SharePoint Saturday Cape Town 2019 - - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
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This document provides an overview and summary of a presentation on adopting Microsoft Teams and Microsoft Planner. It discusses challenges of modern workplaces and outlines adoption strategies like defining a vision, choosing sponsors, training users, and measuring success. Tips are provided for launching Planner, using its features like boards and tasks, and integrating it with other apps. The presentation aims to provide best practices for driving adoption of these collaboration tools.
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SharePoint Saturday Cape Town 2019 - - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
- 1. SPS #SPSCPT http://www.spsevents.org/city/capetown Without Change There Would be No Butterflies or Superheroes – Microsoft Teams & Microsoft Planner @heddanewman SOUTH AFRICA’S LARGEST OFFICE 365 & AZURE CONFERENCE Saturday, 13 April 2019 SHAREPOINT SATURDAY CAPE TOWN Heather Newman
- 4. Tweet this Talk @heddanewman @contentpanda @SPSNashville #SPSNashville https://medium.com/@heddanewman Heather Newman #365tourza @heddanewman
- 7. Teams and business moving at the speed of light
- 8. Modern Teaming Today 50% of the US workforce holds a job that is compatible with at least partial telework and approximately 20-25% of the workforce teleworks at some frequency
- 9. Modern Workplace Challenges 40% of productivity is lost when switching tasks The average time a knowledge worker spends searching for knowledge is 2.5 hours
- 10. The market is full of Project Management Choices
- 11. Planning and Awareness Executive Sponsors Business Case Behavior Changes Success Criteria
- 12. Awareness Inspire new behaviors Plan communication tactics Mobilize SharePoint champions Open feedback channels
- 13. Learning Know your audience Sketch out a training schedule Deliver training Open up feedback channels
- 14. Adoption Provide ongoing support Access user satisfaction Measure usage and adoption
- 15. Knowledge of Fast Track Program End User Adoption Checklist Using Planner for a Project No Adoption = No Value Walk Away With
- 16. Adoption Campaign Checklist Define Your Vision Choose Executive Sponsors Define Key Stakeholders Define Use Cases/Business Scenarios Gather Your Champions Release in Phases Adoption Communication Plan End User Training Look to Experts Make it Fun - Gamification Measure, Share, Iterate
- 17. The fact is that businesses do not have emotion. Products do not have emotion. Humans do. Humans want to feel something. And humans make mistakes. Which is why we make to-do lists and plans to execute
- 18. Focus on the “Why” Not on the “What” https://www.youtube.com/watch?v=UUDJoHeJbzw
- 19. Technology Acceptance Model Perceived Usefulness The degree to which a person believes that using a particular system would enhance his or her performance Perceived Ease of Use The degree to which a person believes that using a particular system would be free from effort
- 20. Innovators Early Adopters Early Majority Late Majority Laggards
- 21. Outline Your Vision It’s All About Value Why SharePoint? What is your vision?
- 22. Serves as a role model Articulate value proposition Issue future company-wide announcements and updates Executive Support
- 23. “Use Case” Driven Look to the Business Sales and Marketing R&D, Production and Operations Finance and Accounting Information Technology HR and Internal Communications Legal & Compliance
- 24. Champions Rock Your Project Top down and bottom up – gotta have both The most excited The biggest critic
- 25. Bill of materials Executive announcements Who is your target audience Develop Your communication plan
- 26. Release in Phases One division at a time Don’t boil the ocean One workload
- 27. Plan activities to drive adoption from pilot to post launch
- 29. Expert Opinions & Guidance There is great information out in the world that exists through sites like IT Unity.com and Microsoft MVP or influencers websites. They have been working on user adoption a long time and their best practices are excellent. Sue Hanley, Tracy van de Schyff, Jennifer Mason, Robert Bogue, Darrell Webster
- 30. Make it fun (buck the company culture) Use an online scavenger hunt as a fun way to encourage usage Provide recognition for content contribution or usage Gamification
- 31. Measure Share Success and Iterate Broaden Engagement Create Surveys Listen to Issues and Pivot on Them
- 32. To launch Planner, click the Planner tile in the Office 365 App Launcher.
- 33. Microsoft Planner, was generally available in June 2016 for Office 365 Enterprise E1–E5, Business Essentials, Premium and Education subscription plans. This team collaboration software allows users to visually: Organize plans, assign tasks, share files, chat by using boards, cards, buckets and due dates.
- 34. The Planner Hub shows you every plan you are working on and plan tiles showcase key metrics on your favorite plans.
- 35. You can now copy an existing plan (Be aware that some elements of a plan such as description, attachments members, and assignments won’t be copied to the new plan.)
- 37. Integration with Planner is in development, but in the meantime you can use Microsoft Flow to bring tasks from Planner or Teams to To-Do, although again, checking the tasks off in To-Do doesn't mark them as complete in Planner yet.
- 38. Your Planner Tasks now in Outlook
- 39. My Task shows you all your tasks assigned to you across all of your tasks.
- 40. Click New Plan to add a new plan.
- 41. Board view shows all tasks of a plan in column format. Chart show the tasks of the plan in bar chart per member.
