How To Help Users Decide: When To Use What In Office 365

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RICHARD
HARBRIDGE
My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at
SPEAKER | AUTHOR | SUPER FRIENDLY

@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.

THE TECHNOLOGY WORKS
BEST TOGETHER…
Thinking about this from a versus perspective is the wrong approach.

The right approach is an AND approach where the technologies work together.
THE TECHNOLOGY WORKS
BEST TOGETHER…

What are those new products/capabilities that influence when to use what?
SO WHAT ARE THE NEW
“AND” OPTIONS WE
SHOULD PLAN FOR?

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…

It doesn’t just enable selecting documents from SharePoint but provides the rich
previews we know and love.
YAMMER
INTEGRATION…

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…

Yammer now provides quick access to Planner’s simple-to-use task management.
This lets teams create new plans, assign tasks and track progress around a group.
YAMMER
INTEGRATION…

If you receive an email that would benefit from open discussion and sharing,
you can forward it to Yammer by typing the name of your group in the recipient list.
YAMMER
INTEGRATION…

Sync’d with Group Service – Shared memberships, PowerShell management,
shared name, description and photo and MORE.
YAMMER
INTEGRATION…

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…

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?

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…

Permissions is still a fair reason to use SharePoint instead. As are Intranet sites.
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

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

By combining Discover into the OneDrive app my users don’t have to have as
many applications.
MOBILITY IMPROVEMENTS…

There is more… the team is building in app or app to app experiences.
It doesn’t just open the app, but takes you to the right place in the app.
MOBILITY APP HANDOFF/SWITCHING…

This again reduces the need to ‘go to Delve’. Bring “Delve” to me where I work.
DISCOVER NOW
A PART OF
ONEDRIVE…

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

The intention here is to use this to “share” your files. An alternative to “Shared w/
Everyone” or other methods. You can still share in other ways, but could use this.
COPY TO
SHAREPOINT…

A reason sometimes OneDrive was used over SharePoint was for Offline Sync of
files. Now with the new SharePoint sync this shouldn’t be a valid scenario.
ONEDRIVE &
SHAREPOINT
SYNC…

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…

MICROSOFT STREAM PREVIEW…
Stream preview & Office 365 Video will converge. You should still use Office 365
Video today and at a later time you will get an upgraded UI and new features.

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…

@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).

@RHARBRIDGE
Share ideas and
docs in OneDrive
WHAT WOULD I USE IT FOR?
Daniel Laskewitz has a great example of using Flow to manage a simple HR
Leave request process.

@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.

@RHARBRIDGE
The PowerApps experience is quite streamlined today. In it’s current
state users must configure and design each field/screen as desired.
1. They are “easy” and intuitive to build. Point to
the data you want to interact with and create.
MICROSOFT POWERAPPS…

@RHARBRIDGE
It is undoubtedly easy and intuitive to share. Considerations around access to
the data source (SQL conn is auto shared). No external sharing today.
2. They are easy to share.
MICROSOFT POWERAPPS …

@RHARBRIDGE
There is a ton of potential in PowerApps with templates and shared apps across
the organization or through communities.
3. Users can build an app from templates easing the creation
of an app process for common app requirements.
MICROSOFT POWERAPPS …

PowerApps is a great solution for rapidly building mobile business applications.
Integration not just around data sources – PowerApps embed in SharePoint 2017.
MICROSOFT POWERAPPS…
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!

@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.

@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

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.

Here is an example of an interactive slide deck by Jonathan Thomson. We have
created quite a few like this – sometimes w/ webpages that are interactive.
CREATE INTERACTIVE
GUIDES FOR USERS…

Answering when to use what can be different for each organization depending
on their existing technology investments.
WHAT TECHNOLOGIES
DO YOU HAVE…

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

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.

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.

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

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)

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

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.

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.

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.

