O365Engage17 - Transition your Company to Modern Collaboration

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Transition your Company to
modern Collaboration
Samuel Zuercher – Experts Inside GmbH

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How to transition your Company to Modern Collaboration | Samuel Zuercher | 20.06.2017 11:45 – 13:00 h
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• Principal Consultant, Architect,
Evangelist
• Co Founder Experts Inside (2011)
• SharePoint since 2005
• Office 365 since 2010
• Founder of the Communities:
SharePointCommunity.ch
Community365.ch
• MVP since 2011
• Twitter: @sharepointszu
• Blog: Sharepointszu.com
Samuel Zuercher [MVP]

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Agenda
• How do we work today
• Collaboration Rules
• Classic vs. Modern Collaboration
• What is possible today
• Where to start
• How to transition

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How do we work today
Information and Data

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We still see the following System Landscapes
Extranet
Intranet
CRM
SharePoint
Fileshare
Perimeter LAN
SAP
WIKI
E-Mail
Archiv
Facebook
Dropbox
ProcessB
Process A
Process E
Process F

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Very often collaboration is blocked by IT
• Way too many Systems
• No clear responsibilities
• Not clear what tool to use for what task
• No Training
• Unusable Documentation
• No freedom of choice
• Old school Software
• IT decides what tools are allowed to use

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How Todays Collaboration is often used
Project Starts
Request a SP
Site
Request goes
to Manager
Manager to
agree
Request goes
to IT
IT to create the
Site
User
Information
PM starts
adding people
People get
Invitation
Starting with
Collaboratio
Project End
Notice
PM to submit
Project to
Closure
IT to set read
site to only
Archiving
process
90%
Filesharing
Join
Leave
Mutation
Security

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The World has
become a
village

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HELP !
How to do more with less?

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Being in Touch with
Key Stakeholders is
a Critical Success
Factor

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Finding the
right path has
become harder

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Just introducing another tool will not
solve your problems, you need to rethink
your Processes, Working Style and your
Company Culture as well
A new Working Style is not driven by a tool allone

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The Collaboration Rules
It’s about People

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The Boss of the Idea
• Information is created by People
• Intelectual Property is very deeply rooted in moder society
• People tend to mix up Intelectual Property with Copyright
• Three, two, one, MINE
• Stinginess Rocks mentality all over the place
• Give me all for FREE in the Internet still a master illusion

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The strive for recognition
• People want recognition for their work
• How much Motivation could we create in just a simple praise for
some work a teammember has done
• Because praise and recognition is held back by many
Managers, people fight for it
• Recognition is demanded from the Management by the strong
ones, the less strong team members are drowning

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Paradigms as a main influencing factor
• Paradigms we have are influencing what we do
• What is inside my Backpack? What did I learn, experience, felt?
• Wich Experiences influence my actual decisions most?
• We react to situations upon our own paradigms
• In a todays egocentric World the paradigms are mostly to get
what I can, because else another person will take it

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Positive and Negative Paradigms
Positive
• Win – Win Situations or the
Golden Rule
• Self Organization
• Facts and Figures before
emotions
• Reaching Goals together
• The total is more than the
sum of it’s single parts
Negative
• Win – Loose Menthality
• If I don’t get it, anotherone will
take it away
• I am my own neighbour
• The Individual is the highest
priority
• I’m the best, f*** the rest

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Dependencies
• We depend on each other, even if we sometimes don’t believe
in this
• People are determined to live in Social engagements
• Good relationships live from trust, goodwill and the
committmend to reach goals together
• To have a good working style in a Team we need a deep level of
trust, well-being and pleasure in our work

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A new way of working
• Work on your Company Culture before you start converting to
modern Collaboration
• Sharing and Trust must be a base pillar of your Company
• How do you treat errors and fails? With Finger Pointing or Keep
calm, go on and learn?
• Value the Team goals as well as individual excellence
• Believe in the Team and just give a rough way forward and a
goal as Manager

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Togehter is better
Win – Win Paradigm
Win – Loose Paradigm

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Re-thinking as a part of your strategy
• We are told to maximize win, to believe growth without borders
and do aggressive selling
• Revenue, Sales Data and Turnover is how we lead our
companies
• Scorecards are the most important Management Instrument
• The one that know the game best will win and the wheel that
sqeezez gets the fat
• The Management draws the way, even if the most knowledge is
with the Employees

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Change the Reward Sysstem
• Celebrate success that you reached togehter
• Make self organization and freedom of working style by Team
key of your collaboration strategy
• Change competition into team spirit
• Lift up self competence and self organization in Teams
• Don’t just manage, LEAD
• Trust in your Teams

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Classic vs. Modern Collaboration
From Waterfall to Agile – Dynamic Teams

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From Waterfall to Agile

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Why is Waterfall failing so often?
• You have to know everything in advance (Requirements)
• Abstraction Level at Design phase way to big
• You Develop something that was already specified
• I often hear: «We cannot change this now as it is written down
in the Design Documents, even if we see it would be better»
• As you mostly don’t know exactly wat you need in the
beginning, you will very likely get what you can’t use in the end

