Compliant Collaboration In Microsoft 365

1. Compliant Collaboration: Responsibly Empower & Sustain at Scale Richard Harbridge 2toLead Chief Technology Officer & Microsoft MVP Tue., Mar. 15, 2022 Webinar 11:00 AM (EST)

2. RICHARD HARBRIDGE My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead. CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

3. What are we hearing? Collaboration

4. Are we collaborating enough? Should we collaborate more? Why aren’t we collaborating more? Of surveyed employees believe that people in their own organization don’t collaborate enough. Of employees and executives cite lack of collaboration or ineffective communication for workplace failures. 86% 39% Source: Salesforce Source: Visix Of employees say the ability to collaborate makes them more loyal. 33% Source: The Economist

5. Maybe how we collaborate matters just as much as how much we collaborate? Of surveyed professionals depend on technology to collaborate. Of the respondents experienced challenges while working on their collaboration tools. 59% 83% Source: Alfresco Source: Alfresco

6. Maybe how we collaborate matters just as much as how much we collaborate? 1. The Digital Path to Business Resilience | BCG

7. Some industry leaders have concerns around increased risk of data leakage and more as collaboration volume increases along with velocity and variety. Compliance Collaboration

8. Both compliance, security, accessibility and more can improve while collaboration volume increases along with velocity and variety. Compliance Collaboration

9. Both compliance, security, accessibility and more can improve while collaboration volume increases along with velocity and variety. Compliance Collaboration Compliant Collaboration

10. Collaboration Where’s the best practices?

11. Agenda Comprehensive & Connected Collaboration Enhanced & Responsible Collaboration Tackling Collaboration Sprawl At Scale Planning For The Future Of Collaboration

12. At one point of time being able to collaborate effectively anywhere, at any time and on any device was a bold ambition. Microsoft and vendors have long since realized this, but it has a cost. Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings!

13. Today Microsoft not only matches this need with great experiences but even adds intelligence to those experiences to improve collaboration further whether for the individual, team or org. Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings! Most of the dissatisfaction in meetings comes from not collaborating enough before it, after it, or in a different way during it. Meetings are important but they are often overused and used poorly.

14. By leveraging insights from MyAnalytics you can also learn more about your meeting habits. How many calendar invitations do you send last minute? How many do you accept? Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings!

15. Today Microsoft not only matches this need with great experiences but even adds intelligence to those experiences to improve collaboration further whether for the individual, team or org. Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings!

16. At one point of time being able to collaborate effectively anywhere, at any time and on any device was a bold ambition. Microsoft and vendors have long since realized this, but it has a cost. Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings!

17. At one point of time being able to collaborate effectively anywhere, at any time and on any device was a bold ambition. Microsoft and vendors have long since realized this, but it has a cost. Blurred boundaries 75% of people have experienced burnout at work with 40% of people report work disrupts personal/family time at least weekly Collaboration overload People spend 80% of their time collaborating, find 44% of meeting time unproductive Note: Collaboration Occurs Before, During & After Meetings!

18. Today Microsoft not only matches this need with great experiences but even adds intelligence to those experiences to improve collaboration further whether for the individual, team or org. Blurred boundaries 75% of people have experienced burnout at work with 40% of people report work disrupts personal/family time at least weekly

19. Today Microsoft not only matches this need with great experiences but even adds intelligence to those experiences to improve collaboration further whether for the individual, team or org. Blurred boundaries 75% of people have experienced burnout at work with 40% of people report work disrupts personal/family time at least weekly

20. Help your employees have the tools to manage and improve their wellbeing and personal productivity. Start by leveraging the capabilities built into Insights. Blurred boundaries 75% of people have experienced burnout at work with 40% of people report work disrupts personal/family time at least weekly

23. We need solutions that help us manage our time, our conflicts, the things we might have forgotten or missed and more. These options need to be available in Outlook, mobile and where we work. Blurred boundaries 75% of people have experienced burnout at work with 40% of people report work disrupts personal/family time at least weekly

27. We work with more people on a day-to-day basis today than ever before. The majority of people work with 10 or more people on a day-to-day basis and half of those report working with more than 20. Continuous interruptions People switch tasks every 40 seconds, take 25+ minutes to refocus after interruptions

28. We need solutions that help us manage our time, our conflicts, the things we might have forgotten or missed and more. These options need to be available in Outlook, mobile and where we work. Continuous interruptions People switch tasks every 40 seconds, take 25+ minutes to refocus after interruptions

29. We work across more silos, teams and orgs. We work with contractors, customers or partners more. Collaborating with external parties is accelerating as are expectations around collaboration.

