Collaboration Fundamentals - ALI Modern Intranets May 2023
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6 pillars of collaboration, a framework for working better together. Introduces collaboration contracts as a tool for facilitating better teamwork.
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Collaboration Fundamentals - ALI Modern Intranets May 2023
- 1. Collaboration Fundamentals What Every Colleague Needs to Know Michael Blumenthal, Microsoft Product Manager
- 2. 2 Michael Blumenthal Microsoft Product Manager @ NORC • Service Management + User Adoption for M365 • Champions Program leader • I help people work together. Microsoft MVP (8 years) Co-Organizer, M365Chicago.com online conferences
- 3. Agenda 01 6 Pillars of Workplace Digital Literacy 02 Drive Productivity with Training and Norms
- 4. 6 Pillars of Workplace Digital Literacy People come to the workplace with many different perspectives and experiences. Do they know how to collaborate effectively?
- 5. 5 No, most don’t! What is it that they need to know? Skills + Norms! Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 6. 6 Chat Guidelines • Synchronous and Asynchronous • Guide on What to use When • https://aka.ms/nohello When and How to use Chat • Complex topic or nuanced discussion or urgency Escalate to a Phone Call or Meeting • Think beyond “Like” React to Acknowledge • Schedule delivery! After Hours & Non-urgent?
- 7. 7 What is it that they need to know? Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 8. 8 Meetings - Before Provide an agenda Duration: 25/30 or 50/60? Start late and/or end early? Schedule at least 1 day in advance Scheduling Polls Check Free/Busy In person or hybrid? • Book a room • Know the room and its AV Differentiate between required and optional Decide to record and transcribe Attendee JOMO – the Joy of Missing Out Organizer •Required? • Unclear purpose? Decline/Tentative & seek clarification. • Know the agenda & know your role Optional? • Ask for notes and skip if possible RSVP • It’s not automatic!
- 9. 9 Meetings - During Organizer / Presenter Attendees Is arriving up to 5 minutes late "on time"? Be prepared Set ground rules Camera on/off/avatar Non-distracting background Watch the chat Make it engaging Pay attention & engage Camera on/off/avatar Non-distracting background Raise hand Participate in the chat React
- 10. 10 Organizer Send meeting notes Assign tasks Share recording Attendee Read notes Complete tasks Skipper Read notes Watch recording / read transcription Complete tasks Meetings - After
- 11. 11 What is it that they need to know? Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 12. 12 • Multiple people in the same document at the same time • Online single source of truth with version history • No more local drives or file shares (unless you must) • Send links, not attachments • @mentions • Manage permissions (link/file) Authoring, Co-Authoring, and Link Sharing
- 13. 15 What is it that they need to know? Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 14. 16 Managing Email Tools for organizing Add a methodology Email signature policies Phish prevention and reporting Folders Search folders Flags Colorful Categories Rules Unsubscribing Focused inbox Accessibility checker Searching
- 15. 17 Managing Email Tools for organizing Add a methodology Email signature policies Phish prevention and reporting
- 16. 18 Managing Email Tools for organizing Add a methodology Email signature policies Phish prevention and reporting
- 17. 19 Managing Email Tools for organizing Add a methodology Email signature policies Phish prevention and reporting
- 18. 20 Calendar Accept, reject, respond to sender Only one accept per timeslot Color code Focus Time
- 19. 21 Tasks One place to see across: Methodologies can help track. Managers can help prioritize. individual tasks team tasks formal project tasks
- 20. 22 What is it that they need to know? Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 21. 23 Focus Turn off email notifications Silence your phone Use Focus Assist in Windows Block focus time on your calendar Headphones and focus music
- 22. 24 What is it that they need to know? Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 23. 25 Know your tools • Examples • Keyboard shortcuts • Tips for common scenarios • How to get there • Encourage peer-to-peer sharing • Encourage certification exams where available
- 24. 26 Know your tools: The promise of AI People know <10% of each Office app. AI can know the entire app. All of them. Can chat AI unlock those capabilities for everybody, orchestrate the M365 suite, and make everyone more productive?
- 25. 27 Recap: What we need to know Chat Guidelines Meeting Lifecycle Skills Content Authoring and Collaboration Email, Calendar, and Task Management Maintaining Focus Tool Knowledge The 6 Pillars
- 26. 28 How do we train people on this? Many ways! In-context microlearning Visual SP, Walk Me Classroom learning Microsoft Official Curriculum In-house curriculum On-demand training Computer-Based Training Short videos Resource Hubs Intranet websites Champions network Train the Trainers Train the Sharers Multichannel communications Email blasts, newsletters, signs & posters, company and departmental meetings, Intranet posts, digital signage, reference cards 02 Drive Productivity with Training and Norms
- 27. 29 How do teams agree on behavior and tool norms? An agreement within a team about how the team works together. Resource: http://collaborationcontract.info/ By Microsoft MVPs Loryan Strant and Susan Hanley • How do we share documents within and outside the team? • Where do we keep our files? • How do we name and tag our files? • How do we organize our files? • How do we communicate status? • How do we have internal discussions? • How do we conduct meetings and take meeting notes? • When should a meeting be an email and an email be a meeting? • When to escalate to a phone call? • What hours do we work in common? • What is expected outside those hours?
- 28. Call to Action! 01 Identify the Productivity & Collaboration Skills and Norms your organization needs! 02 Provide training 03 Encourage your teams to have “the Collaboration Talk”
- 29. Thank you Michael Blumenthal, MVP Blumenthal-Michael@norc.org http://bit.ly/MBB-LI
Editor's Notes
- How many of you use Microsoft 365?
- Do most people in your organization know how to collaborate effectively?
- This is about Skills and Norms
- Sync vs Async
- Support JOMO
- Have your content ready, be the first one there. Ground rules: Friendly, patient, welcoming, respectful, considerate, kind, polite, and inclusive
- I have copies, let me know if you want a link.
- Provide guidance Makes it easy for new hires and role changers to update their signature Standardize that signatures are included on all messages
- Make sure you offer training and have processes for reporting
- You use these tools every day. The better you know them, the more efficient and productive you can be. Examples – Windows + V Clipboard history Flash Fill in Excel
- 70% in the workflow, 20% through collaboration with others, 10% in formal training environment.
- Also called a Team Agreement