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Increasing Project Efficiency using
Microsoft Teams
How to successfully adopt Microsoft Teams within your Project
Management Practices
Haniel Croitoru
June 2, 2018
SharePoint
Saturday
Montreal
2018
Thank You!
PLATINUMGOLDBRONZE
HANIEL
CROITORU
I’m passionate about process automation, and I work at .
LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
MAIN PILLARS OF PROJECT MANAGEMENT
What do project leaders really care about
TYPES OF COMMUNICATION
80% of Project Manager’s time is typically spent communicating
Communication
Project Plan
Status
Reports
Risk & Issue
Log
Meeting
Minutes
Action Items
Decision Log
Change
Request Log
IMPACT OF COMMUNICATION ON PROJECTS
Does communication really matter on project success?
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
Project Goals Met Project Delivered Within Budget Project Delivered On Time
Effective Ineffective
Source: PMI’s Pulse of the Profession™ In-Depth Report: The Essential Role of Communications
COMMUNICATE AT ALL LEVELS
Communication needs to be effective at all levels of the project team and organization
Internal project members
Internal Stakeholders
External stakeholders
Senior Leadership Team
Project Sponsors & Key Stakeholders
Project Team
Silent Stakeholders
WORK TOGETHER IN A SMART WAY
Working together requires a common base for content
Provide the right information
in the right format
to the right person
at the right time
COLLABORATION: REALITY CHECK
In many organizations, information is poorly managed today
•Document duplication
•Poor access control and audit trails
•Finding information is tedious
•Lack of consistency between
project sites
STAYING INFORMED
A Project Manager should always know what is happening
•Stay informed on tasks and deliverables
•Progress on development and testing
•Feedback from external people
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
MICROSOFT TEAMS
Chat-based collaboration tool
• Centered around
conversations
• Rich integration with other
systems and services
• Mobile ready (Android, iOS)
Connectors
MICROSOFT TEAMS
What makes up a Team
Enable users to respond when they can
ASYNCCOMMUNICATIONS
Enable users to respond when they can
PEER-TO-PEER
Leverage Skype for Business-like instant messaging
TEAM CHANNELS
Each Team can have multiple channels to keep conversations focused
RICH CONTENT
Keep conversations fun and informative through images, links, and memes
MEETING SCHEDULING
Meetings automatically synchronize with Skype for Business
EMAIL CHANNELS
Email conversations can be brought into Team by emailing a channel
REAL-TIME COMMUNICATIONS
Leverage Skype for Business-like instant messaging
AUDIO/VIDEO CHATS
Conduct real-time online conversations with your team members
USER ACCESS
Provide access only to those who should have access to the Team
TEAM PRIVACY
Teams can be public to the entire organization or private to specific users
ADDING USERS
Users can be added from another team
INTEGRATIONS
Enrich your team’s by incorporating external information
ADDING TABS TO CHANNELS
Integrate content form other SaaS services into Teams
ADDING CONNECTORS TO TEAMS
Integration with other applications using connectors to automatically feed information
into Conversations
BOTS
Bots simplify the FAQ and to do experience
BOT INTEGRATION
Microsoft Teams leverages Bots to educate your users
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
SHAREPOINT PAGES IN TEAMS
Extend the reach of your code by inserting SharePoint pages and web parts directly
within teams
SHAREPOINT DOCUMENT LIBRARIES
Full Document Library support directly from within Teams
CONTENT DISTRIBUTION SERVICE
SharePoint News extended into Microsoft Teams to expand the reach
TEAMS TEMPLATES
Create and use templates to create similar teams
TEAMS AND SKYPE CHATS
Chat with users across organizations using either Teams or Skype
MICROSOFT TRAINING SERVICES
Reduce learning curve, increase adoption, and create a self-sufficient organization via
curated training content
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
CONSOLIDATE CONVERSATIONS
Keep conversations in Teams. Email is so 2015!
•Leverage Teams and Channels for communication
•Depending on organization and project structure, channels may represent
different entities (departments, functional teams, etc.)
Considerations
• Content that may be relevant beyond a project
• Should it be in the project Team/Channel or functional one?
• Any conversations are easily searched by users from anywhere within Teams, while
respecting security
CIRCLE OF TRUST
Keeping conversations to a limited set of individuals
•Should users outside of your organization or project team be able to read
the conversations?
Considerations
• Today, once you grant access to a team, users can see the content on all the
channels
CIRCLE OF TRUST
Keeping conversations to a limited set of individuals
•Should users outside of your organization or project team be able to
contribute to the conversations?
