The Skype to Teams Journey Just Got Real
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Owen Allen presented on the journey from Skype for Business to Microsoft Teams. Some key points: - Microsoft is transitioning users from Skype for Business to Teams as the primary collaboration tool. Teams offers improved features over Skype and is built on a modern, scalable architecture. - Adoption of chat-based collaboration apps like Teams and Slack is growing rapidly in organizations of all sizes. Teams usage has surpassed Slack according to recent surveys. - Teams can be used for a variety of collaboration scenarios including sales, marketing, project management, and customer support. It integrates with Office 365 apps and allows customization with third-party solutions. - For a successful transition,
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The Skype to Teams Journey Just Got Real
- 1. The Journey from Skype for Business to Microsoft Teams Just Got Real Owen Allen @owenallen owen.allen@zones.com Sr Solution Architect Zones #MTXPDX 11 Dec 2018
- 2. Agenda • Introduction • Our world is changing • Microsoft is changing • Collaboration and market products are changing • Skype and Teams • What Are Microsoft Teams? • Use cases for Teams • What? Me Worry? about user experience with Teams • Governance and user experience. Together. Wait, what? • User Adoption Best Practices • Thank you
- 3. Introductions • Owen Allen • Sr Solutions Architect at Zones Cloud Center of Excellence • 10+ years at Microsoft • 5+ years as independent consultant • Current focus is Digital Workplace, Change Management, Governance and User Experience with Microsoft 365 and Azure • Owen.Allen@zones.com
- 4. Our world is changing
- 5. Market Overview – Technology Change • A.I. • Advanced Analytics • 3-D Printing • IoT • Blockchain • Augmented Reality • Robotic Process Automation
- 6. Market Overview – Organizational Change • Mobile Workers • Work at Home, Work at Office, Work at Coffee shop • Increased Employee Mobility - Shorter Employee Longevity • More Training, more Onboarding • Shorter business cycles, shorter project cycles, larger projects • Millennial and Gen-X workforce impacts • Rapid technology change provides opportunities for different workstyles to interact, learn to work together, or to clash • More Information, more Decisions, more Data, more Sorting. • International Teams, Collaborating across Time Zones and Culture
- 7. • 72% of workers will be working remotely by 2020 ** • 38% of remote attendees join via mobile • 60% are unsatisfied with their current meetings • 57% find meetings unproductive • 40% of the US Workforce is now contingent workforce, Forbes 2015 • 60% growth in technology skills needed for Non-IT roles in past four years, Gartner 2017 Microsoft Teams Numbers, Sept 2018 • 330k organizations using Microsoft Teams • 120M Office 365 monthly active users Market Overview – Trends
- 9. Skype4B Server and new infrastructure • Skype for Business Server 2019 was released in Oct-2018. • There are no announcements about terminating support for future Skype for Business Server editions to support on- premises installations. • Teams is built on a scalable microservices architecture • Better telemetry • Improved maintenance and upgrades • More granular bandwidth optimization • Faster meeting joining • Inclusion of Microsoft Cognitive Services and Azure Media Services
- 10. Upgrade for Cloud users • October 1, 2018 • The Date when Teams became the primary client for meetings and calling in Office 365 over Skype for Business. • NOW: Companies sized 1-500 employees • TOMORROW (When?): Larger companies • No automatic upgrade date for existing users yet announced. Each customer can choose their own upgrade date.
- 11. Skype to Teams Upgrade Items • Upgrade Paths • Upgrade Basic (all at once) and Upgrade Pro (phased or groups)
- 12. Roadmap
- 13. Collaboration and products are changing
- 14. If we have Modern Tools, then we have a Modern Workplace! • Email started with which phone? • We still have email… • We now have modern phones and other tools • Have we changed how we collaborate? • Why aren’t we using modern tools? • Why doesn’t change happen with all tools? • Because of a little thing called Trust.
