Increasing Project Efficiency using Microsoft Teams
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Every so often a new product comes to market that disrupts that way we used to do things. Say hello to “Microsoft Teams”. It’s the new kid on the block that will make you rethink how you collaborate and communicate with your team. Whether you're a project manager, team member, or external stakeholder, Microsoft Teams offers many benefits that will make you wonder how you ever effectively managed projects without it! Join me as I shares some real world examples and best practices for how Microsoft Teams can be leveraged to streamline project collaboration and communication. This session will have a large demo component to it, so arrive with questions and be prepared to improve the way you work today!
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Increasing Project Efficiency using Microsoft Teams
- 1. Increasing Project Efficiency using Microsoft Teams How to successfully adopt Microsoft Teams within your Project Management Practices Haniel Croitoru August 11, 2018
- 2. Thank You! Silver Level Sponsors Platinum Level Sponsors Gold Level Sponsors Speaker Dinner Sponsor
- 3. HANIEL CROITORU I’m passionate about process automation, and I work at . LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER
- 4. QR Codes for Speaker Survey - Session #1
- 5. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 6. MAIN PILLARS OF PROJECT MANAGEMENT What do project leaders really care about
- 7. TYPES OF COMMUNICATION 80% of Project Manager’s time is typically spent communicating Communication Project Plan Status Reports Risk & Issue Log Meeting Minutes Action Items Decision Log Change Request Log
- 8. IMPACT OF COMMUNICATION ON PROJECTS Does communication really matter on project success? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Project Goals Met Project Delivered Within Budget Project Delivered On Time Effective Ineffective Source: PMI’s Pulse of the Profession™ In-Depth Report: The Essential Role of Communications
- 9. COMMUNICATE AT ALL LEVELS Communication needs to be effective at all levels of the project team and organization Internal project members Internal Stakeholders External stakeholders Senior Leadership Team Project Sponsors & Key Stakeholders Project Team Silent Stakeholders
- 10. WORK TOGETHER IN A SMART WAY Working together requires a common base for content Provide the right information in the right format to the right person at the right time
- 11. COLLABORATION: REALITY CHECK In many organizations, information is poorly managed today •Document duplication •Poor access control and audit trails •Finding information is tedious •Lack of consistency between project sites
- 12. STAYING INFORMED A Project Manager should always know what is happening •Stay informed on tasks and deliverables •Progress on development and testing •Feedback from external people
- 13. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 14. MICROSOFT TEAMS Chat-based collaboration tool • Centered around conversations • Rich integration with other systems and services • Mobile ready (Android, iOS)
- 15. Connectors MICROSOFT TEAMS What makes up a Team
- 16. Enable users to respond when they can ASYNCCOMMUNICATIONS Enable users to respond when they can
- 17. PEER-TO-PEER Leverage Skype for Business-like instant messaging
- 18. TEAM CHANNELS Each Team can have multiple channels to keep conversations focused
- 19. RICH CONTENT Keep conversations fun and informative through images, links, and memes
- 20. MEETING SCHEDULING Meetings automatically synchronize with Skype for Business
- 21. EMAIL CHANNELS Email conversations can be brought into Team by emailing a channel
- 22. REAL-TIME COMMUNICATIONS Leverage Skype for Business-like instant messaging
- 23. AUDIO/VIDEO CHATS Conduct real-time online conversations with your team members
- 24. USER ACCESS Provide access only to those who should have access to the Team
- 25. TEAM PRIVACY Teams can be public to the entire organization or private to specific users
- 26. ADDING USERS Users can be added from another team
- 27. INTEGRATIONS Enrich your team’s by incorporating external information
- 28. ADDING TABS TO CHANNELS Integrate content form other SaaS services into Teams
- 29. ADDING CONNECTORS TO TEAMS Integration with other applications using connectors to automatically feed information into Conversations
- 30. BOTS Bots simplify the FAQ and to do experience
- 31. BOT INTEGRATION Microsoft Teams leverages Bots to educate your users
- 32. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 33. CONSOLIDATE CONVERSATIONS Keep conversations in Teams. Email is so 2015! •Leverage Teams and Channels for communication •Depending on organization and project structure, channels may represent different entities (departments, functional teams, etc.) Considerations • Content that may be relevant beyond a project • Should it be in the project Team/Channel or functional one? • Any conversations are easily searched by users from anywhere within Teams, while respecting security
- 34. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to read the conversations? Considerations • Today, once you grant access to a team, users can see the content on all the channels
- 35. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to contribute to the conversations? Considerations • You can choose who can email a channel • You should create a less cryptic alias that is easy to remember
- 36. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Migrate video conferencing meetings to Microsoft Teams meetings Considerations • Skype for Business meetings live inside Office 365 • Not associated with any specific group entity
- 37. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Review materials discussed during a video chat session •Work with global teams without worrying about the language barriers •Considerations • Automatic transcription and time coding • Caption reading and full conversation searches • Automatic facial recognition to attribute comments to user • Real-time translation • Blur Surrounding
- 38. CONVERSATIONS ON THE GO Participate in conversations anytime from anywhere •Mobile apps provide rich functionality to stay connected with project teams •Considerations • Majority of organizations today have a mobile workforce
