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What should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other? SPS Ottawa 2015

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What should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other? SPS Ottawa 2015

Today there are so many Tools options for collaboration, that it is hard to select the right tool for the job. In this session you will learn tips and tricks about multiple collaboration Tools. You will also get information that will help you to make a better selection for the right collaboration tool for you and your users.

Today there are so many Tools options for collaboration, that it is hard to select the right tool for the job. In this session you will learn tips and tricks about multiple collaboration Tools. You will also get information that will help you to make a better selection for the right collaboration tool for you and your users.

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What should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other? SPS Ottawa 2015

  1. 1. SharePoint Saturday Ottawa Saturday, November 21, 2015 Algonquin College, 1385 Woodroffe Avenue, Ottawa, Ontario, Canada SharePoint Saturday Ottawa What should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other? Serge Tremblay Senior consultant at @SergePointstremblay@victrix.ca http://sergepointfr.wordpress.com
  2. 2. SharePoint Saturday Ottawa Thank you to all of our Sponsors!!
  3. 3. SharePoint Saturday Ottawa Agenda • Introduction • What is collaboration? • Collaboration tools • Exemples of Collaboration • Links • Questions
  4. 4. SharePoint Saturday Ottawa When to use wich tool? • The answer is not that simple! • There is a lot of « It depends »
  5. 5. SharePoint Saturday Ottawa It depends of what? • Available tools in your company • Governance • Emergengy of the collaboration • Business rules and compliance requirements • Security requirements • Habits of the users • Needs for mobility
  6. 6. SharePoint Saturday Ottawa When to use which tool? • It’s not a question of « What is the best tool? » • It should be « What is the best tool in a given scenario? » • Sometimes multiple tools could be the solution! • Ideally the same tool should do everything, but at the moment there is no « One size fit all » • Office Graph and Delve might be the future!
  7. 7. SharePoint Saturday Ottawa What is collaboration? • Collaboration is working with others to do a task and to achieve shared goals • In a collaborative working environnement (CWE), professionals work together regardless of their geographical location • E-professionals use a collaborative working environment to provide and share information and exchange views in order to reach a common understanding
  8. 8. SharePoint Saturday Ottawa What collaboration will/should do? • Collaboration can change: • People • Teams • Company • Collaboration has to be an added value to the company • It’s not always easy! • Culture change • Process changes • Launching and supporting a community is a big task, every day!
  9. 9. SharePoint Saturday Ottawa 11http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer
  10. 10. SharePoint Saturday Ottawa Some of the questions that you should ask! • Why do we need a collaborative working environment? • How are users collaborating now? • How can collaboration help to achieve business goal? • What is going to change in the day to day of my users? • How do we know we have succeeded? • How to measure success?
  11. 11. SharePoint Saturday Ottawa Example of survey https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration-Evaluation_NFF.pdf
  12. 12. SharePoint Saturday Ottawa Factor for success 15http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer
  13. 13. SharePoint Saturday Ottawa Users will need to be guided! • Not all the users will be able to pick the right tool without help • Create guide to explain when/why • Provide training • Write a usage policy • https://support.office.com/en-us/article/Setting-up-your-Yammer-network- Yammer-admin-guide-f886e916-fe64-41de-be52-38d458250fa5 • https://yammer.stonybrook.edu/usage-policy/ • http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external- network-usage-guidelines.aspx#fbid=HMCvRip-pp9 • https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf 16
  14. 14. SharePoint Saturday Ottawa How to help users? • To help to user to pick the right tool you need to know: • Why? • How? • When? • Who?
  15. 15. SharePoint Saturday Ottawa Change management • Assign a community manager • Define collaboration(Where? When? How? Why? What do we get? How to measure?) • Good description of the communities/groups • Communication plan • Training plan • Usage Policy
  16. 16. SharePoint Saturday Ottawa Don’t start too big! • Know where you are? • Where you want to go? • Why? • How?
  17. 17. SharePoint Saturday Ottawa These matrix can be customized for your usage! Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve Boards Month 1 TargetMonth 2Month 3Month 4Month 5 Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