30. Today Microsoft not only matches this need with great experiences but even adds intelligence to those experiences to improve collaboration further whether for the individual, team or org.

31. Today it’s not only easy to share externally, but the options we have available both improve security while reducing the friction involved. Let’s explore shared channels as an example.

37. IWs rarely meet new people at their company; when they do meet new people, it’s most often through a formal or informal company event. How many have you had during this pandemic? Limited network 42% of IWs rarely meet new people at their company, managers rarely make those connections

38. Empower insights that enable employees to be more connected. Enable employees to extend and strengthen their networks within the organization with solutions that improve retention, connection and engagement. Limited network 42% of IWs rarely meet new people at their company, managers rarely make those connections

39. The actual actioning of your improvement plans, nudge plans or more has tooling built in and you can use the measures to track impact it just requires planning. Be pro-active improving collaboration!

41. Whether it be SharePoint, Teams, Yammer, Outlook or other apps… all of them support considerable security, compliance and information management by design. Let’s explore shared channels as an example.

47. While that example of shared channels is a great one for how collaboration enablement and configuration should be planned there are even more important experiences and patterns to prioritize.

48. Valuable experiences are driven by metadata which not only facilitate compliance and findability but also are the corner stone for effective process and information management.

49. Valuable experiences are driven by metadata which not only facilitate compliance and findability but also are the corner stone for effective process and information management. Metadata or labels themselves can manage lifecycle. Automated disposition approval based on applied retention policies can ensure documents are kept and stored in accordance with compliance policies

50. Automated content marking can help identify a content’s sensitivity classification and make it obvious how it should be handled Valuable experiences are driven by metadata which not only facilitate compliance and findability but also are the corner stone for effective process and information management. Metadata or labels themselves can manage sensitivity.

51. The metadata about each workspace that is automatically tagged or assigned when filing becomes invaluable for searching for, retrieving and working with that content as a user or when applying sensitivity or retention rules.

52. Collaboration happens in Outlook and sometimes not with links. Enable collaboration improvement.

53. Compliant collaboration is more likely if there are less places to go, and less steps needed.

56. New AI and intelligent content services and capabilities make it easier to build content understanding and classification apps directly into the content management flow such as with SharePoint Syntex. Object detection Form processing Document understanding Manual Process digital content - photos, scans, receipts, business cards, videos with OCR & text Capture content types and metadata from purchase orders, applications, other structured documents Customize for your org’s forms Taught by your subject matter experts Capture content types and metadata from contracts, resumes, other unstructured documents Smart, right out of the box Data entry and labor- intensive processing Any content

57. New AI and intelligent content services and capabilities make it easier to build content understanding and classification apps directly into the content management flow such as with SharePoint Syntex.

58. Classifying this content has incredible benefits from sensitivity protection to retention management. If we can avoid risks by classifying content automatically, by default, and easily we can reduce our risk.

61. The problem isn’t a relationship between these things. It’s that many organizations as volume, velocity and variety increase so do the tools they use.

64. There is a comprehensive strategy from the architecture level to the experience level that is responsible for why Microsoft 365 scales collaboration, compliance and security across applications and solutions. Microsoft Collaborative Apps Device OS UX Microsoft Teams Microsoft Office Components Fluid Framework • Adaptive Cards • Connectors Logic Azure PaaS Power Platform Data Microsoft Graph Microsoft Dataverse Communications Azure Communications Services Identity Azure Active Directory Pro-dev Low/no code Legacy Applications High Maintenance Cost Lower Performance Technical Limitation Worse & Disconnected User Experience Modern Applications More Efficient With Lower Maintenance Cost High Performance & More Scalable More Secure & More Manageable Better & More Integrated User Experiences

66. Problem: Collaboration Spaces Grow Over Time… The modern digital workplace and Intranet has a continually increasing number of digital spaces or ‘sites’ where content is stored and shared.

67. Problem: Collaboration Spaces Grow Over Time … Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc.). What was its purpose? It’s department? It’s product, client, project, etc.? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.

68. Problem: Collaboration Spaces Grow Over Time … Most organizations don’t know who created a digital space (SP Site, Team, Yammer Community, etc.). What was its purpose? It’s department? It’s product, client, project, etc.? As an end user this makes navigating these spaces extremely challenging. Think it’s better as an administrator or digital workplace/intranet leader? It’s not.

