In this presentation at the Digital Workplace Conference Sydney in August 2019, Megan and Loryan talk through the importance of both governance and adoption to all things Microsoft 365 - from migrations through to small feature changes and releases.
Who are we and why are we presenting together - G & A equally important and very different skillsets
MS – you may be already in office 65, and perhaps rolling out Teams Initiation – Getting the picture clear before deep work. Implementation – Prior to the go-live, this is also where the build is. Building out the elements of the adoption strategy. Operation – post go-live. Ongoing BAU and absorbing changes and enhancements in office365
LS Initiation is very much like the early stages of dating: do you want kids do you believe in god Cats or dogs? You are investigating. You are finding out about a topic and all the level of detail.
LS Marrying of the pillars – deciding on tools, reviewing, understanding
We teach about office 365 and are learning all about each organisation Being strongly connected with the governance side is crucial – what are they going to setup, how will it be used. What are ways of working – examples (chat for teachers vs chat for truck drivers. Collaboration for finance vs a remote emergency services team) – what tech will the roles be enabled with – licences and variation What will success look like? Examples (what are goals for usage, and user satisfaction) High level strategy brings it all together – locations, users, campaigns, staggering, activities
MS Technical non negotiables – areas of flex – best way to impact users. (example champs program – upgrade to office 2016 was delayed impacting the collaboration campaign) Reviewing the changes and creating a story – campaigns. Doing all of this with both gov and adoption in mind, and awareness of components and how they impact each other.
MS to do this slide. LS to take the “Male…” line The wedding is like the go-live - complex details - choosing the entre for the reception (salmon or chicken). LS: Male is not interested in the entre or whether my dress is beige or cream, just like not being focused on training screen shots or who pilot users are, but still important components to the bigger event (being the go-live) Adoption doesn't need to know if we're installing exchange or do hybrid 2010… blah blah…. just that you show up on the day with your eyebrows
LS Not go-live - not going into the event, focus on planning and prep
A lot of considerations for how everything is configured, and the impact it makes What external sharing levels do you have for SharePoint, OneDrive, calendars, Sway, Forms? Do you anonymise data in Power BI for M365 Usage Analytics Do you control guest access to Office 365 Groups and Microsoft Teams? Do you enforce conditional access so that devices are managed and secured before accessing your content? Do you have spam email go to the junk email folder, or get held up in quarantine?
The impact of small configuration settings can make a big difference to the user impact, and how successful your adoption will be.
MS - eg. Sandpit for screen capture etc - catchers glove (eg. What sharing is allowed in OneDrive and what is the default sharing type) - liken to waterfall and need a clear starting point - constant checking with each stream
The Learning Journey of a user is a critical element – non of the stages of learning are possible without clear governance and true alignment. E.g. formal training without a sandpit. Or even just screen shots for user guides – need the sandpit and environment matching final detail. Teams example
MS Bringing all the elements together prior to go-live. Even if you are already in office 365, you may be in implementation – things may be turned on but not wrapped up with context and WOW
It all builds towards this pivotal moment. Both G & A are preparing for the end-users in the platform or applicaton. What happens next?
MS – Neither A or G are set and forget.
External access Sharing Features that are enabled/disabled What IT does vs. what owners or members do
Regular meetings; business, IT, AND change team Review Message Centre weekly and take action Create a collaboration tools guide so people know what the products are and restrictions Decision register – document your reasons why Review the audit logs
What is the feature or problem What was done Governance and then adoption
No matter where you are in your office 365 journey, take time to think about your journey to date and how you will improve going forward.
Governance & Adoption: making the marriage work
THE MARRIAGE WORK
Megan & Loryan Strant | Strant Consulting
The dating phase
• Deep discovery
• Establishing rapport
• Business Leaders
• Department Leads
• Key stakeholders
• Exploring and
• Why are we doing this?
• What are the outcomes?
• Which tools will we use?
• How are we going about it?
• Where will we apply
• Who is responsible?
• When are we doing this?
• Bidirectional discovery and
• User Groups
• Use cases
• Designing ways of working
• Success measures
• High level strategy
Taking the next step
• Prior to any go live activity
• Detailed planning and preparation
• Alignment is key
• Awareness of each others needs
• Gaps in detail can be disaster
• Strong relationship and trust critical
• Building something major together
Implementation Technical Factors
SETUP CONFIGURATION APPLYING RULES DEPLOYING
No feature left behind!
Mail rules Allow/block lists Data Loss Prevention
Office 365 Groups
events, Giphy ratings
Information barriers Guest access
Sharing link types
Random words you
Guest link expiry Phishing policy Device enrolment Conditional access Password policy Archive policy
License provisioning Calendar sharing
Bookings StaffHub Yammer or Teams
Monthly or 6-
Third-party storage Cortana Integrated Apps Microsoft Search
User owned apps
Anonymise data in
Junk Email or
Email signatures Site collection sizes
@LoryanStrant if you
Labels Supervision policies
OneDrive sync PC
Geofencing Conferencing Teams app policies Audit log retention
The Adoption Factors
• Build of artefacts
• Planning launch
• Test accounts and sandpit
• Designing training
• Enabling Early Adopters
• Grooming Champions
• Awareness/ education elements
• Readiness assessment
• Awareness phase
• Initial snippets of learning and understanding
• Formal Training
• Sustaining the new ways of working
Governance & Adoption
• It’s not set and forget
• There will always be new ways of working
• Bring users on the journey
• Remain agile
• Absorb changes
• Build a site
• Share information
• Provide guidance
• Outline roles & responsibilities
• List what you can and can’t do
How do you manage governance
• Review the service
• Maintain the listing of products in use
• Keep a register of all decisions related to
Office 365 settings
What do these look like?
MESSAGE CENTER MICROSOFT 365
AUDIT LOG SEARCH
• Be aware of new features and updates
• Involve key stakeholders
• Assess organisation impact
• Decisions for learning and communication
• Prepare your people
• Absorb the changes
• Adapt ways of working
Real World Examples
Private Channels Changing Sharing Links
Lack of alignment can
impact a marriage
• Things can unravel
• Users find workarounds
• Ongoing communication and
• Adoption shouldn’t be an
You can still make it work
• Align on mutual objectives
• Build a plan to go forward
• Commit to each other