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

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

It starts with organizational guidance.
Individual
Group
Organizational
WHEN TO USE
WHAT HAS
MULTIPLE LEVELS…

Remember that your enterprise strategy should indicate purpose and guidance.
Messaging & Calendaring Platform (Outlook & Exchange)
Purpose: This is our corporate e-mail and calendaring solution.
Best for: Corporate email communications (both internal and external) and to manage calendars.
Example of high level guidance: Dialogue and decision making with small groups, where
information is sensitive and should not be shared broadly.
 Requests for approval or funding for an initiative
 Discussions about the direction of a project
 Reminders for deadlines
 Calendar management
Think twice before using for: Personal email communication
Social Collaboration Platform (Yammer)
Purpose: Corporate social networking and social collaboration solution.
Best for: Exchanging ideas, news and thoughts. It is also great at engaging others and sparking a
conversation around a specific topic.
Example of high level guidance: Dialogue, social collaboration and networking take place on
Yammer. It is used to share network with colleagues to develop greater belonging and connection.
• Ask questions and exchange ideas • Internal contests
• Brainstorm w/ virtual/cross-segment teams • Recognize performance w/ praise
• Place where employees can practice building online reputation with quality contributions
Think twice before using for: Extremely confidential or private information (while you can
do this within Yammer safely there may be better options for you to leverage).
WHEN TO USE
WHAT HAS
MULTIPLE LEVELS…

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…
WANT MORE
SCENARIO
GUIDANCE?

But what do we do once we have organizational guidance?
Individual
Group
Organizational
WHEN TO USE
WHAT HAS
MULTIPLE LEVELS…

Drive Interest
& Awareness
Guide &
Develop
Understanding
Maximize
Value &
Adoption
Sustained
Commitment
TAKING ACTION AROUND WHEN TO
USE WHAT REQUIRES COMMITMENT…
How we use technology is more important than which technology we use.

Value
Commitment
Understanding Interest
The formula for sustaining commitment is still driving interest/awareness +
guiding understanding + sharing and realizing value.
THE FORMULA FOR COMMITMENT…

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

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.

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

Developing a roadmap for adoption where we plan activities before launch,
during launch and after launch is important. Plan and execute campaigns!
Interest

PLANNING FOR TIPS…
When each day’s Yammer tip is posted by a member of the tip team it ensures
that these tips come from different users which gets more people involved.

PLANNING FOR TIPS…
Tips drive users to take action, should be themed, should be pre-written before
the start of the campaign, and should relate to challenges/contests.

PLANNING FOR CHALLENGES…
Each week (or along with the tips) we need to create clear action items or
Challenges that users can accomplish to put what they learned in practice.
Starter List Of Sample Challenges can be found in the
“Contests, Challenges & Ideas For Office 365”
document in the Office 365 Resource Kit
(http://Office365Resources.com)

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)

IT CAN ALSO BE FUN…
In a recognition matters campaign around helping users recognize and praise
each other, consider the use of something like the Office Vibe face game.

Understanding

PLANNING FOR TRAINING…
Since you are already doing a time boxed campaign consider providing targeted training
sessions that are hands on and participatory. Even if you are performing training remotely
if the group is small enough you can create exercises and track completion.

PLANNING FOR TRAINING…
Have them unpin apps and as you explain and learn about each have
them repin the apps to their app launcher.

Having everyone in the training session get interactive doesn’t need to be
difficult even with remote audiences. OneNote is one of many options.
EVERYONE EDIT ONENOTE EXERCISE…

There is no upper limit in OneNote co-authors. You can invite the training
audience or explain permissions and the importance of where you store it.
EVERYONE EDIT ONENOTE EXERCISE…

A coaches and champion program also compliments the training and hard work
around understanding that is necessary to achieve meaningful adoption.
Coaches / Champions Program

COACH
OTHERS &
FIND
CHAMPIONS…
Learning via Co-Workers is among the most effective and most used methods.

Value

PLANNING FOR COMMUNICATION…
Define a comprehensive communication plan along with the messaging for key
Email, Intranet posts, Yammer posts or communication for the campaign.

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

PLANNING FOR MEASUREMENT…
With each campaign clear reporting should be identified to track success of the
Campaign. This reporting will also include baseline measurements as needed.
http://Office365Metrics.com
Guidance on ways to measure Office 365 can
found in the “Measuring The Business Impact Of
Office 365” whitepaper.

If executing effective adoption campaigns leads to effective commitment is
there anything else we should keep in mind?
Commitment

@RHARBRIDGE
GO WATCH LAST YEARS 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.

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.

@RHARBRIDGE
DOWNLOAD THE DRIVING
OFFICE 365 ADOPTION &
USAGE WHITEPAPER!
It goes into much greater depth and can be found at Office365Campaigns.com.

@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.

@RHARBRIDGE
DOWNLOAD THE
MEASURING THE BUSINESS
IMPACT OF OFFICE 365
WHITEPAPER!
It goes into much greater depth and can be found at Office365Metrics.com.

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…

How To Help Users Decide: When To Use What In Office 365

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