Maximizing Team Productivity with Microsoft Office 365

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© 2017 SWC Technology Partners www.SWC.com
1© 2017 SWC Technology Partners www.SWC.com
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Maximizing Team Productivity with Microsoft Office 365
Suite

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2© 2017 SWC Technology Partners www.SWC.com
AGENDA
• Importance of Efficiency in the Digital Age
• Team Productivity with Office 365
• Maximizing Productivity Success & Value
• How to Get Started
The NEW Way to Work
Suite

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INNOVATION HAS BEEN HAPPENING SINCE THE BEGINNING OF TIME

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DIGITAL DISRUPTION ISN’T COMING… IT’S HERE
Netflix became
the world’s
largest movie
house.
Without
Owning a
Single Cinema
Airbnb became the
world’s largest
accommodations
provider.
Without Owning
Any
Real Estate
Uber became the
world’s
largest taxi
company.
Without
Owning
Any Taxis
Facebook became
the most
popular media
owner.
Without
Creating Any
Content
Amazon became the
world’s biggest
retailer by market
value.
Before Ever
Opening a
Physical Store

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The OLD Model
THE NEW PARADIGM
It’s no longer the big that eat the small, it’s the fast that eat the slow!
The NEW Model
Average Lifespan of a Company in 1958:
61 years
Average Lifespan of a Company Today:
18 years

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IF BUSINESSES WANT TO EVOLVE WITH THE RAPID PACE
OF INNOVATION…
THEY MUST INCREASE EFFICIENCY
WITH TECHNOLOGY WHEREVER
POSSIBLE!

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INCREASING PRODUCTIVITY REQUIRES A HOLISTIC APPROACH
Communication
Collaboration
Automation
Security PRODUCTIVITY

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OFFICE 365 HAS EVERYTHING YOU NEED TO INCREASE EFFICIENCY AND MORE!
SharePoint
Exchange
Office Suite
Skype for
Business
Yammer
OneDrive
Delve
Planner
Video
Groups
Sway
PowerBI
Teams
Power Apps
Flow
In Preview!
Booking
Stream
S
StaffHub

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COMMUNICATION & COLLABORATION IN
OFFICE 365

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COMMON COMMUNICATION AND COLLABORATION USE CASES
• Personal storage accounts are used
for company data
• Documents cannot be accessed
without connecting to VPN
• Desire to eliminate network drives
Platform for Personal
Notetaking & Organization
• Ad hoc reviews and impromptu
collaboration are difficult to manage
• Documents shared externally have to
be saved locally and then attached
Real-Time Document Sharing
& Collaboration
• Company-wide or targeted to
specific audiences
• Fast and easy access to useful
news, information, links, etc.
Information Publishing
• Facilitate connections between
resources across org boundaries
• Access and leverage 'tribal
knowledge’
Community Development
• Personal storage accounts are used
for company data
• Documents cannot be accessed
without connecting to VPN
• Desire to eliminate network drives
Online Personal Document
Storage
• Inconsistent methods of tracking
work are employed
• Visibility into expected task
completion is limited and manual
Tasks List and Assignments
• Personal accounts are used for company discussions
• The is no ability to share live documents during a meeting
• Scheduling meetings with external or remote contacts is difficult
• There is no insight into when colleagues' availability
Instant Communication and Virtual Meetings

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AUTOMATION IN OFFICE 365

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COMMON AUTOMATION USE CASES
• Improve call center ticket resolution
• Optimize call center processes
• Capture feedback
• Improve constituent engagement with
streamlined communications
Customer Service
• Ensure financial governance
• Simplify budget requests
• Manage expense approvals
• Improve invoice processing
Finance and Administration
• Improve employee onboarding and off
boarding
• Manage annual performance reviews
• Streamline leave requests
• Expedite recruiting
Human Resources
• Improve supplier management
• Manage work orders
• Deliver goods and services to your
customers
• Improve project management
Operations
• Manage sales opportunities
• Improve contract management
• Manage marketing campaigns
• Create documents
• Manage reviews & approvals
Sales & Marketing
• Manage help desk requests
• Manage and track IT assets from
acquisition to disposal
• Provision user accounts
• Automate message notifications
Information Technology

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AUTOMATION & INTEGRATION TOOLS IN THE MICROSOFT CLOUD
SharePoint Online Workflows SharePoint Forms Customization
Enhanced with Nintex Workflow Enhanced with Nintex Forms
Microsoft Flow
End-User Self-Service Workflow
Microsoft Logic Apps
Robust tools and code for mission-
critical automation solutions
Microsoft PowerApps
Create apps that work across
Windows, iOS, Android and Web
Microsoft Mobile Apps
Directly access content & collaborate
via SharePoint Mobile, etc.
Create forms, add business logic,
collect data and drive processes
Azure Functions & WebJobs
Code-based integration and automation

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SECURITY IN OFFICE 365 (THE CLOUD)

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Clouds are usually a more secure starting point than in house
implementations.
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ANALYST POSITION ON CLOUD SECURITY IN OFFICE 365
Cloud services are not getting breached. Most security incidents
are the customer’s fault.
“
No evidence indicates that Cloud Service Providers have performed
less securely than end user organizations – Quite the Opposite.
“
“Gartner Position: ‘Clouds Are Secure’