- 15. Microsoft Teams usage passes Slack in new survey; IT pros expect its presence to double by 2020 • Geekwire reported on a Spiceworks article, 10 Dec 2018 • Report in 2016 and in 2018… • Email is in use by 99% of people… (I’ll come back to this later) • Chat apps growing quickly. 2016 2018 Small (1-99) 42% 58% Medium (100-499) 38% 61% Large (500+) 53% 70% % Companies using Chat Based Apps 2016 2018 Skype for Business 36% 44% Microsoft Teams 3% 21% Slack 13% 15% Google Hangouts 16% 11% Workplace by Facebook 1% 1% % Adoption of Chat Based Apps
- 16. Skype and Teams
- 17. What if We don’t use Exchange Online? • User accounts must be synchronized with Azure Active Directory for Office 365. • Cannot modify user profile pictures • Cannot add or configure connectors. • Must have Exchange Server 2016 CU3 to create / view meetings. • No Retention policy support • SharePoint Online required for Teams files support • OneDrive for Business required for Private chats files support • Search still works!
- 18. Call Quality? • Uses online Call Quality Dashboard (CQD) to collect call information • Have the proper tenant roles assigned so that you can access CQD. • Office 365 Global Administrator role: Accesses all administrative features in the Office 365 suite of services in your plan, including Skype for Business. • Skype for Business Administrator role: Configures Skype for Business for your organization and is able to view all the activity reports in the Office 365 admin center. This role is required even if you deploy only Teams. • Alternatively, you can assign the following role to an Office 365 user account to allow access to reporting features only. • Reports Reader: Can view all the activity reports in the Office 365 admin center, any reports from the Office 365 Adoption content pack, and CQD reports.
- 19. What are Microsoft Teams?
- 20. Office 365: Supporting the unique workstyle of every group Complete Collaboration Solution Office 365 addresses the breadth of collaboration needs across organization Integrated Experiences Office 365 Groups and Graph enable integrated experiences that facilitate effective collaboration Security and Compliance Office 365 provides the security, compliance and manageability required in today’s workplace Mail & Calendar Outlook Voice, Video & Meetings Skype Chat-based Workspace Teams Sites & Content Management SharePoint and OneDrive for Business Enterprise Social Yammer Office 365 Groups
- 21. Microsoft Teams Communicate through chat, meetings & calls Collaborate with deeply integrated Office 365 apps Customize & extend with 3rd party apps, processes, and devices Work with confidence enterprise level security, compliance, and manageability Solution Overview
- 22. Use cases for Teams
- 23. LIVE DEMO
- 24. The Who App
- 25. Devices, Headsets, Speakers, Phones…
- 26. Teams – the hub for teamwork Microsoft Teams Office Applications Content and authoring Chats, calls & meetings Bots and connectors Everyday apps and services People What will your organization do with the hub for teamwork ?
- 27. How can I best use Microsoft Teams? 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 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 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 Engineering • Enable continuous discussion across a distributed team • Discuss ideas and requirements, gather inputs in the open • Integrate with developer tools like VSTS, Jira • Store standard documentation and files Customer support • Enable continuous knowledge sharing between shifts • Provide visibility into customer escalations • Speed up issue resolution with various subject matter experts • Search for solutions across conversations
- 28. What? Me Worry? about user experience with Teams?
- 29. When there is no user training or plan First and Loudest Complaint – What do I use When? Three Models • Microsoft • Inner Loop and Outer Loop • AvePoint • Audience, Tone, Speed • Regarding365
- 30. Outer LoopInner Loop Me We All Of Us SharePoint Files, Sites, & Content Collaboration Stream Video & Live Events Inner Loop and Outer Loop
- 35. When there is no user training or plan • The Second Loudest complaint •Clutter! – Too Many Teams! • Remember the email at 99% factoid? TRUST
- 37. Trust makes the World Go ‘Round • the email we sent to a colleague • the proposal that we need to review • the acceptance letter from the partner/customer. • everything has a Date, and a From: and a To: • we can find what we need there • a message that is in our email, is also in our colleague’s email. • We trust that we can prove that something was agreed to or prohibited by checking our email • Without trust, how does anything get justified or remembered, or followed through on?
- 38. We Tried to Trust Modern Tools • Too many people couldn’t locate the URL to the SharePoint site • And then there were too many SharePoint sites – which one is the right one? • Which chat tool? - Skype, or Spark, or Slack, or other? • Which Task Tracking tool? - Trello, Asana, or other? • We tried using SharePoint … again. • Too many tools! • But we don’t KNOW the other person is there to receive it. • There was no Trust that the message would be delivered or discoverable later • There wasn’t enough TRUST in our tools.
