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Microsoft Teams Has Moved the IA Cheese
The document discusses the integration of Microsoft Teams with SharePoint and the importance of effective information architecture in facilitating collaboration. It highlights best practices for governance, content management, and user engagement within Teams and SharePoint environments. Additionally, it emphasizes the continuous nature of information architecture planning and the need for organizations to adapt to evolving collaboration needs.
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Microsoft Teams Has Moved the IA Cheese
- 1. Microsoft Teams Has Movedthe IA Cheese Christian Buckley Founder & CEO of CollabTalk LLC Microsoft RD & MVP
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- 7. But does SharePointfit every collaboration scenario? @buckleyplanet
- 8. your sites Communication sitesTeamsites Department Team Project Extranet (Partner, Customer) Committee (Planning, Executive) Initiative, campaign or event Share work with organization Community of practice or interest Training and policies Updates and reports @buckleyplanet
- 9. Communication sitesTeam sites Createdby users or admins Created by users or adminsCreated by admins Navigation Theme and logo Search scope Hub sites A communication site or team site News and activity rollup @buckleyplanet
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- 12. Outlook Inner Loop • Eventteam working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
- 13. Outlook Outer Loop • Ideationopportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
- 14. Outlook The “Ubiquitous” Loop OuterLoop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive Groups, Graph, and Security @buckleyplanet
- 15. What does thishave to do with cheese? @buckleyplanet
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- 18. Considerations for themodern intranet News, announcements & information (top/down, bottom/up) Find what you’re looking for (Search, discovery, browse/navigation) Collaboration & communication Personal, team, division, cross-company Usability, reliability, recognizable (theming and branding) Reorg, acquisition, growth Continuous innovation, change management Mobility and flexibility – informed & engaged Intranet AND extranet Who should and can access, create and consume (governance) Secure and compliant (proactive and reactive) VPN, multi-factor authentication Apps and services integration Out-of-the-box, configuration, customization – budget vs. requirements @buckleyplanet
- 19. Top 10 IAMistakes (for websites and intranets) 1. No Structure 2. Search and Structure Not Integrated 3. Missing Category Landing Pages 4. Extreme Polyhierarchy 5. Subsites/Microsites Poorly Integrated with Main Site 6. Invisible Navigation Options 7. Uncontrollable Navigation Elements 8. Inconsistent Navigation 9. Too Many Navigation Techniques 10. Made-Up Menu Options https://www.nngroup.com/articles/top-10-ia-mistakes/ @buckleyplanet
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- 23. 1. How doyou define Information Architecture, and how well do users understand and adhere to this definition? @buckleyplanet
- 24. According to fellowMVP and SharePoint Librarian Sarah Haase, SharePoint information architecture is “the art and science of organizing, storing, and labeling content (e.g. documents, list data, Office 365 groups, SharePoint sites, etc.) to support content findability and usability.” She wrote a great blog post on the evolution of the modern SharePoint site, and how there is now the need of “flat” SharePoint IA: https://regarding365.com/information-architecture-in-a-flat-sharepoint-world-934885869e8a @buckleyplanet
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- 27. In 1998, LouisRosenfield and Peter Morville published Information Architecture and the World Wide Web, a text about applying the principles of architecture and library science to web site design. Morville and Rosenfeld describe the relationship between users, context, and content as “information ecology” and visualized it in a venn diagram. @buckleyplanet “You only understand information relative to what you already understand.” Richard Saul Wurman
- 28. @buckleyplanet 2. What isthe state of Information Architecture in Microsoft Teams today?
- 29. @buckleyplanet 3. Are there“best practices” for aligning Microsoft Teams information architecture with SharePoint and other workloads?
- 30. @buckleyplanet 4. Is therestill confusion around ‘which tool, when?’ in Office 365, and does this impact IA adherence?
- 31. @buckleyplanet 5. What isthe state of navigation and search across Microsoft Teams and other workloads?
- 32. @buckleyplanet 6. How doesan organization manage taxonomy as Microsoft Teams becomes more prevalent?
- 33. @buckleyplanet 7. What 3things should organizations do to begin information architecture planning for Microsoft Teams?
