Office 365 choices for content and collaboration
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What to use when for file sharing in Office 365. Covers SharePoint Team sites, Microsoft Groups, OneDrive, Microsoft Teams and Skype for business. Some tools to help you think through your collaboration planning, and how to get the most out of Office 365.
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Office 365 choices for content and collaboration
- 1. Content and Collaboration in Office 365 Simon Hudson Sam Marshall© 2016, Cloud2 Limited © 2016, ClearBox Consulting Limited
- 2. Director of Cloud2 • 21 years in intranets and knowledge management • Founder of Cloud2, SharePoint User GroupYorkshire • Designed the first Out of the Box SharePoint intranet • Physics, Medical Devices, International Marketing & KM background Simon Hudson simon.hudson@cloud2.co.uk @simonjhudson / @cloud2ltd
- 3. Digital transformation specialists: Digital workplaces Portals Applications eProcesses and eForms Intranets Analytics Office 365 and Azure Enable digital transformation @Cloud2ltd
- 4. Director of ClearBox Consulting • 18 years intranet and digital workplace • Former global portal manager at Unilever • Consulted on over 100 intranets • Comms, KM & IT background Sam Marshall sam@clearbox.co.uk @sammarshall
- 5. v • Intranet, SharePoint and digital workplace • Strategy • Governance • Collaboration • Communities • Adoption • Training • Practical experience • Transparent • Vendor-neutral
- 6. Intranets in-a-box Get 10% off with code: C2Web10
- 8. Digital transformation is driving growth More than 300,000 organizations have SharePoint and OneDrive in Office 365, including 85% of the Fortune 500 More than 65% of all SharePoint seats are now online (vs. 35% for on-premises licenses) Growth in active users was 90% in the last year alone Customers are strongly adopting OneDrive technologies, with 300% growth in file sync Microsoft recognized as leaders by analysts in six Gartner Magic Quadrants and Forrester Waves P
- 9. Introduction With so many collaboration options on Office 365, it can be hard to know where content should sit, and how to guide employees to making the right choices. In this joint webinar between Cloud2 and ClearBox Consulting, we explore the options available and give practical advice on managing files and team collaboration within Office 365. • What we'll cover: • What is good practice for storing and sharing documents on Office 365 • How to explain Groups and Teams to people used to SharePoint team sites • Should collaborative documents ever live on OneDrive? • Collaborating without using documents at all
- 10. Making sense of O365 content and collaboration options Simon Hudson simon.hudson@cloud2.co.uk @simonjhudson / @cloud2ltd
- 11. O365 suite EmailExchange Online Real time communicationsSkype for Business Personal file server in the cloudOneDrive for Business Enterprise Intranet & application platformSharePoint Online Corporate social networking and communicationsYammer Corporate Discovery and insightsDelve Corporate VideoStream Chat/email-centric team collaborationMicrosoft Teams/O365 Groups Document editing and viewingOffice Online Simple workflow and triggered eventsFlow Simple forms and mobile appsPowerApps Content presentationSway Business intelligence and reportingPower BI Task and project managementPlanner
- 12. O365 suite EmailExchange Online Real time communicationsSkype for Business Personal file server in the cloudOneDrive for Business Enterprise Intranet & application platformSharePoint Online Corporate social networking and communicationsYammer Corporate Discovery and insightsDelve Corporate VideoStream Chat/email-centric team collaborationMicrosoft Teams/O365 Groups Document editing and viewingOffice Online Simple workflow and triggered eventsFlow Simple forms and mobile appsPowerApps Content presentationSway Business intelligence and reportingPower BI Task and project managementPlanner
- 13. Communication Collaboration Content Business Process People Group email and collaboration Group chat and collaboration Intranet sites, document management, processes Corporate video hub IM, voice and video meetings Corporate social network: collaboration& announcements Rich presentations & brochureware Office 365 elements and the functions of a digital hub Note: the amount the vertical bars extend into the functional lines indicates how strong the element supports the function CRM Personal & shared notes Visio Process visualisation Personal file storage (with sharing) Simple workflow creation Simple project management Business Intelligence reports & dashboards Apps (mobile and SharePoint) & Forms Simple forms Full Project Management Outlook Calendar Online Outlook Contacts Online Outlook Email Online People profiles & content discovery
- 14. SharePoint vs. O365 Groups vs. Microsoft Teams •Why all three? •Which should I choose?
