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Increasing Project Efficiency Using Microsoft Teams

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.

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Increasing Project Efficiency Using Microsoft Teams

  1. 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. 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! 2 BRONZESILVERGOLD
  3. 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 3
  4. 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 4
  5. 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 5 Communication Notification & Reporting Collaboration
  6. 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 6 Project Plan Risk & Issue Log Action Items Change Request Log Status Reports Meeting Minutes Decision Log Communication
  7. 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? 7 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. 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 8 Senior Leadership Team Project Sponsors & Key Stakeholders Project Team Silent Stakeholders Internal Stakeholders Internal Project Members External Stakeholders
  9. 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 9 Provide the right information in the right format to the right person at the right time
  10. 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 10 • Document duplication • Poor access control and audit trails • Finding information is tedious • Lack of consistency between project sites
  11. 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 11 • Stay informed on tasks and deliverables • Progress on development and testing • Feedback from external people
  12. 12. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: • PROJECT COMMUNICATION • PROJECT COLLABORATION • PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  13. 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 13 • Centered around conversations • Rich integration with other systems and services • Mobile ready (Android, iOS)
  14. 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 14 Skype
  15. 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 15
  16. 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 16
  17. 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 17
  18. 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 18
  19. 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 19
  20. 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 20
  21. 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 21
  22. 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 22
  23. 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 23
  24. 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 24
  25. 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 25
  26. 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 26
  27. 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 27
  28. 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 28
  29. 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 29
  30. 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 30
  31. 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 31
  32. 32. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: • PROJECT COMMUNICATION • PROJECT COLLABORATION • PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  33. 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! 33 • 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. 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 34 • 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. 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 35 • 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. 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 36 • 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. 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 37 • 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. 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 38 • 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. 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 39 • Mobile apps provide rich functionality to stay connected with project teams Majority of organizations today have a mobile workforce Considerations
  40. 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 40 • 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. 41. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: • PROJECT COMMUNICATION • PROJECT COLLABORATION • PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  42. 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 42 • 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. 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 43 • 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. 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 44 • 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. 45. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: • PROJECT COMMUNICATION • PROJECT COLLABORATION • PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  46. 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 46 • 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. 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 47 • Microsoft Teams supports Quiet Hours Set Quiet hours on your mobile device during off-time Considerations
  48. 48. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: • PROJECT COMMUNICATION • PROJECT COLLABORATION • PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  49. 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 49 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. 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 50 We work hard, we party hard! ☺
  51. 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 51
  52. 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.

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