- 42. To add a task, type the name of the task in the box, press Enter, add your due date (you can add a start date too), assign the task to yourself or another team member. Note the board view shows all the tasks in columns under each “task”. You can attach files and links to tasks to make it easy for your team members to find and collaborate on them.
- 43. To add members to your plan, click add members and type in your team members name.
- 44. Start a conversation with your team about the plan, and use the labels to highlight your plan.
- 45. You can access all your plans, tasks, task assignments via the internet on any mobile device. There is a native IOS and Android App. You can view email notifications in Outlook.
- 46. Q&A
- 48. Microsoft 365 Adoption Guide: https://aka.ms/M365AG Planning Workbook: https://aka.ms/M365AGWorkbook
- 49. Microsoft Teams Toolkit – https://aka.ms/TeamsToolkit
- 51. Teams on Air Podcast https://itunes.apple.com/us/p odcast/a-day-in-the-life-on- teams-mobile- client/id1342881671?i=100041 1520145&mt=2
- 52. Coffee in the Cloud @CITCTV https://aka.ms/CoffeeintheCloud Get more from Azure & Office 365 Business Solutions Best Practices & How-To’s For Admin’s and Champions
- 53. Short Video Tidbits End User Training: https://docs.microsoft.com/en- us/microsoftteams/enduser-training This has a great list of short snackable videos for many tips and tricks for using Microsoft Teams.
- 54. Team Academy for ITPros After consuming the module, the audience will understand to what how Teams leverages Office 365 and what the requirements are for an optimal user experience. The PowerPoint can also be used to run a workshop with infrastructure teams before rolling out Teams. Foundations – Core components: Video | Deck https://www.youtube.com/playlist?list=PLaSO UojkSiGnKuE30ckcjnDVkMNqDv0Vl
- 55. Heather Newman CMO, Co-Founder, Maven, Speaker Heather.newman@contentpanda.com Panda Blog: https://www.contentpanda.com/blog/ Marketing Blog: www.creativemaven.com/blog Twitter & Instagram: @heddanewman
Editor's Notes
- 1 – Microsoft “Sell in the now”
- A butterfly starts life as a very small, round, oval or cylindrical egg. The coolest thing about butterfly eggs, especially monarch butterfly eggs, is that if you look close enough you can actually see the tiny caterpillar growing inside of it. This is the beginning of the journey of metamorphosis in business this is where we get out ducks in row – secure support like on this leaf and define use cases, behavior and success.
- Butterfly larvae are actually what we call caterpillars. Caterpillars do not stay in this stage for very long and mostly, in this stage all they do is eat. In business this is where we fuel up just like a caterpillar – gather our team, open feedback channels and determine our communication tactics.
- This is the most intriguing stage of butterfly development, which appears catastrophic from the perspective of the caterpillar. When the little crawler is fully grown and can eat no more, it simply dangles from a branch and spins a protective cocoon around itself so it can safely rest and digest all the food that has been consumed in the previous stage. Though the chrysalis appears unchanged from the outside during this stage, there is dramatic transformation taking place inside: the body of the caterpillar is slowly dissolving while the previously dormant precursor cells of the emerging butterfly (“imaginal cells”) gradually develop, migrate together and create a brand new being. In business this is where we truly develop the relationship with our audience prepping them for change – learn about them, mapping out a training schedule
- At last in this final stage, the fully developed butterfly is ready to emerge from the chrysalis. After breaking free, the butterfly’s wings are still folded and wet and more rest time is necessary to allow blood to flow into the wings. Finally when the unfurled wings are fully dry, the butterfly is ready to take flight and share its beauty with the world. During this stage there is an intentional “breaking free” that has to occur with proper timing before “flight” is undertaken. When I have gone through the other stages and am finally ready to display my new project or growth to the world, I have to leave behind the old way of doing things and move forward with courage and some risk-taking, while recognizing the fragility of my new “wings.” In business this is where we support, assess and measure all the things that have happened before – we provide ongoing support, and measure success
- Diffusion of innovations is a theory that seeks to explain how, why, and at what rate new ideas and technology spread. Everett Rogers, a professor of communication studies, popularized the theory in his book Diffusion of Innovations; the book was first published in 1962, and is now in its fifth edition (2003).[1] Rogers argues that diffusion is the process by which an innovation is communicated over time among the participants in a social system. The origins of the diffusion of innovations theory are varied and span multiple disciplines. Rogers proposes that four main elements influence the spread of a new idea: the innovation itself, communication channels, time, and a social system. This process relies heavily on human capital. The innovation must be widely adopted in order to self-sustain. Within the rate of adoption, there is a point at which an innovation reaches critical mass. The categories of adopters are innovators, early adopters, early majority, late majority, and laggards.[2] Diffusion manifests itself in different ways and is highly subject to the type of adopters and innovation-decision process. The criterion for the adopter categorization is innovativeness, defined as the degree to which an individual adopts a new idea.
- All users with eligible subscription plans will automatically see the Planner tile appear in the Office 365 app launcher when it is available for them to use. No specific action by Office 365 admins is needed. Users access the Hub to track overall progress of plans and see who’s on time and who’s behind. Users are able to filter down to see personal tasks and assignments.