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Increasing project efficiency using microsoft teams (SPSMontreal 2018)

Every so often a new product comes to market that disrupts that way we used to do things. Say hello to “Microsoft Teams”. It’s the new kid on the block that will make you rethink how you collaborate and communicate with your team. 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!

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Increasing project efficiency using microsoft teams (SPSMontreal 2018)

  1. 1. Increasing Project Efficiency using Microsoft Teams How to successfully adopt Microsoft Teams within your Project Management Practices Haniel Croitoru June 2, 2018 SharePoint Saturday Montreal 2018
  2. 2. Thank You! PLATINUMGOLDBRONZE
  3. 3. HANIEL CROITORU I’m passionate about process automation, and I work at . LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER
  4. 4. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  5. 5. MAIN PILLARS OF PROJECT MANAGEMENT What do project leaders really care about
  6. 6. TYPES OF COMMUNICATION 80% of Project Manager’s time is typically spent communicating Communication Project Plan Status Reports Risk & Issue Log Meeting Minutes Action Items Decision Log Change Request Log
  7. 7. IMPACT OF COMMUNICATION ON PROJECTS Does communication really matter on project success? 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. COMMUNICATE AT ALL LEVELS Communication needs to be effective at all levels of the project team and organization Internal project members Internal Stakeholders External stakeholders Senior Leadership Team Project Sponsors & Key Stakeholders Project Team Silent Stakeholders
  9. 9. WORK TOGETHER IN A SMART WAY Working together requires a common base for content Provide the right information in the right format to the right person at the right time
  10. 10. COLLABORATION: REALITY CHECK In many organizations, information is poorly managed today •Document duplication •Poor access control and audit trails •Finding information is tedious •Lack of consistency between project sites
  11. 11. STAYING INFORMED A Project Manager should always know what is happening •Stay informed on tasks and deliverables •Progress on development and testing •Feedback from external people
  12. 12. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  13. 13. MICROSOFT TEAMS Chat-based collaboration tool • Centered around conversations • Rich integration with other systems and services • Mobile ready (Android, iOS)
  14. 14. Connectors MICROSOFT TEAMS What makes up a Team
  15. 15. Enable users to respond when they can ASYNCCOMMUNICATIONS Enable users to respond when they can
  16. 16. PEER-TO-PEER Leverage Skype for Business-like instant messaging
  17. 17. TEAM CHANNELS Each Team can have multiple channels to keep conversations focused
  18. 18. RICH CONTENT Keep conversations fun and informative through images, links, and memes
  19. 19. MEETING SCHEDULING Meetings automatically synchronize with Skype for Business
  20. 20. EMAIL CHANNELS Email conversations can be brought into Team by emailing a channel
  21. 21. REAL-TIME COMMUNICATIONS Leverage Skype for Business-like instant messaging
  22. 22. AUDIO/VIDEO CHATS Conduct real-time online conversations with your team members
  23. 23. USER ACCESS Provide access only to those who should have access to the Team
  24. 24. TEAM PRIVACY Teams can be public to the entire organization or private to specific users
  25. 25. ADDING USERS Users can be added from another team
  26. 26. INTEGRATIONS Enrich your team’s by incorporating external information
  27. 27. ADDING TABS TO CHANNELS Integrate content form other SaaS services into Teams
  28. 28. ADDING CONNECTORS TO TEAMS Integration with other applications using connectors to automatically feed information into Conversations
  29. 29. BOTS Bots simplify the FAQ and to do experience
  30. 30. BOT INTEGRATION Microsoft Teams leverages Bots to educate your users
  31. 31. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  32. 32. SHAREPOINT PAGES IN TEAMS Extend the reach of your code by inserting SharePoint pages and web parts directly within teams
  33. 33. SHAREPOINT DOCUMENT LIBRARIES Full Document Library support directly from within Teams
  34. 34. CONTENT DISTRIBUTION SERVICE SharePoint News extended into Microsoft Teams to expand the reach
  35. 35. TEAMS TEMPLATES Create and use templates to create similar teams
  36. 36. TEAMS AND SKYPE CHATS Chat with users across organizations using either Teams or Skype
  37. 37. MICROSOFT TRAINING SERVICES Reduce learning curve, increase adoption, and create a self-sufficient organization via curated training content
  38. 38. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  39. 39. CONSOLIDATE CONVERSATIONS Keep conversations in Teams. Email is so 2015! •Leverage Teams and Channels for communication •Depending on organization and project structure, channels may represent different entities (departments, functional teams, etc.) Considerations • 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
  40. 40. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to read the conversations? Considerations • Today, once you grant access to a team, users can see the content on all the channels
  41. 41. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to contribute to the conversations? Considerations • You can choose who can email a channel • You should create a less cryptic alias that is easy to remember
  42. 42. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Migrate video conferencing meetings to Microsoft Teams meetings Considerations • Skype for Business meetings live inside Office 365 • Not associated with any specific group entity
  43. 43. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Review materials discussed during a video chat session •Work with global teams without worrying about the language barriers •Considerations • Automatic transcription and time coding • Caption reading and full conversation searches • Automatic facial recognition to attribute comments to user • Real-time translation • Blur Surrounding • Anonymous users
  44. 44. CONVERSATIONS ON THE GO Participate in conversations anytime from anywhere •Mobile apps provide rich functionality to stay connected with project teams •Considerations • Majority of organizations today have a mobile workforce
  45. 45. FEED THE CONVERSATIONS Bring in additional information that is relevant to your project •Incorporate additional content directly to the conversations using connectors •Considerations • Users get to remain in one app rather than checking multiple locations • Notifications are real-time
  46. 46. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  47. 47. TAKING NOTES Each meeting should be followed by minutes •A OneNote is associated with every Team/Channel •Capture unstructured meeting minutes •Considerations • Leverage extensive functionality in OneNote for searching content • Add Meeting details directly into OneNote
  48. 48. FILE SHARING Manage all project artefacts from a single location •Each Channel has its own folder in the Team’s Office 365 Group Shared Document Library •Considerations • 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) • For different permissions, need to use different Teams or SharePoint sites • Open directly from mobile device
  49. 49. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  50. 50. GET NOTIFIED OF WHAT MATTERS MOST Keeping up-to-date should be effortless •Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to surface information from other systems •Considerations • 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 • Leverage Flow to further automate notifications
  51. 51. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  52. 52. REFERENCES •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
  53. 53. We work hard, we party hard! ☺ 16h00 3435 St Laurent
  54. 54. LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER Thank You! Organizers, SponsorsandYouformaking thispossible. Let’s continue the conversation linkedin.com/in/hanielcroitoru @hcroitoru

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