- 34. Words of Wisdomfrom Microsoft Having a solid information architecture is an important prerequisite for realizing a well-maintained and well- performing portal. Designing the optimal structure requires detailed planning. If not done properly, you can adversely affect user adoption or have significant performance issues; the likelihood of both is very possible. Consider the following factors: • Business objectives and the organizational structure. • The kind of content you are dealing with. Is the content collaborative or published content? • Content classification and confidentiality. • Life-cycle of the content, and possible retention/disposition strategies. This also applies to sites as well. • Users of the content, their behaviors, common tasks, and expectations. After you know more about the users, the content, and the portal's intended usage, you will have a good foundation to start with and can possibly avoid some of the common pitfalls around information architecture. Information architecture is not a one-time process, rather, it a continuous process. While an optimal information architecture may not always be obvious to end-users, a poorly designed and managed information architecture will certainly be remembered if the experience is a bad one. Keep measuring, keep evolving, and keep it relevant and fresh. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture @buckleyplanet
- 35. Governance in MicrosoftTeams https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance • Group and team creation, naming, classification, and guest access • Document your organization’s requirements for team creation, naming, classification, and guest access. • Identify existing SharePoint sites to be “Groupified” and connected to new Teams • Identify existing Office 365 Groups to also be “Groupified” and connected to new Teams • Plan to implement these requirements as a part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Group and team expiration, retention, and archiving • Document your organization’s requirements for team expiration, data retention, and archiving. • Plan to implement these requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Teams feature management • Document your organization’s requirements for limiting Teams features at the tenant and user level. • Plan to implement your specific requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Security and compliance @buckleyplanet
- 36. Adding Microsoft Teams intothe mix
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- 38. Chat for today’s teams Communicatein the moment and keep everyone in the know Customizable for each team Tailor your workspace to include content and capabilities your team needs every day. A hub for teamwork Give your team quick access to information they need right in Office 365 Security teams trust Get the enterprise-level security and compliance features you expect from Office 365. @buckleyplanet
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- 42. SharePoint Inside! SharePoint Onlineis a required component for Teams. If you don't have SharePoint Online enabled in your tenant, Teams users are not always able to share files in teams. Users in private chat will not be able to share files because OneDrive for Business is required for that functionality. https://blogs.technet.microsoft.com/skypehybridguy/2017/10/28/ microsoft-teams-use-an-existing-sharepoint-library/ @buckleyplanet
- 43. Exchange Inside! Exchange Onlineis also a required component for Teams. Conversations and meetings are captured within Exchange Online. Private chats are captured within a hidden folder in the user’s Exchange Online profile, and accessible/discoverable through the Compliance Center. Hybrid users are still able to collaborate and participate in private chats via the hybrid connector. While official Microsoft documentation states that hybrid user private chats cannot be managed through the Compliance Center, community members have found that private chats are currently stored within the Teams chat service itself, and can be found through the Compliance Center. @buckleyplanet
- 44. Office 365 Groups Inside! When you create a team in Microsoft Teams, on the backend, you’re creating an Office 365 Group. Existing groups can be transitioned into teams. Restricting team creation can be accomplished through group creation policies. @buckleyplanet
- 45. Common question: Does usingTeams replace my need for SharePoint? @buckleyplanet
- 46. No, of coursenot. SharePoint is a core infrastructural component of Microsoft Teams, and works side-by-side with Teams to provide powerful and flexible collaboration options for your organization, with multiple ways to connect with and leverage your legacy – and future – SharePoint content. @buckleyplanet
- 47. What are the “BestPractices” for using Teams? @buckleyplanet
- 48. Office 365: Supportingthe unique workstyle of every group Complete Collaboration Solution Office 365 addresses the breadth of collaboration needs across organization Integrated Experiences Office 365 Groups and Graph enable integrated experiences that facilitate effective collaboration Security and Compliance Office 365 provides the security, compliance and manageability required in today’s workplace Mail & Calendar Outlook Voice, Video & Meetings Skype Chat-based Workspace Teams Sites & Content Management SharePoint and OneDrive for Business Enterprise Social Yammer Office 365 Groups @buckleyplanet
- 49. Microsoft Teams usecases for each department https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-teams @buckleyplanet
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- 51. 10 Tips toget Started with Microsoft Teams (From an article by MVP Susan Hanley) 1. Before you create a new Microsoft Team or Office 365 Group, see if one already exists. 2. If you have an existing Group and want to leverage Teams, be sure to connect the Team and Group at set up. 3. Think about naming conventions for Groups and Teams. 4. Create a new Team for each project. 5. Do a little up front planning with your team to identify some initial channels—but don’t go overboard. 6. Try to avoid customizing the default Documents (i.e. Shared%20Documents) library in your Team- connected SharePoint site. 7. Understand the different user experiences for interacting with files in the Teams vs. SharePoint interfaces—and plan accordingly. 8. Determine your “go to” user experience for files, but make it easy see the big picture. 9. Create a link to your Team from SharePoint. 10. Share your tips, ideas, and questions in the Microsoft Tech Community https://www.computerworld.com/article/3179768/enterprise-applications/10-tips-to-get-started-with-microsoft-teams.html @buckleyplanet