- 39. FEED THE CONVERSATIONS Bring in additional information that is relevant to your project •Incorporate additional content directly to the conversations using connectors •Considerations • Users get to remain in one app rather than checking multiple locations • Notifications are real-time
- 40. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 41. TAKING NOTES Each meeting should be followed by minutes •A OneNote is associated with every Team/Channel •Capture unstructured meeting minutes •Considerations • Leverage extensive functionality in OneNote for searching content • Add Meeting details directly into OneNote
- 42. FILE SHARING Manage all project artefacts from a single location •Each Channel has its own folder in the Team’s Office 365 Group Shared Document Library •Considerations • Ensure everyone is working on the latest version • Integrate storage from other SharePoint, DropBox, Box, or Google Drive sources • Promote documents to their own tabs in a Channel (e.g. SOW) • For different permissions, need to use different Teams or SharePoint sites • Open directly from mobile device
- 43. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 44. GET NOTIFIED OF WHAT MATTERS MOST Keeping up-to-date should be effortless •Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to surface information from other systems •Considerations • Surfacing content inside Teams saves time and keeps the team informed • Share content from a specific account with the entire project team • Automate manual tasks through bots • Leverage Flow to further automate notifications
- 45. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
- 46. REFERENCES •Quick start - Microsoft Teams planning guide • https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable- teams?utm_source=t.co&utm_medium=referral&WT.mc_id=docs-email •Microsoft Teams documentation and practical guidance • https://docs.microsoft.com/en-us/microsoftteams/microsoft-teams •Microsoft Teams help center • https://support.office.com/en-us/Teams
- 47. QR Codes for Speaker Survey - Session #1
- 48. SPEAKER SURVEY • This year we are replacing the paper version of Speaker Survey with Microsoft Forms. • Scan the QR code for each session to access and submit your survey. • QR codes can be found in the program guide or on the room sign located by the door. • You will receive ONE raffle ticket for each session survey you complete. • The raffle ticket volunteer will validate your First and Last name before providing your ticket(s) • Drawing will be held this afternoon 4:00-4:30 pm. • Must be present to win. You can download and use the QR Reader app available for both iOS and Android
- 49. We work hard, we party hard! SharePint! 4:30-6:00pm Location Duckworth’s Grill and Taphouse Uptown PLEASEDRINKRESPONSIBLY.WEWILLBEHAPPYTO CALLACABFORYOU
- 50. LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER Thank You! Organizers, SponsorsandYouformaking thispossible. Let’s continue the conversation linkedin.com/in/hanielcroitoru @hcroitoru
Editor's Notes
- #7: Communication and Collaboration involves people Notification & Reporting doesn’t and shouldn’t
- #8: What varies in communication are the following: Medium Frequency Audience Triggers
- #9: 80% of projects delivered by organizations considered highly effective communicators meet their original goals, versus only 52 percent at their minimally effective counterparts. highly effective communicators are also more likely to deliver projects on time (71 percent versus 37 percent) and within budget (76 percent versus 48 percent).
- #10: Good communication has to be open and easily accessible
- #19: You can edit or delete your chat messages during the first 24 hours after they are posted. In the upper-right corner of the chat message, click or tap the More options icon (…), and then choose Edit or Delete.
- #21: The Meetings icon on the app bar is currently enabled only for users whose mailbox is on Office 365 multi-tenant and a select few dedicated users whose mailbox location can be discovered using Exchange auto discovery.
- #22: The group email conversation remains in Microsoft Outlook. In Microsoft Teams, Office 365 Group members can use chat to communicate in a separate service within Teams. Microsoft Teams team names appear in the Outlook global address book
- #24: The group email conversation remains in Microsoft Outlook. In Microsoft Teams, Office 365 Group members can use chat to communicate in a separate service within Teams. Microsoft Teams team names appear in the Outlook global address book
- #27: You can add email distribution lists and mail-enabled security groups as members of a team. But, if you later add more members to the distribution list or security group, those members are not automatically added to the team. You must add the new members separately or add the distribution list or security group to the team again. (If you add the distribution list again, deduplication makes sure members are added only once.) The team continues to function as-is. All data remains and all existing users can continue to use the team. If the removed user was the only owner of the team, an IT admin can retake control of the team by going through the Office 365 admin center and adding themselves or someone else as the team owner. The team recognizes that change. Any connectors added to the team by the removed user do stop working. Scheduled meetings continue to work because they're on the group calendar. Files and conversations are retained.
- #28: For the full Microsoft Teams experience, every user should be enabled for Exchange Online, SharePoint Online, and Office 365 Group creation. Users' Exchange mailboxes can be hosted online or on-premises. Users hosted on Exchange Online or Exchange Dedicated vNext can use all the features of Microsoft Teams. They can create and join teams and channels, create and view meetings, modify user profile pictures, add and configure connectors, tabs, and bots, and they can chat and call. Bots, Connectors, Webhooks, API’s… the future of integration
- #29: https://msdn.microsoft.com/en-us/microsoft-teams/tabs There are Microsoft Teams samples in our GitHub repositories for you to clone or download: 'Maps' tab sample. This is the simple example that is used in this documentation. Simple Todo List tab sample. This Node.js sample shows how easy it is to convert an existing web app into a tab.
- #30: https://dev.office.com/microsoft-teams
- #32: https://dev.office.com/microsoft-teams