69. Why Do We Need To Manage Sprawl? What are the common issues that come with unmanaged sprawl of Microsoft Teams, SharePoint Sites, or even Yammer Communities? www.M365Sprawl.com Ineffective Naming Unclear Purpose Or Workspace Focus Unclear Official vs Unofficial Cannot Differentiate At A Glance Inappropriate Name Usage Owners Missing Orphaned Teams/Sites Unmanaged Teams/Sites Sponsor vs Owner Challenge Private Channels (Don’t Require Owner) Redundant Teams/Sites Decreased User Confidence Inconsistent Workspaces Increased Operational Load Increased Costs To Support Data Loss Risks Limited Ability To Target Labels For Information Protection Limited Ability To Determine Risk Limited Ability To Pro-actively Mitigate Risks Limited Permission Review & Increased Chances Of Over Sharing Loss Of Control Often Unmanaged Use Of Apps (Cannot Target) Unmanaged Integration Limited Ability To Target Labels For Retention No Clear Escalation If Owner Missing Or Unresponsive Slower Team/Site Start Not Tailored Or Fit To Purpose Inconsistent Design/Layout Leads To Relearning Hesitation To Optimize Created Spaces Technically Challenging Navigation Productivity Costs Challenging For New Users To Ramp Hard To Find Workspaces Uncertain Who Owns A Workspace Reliance On Others To Link Training & Adoption Challenges When To Use What Challenges No Consistency Makes It Harder To Train Unmanaged Workspaces Cannot Be Targeted With Guidance Difficulty Identifying Champions & Pro- actively Targeting Champions

70. M365Sprawl.com

71. Why is asking a few extra questions on provisioning so important? What value does this extra metadata provide once we have it for reference? Workspace (Site/Team) Metadata Enables Default Metadata Empowers Effective Labelling Targeted Content Protection Targeted Retention Management Differentiate Templates Faster Adoption Improved Productivity Consistency Manage More Effectively Target Support Improve Lifecycle Management Reduce Redundancy & Empower Discovery Sample Metadata Questions • What is the purpose or business reason for this workspace? • What division does this relate to? • What department does this relate to? • What product does this relate to? • What customer does this relate to? • What project does this relate to? • Will this workspace contain highly confidential information? • Who is the business sponsor for this workspace? • What should the visibility of this workspace be? Should it be shown in the directory?

72. While OOTB can work great for many smaller orgs (less than 100 users), most need more structure to support governance, lifecycle management, and better search/navigation experiences. Out Of The Box ●

73. By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve content organization and apply things like default metadata and pre-configured templates. FREE: https://docs.microsoft.com/en-us/microsoftteams/platform/samples/app-templates#request-a-team Watch out for premium connector costs with Power Automate on the provisioning! (This is just meant as an example).

74. By messaging and following up with a user once they have created a space we can also get more insight, this way we don’t block the creation, but have a process to manage after. Note this is how Microsoft works “OOTB” with it’s apply site template functionality. Upon creation of a new site, it prompts if a template might be applicable (post creation).

75. It is important to have a process for new site and team creation and to automate the process so that you can provide tailored, or templated experiences for users and better management/navigation. Example of a High-level Site Provisioning process description

76. By centralizing and governing the creation of ‘spaces’ (groups, teams, sites etc.) we can improve how we manage the lifecycle of these spaces and perform targeted ‘drip’ campaigns.

77. What is shown below is a simple mockup of a filtered OOTB directory experience. You can create many pages with different views/visuals and relevant links to resources (Team, Site, Yammer, etc.) Our communities can be filtered or explored by hierarchies (site explorer), by focus area (topic map), by the ones you recently visited or have favorited (your sites, your teams, your communities) or by filtering the columns below (just click the column header). Link ID Community Manager(s) Practice Groups Date Created Category Private Owner International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol Metropolis Independent School District DIS020 Brooks, Mel; Knight, Misty; Grey, Jean; Banner, Bruce Public/Education Law 10/27/2018 RFP N Jones, Jessica International Bank Of Banking EB001 Strange, Stephen; Connor, Sarah; Ripley, Ellen Corporate Securities 11/16/2018 RFP Y Snow, John Travis County, Washington TCT001 Opel, Glenn; Knight, Misty; Allen, Tim; Banner, Bruce; Marco, Polo, Rambo, John Litigation; Environmental 11/15/2018 RFP Y Jones, Jessica Gotham Housing Authority SAH012 Balboa, Rocky Government; Real Estate 11/03/2018 Pitch Y Jones, Jessica Harbridge Corp HIL003 Parker, Peter; Spector, Marc; Segal, Steven; Bond, James Trademark & Copyright 10/30/2018 Proposal N Danvers, Carol SITES, TEAMS & COMMUNITIES IN OUR ORG Not Following BROWSE SECTIONS DEPARTMENTS SITES, TEAMS & COMMUNITIES MY LINKS Org Logo Search Out Of The Box ● OOTB Lists and web parts can give you directory experiences if you simply store the data from the request process (approved or already created spaces). * Public by default scales & works better in the long run