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- 53. In my personal experience, whatworks is: • Start by talking to your users about their preferences – don’t design the IA on your own, with all of your personal biases. • Focus on specific business problems – and clear outcomes. • Be consistent! It’s easier to be consistent when governance and change management are the priority. • Test the various solutions – and understand how they will help or hinder your collaboration culture. • Look at your systems holistically, understanding both company-wide and line of business needs – and the gaps between them. • Be prepared to regularly iterate on your strategy. • Organic growth through pilots is the most sustainable model for successful enterprise collaboration. @buckleyplanet
- 54. Mastering Microsoft Teams: EndUser Guide to Practical Usage, Collaboration, and Governance By MVPs Melissa Hubbard and Matthew Bailey http://bit.ly/MasterTeams @buckleyplanet
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- 56. cbuck@collabtalk.com +1 425-246-2823www.CollabTalk.com Contact Us Strategy. Influence. Amplification.
Editor's Notes
- #10 Core message: sites are sites. All functionality & innovation accrue to all sites. You build an intranet with sites. The key difference is the connection to O365 groups & the default access/permissions. Default look & feel are secondary difference. In future, will add point about typical communication modalities (Teams/Email vs. Yammer)
- #17 If you’re unfamiliar with the famous business book ‘Who Moved My Cheese?’ by Dr. Spencer Johnson, it features four characters: two mice named Sniff and Scurry, and two humans named Hem and Haw. In the story, the four characters are in a maze and looking for cheese, which signifies success and happiness. They discover an area in the maze where the cheese is plentiful, but while the humans become content with their find, the mice recognize that the supply will not last forever, and make plans to find additional cheese. As the supply runs out, the complacent humans become angry at the unfairness of it all, but one of the humans slowly recognizes that he needs to find a new source of cheese and begins exploring the maze, writing some of what he learns along the way on the walls of the maze. The story is all about anticipating and recognizing change, and adapting to it quickly. In some ways, we may think that Microsoft Teams has “moved the cheese” when it comes to our overall information architecture (IA), but in reality, IA has always been a moving target within Office 365 and even across multiple platforms and tools, and this is yet another change….and it will continue to change and evolve over time.
- #39 Slide objective: Introduce Teams as part of the Office 365 collaboration portfolio Talking points: Teams fits in the Office 365 collaboration portfolio by giving teams easy access to the information they need in a dedicated hub for teamwork. Here, people find their team chat, content, people and tools living together in Office 365. There are four key attributes of Teams that help close-knit teams to perform at their best: The modern-day chat keeps everyone in the know with chat history, whether across the team or in a private chat It’s a dedicated hub for teamwork, where people have easy access to everyday apps such as Word, Excel, PowerPoint, websites, and OneNote – the apps teams rely on daily for getting work done Teams is customizable for the way different teams work, including publicly available APIs and bot frameworks Lastly, Teams is designed to provide a great collaboration experience while upholding our commitments to safeguard customer and user data, to protect their right to make decisions about that data, and to be transparent about what happens to that data
- #43 Speaker notes: If the organization participating in the workshop has SharePoint On-premises or Hybrid, be clear to explain that Teams requires SharePoint Online and will only leverage SharePoint Online. OneDrive for Business license is tied to the SharePoint license To learn more, visit our doc set at https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact
- #44 Speaker notes: If the organization participating in the workshop has SharePoint On-premises or Hybrid, be clear to explain that Teams requires SharePoint Online and will only leverage SharePoint Online. OneDrive for Business license is tied to the SharePoint license To learn more, visit our doc set at https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact
- #45 When you create a Microsoft Team, on the backend, you’re creating an Office 365 Group If the person creating the Team is an owner of an existing Office 365 Public or Private Group, they can add Teams functionality to the Group. When looking at enhancing a public Office 365 Group, users can do that if the number of members is equal to or less than 2500. To learn how to use PowerShell to control the permissions, and the types of licenses that are required to take advantage of these features, see [Manage who can create Office 365 Groups](https://support.office.com/en-us/article/Manage-who-can-create-Office-365-Groups-4c46c8cb-17d0-44b5-9776-005fced8e618). Team management The Team Naming convention feature provided by Groups is in private preview, and will be available soon in public preview. To learn more about this feature, see [Office 365 Groups naming policy](https://support.office.com/en-us/article/Office-365-Groups-Naming-Policy-6ceca4d3-cad1-4532-9f0f-d469dfbbb552). Prevent Teams from showing up in the global address list (GAL). To learn more, see "Hide Office 365 Groups from GAL" in [Manage Office 365 Groups with PowerShell](https://support.office.com/en-gb/article/Manage-Office-365-Groups-with-PowerShell-aeb669aa-1770-4537-9de2-a82ac11b0540). Manage Team\Group Expiration policies. To learn more, see [Office 365 Group Expiration Policy](https://support.office.com/en-us/article/Office-365-Group-Expiration-Policy-8d253fe5-0e09-4b3c-8b5e-f48def064733).