- 15. SharePoint Modern Sites Lists Libraries Pages Calendars Sites Site Search Speed & Ease of Use All the usual content stores Lists Libraries Pages Calendars Sites Portal Search Structure and Control No easy way to see Group/Team sites
- 16. Office 365 Groups (aka Outlook Groups) Accessed from • Microsoft Outlook 2016 desktop client, • Outlook Web Access • Outlook mobile • Apps on iOS, Android or Windows Phone Connect to… • Yammer Group == O365 Group • Internal and External members Inbox SharePoint Site Calendar Notebook Planner Not extensible – upgrade into SharePoint
- 17. Microsoft Teams Accessed from • Waffle menu • https://teams.microsoft.com/_ • Desktop App • Mobile App • iOS, Android Windows Phone Connect to… • Internal and External members • Team Connectors • including SharePoint Resources Real Time Chat (Skypeish) SharePoint Site Notebook Wiki Add-ins and Connectors No easy way get back to O365 – “where’s the waffle”
- 18. SharePoint GroupsTeams Libraries Email conversation Planner Text chat Apps Calendar OneNote Wiki
- 19. SharePoint GroupsTeams Libraries Email conversation Planner Text chat Apps Calendar OneNote Wiki
- 20. How else to get to your stuff – OneDrive and Outlook Experience • Sites & Groups in OD4B • Libraries in OD4B • Groups in Outlook • Library in Groups
- 21. Decisions, decisions © 2017, Cloud2 Ltd Document Created To share with no one? To share with lots of users? Short term Longer term To share with a few? Document longevity? To share with the organisation? For managed collaboration Shared with Internal Users? Yes No Shared with Internal Users? Yes Extranet No Shared with Internal Users? No Yes Intranet Collaboration Sites For collaboration Yammer Intranet Publishing Sites Yes Yes No For managed collaboration No Yes No Teams and Groups Yammer in IntranetEmail Organisation-wide collaboration type Discussion about a document ‘Town Hall’ collaboration
- 22. OneDrive Decisions © 2017, Cloud2 Ltd Document Created To share with no one? To share with the organisation “Private” To share with Team/Department To share externally For collaboration? Extranet Yes “Shared with Team” “Shared with Everyone” No “Shared Externally” “External 1”, External 2” etc.
- 23. Making the choice for Content and Collaboration Keep your own stuff in OneDrive for Business If appropriate, put it in a "Shared with Team", etc. subfolder to make it available to your colleagues 1 Put Team and Project content in the relevant site on your intranet This could be a Microsoft Team or Office 365 Group if you don’t need sophisticated processes, metadata and control or a SharePoint Site if you do 2 Publish stuff you don’t expect people to collaborate on in an intranet publishing site Such as the Communications Department News site or a Document Centre Add Yammer to allow some collaboration 3 To share externally build a dedicated extranet Use a SharePoint site for control and process. Use Teams or Groups for rich, but simple needs Consider OneDrive for Business for non-sensitive file sharing 4 If it isn’t a document, or you just want to talk about a document, use Yammer Use Skype for Business if you need to talk in real-time (Teams in future) If all else fails there is always email 5
- 24. Don’t Panic There are only five places users need to remember, because there are only five types of content: • My stuff • My Team’s stuff • Project stuff • Corporate stuff • things that belong to the company as a whole and are probably someone else’s problem) • Miscellaneous stuff • Which is probably one of the first four, but for someone else; you just need to find the right person P
- 25. What to use when : collaboration styles 31 Sam Marshall
- 27. Lundbeck “what to use when” 33
- 28. Lundbeck “what to use when” 34
- 29. hours days weeks yearsmonths suitability Email Phone Skype duration of collaboration Yammer SharePoint Team Sites / Doc Repository. mins. Teams OneDrive Collaboration Tool Landscape
- 30. Collaboration Styles 36 Expert Process Rich Collaboration Embedded Process Ad-hoc interaction EVOLVING SIMPLE STABLE COMPLEX
- 31. Collaboration Styles 37 Embedded Process • Outcomes well known & understood • Rules defined and agreed • Few exceptions EVOLVING SIMPLE STABLE COMPLEX Examples: • HR request forms • Facility Bookings • Checklists • Rota scheduling Expert Process Rich Collaboration
- 32. Collaboration Styles 38 Expert Process • Outcomes well known & understood • Process relies on experience and practice • Many possible exceptions EVOLVING SIMPLE STABLE COMPLEX • Surveying • Diagnosis • Insurance underwriting • Health & Safety assessment Embedded Process Ad-hoc interaction
- 33. Collaboration Styles 39 Expert Process Rich Collaboration Embedded Process Ad-hoc interaction • Outcome simple to explain • Process tacit • Mostly co-ordination EVOLVING SIMPLE STABLE COMPLEX • Information requests • Status Updates • Informal planning
