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How to Decide: When to Use What In Office 365 - SharePoint Fest DC

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Your users may struggle with these questions:

Should I share a message via Skype for Business instead of Yammer, Office 365 Groups, or Exchange?
Should I collaborate on data using an Excel sheet or a SharePoint list?
Should I share a file in Outlook, in a meeting, from OneDrive for Business, on Yammer, in a Group, or in a SharePoint site?

What happens when your users can't decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist.

In this session, join Richard Harbridge as he helps you maximize the value of your Office 365 investment by providing the guidance you need to help your users make better, more effective decisions on how they get work done.

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How to Decide: When to Use What In Office 365 - SharePoint Fest DC

  1. 1. DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! It goes into much greater depth and can be found at WhenToUseWhat.com
  2. 2. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
  3. 3. Find people Share my stuff Build internal communities Stay connected Get answers (general) Get answers (moderated) Collaborate on docs internally Collaborate on docs externally Build external communities WHAT PEOPLE OFTEN THINK OF… It’s not as simple as comparing and selecting one tool over another…
  4. 4. 1. THE TECHNOLOGY WORKS BEST TOGETHER… Thinking about this from a versus perspective is the wrong approach.
  5. 5. The right approach is an AND approach where the technologies work together. 1. THE TECHNOLOGY WORKS BEST TOGETHER…
  6. 6. To maximize the value Office 365 provides we need to use as much of it as we can. 1. THE TECHNOLOGY WORKS BEST TOGETHER…
  7. 7. 2. WHEN TO USE WHAT HAS MULTIPLE LEVELS… So you need to answer it in different ways.
  8. 8. Remember that your enterprise strategy should indicate purpose and guidance. Messaging & Calendaring Platform (Outlook & Exchange) Purpose: This is our corporate e-mail and calendaring solution. Best for: Corporate email communications (both internal and external) and to manage calendars. Example of high level guidance: Dialogue and decision making with small groups, where information is sensitive and should not be shared broadly.  Requests for approval or funding for an initiative  Discussions about the direction of a project  Reminders for deadlines  Calendar management Think twice before using for: Personal email communication Social Collaboration Platform (Yammer) Purpose: Corporate social networking and social collaboration solution. Best for: Exchanging ideas, news and thoughts. It is also great at engaging others and sparking a conversation around a specific topic. Example of high level guidance: Dialogue, social collaboration and networking take place on Yammer. It is used to share network with colleagues to develop greater belonging and connection. • Ask questions and exchange ideas • Internal contests • Brainstorm w/ virtual/cross-segment teams • Recognize performance w/ praise • Place where employees can practice building online reputation with quality contributions Think twice before using for: Extremely confidential or private information (while you can do this within Yammer safely there may be better options for you to leverage). 2. WHEN TO USE WHAT HAS MULTIPLE LEVELS…
  9. 9. If you don’t have clear organizational technology guidance, it will be much harder. Individual Group Organizational 2. WHEN TO USE WHAT HAS MULTIPLE LEVELS…
  10. 10. Spend the majority of your efforts providing individual and group guidance. Individual Group Organizational Individual Group Organizational 2. WHEN TO USE WHAT HAS MULTIPLE LEVELS…
  11. 11. Even if you have decided on the technology what about which features? 3. KNOWING WHAT PRODUCT TO USE ISN’T ENOUGH… OR
  12. 12. Users often wont use a matrix. They are trying to do more than make a decision. 4. PEOPLE AREN’T MAKING ONE DECISION…
  13. 13. When users can't decide they use what they know,; even if better options exist. 5. GETTING SUSTAINED COMMITMENT…
  14. 14. So how can we help arm all of you to better achieve sustained commitment? THE FIVE REASONS WHEN TO USE WHAT IS A HARD QUESTION… 1. Technology Works Best Together 2. When To Use What Has Multiple Levels 3. Knowing Which Product Isn’t Enough 4. People Aren’t Making A One Time Decision 5. Sustained Commitment Is Critical
  15. 15. Value Commitment Understanding Interest
  16. 16. Value Commitment Understanding Interest
  17. 17. REAL WORLD ADOPTION ACTIVITIES & MORE… Find great ideas for driving interest in our latest book http://improveit.how/book
  18. 18. ARE USERS AWARE OF APP EXPERIENCES? Are you actively providing awareness of ways people can work at on any device?
  19. 19. DON’T FALL BEHIND… It will be more and more challenging to meet expectations on legacy technology.
  20. 20. Value Commitment Understanding Interest
  21. 21. Value Commitment Understanding Interest
  22. 22. AT THE ORGANIZATIONAL LEVEL… Always an impact to productivity. We can accelerate to get positive results sooner.
  23. 23. Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve Boards USE THE BEST TOOL FOR THE JOB… How can you optimize how you work? Would Yammer or Lync be better?
  24. 24. WHAT ABOUT MORE TARGETED PURPOSES? Think of the matrix as something that dynamically should adjust. Not static. Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve Boards Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meeting Outlook E-Mail OneDrive for Business SharePoint Publishing Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Skype Broadcast
  25. 25. Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve Boards TRANSPARENCY, VISIBILITY & OPENNESS… How can we help users change behavior and understanding?