Considerations
• You can choose who can email a channel
• You should create a less cryptic alias that
is easy to remember
BRING TEAMS CLOSER TOGETHER
Leverage video conferencing
•Migrate video conferencing meetings to Microsoft Teams meetings
Considerations
• Skype for Business meetings live inside Office 365
• Not associated with any specific group entity
BRING TEAMS CLOSER TOGETHER
Leverage video conferencing
•Review materials discussed during a video chat session
•Work with global teams without worrying about the language barriers
•Considerations
• Automatic transcription and time coding
• Caption reading and full conversation searches
• Automatic facial recognition to attribute
comments to user
• Real-time translation
• Blur Surrounding
• Anonymous users
CONVERSATIONS ON THE GO
Participate in conversations anytime from anywhere
•Mobile apps provide rich functionality to stay connected with project teams
•Considerations
• Majority of organizations today have a mobile workforce
FEED THE CONVERSATIONS
Bring in additional information that is relevant to your project
•Incorporate additional content directly to the conversations using
connectors
•Considerations
• Users get to remain in one app rather than checking multiple locations
• Notifications are real-time
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
TAKING NOTES
Each meeting should be followed by minutes
•A OneNote is associated with every Team/Channel
•Capture unstructured meeting minutes
•Considerations
• Leverage extensive functionality in OneNote for searching content
• Add Meeting details directly into OneNote
FILE SHARING
Manage all project artefacts from a single location
•Each Channel has its own folder in the Team’s Office 365 Group Shared
Document Library
•Considerations
• Ensure everyone is working on the latest version
• Integrate storage from other SharePoint, DropBox, Box, or Google Drive sources
• Promote documents to their own tabs in a Channel (e.g. SOW)
• For different permissions, need to use different Teams or SharePoint sites
• Open directly from mobile device
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
GET NOTIFIED OF WHAT MATTERS MOST
Keeping up-to-date should be effortless
•Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to
surface information from other systems
•Considerations
• Surfacing content inside Teams saves
time and keeps the team informed
• Share content from a specific account
with the entire project team
• Automate manual tasks through bots
• Leverage Flow to further automate
notifications
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
NEW TEAMS SUPERPOWERS
SCENARIOS:
PROJECT COMMUNICATION
PROJECT COLLABORATION
PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
REFERENCES
•Quick start - Microsoft Teams planning guide
• https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-
teams?utm_source=t.co&utm_medium=referral&WT.mc_id=docs-email
•Microsoft Teams documentation and practical guidance
• https://docs.microsoft.com/en-us/microsoftteams/microsoft-teams
•Microsoft Teams help center
• https://support.office.com/en-us/Teams
We work hard, we party hard! ☺
16h00
3435 St Laurent
LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER
Thank You!
Organizers, SponsorsandYouformaking
thispossible.
Let’s continue the conversation
linkedin.com/in/hanielcroitoru
@hcroitoru

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Increasing project efficiency using microsoft teams (SPSMontreal 2018)

  • 1. Increasing Project Efficiency using Microsoft Teams How to successfully adopt Microsoft Teams within your Project Management Practices Haniel Croitoru June 2, 2018 SharePoint Saturday Montreal 2018
  • 3. HANIEL CROITORU I’m passionate about process automation, and I work at . LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER
  • 4. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 5. MAIN PILLARS OF PROJECT MANAGEMENT What do project leaders really care about
  • 6. TYPES OF COMMUNICATION 80% of Project Manager’s time is typically spent communicating Communication Project Plan Status Reports Risk & Issue Log Meeting Minutes Action Items Decision Log Change Request Log
  • 7. IMPACT OF COMMUNICATION ON PROJECTS Does communication really matter on project success? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Project Goals Met Project Delivered Within Budget Project Delivered On Time Effective Ineffective Source: PMI’s Pulse of the Profession™ In-Depth Report: The Essential Role of Communications
  • 8. COMMUNICATE AT ALL LEVELS Communication needs to be effective at all levels of the project team and organization Internal project members Internal Stakeholders External stakeholders Senior Leadership Team Project Sponsors & Key Stakeholders Project Team Silent Stakeholders
  • 9. WORK TOGETHER IN A SMART WAY Working together requires a common base for content Provide the right information in the right format to the right person at the right time
  • 10. COLLABORATION: REALITY CHECK In many organizations, information is poorly managed today •Document duplication •Poor access control and audit trails •Finding information is tedious •Lack of consistency between project sites
  • 11. STAYING INFORMED A Project Manager should always know what is happening •Stay informed on tasks and deliverables •Progress on development and testing •Feedback from external people
  • 12. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 13. MICROSOFT TEAMS Chat-based collaboration tool • Centered around conversations • Rich integration with other systems and services • Mobile ready (Android, iOS)
  • 15. Enable users to respond when they can ASYNCCOMMUNICATIONS Enable users to respond when they can
  • 16. PEER-TO-PEER Leverage Skype for Business-like instant messaging
  • 17. TEAM CHANNELS Each Team can have multiple channels to keep conversations focused
  • 18. RICH CONTENT Keep conversations fun and informative through images, links, and memes
  • 19. MEETING SCHEDULING Meetings automatically synchronize with Skype for Business