  18. 18. SharePoint Saturday Ottawa The following applications or services are considered elements of a CWE: • E-mail • Instant messaging • Application sharing • Video conferencing • Collaborative workspace, document management and version control system • Task and workflow management • Wiki group or community effort to edit wiki pages. (e.g. wiki pages describing concepts to enable a common understanding within a group or community) • Blogging where entries are categorized by groups or communities or other concepts supporting collaboration
  19. 19. SharePoint Saturday Ottawa Many tools offer similar functionnalities • Adoption = sometimes habits • Outlook is a great example • We use Outlook to do everything • Should corporate account be used for personnal email? • Should we send attached documents in email? • Should we use email to know if a colleague is available for lunch or ask information about a project? • What are the alternatives? • Don’t neglect resistance to change • Should we enforce using a single tool? Probably not….
  20. 20. SharePoint Saturday Ottawa Example of a meeting 24
  21. 21. SharePoint Saturday Ottawa After the meeting • You can create an Outlook Group to manage the committee • Store the final document in your document management System • Build a Video to talk about the new stuff • Talk about this video on your Yammer Network • Find it with Delve 25
  22. 22. SharePoint Saturday Ottawa Why are we using a tool more than an other? • Adoption = habit • Adoption = Easy to use • Adoption = improved productivity • Adoption = more people are using it • Adoption = better knowledge of the tool/functionnalities • No other choice in the company!
  23. 23. SharePoint Saturday Ottawa Why Outlook? • E-mail/communication • Manage calendar/meetings • Personnal • shared • Connected to SharePoint • Office 365 Groups integration(2016) • Skype integration • Notes in OneNote • Tasks management • Personnal • Assign task and follow • OneNote integration • Contacts management • Personnal • Shared • Connected to SharePoint • Notes linked to contacts • Presence information(with Skype) • Antispam • Clutter (365) • Surveys
  24. 24. SharePoint Saturday Ottawa Why Skype? • Real time communication • Text, audio, video • Screen sharing • White board • Integration • Outlook • Groups (to come) • Alerts (status change) • Adhoc or planned meetings • Shared notes (OneNotes)
  25. 25. SharePoint Saturday Ottawa Why SharePoint? • Team sites • Community sites • Structured/managed content • Share: • Contacts • Calendars • Tasks • Newsgroups • Documents • Announcements • Other types of lists • Wiki pages • Blogs • Shared OneNote (365)
  26. 26. SharePoint Saturday Ottawa Why Yammer? • Communication/discussion • Internal • External (new) • Private messages • Outlook integration • Shared documents/notes • SharePoint Integration • Surveys • Email alerts • YamJam https://support.office.com/en-us/learn/office365-for-business/scenario-work-like-a-network
  27. 27. SharePoint Saturday Ottawa Yammer vs SharePoint Yammer SharePoint Many to many communication BYOD Simple Informal Poll Praise Private messages Email integration Cloud only Document management capabilities Checkin/checkout auditing Workflow Approval Versionning Support for taxonomies User interface customization Enterprise search Need for structured data Gamification (badge, reputation) API, Rest Cloud or OnPrem 31
  28. 28. SharePoint Saturday Ottawa Yammer Roadmap 32 http://success.office.com/en-us/roadmap/
  29. 29. SharePoint Saturday Ottawa Why OneNote? • Single place for all of your notes and information • Easy to reorganize, print, and share • Integration with • Outlook • SharePoint • Office 365 Groups • Skype meetings • OneNote is free on iPhone and many other devices 33 http://webster.net.nz/category/onenote/
  30. 30. SharePoint Saturday Ottawa Why Groups? • New tool for collaboration • Conversation and email • Shared Calendar • Shared documents(OneDrive) • Shared notes/OneNote • OneDrive, SharePoint, Skype integration • Mobility • Outlook 2016 integration • Groups can be private or public • Only available with Office 365
  31. 31. SharePoint Saturday Ottawa More to come in Groups • Drag n drop in Outlook • External groups • Integration with Delve • Dynamic groups • Ediscovery et hold • Reports • DLP • Meet now with Skype • CRM integration • Expiration of inactive groups • Soft delete and restore
  32. 32. SharePoint Saturday Ottawa Why OneDrive for Business? • File storage • Easy to share files • Internal • External • Multiple devices • Work offline • Publish documents to Yammer 36https://support.office.com/fr-CA/learn/office365-for-business/scenario-store-sync-and-share-your-content
  33. 33. SharePoint Saturday Ottawa Planner is coming up 37
  34. 34. SharePoint Saturday Ottawa Exemples of collaboration • Conversations • Document Sharing • Meetings 39
  35. 35. SharePoint Saturday Ottawa Conversation 40
  36. 36. SharePoint Saturday Ottawa What is important for a conversation? • Follow/tracking/history • Delivery and read receipts • Alerts • Emergency • Availibility (OnPrem, 365, Hybride) • Mobility • Corporate tools integration • Easy to use • Security
  37. 37. SharePoint Saturday Ottawa https://www.youtube.com/watch?v=QIqA_YKeboc 42
  38. 38. SharePoint Saturday Ottawa Tools for conversation OnPrem 365 Alerts (email) History Emegency Availibility Mobile App Phone Internal/exter nal Internal/external X Email X X X X Moderate Internal/external X Skype X X Possible with Outlook Moderate X Yammer X X X Moderate Internal/external X Groups Office 365 X X X Moderate Internal/external X SharePoint Discussions X X X X Moderate to non urgent
