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MW: Collaboration Adoption & Governance Best
Practices
SharePoint Saturday Helsinki 28. September 2019
Kiitos, thank you our dear sponsors…
MICROSOFT MVP &
MODERN WORKPLACE
CONSULTANT
@INSPARK
• Collaboration & Communication
• Adoption & Governance
OUR WORLD HAS CHANGED
EMPLOYEES ARE WORKING THE
WAY THEY WANT TO WORK
Source: Microsoft
• Excellent for informal organization-
wide communication.
• Moderate integration with Office 365
& external services.
• H...
Copyright InSpark
• Fine for external communication.
• Poor integration with Office 365 &
external services.
• Minimal upd...
Copyright InSpark
Copyright InSpark
Copyright InSpark
• Communicate via persistant chat,
audio & video.
• Top integration with Office 365 &
external services....
Copyright InSpark
• Central storage of documents.
• SharePoint news for sharing formal
news.
• Content management such as
...
GOVERNANCE
Copyright InSpark
Copyright InSpark
Copyright InSpark
• Creation process.
• Naming convention.
• Expiration.
• Delete & restore.
• Policy and information protection.
• Guest ac...
1. Everyone
2. Security Group in AAD
• Duplication of teams & content.
• Lack of clarity regarding the purpose
and content of the team.
• Explosion of teams re...
• Self-service portal in SharePoint
Online.
• Request process & Flow.
• Digital & smart application form via
PowerApps.
• ...
• Prefix & suffix
• Block specific words
• SharePoint URL, for example:
– /sites/prj-nameproject
– /teams/dep-namedepartment
• Link to self-service portal &
PowerA...
1. All
2. Selection
3. None
• Apply to temporary teams such as
projects, assignments &
brainstorming.
• Link to self-service portal &
PowerApps form.
• Maximum of 30 days in a recycle bin.
• Removes all related content.
• Recover via PowerShell.
• Training the owners around the
responsibilities & impact of
promotions.
Copyright InSpark
• Team classification / label
Copyright InSpark
• Team classification / label
• Message policies
Copyright InSpark
• Team classification / label
• Message policies
• Data classifications
• Data retention
• DLP
• MDM
1. Everyone
2. Selection
3. None
1. Team owners.
2. IT administrators via the Office 365 or
Azure Portal.
3. Access review via the Azure Portal.
Copyright InSpark
• Enable for projects or assignments.
• Turn off for departments.
• Link to self-service portal &
PowerApps form.
• 3rd party cloud storage services.
• Members & guest permissions.
• 3rd party apps.
1. Governance workshop: Create
awareness & gather input for step 2.
2. Governance plan: Process all
information into a pla...
• Scope
• Vision & objectives
• Steering Committee
• Roles & responsibilities
• Business scenarios
• Procedures & Processe...
ADOPTION
1. Awareness <Milestone> 4. Launch
Together we become aware of
the new way of working.
Everything is determined!
The adopt...
• Current and desired situation.
• Vision and objectives.
• Roles & Responsibilities.
• Success factors & risks.
• Invento...
• Personas and scenarios.
• Communication plan.
• Launch campaign (strategy).
• Training program.
• Setting up adoption dashboard.
• Set up a support site with Microsoft
Teams content.
• Start the community.
• Start comm...
• Training employees (classroom or
virtual).
• Monitor usage before and after
launch.
• Communicate from sponsor and
succe...
• Monitoring usage as input for
communication and training.
• Contact users (groups).
• Communicate from sponsor, best
pra...
Copyright InSpark
Copyright InSpark
www.jasperoosterveld.com
@jasoosterveld
www.linkedin.com/in/jasperoosterveld
Jasper.oosterveld@inspark.nl
Copyright InSpark
Copyright InSpark
o Microsoft Teams Adoption Playbook
o Microsoft Teams technical documentation
o Office 365 Groups Manage...
Please give
some
feedback <3
Copyright InSpark
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices
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SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices

Our world has changed rapidly due to the easy access of technology in our personal lives. For each aspect of our lives, an app or service is available. This new world, ruled by technology, had a huge impact on organizations worldwide. This is where Microsoft steps in by providing the Modern Workplace with Microsoft 365. A Workplace that makes our work lives easier, fun and efficient. Adoption and Governance are at the foundation of a successful roll-out and high quality Modern Workplace. Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, is going to take share his best practices around adoption and governance. This session has a focus around collaboration!