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The docs they need to keep secure include their
customer's "company jewels"
• Trade secrets, patent applications, etc.
• It's critical that they can attest under oath that no
unauthorized access has or could have occurred
• This includes any vendor support technicians,
consultants or other third parties
CLIENT SCENARIO: CLOUD SECURITY
150 year-old Law Firm
They wanted to move off iManage
and onto SharePoint Online
• This represents a pioneering move
• Intention is to retain top legal talent, and they
recognize that efficient and modern tools are crucial
Every law firm I've ever spoken to (> 20)
uses iManage - industry standard, so low risk
After a deep dive into the info, conditions and support
technicalities in the Microsoft Trust Center, and with the
release of a new O365 feature called 'Customer Lock Box',
their security and privacy concerns were met
Key security, privacy and compliance requirements also
included things like ensuring their data's physical storage
never leaves US soil
They have since completed a migration to O365 and
rolled out a new doc mgmt system in SharePoint Online

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TECHNOLOGY MAY BE WHAT DRIVES GREATER EFFICIENCY…
BUT IT’S THE PEOPLE THAT
MAKE IT A SUCCESS!

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It’s what’s below the surface
that sinks organizations
ORGANIZATIONAL
CULTURE:
THE WAY THINGS REALLY
GET DONE
VISION
GOALS
PROCEDURES
POLICIES
TRADITION
SHARED
ASSUMPTIONS
NORMS
VALUES
FEELINGS
STORIES
UNWRITTEN RULES
PERCEPTIONS
BELIEFS
STRUCTURES
SHARED VALUES
STRATEGY
ONGOING TRAINING
“The way
we really
get things
done”
“The way we
say we get
things done”TECHNOLOGY

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TYPICAL PRODUCTIVITY & COLLABORATION SOLUTION RESULTS
Solution isn’t easily ‘usable’ and people
don’t ‘get it’- adoption suffers
Enablement, governance & support are
neglected – confusion reigns
!
Results are ‘blamed’ on technology, rather than how
it was implemented = “bad experience” for users
Wild West
Empty
Wasteland

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DEVELOPING A ROADMAP TO IMPROVE EFFICIENCY
CAPABILITIES
ENVISIONING
• Findings & Recommendations
• Design & Plan Validation
• Socialization
• High Level Functionality
• Business Needs & Pain Points
• Prioritized Use Cases
• Business Requirements
• Identified Initiatives
• Priority Matrix
• Validated Roadmap & Slide Deck
• High-Level Implementation Plan
• Other Project Artifacts
FUNCTIONAL
DISCOVERY
ROADMAP
• Audience(s) Definition
• Capabilities in Context Review
• Value Opp Envisioning (80/20)
• Educated Stakeholders
• Streamlined Reqs Gathering
• Actionable User Feedbackl
DELIVERABLESACTIVITIESAREA

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OFFICE 365 ROADMAP
A strategic, living Office 365 Roadmap illustrates how use cases are prioritized
by clarity of requirements, business value, and associated effort
WellDefinedUnclear
ClarityofRequirements
Business ValueLow High
Phase 1 Phase 2 (Bubble size = work effort) Hybrid project team
real-Time document
collaboration
Onboarding
Workflow
Enable video
conferencing with
Tokyo office
Document sharing
with customers
Deploy and
socialize new
security policies
Real-time communication
and document sharing for
hybrid project team
External access to
personal files
Team project
planning and task
management
KPI reporting to
executive team
Creation of annual board
meeting supporting
documentation
Auto notification to
Accounting when
invoices are past due
Self-service booking
of customer
appointments

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THE 5 PILLARS OF A USER ENABLEMENT & ADOPTION PROGRAM
Identify opportunities to better govern and communicate how technologies are expected to
be used in the context of end user productivity challenges, thereby improving user adoption
Marketing
Let people know that change will be good
“How does this align with our strategic goals?”
Training
Ensure users have what they need to be successful
“What resources are available to me if I need help?”
Change Management
Prepare for change in the context of specific use cases
“What’s going to be different?”
Support
Offer team specific support after the transition
“Will additional team-specific training be offered?”
Feedback
Elicit feedback and ensure users are heard
“I hope management recognizes the impact this had on us.”

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WHAT’S NEXT?

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WORKFLOW AUTOMATION JUMPSTART
Develop Your Workflow
Automation Plan
Project Consultation &
Business Value Identification
Use-Case Identification &
Technology Consultation WORKFLOW AUTOMATION
JUMPSTART
Delivered to your organization or
presented and reviewed in-person
SWC has developed an engagement that will allow your organization to evaluate how Workflow Automation can work
for your business and gain an understanding of the scope required to execute your Workflow Automation initiatives.
Qualify for a Funded Jumpstart!

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THE INC. 500 | 5000
FASTEST GROWING
COMPANIES IN AMERICA
World’s Top 100
Managed Service
Providers
Elite 150
Managed Services
Solution Provider
Top Work Places
© 2017 SWC Technology Partners www.SWC.com 25

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26© 2017 SWC Technology Partners
1420 Kensington Road, Suite 110
Oak Brook, IL 60523
33 W. Monroe, Suite 1830
Chicago, IL 60603
630.572.0240
Contact Us
www.swc.com/contact
(630) 572-0240

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