- #49 Objective: Customers can use the different tools across the Office 365 suite to get their job done. Talking points: Office 365 is the culmination of everything we have learned in more than 40 years of pushing the boundaries of what’s possible in business productivity. Each application has been road-tested and validated by our customers and the industry. With Office 365, you can equip your whole organization with a robust collaboration solution that meets the needs of diverse groups. Whether that’s generational, geographical, functional or simply workstyle diversity. Below are some details of the different tools customers can use: Teams: Leveraged by users & teams who are looking to collaborate in real time with the same group of people Teams looking to iterate quickly on a project while sharing files & collaborating on shared deliverables Users looking to connect a wide range of tools into their workspace (such as Planner, Power BI, GitHub, etc.) Outlook: Leveraged by users looking to communicate in more formal, structured manner Specific business processes that require email usage to transmit documents & information inside and outside corporate boundaries Communicating & connecting with users who are outside of immediate workgroup or organization Low frequency interactions that do not require immediate action Skype for Business: Organizations looking for real time communication and collaboration both internally with immediate team, outside of immediate team and externally with customers/partners Meetings with audio, video and content with small or large teams (including Town Halls with up to 10,000 participants) Enterprise telephony functionality SharePoint Online: Use for company, organizational intranet sites with curated content Deploy project information sites that are public to your entire organization Implement business process automation on libraries and lists of information by integrating Flow, PowerApps and other automation tools Land Teams first then move this section down later in Plan Yammer: Leveraged to help connect users across the organization share best practices or participate in a community of practice Enterprise social network to connect one to many and crowdsource ideas and topics Customers looking to foster two way conversations between leadership and staff
- #50 Objective: Customers can use the different tools across the Office 365 suite to get their job done. Talking points: Office 365 is the culmination of everything we have learned in more than 40 years of pushing the boundaries of what’s possible in business productivity. Each application has been road-tested and validated by our customers and the industry. With Office 365, you can equip your whole organization with a robust collaboration solution that meets the needs of diverse groups. Whether that’s generational, geographical, functional or simply workstyle diversity. Below are some details of the different tools customers can use: Teams: Leveraged by users & teams who are looking to collaborate in real time with the same group of people Teams looking to iterate quickly on a project while sharing files & collaborating on shared deliverables Users looking to connect a wide range of tools into their workspace (such as Planner, Power BI, GitHub, etc.) Outlook: Leveraged by users looking to communicate in more formal, structured manner Specific business processes that require email usage to transmit documents & information inside and outside corporate boundaries Communicating & connecting with users who are outside of immediate workgroup or organization Low frequency interactions that do not require immediate action Skype for Business: Organizations looking for real time communication and collaboration both internally with immediate team, outside of immediate team and externally with customers/partners Meetings with audio, video and content with small or large teams (including Town Halls with up to 10,000 participants) Enterprise telephony functionality SharePoint Online: Use for company, organizational intranet sites with curated content Deploy project information sites that are public to your entire organization Implement business process automation on libraries and lists of information by integrating Flow, PowerApps and other automation tools Land Teams first then move this section down later in Plan Yammer: Leveraged to help connect users across the organization share best practices or participate in a community of practice Enterprise social network to connect one to many and crowdsource ideas and topics Customers looking to foster two way conversations between leadership and staff