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SharePoint Saturday Helsinki 2019 - Collaboration Governance and Adoption Best Practices

  1. 1. MW: Collaboration Adoption & Governance Best Practices SharePoint Saturday Helsinki 28. September 2019
  2. 2. Kiitos, thank you our dear sponsors…
  3. 3. MICROSOFT MVP & MODERN WORKPLACE CONSULTANT @INSPARK • Collaboration & Communication • Adoption & Governance
  4. 4. OUR WORLD HAS CHANGED
  5. 5. EMPLOYEES ARE WORKING THE WAY THEY WANT TO WORK
  6. 6. Source: Microsoft
  7. 7. • Excellent for informal organization- wide communication. • Moderate integration with Office 365 & external services. • Has been constantly following the facts for years. • Future uncertain due to the rise of Microsoft Teams.
  8. 8. Copyright InSpark • Fine for external communication. • Poor integration with Office 365 & external services. • Minimal updates from Microsoft. • Synchronizing SharePoint content to Windows Explorer (slightly) increases adoption.
  9. 9. Copyright InSpark
  10. 10. Copyright InSpark
  11. 11. Copyright InSpark • Communicate via persistant chat, audio & video. • Top integration with Office 365 & external services. • One of the best mobile apps from Microsoft. • Full focus from Microsoft.
  12. 12. Copyright InSpark • Central storage of documents. • SharePoint news for sharing formal news. • Content management such as knowledge pages & useful links.
  13. 13. GOVERNANCE
  14. 14. Copyright InSpark
  15. 15. Copyright InSpark
  16. 16. Copyright InSpark
  17. 17. • Creation process. • Naming convention. • Expiration. • Delete & restore. • Policy and information protection. • Guest access. • Teams settings.
  18. 18. 1. Everyone 2. Security Group in AAD
  19. 19. • Duplication of teams & content. • Lack of clarity regarding the purpose and content of the team. • Explosion of teams results in impossible management for IT.
  20. 20. • Self-service portal in SharePoint Online. • Request process & Flow. • Digital & smart application form via PowerApps. • Automatic roll-out of a team based on a template.
  21. 21. • Prefix & suffix • Block specific words
  22. 22. • SharePoint URL, for example: – /sites/prj-nameproject – /teams/dep-namedepartment • Link to self-service portal & PowerApps form. • Already started? Edit URL is/was almost available!
  23. 23. 1. All 2. Selection 3. None
  24. 24. • Apply to temporary teams such as projects, assignments & brainstorming. • Link to self-service portal & PowerApps form.
  25. 25. • Maximum of 30 days in a recycle bin. • Removes all related content. • Recover via PowerShell.
  26. 26. • Training the owners around the responsibilities & impact of promotions.
  27. 27. Copyright InSpark
  28. 28. • Team classification / label
  29. 29. Copyright InSpark
  30. 30. • Team classification / label • Message policies
  31. 31. Copyright InSpark
  32. 32. • Team classification / label • Message policies • Data classifications • Data retention • DLP • MDM
  33. 33. 1. Everyone 2. Selection 3. None
  34. 34. 1. Team owners. 2. IT administrators via the Office 365 or Azure Portal. 3. Access review via the Azure Portal.
  35. 35. Copyright InSpark
  36. 36. • Enable for projects or assignments. • Turn off for departments. • Link to self-service portal & PowerApps form.
  37. 37. • 3rd party cloud storage services. • Members & guest permissions. • 3rd party apps.
  38. 38. 1. Governance workshop: Create awareness & gather input for step 2. 2. Governance plan: Process all information into a plan. 3. Establish a steering committee: Implementing and monitoring the Governance plan.
  39. 39. • Scope • Vision & objectives • Steering Committee • Roles & responsibilities • Business scenarios • Procedures & Processes • Security • Information architecture • Corporate Identity • Communication • Adoption
  40. 40. ADOPTION
  41. 41. 1. Awareness <Milestone> 4. Launch Together we become aware of the new way of working. Everything is determined! The adoption & migration approach, policy and design. Launch time! We launch teams according to the prepared plans. 2. Determine 3. Prepare 5. Challenge We start with the first activities. And try everything out with a pilot group. We continue to challenge, to keep active use high. We determine the strategy and adoption resources materials.
  42. 42. • Current and desired situation. • Vision and objectives. • Roles & Responsibilities. • Success factors & risks. • Inventory of stakeholders.
  43. 43. • Personas and scenarios. • Communication plan. • Launch campaign (strategy). • Training program.
  44. 44. • Setting up adoption dashboard. • Set up a support site with Microsoft Teams content. • Start the community. • Start communication from sponsor and best practices. • Training power users.
  45. 45. • Training employees (classroom or virtual). • Monitor usage before and after launch. • Communicate from sponsor and success stories. • Support during the launch.
  46. 46. • Monitoring usage as input for communication and training. • Contact users (groups). • Communicate from sponsor, best practices and successes. • Training (freshening up and deep dives).
  47. 47. Copyright InSpark
  48. 48. Copyright InSpark www.jasperoosterveld.com @jasoosterveld www.linkedin.com/in/jasperoosterveld Jasper.oosterveld@inspark.nl
  49. 49. Copyright InSpark
  50. 50. Copyright InSpark o Microsoft Teams Adoption Playbook o Microsoft Teams technical documentation o Office 365 Groups Management o InSpark Company Connect
  51. 51. Please give some feedback <3
  52. 52. Copyright InSpark

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