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Agile Collaboration
• Not only Development can be done in Iterations, but also
Knowledge Work
• Define a Goal for a Work, Organize a Team (or let the Team
organize itself)
• Let the Team choose the Way how to reach the Goal
• Support, Guide, Enable, Move stones away

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Modern Collaboration Tools
• If you know the Goal, but don’t know the Way to the Goal, how
can you know the Tools you will use to reach it?
• Tools must be flexible and secure
• A team must have the freedom to choose what tool to use for
what part of the work
• Two teams reaching the same goal could probably use different
tools to reach it

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Classic Collaboration
• There are a few Templates (Team, Project etc.)
• The Structure is given
• There is a clear Lifecycle behind it
• You are forced to use the Processes given to you
• Mostly it is a one way collaboration from creation to deletion
• Long answertimes, few self service, strict usage patterns

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Traditional vs. Self Organizing
Traditional Team Self Organizing Team
Member
1
Member
2
Member
3
Member
4
Facilitator
Team Lead
Member 1 Member 2 Member 3
Assistant

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The 10 Traits of an agile self organizing Team
• Ownership
• Motivation
• Teamwork
• Coaching
• Trust and Respect
• Commitment
• Collaboration
• Competency
• Improvements
• Continuity
http://www.testingexcellence.com/10-traits-agile-self-organizing-team/

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Modern Collaboration
• Loads of tools in your universe
• Teams organize their own tools
• A team has it’s own structure
• Only Regulations or high impact Projects to be in a highly
governed Project Site (traditional Teamsite)
• 80% of the Work can be done with self service and low
governance

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What is possible today?
Take it all and make one tool

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Open
Groups
Direct
Message
Private
Groups
Modern Collaboration

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36www.sharepointeurope.com
Let the
sender Group
the
Information
Intuitive
saving helps
everyone
Information
persist after
Employee left
All
Information is
searchable

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www.sharepointeurope.com
Share,
Collaborate,
Search, have all at
the same place

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Where to start?
Modern Collaboration Kickstarter

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The Basic Concept
• Start small but start
• Think big, know where you want to go
• Grow fast, adding new functionality / possibilities
• Help your people help themselves

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OneDrive for Business Hybrid
Let’s start to hook things up!

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Why is OneDrive for Business a good Start?
• It is «Personal Productivity» only
• It helps people to get familiar with Office 365
• It helps people to learn about Sharing
• The basic handling of OneDrive for Business is the basic
handling in Modern Teamsites
• Starting with OneDrive for Business will make your way to
Groups / Teams easier

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Form a modern Team
• Take a Focus Group within a Project
• Give them Office 365 modern Collaboration
• Let them create a Team for a speciffic Project
• Facilitate them with a new way of working
• Show them that there is more than just Files
• Make sure you have Office 365 Knowledge to help them
• Have Feedback Rounds and work you through the good, the
bad and the ugly together

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How to transform?
From Personal to Team Productivity

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Modern Collaboration starts with MODERN
• Make sure you transform your Management Style from Waterfall
to Agile
• Make sure to have modern Devices (Smartphones, Laptops,
Tablets etc.) supported
• Have Modern Hardware (for key Employees, for Employees in
the Transformation Process)
• Embrace Concepts like BJOD and Key User Trainings

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Collaboration Pyramide
Intranet
Key Projects
Project / Team /
Workgroup / etc…
Personal
High Governance
Medium
Governance
Low Governance
Basic / No
Governance

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Governance Levels
• High: very tight Processes
• Medium: Standard Collaboration Process
• Low: Self Service, Self Management, Self Organization
• Basic: Apply Policies with DLP patterns if needed
 In Office 365 you have anyway logging for all actions

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Teams as the key Tool
• With Teams you have all in one place
• Every Channel has:
• It’s own Folder in the Documents
• It’s Notebook
• It’s own Chat / Yammer Group
• You have all the Groups at one sight
• You can communicate very fast in Online or Offline mode

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Transform by OU
• Start with the most homogenous Teams to transform
• The Organization is a good place to start
• Then go throuth the less homogenous Teams
• These are Workgroups or Committees etc. (quite stable)
• Last you have the least homogenous Teams
• These are mostly Projectsites
 Why? All members should know the Tools, and they learn it
best in their everyday Work

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Alternatively transform by agility
• Another way to transform is to take the WORK that transforms
the best
• This is mostly the Project or Workgroup
• In this case the Project or Workgroup team learns first how to
use the Tools and there is a facilitator within each Project Team
• From there on go over to the OUs inside your Company
 Why? In a Project you can learn how to use it, and have a
facilitator. Then you transport this into your OU

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However you do it
• Have Key Users to work as Facilitators
• Intuitive Learning is a Myth in an enterprise environment
• We learn from the deja vu effect using the same plattform for all
• Be sure to offer Self Training
• Be sure to have a strong support that understands the tools
• Be sure to not take too much at once

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Questions? | Thank You
Samuel Zuercher
szu@expertsinside.com
We’d like to know what you think!
Please fill out the evaluation form you
received at the registration desk for this
session
Session recordings and materials:
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O365Engage17 - Transition your Company to Modern Collaboration

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