- 34. Collaboration Styles 40 Expert Process Rich Collaboration • Outcome exploratory • Route to answer uncertain • Innovation Embedded Process Ad-hoc interaction EVOLVING SIMPLE STABLE COMPLEX • Product development • System implementation • Service design
- 35. Collaboration Styles 41 Expert Process • Outcomes well known & understood • Process relies on experience and practice • Many possible exceptions Rich Collaboration • Outcome exploratory • Route to answer uncertain • Innovation Embedded Process • Outcomes well known & understood • Rules defined and agreed • Few exceptions Ad-hoc interaction • Outcome simple to explain • Process tacit • Mostly co-ordination EVOLVING SIMPLE STABLE COMPLEX
- 36. Collaboration Styles - Tools 42 Expert Process • Workflow tools • Data manipulation • Search & reference • Checklists • Customised tools (e.g. Excel macros) Rich Collaboration • Document versioning • Joint viewing & editing • Online discussions • Group knowledge management • Status sharing Embedded Process • Online Forms • Notifications • Status tracking • Process documentation Ad-hoc interaction • Simple comms (IM, email, phone) • Info-sharing (Dropbox etc.) • Social networks EVOLVING SIMPLE STABLE COMPLEX
- 37. Collaboration Styles - Tools 43 Expert Process • Nintex / K2 • Power BI • Excel • Specialist tools (CRM, ELN, Case Mgmnt.) Rich Collaboration • SharePoint • Office • Teams • Yammer Embedded Process • Forms • Flow • Nintex / K2 • InfoPath Ad-hoc interaction • Skype • OneDrive • Yammer EVOLVING SIMPLE STABLE COMPLEX
- 42. What do you use the wiki for? Actually, not much. It’s really simple, doesn’t have actual [[wiki ]] functionality and is little more than an html editable page. We would always use the OneNote notes in preference 48
- 43. We have large SharePoint sites with lots of Team Sites, manly for file storage/sharing. What becomes of Team Sites after migrating to 365? I understand they will not be a Team or a Group. I think perhaps they become the new definition of the SharePoint button on the tile dashboard...? SharePoint sites (including those provided as team, department etc. sites) are not affected when you move to O365. They don’t automatically become Teams or Groups. You can enable Modern features in the sites you migrate. It is possible/likely, in future, that you can hook up a Group/Team to an existing site; however right now the fact that Teams/Groups are in individual Site Collections means it isn’t currently possible. Per Sam’s analysis, Teams/Groups might well become the simple team collaboration sites for many organisations, where there is little need for process within them 49
- 44. We're keen to switch on Teams for our organisation of nearly 15000 people... any tips for things we should be doing in preparation of that? What about ways to provision and ensure there is no duplication? Think carefully about the lack of visibility and governance that currently exists. Have a plan for that (perhaps with a query on an admin page to show all Groups, recent groups etc – that’s what we are developing), backed by a policy and a process for reviewing what is being created. Check out what you might do with PowerShell etc to manage the creation process. Develop a plan for which experience is needed for which sites – Groups and Teams serve a similar purpose but look and feel quite different and the Inbox (with shared calendar) feels very different to the chat experience. Check that a single library is sufficient for what the team needs – you can add more in the SharePoint site, but these have to be manually added to the Teams menu 50
- 45. Custom Workflows have always been a nightmare. To what extent are 365 Forms an improvement and can other users create/administer them? They are still a nightmare! Forms, Flow and PowerApps are all simple tools (in keeping with the other simple tools Microsoft are putting in O365). If you have a simple need they are great, but you will experience them ‘fall off a cliff’ when you try to do anything complex. Use them for the right job and you are in a good place. Beware the serious limitations of Flow and PowerApps with SharePoint right now – all sorts of fields types and properties are simply not accessible. Microsoft are enhancing them for SharePoint use however (at least that’s what they have promised). 51
- 46. Thanks for the positive feedback on our sessionFeel free to ask more questions 52
- 47. Intranet, SharePoint and DigitalWorkplace • Strategy • Governance • Implementation • Collaboration • Training www.clearbox.co.uk
- 48. 54 Content and Collaboration in Office 365 Thank you arzu.kanval@cloud2.co.uk cloud2.co.uk sam@clearbox.co.uk clearbox.co.uk