  26. 26. Personalize or base the matrixes you leverage on personas that change over time. Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve BoardsGUIDE USERS FROM WHERE THEY ARE… Month 1 TargetMonth 2Month 3Month 4Month 5
  27. 27. LET’S WALK THROUGH SOME SCENARIOS… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise
  28. 28. LET’S WALK THROUGH SOME SCENARIOS… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise
  29. 29. During our daily work we create documents or receive documents from partners & customers. When we have a new document where should we store it? WHERE SHOULD I PUT & SHARE DOCUMENTS?
  30. 30. If this is a document I own, that is just for me, or I need a temporary place for it… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  31. 31. I need to share the document with others, I am not the only owner. WHERE SHOULD I PUT & SHARE DOCUMENTS?
  32. 32. I need to share the document with others, I am not the only owner. WHERE SHOULD I PUT & SHARE DOCUMENTS?
  33. 33. I need to share the document with others, so I can use yammer to amplify… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  34. 34. I need to share the document with others, to support an event… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  35. 35. I need to share the document with others, to support an event… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  36. 36. I need to share my document with others, so I can share a link… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  37. 37. I need to share my document with others, so I can share a link… WHERE SHOULD I PUT & SHARE DOCUMENTS?
  38. 38. How might users accomplish this today in Office 365? WHERE SHOULD I PUT DOCUMENTS?
  39. 39. How might users accomplish this today in Office 365? WHERE SHOULD I CAPTURE, STORE & SHARE MEETING NOTES?
  40. 40. LET’S WALK THROUGH SOME SCENARIOS… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise
  41. 41. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… SharePoint Search provides both discovery from content and profiles data.
  42. 42. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… How might users accomplish this today in Office 365?
  43. 43. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… How might users accomplish this today in Office 365?
  44. 44. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… How might users accomplish this today in Office 365?
  45. 45. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… How might users accomplish this today in Office 365?
  46. 46. HOW TO FIND SOMEONE WITH A CERTAIN EXPERTISE… How might users accomplish this today in Office 365?
  47. 47. LET’S WALK THROUGH SOME SCENARIOS… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise
  48. 48. How might users accomplish this today in Office 365? PROVIDE A NOTE OF CONGRATULATIONS…
  49. 49. How might users accomplish this today in Office 365? PROVIDE A NOTE OF CONGRATULATIONS…
  50. 50. How might users accomplish this today in Office 365? PROVIDE A NOTE OF CONGRATULATIONS…
  51. 51. How might users accomplish this today in Office 365? PROVIDE A NOTE OF CONGRATULATIONS…
  52. 52. How might users accomplish this today in Office 365? PROVIDE A NOTE OF CONGRATULATIONS…
  53. 53. Scenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ● Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕ Remind The Team Of An Important Deadline ◑ ◔ ● ● ● Within the whitepaper we have provided guidance on 13 common scenarios… WANT MORE SCENARIO GUIDANCE?
  54. 54. Value Commitment Understanding Interest
  55. 55. Value Commitment Understanding Interest
  56. 56. VALUE IS REALIZED THROUGH USAGE & ADOPTION Even when people have the tools, vision, and an understanding of the risks.
  57. 57. THIS IS IMPORTANT FOR ALL OF US… The more people use the platform the more value the technology provides.
  58. 58. Scenarios Methodology Communities Resources BUILD AN ADOPTION PLAN…
  59. 59. ADOPTION ADVICE & MORE… Find great ideas for driving adoption in our latest book http://improveit.how/book
  60. 60. Value Commitment Understanding Interest
  61. 61. Value Commitment Understanding Interest
  62. 62. SHARED COMMITMENT… It’s up to you AND Microsoft to help sustain commitment. Responsibility Commitment Realization Of Value Understanding Interest Shared
  63. 63. NEW CAPABILITIES MUST BE INTRODUCED… The technology itself should help users get acquainted with new capabilities.
  64. 64. NEW CAPABILITIES MUST BE INTRODUCED… In context walk-throughs and tips/guides can really help! If you want more Control or don’t want to wait for Microsoft you can do this with WalkMe today.
  65. 65. OFFICE 365 GROUPS & DELVE CONNECT EXPERIENCES ACROSS OFFICE 365… Based on what the user does put the best technology together to improve that.
  66. 66. Value Commitment Understanding Interest
  67. 67. DEVELOP ORGANIZATIONAL, GROUP AND INDIVIDUAL GUIDANCE LEVERAGE WHENTOUSEWHAT.COM WHITEPAPER, SUCCESS.OFFICE.COM AND IMPROVEIT.HOW/BOOK GIVE US FEEDBACK & SHARE WHAT’S WORKING
  68. 68. Thank You! Organizers, SponsorsandYouformakingthispossible. 100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge WhenToUseWhatWhitepaper.. WhenToUseWhat.com ImproveItBook.. ImproveIT.How/Book Office365SuccessCenter.. Success.Office.Com Message Me On LinkedIn or Email Richard@2toLead.com SPEAKER | AUTHOR | SUPER FRIENDLY Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.
  69. 69. DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! It goes into much greater depth and can be found at WhenToUseWhat.com
  70. 70. WHEN TO USE VIDEO & WHEN NOT TO USE VIDEO Beyond Office 365, when does it make sense to use Video in the enterprise?

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