78. Since the registry or master list of sites, teams, communities and other digital spaces will exist it is well worth presenting this to users to improve navigation while showing value of key metadata.

80. It’s important to modernize how you approach, plan and support collaboration so that when further changes come your organization is resilient and ready enough to take advantage of them.

81. The distribution of collaborative work is often extremely lopsided. In most cases, 20% to 35% of value- added collaborations come from only 3% to 5% of employees.

82. Individual Group Interviews Requirements Defined Aggregated Employee Needs Review Roadmap Defined Requirements Prioritized Following the review and finalization of Employee Needs, requirements would be prioritized and confirmed. These requirements (often in the form of user stories) are then grouped with related needs into recommended initiatives that could be sequenced over time. Finally, existing in-flight organizational initiatives are integrated into the timeline.

83. How the roadmap could be broken down into categories. Facilitate Governance & Responsibly Empower Absorb complexity into management, align with policies, simplify compliance, security and performance. Establish An Effective Foundation Foundational and important work from strategy to architecture that is necessary for continued digital workplace success. Migrate & Modernize Move away from legacy systems into long-term, supported, and more integrated experiences. Foster Collaboration, Connection & Engagement Make it easy and efficient for employees to onboard, teams to work together, from anywhere, to gain insights on what is important and feel included. Improve Communication, Navigation & Search Provide more effective ways to communicate, reduce noise, feel informed, engaged and get their core tasks done with increased efficiency.

84. PHASE 1 - Modernize 0-6 months PHASE 2 – Connect & Integrate 6-12 months PHASE 3 – Intelligent & Automated 12-24 months A summary example of initiatives planned over the next 24 months. Digital Workplace Strategy & Roadmap Modern Navigation (Custom Header & Footer) Employee Preboarding Portal(s) Migrate & Develop Intranet Content Establish Digital Workplace Backlog Intranet Site, Page & Team Template Design Intranet Governance Design & Planning Employee Networking & Connection App (Release 1) Foster Collaboration, Connection & Engagement Improve Communication, Navigation & Search Migrate & Modernize Establish An Effective Foundation Facilitate Governance & Responsibly Empower Teams Company Communicator App Employee Onboarding Organization Portal(s) Employee Onboarding Departmental Site(s) Digital Workplace Directory (Release 1) Digital Workplace Directory (Release 2) Employee Networking & Connection App (Release 2) Teams Company Communicator App (Enhancements) Targeted Search Experience & Search Refiners Intranet Navigation & Search Design Intranet Integration & Solution Design Intranet Content Design & Migration Planning Build Of Sites, Pages, Teams & IA Intranet Launch Automating & Improving Onboarding, Transfers & Offboarding Solution(s) (Release 1) Bring The Intranet Into Context Of Work (Topics) Bring Knowledge To Users In The Context Of Their Work (Topics Broader Rollout) Enhanced Intranet Insights (Release 1) My Links, Alerts & Subscriptions (Release 1) Digital Center Of Excellence (Release 1) Digital Center Of Excellence (Release 2) Targeted Viva Learning (Pilot)

85. What else matters? Collaboration

86. M365Intranets.com M365Sprawl.com M365Campaigns.com Explore 800+ Pages of Free Expert Guidance… M365Metrics.com M365Resources.com SharePointMigrations.com

87. Thank You Let’s connect and find ways to do more and work together. CTO & MICROSOFT MVP | SPEAKER & AUTHOR | SUPER FRIENDLY RICHARD HARBRIDGE Message me on LinkedIn or Email Richard@2toLead.com 200+ Awesome Presentations at: 400+ Pages of Whitepapers at: M365Intranets.com M365Resources.com M365Metrics.com Office365Campaigns.com SharePointMigrations.com M365Sprawl.com Slideshare.Net/RHarbridge 2toLead.com/whitepapers

88. Thank you!

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