- 39. We may need a new view into teamwork 1:1 Communication • 1:1 Chats - Skype • 1:1 Emails - Exchange • 1:1 File sharing - OneDrive and SharePoint • 1:1 File sharing - Email attachments Group Communication • Group Chats – Skype • Group Meetings – Exchange, Webex • Group Emails (and Reply-Alls) - Exchange • Group File Sharing - SharePoint • Group File Sharing - Email Attachments
- 40. Since when does governance combine well with user experience
- 41. Governance Topics with Microsoft Teams Creation • Team Naming • Prefix, Suffix, Blocked Word list, AAD Prem Plan 1 • Pattern: Prefix[GroupName]Suffix • Example: GRP_TheWinningGroup_MTXPDX • Can use placeholders: Department, Company, Office, State, Country, etc. • (Keep it short!) • Team Classification • AAD Prem Plan 1 • Allow some Teams to have Guests • Allow some users to create Teams • Set-MSOLCompanySettings –UsersPermissionToCreateGroupsEnabled $False • Full list of settings you can adjust • New-AzureADDirectorySetting –DirectorySetting $setting • https://docs.microsoft.com/en-us/azure/active-directory/users-groups-roles/groups- settings-cmdlets
- 42. Governance Topics with Microsoft Teams Clean Up / Deletion • What Expiration Dates should you Require? • Set Expiration Policy for Groups, AAD Prem P1 • Does Teams data require retention? • Teams channel messages and channel files, O365 E3 • Do you need to archive Teams data in a read-only state? • Content Search and E-Discovery
- 43. Governance Topics with Microsoft Teams Features and Security • Do you want to limit some features of Teams across the entire tenant? • Do you want to limit some features of Teams for specific users? • Which 3rd party apps do you want to make available to your users? • How can you control data and access to third party apps? • Hierarchical vs Flat groups
- 44. User adoption best practices
- 45. Champions and Pilots and Best Practices • Identify User Champions • Identify Leadership Champions • How High can you go? • Pilots and Pilots • Look for natural processes that connect different groups • (e.g. Research and Product Management; Recruiting and Employee Interviewers • Build a user communication model • What is your right way to receive feedback? • Identify approaches to overcome user resistance to change • What is the reason for the resistance? • Sometimes the symptom masks the true root cause… • Advertise your organization’s success and accomplishments • Add the new stories into the rotation
- 46. Change Programs within Organizations - Forrester
- 47. Organizational Change Management with Office 365 What is most important? • To be Really Clear about Why a change is needed What is a common #Fail? • Assuming that people understand • --- that a change is needed • --- the reasons for the change • --- what is being asked of them - the “How”. Often, these assumptions will be the cause of failures.
- 48. The Microsoft deployment path
- 49. The Journey from Skype for Business to Microsoft Teams Just Got Real Owen Allen @owenallen owen.allen@zones.com Sr Solution Architect Zones #MTXPDX 11 Dec 2018
Notes de l'éditeur
- Research citations: Trend: In 2009, the average IW in the US worked on 1.7 teams; by 2014 that had nearly doubled to 3 teams. Question: Thinking about the projects you are currently involved with, how many collaborative, project based teams are you on? Source: 2009, 2014 US IW Survey Primary research, conducted on behalf of Microsoft for the Windows and Devices Group. Audience: The survey is among Information Workers in Enterprise and UMM (250+ employees). Geographies: US, Japan, India, Germany and Brazil. The amount of time employees spend engaged in “collaborative” work – in meetings, on phone calls or answering emails – has increased by about 50%. Perhaps even more significantly, this kind of work now takes up 80% or more of employees’ time. Source: University of Virginia, January 2016, How much workplace collaboration is too Much? Collaboration is taking over the workplace. As business becomes increasingly global and cross-functional, silos are breaking down, connectivity is increasing, and teamwork is seen as a key to organizational success. According to data we have collected over the past two decades, the time spent by managers and employees in collaborative activities has ballooned by 50% or more. Source HBR, Feb 2016, Collaborative Overload 40% of the US workforce is now contingent worker Source: Forbes 2015 http://www.forbes.com/sites/elainepofeldt/2015/05/25/shocker-40-of-workers-now-have-contingent-jobs-says-u-s-government/#478eaaf22532
- Upgrade Paths docs: https://docs.microsoft.com/en-us/microsoftteams/journey-skypeforbusiness-teams
- Email started when… We still have email We now have modern tools Have we changed how we drive productivity? Have we changed how we collaborate? Why aren’t we using modern tools? Because of a little thing called Trust.