  39. 39. SharePoint Saturday Ottawa 44
  40. 40. SharePoint Saturday Ottawa Meetings 45
  41. 41. SharePoint Saturday Ottawa Meetings/calendar • Display availability • Booking room/equipement • Email • Notes • Categories • Different views
  42. 42. SharePoint Saturday Ottawa Document sharing 47
  43. 43. SharePoint Saturday Ottawa Document storage • Onedrive Entreprise • SharePoint • Yammer • Office 365 Groups • File server • USB key • Local disk • Dropbox • Google drive 48
  44. 44. SharePoint Saturday Ottawa Important for document sharing • Should be easy to find • Should be fast • Security • Auditing • Version control • SLA • Co-edit • Workflow • Always available (mobile, offline…) 49 • Should be easy to find • Cost • Collaboration capabilities • Metadata • Recovery
  45. 45. SharePoint Saturday Ottawa Task management 50
  46. 46. SharePoint Saturday Ottawa Important when working with tasks • Notifications • % complete • Different views • Classifications • Priority • Reports • Personal, team, external
  47. 47. SharePoint Saturday Ottawa Conclusion • No one size fit all • Know your users collaboration requirements • Why • Who/with Who • When • How • Mobility • Manage change • Don’t implement Collaboration because it’s part of SharePoint. Implement if you need it! • Governance (service definition/roles/responsabilities/policies) 52
  48. 48. SharePoint Saturday OttawaSource: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
  49. 49. SharePoint Saturday Ottawa Download “When to use what In Office 365 Enterprise User” WhenToUseWhat.com Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102 http://bit.ly/whentousewhat
  50. 50. SharePoint Saturday Ottawa Resources to help you… • These are a few of the resources you should check out. Get started today with:  FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack  Office 365 Success Center: http://success.office.com  Office 365 Training App: http://aka.ms/officetraining  Office 365 for Business Learning Center: http://aka.ms/o365learning  Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork  Lync 2013 Rollout & Adoption Success Kit http://aka.ms/lyncrask  Yammer Success Center: https://about.yammer.com/success/  Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw  Leverage Popular Use Cases: http://www.discoversharepoint.com/  Discover SharePoint App: http://aka.ms/dspapp  OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/  Office 365 Roadmap: http://office.com/roadmap Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
  51. 51. SharePoint Saturday Ottawa Ressources discussed in this session  https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration- Evaluation_NFF.pdf  https://www.wilder.org/Wilder-Research/Research- Services/Documents/Wilder%20Collaboration%20Factors%20Inventory.pdf  https://www.youtube.com/watch?v=QIqA_YKeboc  https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide- f886e916-fe64-41de-be52-38d458250fa5  https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide- f886e916-fe64-41de-be52-38d458250fa5  https://yammer.stonybrook.edu/usage-policy/  http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external-network-usage- guidelines.aspx#fbid=HMCvRip-pp9  https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf
  52. 52. SharePoint Saturday Ottawa Microsoft ignite sessions Office 365 Groups Microsoft Office 365 Groups Overview and Roadmap (BRK2114) Microsoft Office 365 Groups Deep Dive (BRK3114) Evolving Distribution Lists with Office 365 Groups (BRK3103) Collaborate on Files and Information within Office 365 Groups (BRK2113) Adoption Driving User Adoption from a Technical Standpoint for SharePoint, Exchange and Office 365 (BRK2113) Beyond Deployment: How IT Can Inspire, Motivate, and Drive Sustainable Adoption (BRK2157) Yammer Yammer Roadmap (BRK2103) Office 365 Del1ve Office Delve & Office Graph Roadmap (BRK1105) A New People Experience In Delve (BRK2176) Search for session code on Channel9 https://channel9.msdn.com /Events/Ignite/2015/ Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
  53. 53. SharePoint Saturday Ottawa Collab365 sessions When to use what in Office 365 https://youtu.be/8sW1AmnpzVI Team sites vs Groups https://youtu.be/y1YSVHeIKzA Groups what’s in it form me? https://youtu.be/iiasfVE1OCI Who needs Yammer we have SharePoint https://youtu.be/p_0aGVwvDhg Collaboration with OneNote https://youtu.be/AA2ke336TU0 Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
  54. 54. SharePoint Saturday Ottawa Thank you to all of our Sponsors!!
  55. 55. SharePoint Saturday Ottawa At the Observatory Student Pub in Building A 4:10 pm: New! Experts’ Panel Q&A 4:30 pm: Prizes and Giveaways 4:45 pm: Wrap-up and SharePint! Parking: No need to move your car!* If you don’t know where the Observatory is, ask an organizer or a volunteer for directions. *Please drive responsibly! We are happy to call you a cab  Remember to fill out your evaluation forms to win some great prizes! Join the conversation – tweet at #spsottawa New and Improved! SharePint!

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