Common mistake number two is failure to understand the use-cases (or personas) present in an organization and the practical application of the Teams tool for users. In preparation for a recent customer immersion workshop, where we showcase the features and benefits of Office 365 as a platform, I spent 10 minutes on the client website and developed several examples of how this client could practically apply the use of O365 for their users (examples below). It is imperative that as you plan a Teams rollout that you fully understand:
1. How users are communicating today (IM, Presence, Calls, Video).
2. How are users meeting today?
a. Huddle rooms?
b. Adhoc common areas?
c. Dial-in conferencing?
d. WebEx, GotoMeeting, BlueJeans?
3. What meeting features are used today?
a. Screen sharing?
b. Document sharing?
c. Video conferencing?
4. How are users collaborating today?
a. Is e-mail the primary collaboration tool?
b. Is there a need co-authoring?
c. Where are shared documents stored?
d. Is there Shadow IT in place that will need a decommission and remediation plan?
5. Do files need to be migrated from one place to another?
Answering these questions will help you better understand what needs your users have and what features of Teams will be most beneficial. Following this exploration, it’ll be important to host a workshop for a subset of users to showcase the tools and features of Teams, this will help facilitate a discussion and drive excitement around the possibilities of Teams use within their role, team or department. You will likely find consistent use cases and can begin to explore communications and training strategies based on what you’ve learned.
Taking that persona or use-case one step further to display the potential will resonate with and allow users to begin brainstorming their own practical application.
Here are some practical application examples for an HR team, remember, this was just an exploratory 10 minutes on a client’s website – this is why it’s imperative that IT staff and adoption and change management professionals work together to connect the dots between features and applications:
· Use a Microsoft Teams Site to communicate with Ambassadors/Advocates, providing them information, tasks, etc as relating to the program; store pictures, historical program information, etc. If new Ambassadors are selected each year then add a Channel for 2019 Ambassadors, etc.
· Use Teams to onboard those in the Leadership Immersion Program, create a separate Team to store information regarding the applicants for the program, review process and interview notes (in a future state this could be a private channel in a Team to restrict access, but in today's state it's not an option to restrict at that level).
· Use Yammer or the all-company communications site in SharePoint Online to promote the acceptance period for applications to the Leadership Immersion Program or Ambassador Program.
· Use a Private Team to work on and store internal HR documents for the HR Team.
· Use Yammer to post pictures or share pictures and opportunities for volunteering.
· Use the aforementioned Ambassador/Advocate Team + a new Channel to plan the company picnic or holiday party (name the Channel: Holiday Party 2019, then use a Planner tab to assign, track and manage different tasks that need to be handled, use Tabs to link you to the holiday party location and or pictures from the event; use the File Tab to store receipts and planning documents for use when planning next year's event.
· Use SharePoint Online to work on a new compensation plan with peers, lock down the documents at the file level to ensure privacy, allowing only certain people to collaborate on the document, this will prevent you from needing to email the documents back and forth
· Use Azure Active Directory to build the organizational charts in Delve and Teams rather than in an external file.
· Use SharePoint workflows for vacation requests.
· Use shared calendars to document/manage organization-wide events.
· Use Yammer, SharePoint Communications Sites or Teams to create an 'all company' communication channel.
· Use Teams for the group that has been tasked with purchasing a new LMS (Learning Management System), in Teams they can then add a Channel called 2019 LMS Procurement, within the channel, they can add files or folders for each LMS explored, budget/cost information, the evaluation metrics/process when meeting with each vendor, procurement process, tabs to showcase the website for each LMS that was explored, Planner to house the different tasks to fulfill on the process, you can assign who should do the initial research, create a Teams meeting to discuss the vendors, etc.
Once a selection has been made you can keep the channel for future reference or work with IT to archive and/or delete the channel, you may even wish to have IT move that Channel and all the collateral over to a Procurement Microsoft Teams site for their reference
· Use ODFB, Teams, SPO to create a draft of a new job description, compensation plan, benefits plan, etc then share the link or location with your team to provide updates, modifications, etc and then store the final version in the HRIS.
Stay tuned for the most common Teams deployment Mistake #3.