- Geekwire story URL: https://www.geekwire.com/2018/microsoft-teams-usage-passes-slack-new-survey-pros-expect-presence-double-2020/ Spiceworks story URL: https://community.spiceworks.com/blog/3157-business-chat-apps-in-2018-top-players-and-adoption-plans
- Docs: Quality of Experience Review Guide: https://docs.microsoft.com/en-us/microsoftteams/quality-of-experience-review-guide
- Objective: Customers can use the different tools across the Office 365 suite to get their job done. Talking points: Office 365 is the culmination of everything we have learned in more than 40 years of pushing the boundaries of what’s possible in business productivity. Each application has been road-tested and validated by our customers and the industry. With Office 365, you can equip your whole organization with a robust collaboration solution that meets the needs of diverse groups. Whether that’s generational, geographical, functional or simply workstyle diversity. Below are some details of the different tools customers can use: Teams: Leveraged by users & teams who are looking to collaborate in real time with the same group of people Teams looking to iterate quickly on a project while sharing files & collaborating on shared deliverables Users looking to connect a wide range of tools into their workspace (such as Planner, Power BI, GitHub, etc.) Outlook: Leveraged by users looking to communicate in more formal, structured manner Specific business processes that require email usage to transmit documents & information inside and outside corporate boundaries Communicating & connecting with users who are outside of immediate workgroup or organization Low frequency interactions that do not require immediate action Skype for Business: Organizations looking for real time communication and collaboration both internally with immediate team, outside of immediate team and externally with customers/partners Meetings with audio, video and content with small or large teams (including Town Halls with up to 10,000 participants) Enterprise telephony functionality SharePoint Online: Use for company, organizational intranet sites with curated content Deploy project information sites that are public to your entire organization Implement business process automation on libraries and lists of information by integrating Flow, PowerApps and other automation tools Land Teams first then move this section down later in Plan Yammer: Leveraged to help connect users across the organization share best practices or participate in a community of practice Enterprise social network to connect one to many and crowdsource ideas and topics Customers looking to foster two way conversations between leadership and staff
- [MAIN POINT TO LAND] Microsoft Teams is a hub for teamwork, a chat-based workspace that enables teams to be more productive by giving them a single and secure location that brings together everything a team needs: chats, meetings, calls, files, and tools. Microsoft Teams is one place for all the needs your teams have. Microsoft Teams delivers on four core promises to create a digital workspace for high performing teams. [COMMUNICATE] First, Microsoft Teams solves for the communication needs of a diverse workforce. Since preview, Microsoft Teams has evolved to include a complete meetings experience, as well as chat, voice and video - You can use Teams for informal 1:1 or group chats – directly on your phone if you’re on the go. Or you can have an open conversation in a channel. This enables people to share information in a transparent way to accelerate decision making. And it's super easy to move from a chat into a face to face meeting, helping you to bridge geographical barriers. [COLLABORATE] When it comes to collaboration, the deep Office integration enables today’s multigenerational workforce to use the Office apps they are familiar with and love - Word, Excel, PowerPoint, OneNote, SharePoint, Planner, even Power BI - right within the context of Teams. Teams is unique in how we enable collaboration. Today, when you want somebody’s feedback, you send them the file via email, they store it locally with comments, you store it again…… it's a vicious cycle that results in v2, v3, v4 versions – and you have to jump between email and other apps to get the work done. Teams brings all the Office 365 services together – so that you can easily share and co-author files without the need for email attachments. [CUSTOMIZE] Many of you use other services than Office 365 as well which results in you having to jump between and spend time in disparate experiences. We built Teams to not only be the hub for Office 365 services, but for all the services and tools teams use on a day to day basis. So, you can customize Teams with tabs, connector and bots to include the apps and services you need - <mention relevant 3rd party apps like GitHub and Trello that can be included in Teams>– we have integrations with over 150 partners. For our developer community, we have also created an extensible platform, to enable building apps and to integrate with business processes. [WORK WITH CONFIDENCE] Microsoft Teams comes with the enterprise grade security, compliance and manageability that you expect from Office 365 which customers tell us is a huge value add for them.
- Image source: https://innolectinc.com/communication-101-back-to-basics/