aOS Moscow - E5 - Teams From 'Send to' to 'Share with' - Sasja Beerendonk
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Sasja Beerendonk gave a presentation on moving from email-based collaboration to using Microsoft Teams. Beerendonk discussed the problems with using email to share files, such as creating multiple duplicate versions. Beerendonk proposed "stopping" practices like using file shares and renaming files, and "starting" practices like storing files in OneDrive and Teams, enabling versioning and conversations around files, and using Teams features for real-time collaboration. Beerendonk demonstrated these capabilities in Teams and emphasized transforming work practices to be more collaborative.
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aOS Moscow - E5 - Teams From 'Send to' to 'Share with' - Sasja Beerendonk
- 1. aOS Moscow 9/7/2019 Microsoft Teams ‘From Send to, to Share with’ Sasja Beerendonk
- 2. ◦ THANKS TO OUR SPONSORS 2 Web Sharesoft Platinum Silver Diamond
- 3. HELLO! I am Sasja Beerendonk I help organisations to become a more collaborative business. @sbeerendonk - s.beerendonk@silverside.com https://www.silverside.com
- 6. The problem Using email for collaborating on files is not smart @sbeerendonk
- 7. Productivity Survey • 83% use separate files for different document versions. • 42% lose track of which document is the most recent version • 20% of files are duplicates of files that exist elsewhere in their file system • Information workers and IT professionals found that they spend an average of 4.5 hours a week looking for documents. • They are spending half of those 4.5 hours searching for, and not finding, the files they need. • Then they spend the other half recreating what they haven’t found. @sbeerendonk
- 8. @sbeerendonk Poll How many copies of files do you create when sending a file for review by email to 4 other people, with 2 review rounds? a. 4 b. 10 c. 12 d. 52
- 9. y = r*([FS+MS]+3p*[MS+FS]) number of files copies my versions my versions back and forth number of people y = r * [ 2+(6*p) ] number of revision rounds mail and file system @sbeerendonk
- 10. # people #files 1st version 14 1 2 3 4 26 20 28 40 52 2nd version 52 3rd version 104 60 4th version 104 tipping point y = r * [ 2+(6*p) ] @sbeerendonk
- 11. Rethink the way we work now @sbeerendonk
- 12. @sbeerendonk
- 13. Share and co-create documents In-line commenting on files Conversation around files Create versions of documents, view version history, track changes through versions, back to specific colleague, and date.Real-time collaboration Real-time joint viewing and editing Invite others to a real-time session Real-time Chat @sbeerendonk
- 14. Transform from email to a more collaborative culture @sbeerendonk
- 15. Transform from email to a more collaborative culture @sbeerendonk
- 16. STOP and START doing
- 17. @sbeerendonk Poll Where do YOU store your files? a. OneDrive, Teams or SharePoint site b. Fileshare (network drive), Laptop / PC hard drive c. USB stick, Phone / Tablet d. Dropbox, Box, or other external storage system e. Other
- 18. Stop doing: Use fileshares P: department s HR marketing sales R&D projects Re-think fileshares
- 19. Poll How do you distinguish different file versions? a. Version numbers in file names b. Moving files to specific folders c. Dates in file names d. Descriptions or my name in file names e. Append ‘Concept’, ‘Final’ to file name
- 20. Stop doing: Renaming files
- 21. Rethink the way we work now @sbeerendonk
- 22. The way we work now • A lot of different apps makes it almost impossible to find the right file • Email for conversation, discussion, information sharing, file sharing • Fileshares and hard drives for file sharing and co-authoring
- 23. The way we work new The way we work NOW The way we work NEW
- 24. Success What we think How it really is @sbeerendonk
- 25. Teaching a dog to switch the light 25 Click Treat @sbeerendonk
- 27. 27@sbeerendonk
- 28. After I [anchor], I will [Tiny Habit] ◦ A Tiny Habit uses an Anchor. This is an existing habit. ◦ Use an anchor to trigger a new tiny habit. ◦ Keep it simple @sbeerendonk
- 30. @sbeerendonk Start doing the way we work new • Co-author documents with ease: • Share files • Co-edit, even real-time • Manage versions • Have conversations about the file • Have real-time chats • Do Audio / Video meetings • Work online or offline on files in a smooth flow • Use Office features optimally @sbeerendonk
- 31. Demo Teams ◦ Share from OneDrive / Share to Teams ◦ Use Office applications ◦ Use OneDrive Sync ◦ Have a Conversation ◦ Automatic versioning ◦ Publishing (no more changes!)
- 32. @sbeerendonk Start doing: use OneDrive Sync
- 34. @sbeerendonk Start doing: Conversation around the file
- 35. @sbeerendonk File Conversation panel in Teams Give general feedback or ask questions @sbeerendonk
- 36. Publishing ◦ Make it final, protect and publish ◦ Prevent people making changes – Protection ◦ Inspect document and remove data ◦ Save as PDF ◦ Share to larger audience @sbeerendonk
- 37. 37 THANK YOU FOR YOUR ATTENTION ! @sbeerendonk
- 38. ◦ THANKS TO OUR SPONSORS 38 Web Sharesoft Platinum Silver Diamond
- 39. BYE! Sasja Beerendonk User Adoption & Change Management @sbeerendonk s.beerendonk@silverside.com 39