Measurable Obj.
Generic obj. & KPI
No Business Objectives
Key Use Case Scenarios:
Advanced scenarios
Basic scenarios
Product & Features
Adoption Governance & Measure:
Global Adoption Gov
Partial Gov & measure
No Gov, #users
Champions:
Champions
Key Users
No Champions
Communication:
Global Comm plan
BU/Geo Comm Plan
Ad-Hoc IT comm
Training:
Enterprise training paths
Profiled trainings
Self-Training content
What’s in it for me:
Embedded in Biz processes
Evangelization
Top-Down Must change
Rewards recognition:
Certification
Goodies/Badges
No Reward
Business
People

21. MICROSOFT TEAMS – SUCCESS CRITERIA
EXAMPLES – PLAN AHEAD

22. SCENARIO: TEAMS AND MESSAGING
We want to encourage as much collaboration in
Teams as possible, so we enable email
integration. We don’t want to risk information
stored on 3rd party cloud storage, so we disable
those options.
We are a pretty relaxed company that likes to
have fun while collaborating. Being an
international company we enabled the ability to
translate messages.

23. SCENARIO: MEETINGS
A subset of our users have access to sensitive
information and we choose to not let them
perform screen sharing.
We find video and content sharing drive our
meetings culture. We regularly work with external
participants, so our policies make sure all feature
functionality in meetings is available to all users.

24. SCENARIO: GUEST ACCESS AND EXTERNAL
ACCESS
We need to be very selective on who we
collaborate with. We will use allow lists for guest
and external access to limit collaboration to
specific domains.
We allow our users to collaborate with external
users, however, we currently prevent guest users
while we establish our organizational
collaboration culture in Teams.
We allow communication with any external
parties. We do not want to impede our users’
ability to do more.

25. • Allows business guests to join specific teams
• enable collaboration with users with external
organizations
• External team members are granted access to
participate in channels, conversations, chats,
files, meetings, OneNote and apps.
• Based on Azure AD account
• Controlled by Teams and Azure AD settings
• Block/allow list in Preview
• Will require Azure AD subscription
• Disabled by default
• Need to configure Teams, Office 365 Groups,
Azure AD, O365 Privacy Center
GUEST ACCESS
CONSIDERATIO
NS

26. SCENARIO: CREATING TEAMS
We want to highlight the department a team
creator belongs to. Therefore we are using a
prefix naming policy.
We are using the blocked word list for Team
names to be sure that no one pretends which
department they work for, as an example the HR
department, otherwise everything is fine.
We neither restrict names nor who can create
teams. If someone misbehaves, we will use audit
logs to investigate.

27. • Control who can create groups by specifying
a security group
• Also impacts who can create teams
• Set policy with PowerShell
• More info at
https://aka.ms/CreateO365Groups
TEAMS/GROUP
CREATION
CONSIDERATIO
NS

28. EXAMPLE OF BRINGING IT ALL TOGETHER
1. User
enters
group
name in
PowerApp
s
2. Data is
sent to
SPO list
3. Flow is
triggered
and sends
approval
email
4.
Manager
accepts or
rejects the
request
5. Reject:
Sender
gets a
denied
email
6. Accept:
Azure
function
starts
7. Azure
function
creates
the group
+ owner
8. Flow
sends
email to
sender

29. • Specify prefix, suffix, and forbidden word
list
• Configure via PowerShell
• More info at
https://aka.ms/GroupNamingPolicy
$Setting = Get-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting |
where -Property DisplayName -Value "Group.Unified" -EQ).id
$Setting["PrefixSuffixNamingRequirement"] = "Grp_ [GroupName]_[Country]"
$Setting["CustomBlockedWordsList"]="Payroll,CEO,HR"
Set-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting |
where -Property DisplayName -Value "Group.Unified" -EQ).id
-DirectorySetting $Setting
NAMING
POLICIES

30. • Classify your data
• Settings stored in
Azure AD
• Configure via
PowerShell
• More info at
https://aka.ms/Dat
a-Classification
• Support for default
policies coming in the
future
CLASSIFICATIO
N

31. SCENARIO: RETENTION POLICIES
We have strict requirements to keep all data for 7
years, therefore we are using retention policies
to keep all data and deletes it afterwards.
We are not implementing any
retention policy.
We are not implementing any retention policy.

32. SCENARIO: EXPIRATION POLICIES
We don’t want to have any stale teams, therefore
we require owners to renew their teams every 90
days.
Expiration policy is great to help users getting rid
of their old teams. We are using the default of
180 days.
We are not implementing any expiration policy.
If we see teams are inactive for long time, we
might just remove them.

33. • Requires Azure Active Directory (AAD) Premium
• Administrator can specify expiration period
• 180, 365 or custom number of days
• Group owner will get email before expiration
to renew group
• Notifications sent 30, 15 and 1 day before
expiration
• Administrator can recover group up to 30 days
• Coming soon: renewal in Teams
GROUP
EXPIRATION

34. • Web client
• https://teams.microsoft.com
• Edge, Chrome (latest), Firefox (latest),
Internet Explorer 11+
• Desktop and mobile clients
• https://teams.microsoft.com/downloads
• Windows 7+, Mac OSX 10.10+, Android
4.4+, iOS 10+, Windows Mobile 10+
• Windows Store app under development
• Mobile clients available via app stores
DEPLOY RIGHT
CLIENT TOOLS

35. COLLABORATION
GOVERNANCE
Company
Department
Team
Personal
Intranet
Department Sites
Team Sites
OneDrive

36. OFFICE 365 GOVERNANCE TEAMS
Role Who Responsibilities
Meeting
Frequency

37. OFFICE 365 GOVERNANCE EXAMPLE

38. OFFICE 365 GOVERNANCE EXAMPLE

39. Rollout Small but Govern
Public vs Private. Select Teams. Choose Use Case – team, project
Microsoft FastTrack
Online best practices, tools and insights to
move your information to the cloud.
Getting Started and Practical Guidance
SuccessWithTeams.com
Adoption Driving Tools
https://docs.microsoft.com/en-
us/microsoftteams/adopt-tools-and-downloads
SUMMARY

40. THANK YOU SPONSORS!!
Platinum
Gold
Silver
Prize(s)

41. @5:15 PM
QUEEN STREET FARE – 170 QUEEN
STREET
(FIRST ROUND ON US)
Please drink responsibly . We will be happy to call a

42. THANK YOU
Bruce Tuncertan
Bruce.Tuncertan@NTTData.co
m
Twitter @tuncertan