  • 20. EMAIL CHANNELS Email conversations can be brought into Team by emailing a channel
  • 21. REAL-TIME COMMUNICATIONS Leverage Skype for Business-like instant messaging
  • 22. AUDIO/VIDEO CHATS Conduct real-time online conversations with your team members
  • 23. USER ACCESS Provide access only to those who should have access to the Team
  • 24. TEAM PRIVACY Teams can be public to the entire organization or private to specific users
  • 25. ADDING USERS Users can be added from another team
  • 26. INTEGRATIONS Enrich your team’s by incorporating external information
  • 27. ADDING TABS TO CHANNELS Integrate content form other SaaS services into Teams
  • 28. ADDING CONNECTORS TO TEAMS Integration with other applications using connectors to automatically feed information into Conversations
  • 29. BOTS Bots simplify the FAQ and to do experience
  • 30. BOT INTEGRATION Microsoft Teams leverages Bots to educate your users
  • 31. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 32. SHAREPOINT PAGES IN TEAMS Extend the reach of your code by inserting SharePoint pages and web parts directly within teams
  • 33. SHAREPOINT DOCUMENT LIBRARIES Full Document Library support directly from within Teams
  • 34. CONTENT DISTRIBUTION SERVICE SharePoint News extended into Microsoft Teams to expand the reach
  • 35. TEAMS TEMPLATES Create and use templates to create similar teams
  • 36. TEAMS AND SKYPE CHATS Chat with users across organizations using either Teams or Skype
  • 37. MICROSOFT TRAINING SERVICES Reduce learning curve, increase adoption, and create a self-sufficient organization via curated training content
  • 38. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 39. CONSOLIDATE CONVERSATIONS Keep conversations in Teams. Email is so 2015! •Leverage Teams and Channels for communication •Depending on organization and project structure, channels may represent different entities (departments, functional teams, etc.) Considerations • Content that may be relevant beyond a project • Should it be in the project Team/Channel or functional one? • Any conversations are easily searched by users from anywhere within Teams, while respecting security
  • 40. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to read the conversations? Considerations • Today, once you grant access to a team, users can see the content on all the channels
  • 41. CIRCLE OF TRUST Keeping conversations to a limited set of individuals •Should users outside of your organization or project team be able to contribute to the conversations? Considerations • You can choose who can email a channel • You should create a less cryptic alias that is easy to remember
  • 42. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Migrate video conferencing meetings to Microsoft Teams meetings Considerations • Skype for Business meetings live inside Office 365 • Not associated with any specific group entity
  • 43. BRING TEAMS CLOSER TOGETHER Leverage video conferencing •Review materials discussed during a video chat session •Work with global teams without worrying about the language barriers •Considerations • Automatic transcription and time coding • Caption reading and full conversation searches • Automatic facial recognition to attribute comments to user • Real-time translation • Blur Surrounding • Anonymous users
  • 44. CONVERSATIONS ON THE GO Participate in conversations anytime from anywhere •Mobile apps provide rich functionality to stay connected with project teams •Considerations • Majority of organizations today have a mobile workforce
  • 45. FEED THE CONVERSATIONS Bring in additional information that is relevant to your project •Incorporate additional content directly to the conversations using connectors •Considerations • Users get to remain in one app rather than checking multiple locations • Notifications are real-time
  • 46. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 47. TAKING NOTES Each meeting should be followed by minutes •A OneNote is associated with every Team/Channel •Capture unstructured meeting minutes •Considerations • Leverage extensive functionality in OneNote for searching content • Add Meeting details directly into OneNote
  • 48. FILE SHARING Manage all project artefacts from a single location •Each Channel has its own folder in the Team’s Office 365 Group Shared Document Library •Considerations • Ensure everyone is working on the latest version • Integrate storage from other SharePoint, DropBox, Box, or Google Drive sources • Promote documents to their own tabs in a Channel (e.g. SOW) • For different permissions, need to use different Teams or SharePoint sites • Open directly from mobile device
  • 49. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 50. GET NOTIFIED OF WHAT MATTERS MOST Keeping up-to-date should be effortless •Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to surface information from other systems •Considerations • Surfacing content inside Teams saves time and keeps the team informed • Share content from a specific account with the entire project team • Automate manual tasks through bots • Leverage Flow to further automate notifications
  • 51. PROJECT MANAGEMENT OVERVIEW INTRODUCTION TO MICROSOFT TEAMS NEW TEAMS SUPERPOWERS SCENARIOS: PROJECT COMMUNICATION PROJECT COLLABORATION PROJECT NOTIFICATIONS LET’S TALK – OPEN Q&A
  • 52. REFERENCES •Quick start - Microsoft Teams planning guide • https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable- teams?utm_source=t.co&utm_medium=referral&WT.mc_id=docs-email •Microsoft Teams documentation and practical guidance • https://docs.microsoft.com/en-us/microsoftteams/microsoft-teams •Microsoft Teams help center • https://support.office.com/en-us/Teams
  • 53. We work hard, we party hard! ☺ 16h00 3435 St Laurent
  • 54. LEAD CONSULTANT | OFFICE 365 MVP | SPEAKER Thank You! Organizers, SponsorsandYouformaking thispossible. Let’s continue the conversation linkedin.com/in/hanielcroitoru @hcroitoru