SoHo Dragon proudly presents Haniel Croitoru presentation on Microsoft Teams. Mr. Croitoru shows how great Microsoft Teams is and how to increase the project efficiently while using it. You can also rewatch Haniel's livestream presentation on Microsoft Teams on our YouTube channel. Just make sure you subscribe to our channel so you do not miss out on any new livestreams. Increasing Project Efficiency using Microsoft Teams: https://www.youtube.com/watch?v=XcPl-wr4C6A Make sure to follow SoHo Dragon on all social media channels: https://www.instagram.com/SoHo_Dragon https://twitter.com/SoHodragon https://www.facebook.com/EnterTheSoHoDragon

2. IncreasingProject
EfficiencyusingMicrosoft
TeamsHow to successfully adopt Microsoft Teams
within your Project Management Practices
Haniel Croitoru
April 2 2019

3. MAIN PILLARS OF PROJECT MANAGEMENT
MAIN PILLARS OF PROJECT
MANAGEMENT
Communication Collaboration Notification & Reporting

4. FORMS OF COMMUNICATION
80% of Project Manager’s
time is typically spent
communicating
Burn-down/Burn-up Plan
Risk & Issue Log
Action Items
Change Request Log
Status Reports
Meeting Minutes
Decision Log
Communication

5. 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

6. COMMUNICATE AT ALL LEVELS
Communication needs
to be effective at all
levels of the project
team and organization
Senior Leadership
Team
Project Sponsors &
Key Stakeholders
Project
Team
Silent
Stakeholders
Internal
Stakeholders
Internal Project Members
External Stakeholders

7. n
Collaboration - WORK TOGETHER IN A SMART WAY
Provide the right information
in the right format
to the right person
at the right time
Working together
requires a common
base for content

8. COLLABORATION REALITY CHECK
• Document duplication
• Poor access control and audit trails
• Finding information is tedious
• Lack of consistency between project
sites
In many organizations,
information is poorly
managed today

9. • Document duplication
• Poor access control and audit trails
• Finding information is tedious
• Lack of consistency between project sites
NOTIFICATION & REPORTING
A Project Manager
should always know
what is happening

10. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS SCENARIOS:
• PROJECT COMMUNICATION
• PROJECT COLLABORATION
• PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

11. ed collaboration tool
Microsoft Teams
•Centered around
conversations
•Rich integration with
other systems and
services
•Mobile ready (Android,
iOS)
Chat-based collaboration tool

12. MICROSOFT TEAMS
What makes up a Team

13. Async Communications
Enable users to respond when they can

14. PEER-TO-PEER
Leverage Skype for Business-like instant messaging

15. TEAM CHANNELS
Each Team can have multiple channels to keep conversations focused

16. RICH CONTENT
Keep conversations fun and informative through images, links, and memes

17. MEETING SCHEDULING
Meetings automatically synchronize with Skype for Business

18. EMAIL CHANNELS
Email conversations can be brought into Team by emailing a channel

19. REAL-TIME COMMUNICATIONS
Leverage Skype for Business-like instant messaging

20. AUDIO/VIDEO CHATS
Conduct real-time online conversations with your team members

21. AUDIO/VIDEO CHATS
Background Blurring and Real-time Translations

22. USER ACCESS AND SECURITY
Provide access only to those who should have access to the Team

23. TEAM PRIVACY
Teams can be public to the entire organization or private to specific users

24. ADDING USERS
Users can be added from another team

25. DATA LOSS PREVENTION (DLP)
Enables you to identify, monitor, and automatically protect sensitive information

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, CHANNELS, AND CHATS
Integration with other applications using connectors to automatically feed information into Conversations

29. INTEGRATION WITH FLOW
Access data and post information to Team and Channels using Flow

30. BOTS
Bots simplify the FAQ and to do experience

31. BOT INTEGRATION
Microsoft Teams leverages Bots to educate your users

32. TEAM ARCHIVING
Keeping the information in an unaltered way

33. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
•PROJECT COMMUNICATION
•PROJECT COLLABORATION
•PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

34. CONSOLIDATE CONVERSATIONS
• 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
Keep conversations in Teams. Email is so 2015!

35. F
CIRCLE OF TRUST
• Should users outside of your organization or project team be able to
read the conversations?
Considerations
Today, once you grant access to a team/channel, users can see the
content it
Keeping conversations to a limited set of individuals

36. CIRCLE OF TRUST
• You can choose who can email
a channel
• You should create a less cryptic
alias that is easy to remember
Keeping conversations to a limited set of individuals

37. For organizations with no more than 5,000 users, org-wide teams can be leveraged
ORGANIZATIONAL-WIDE TEAMS
• Only global admins can create
org-wide teams
• All global admins are owners of
org-wide teams
• Allow only owners to post to
General channel
• Turn off @team and @[team
name] mentions
• Automatically favorite important
channels
Leverage teams for small to medium-sized organizations
For organizations with no more than 5,000 users, org-wide teams can be leveraged

38. C
Considerations
• Microsoft Teams meetings live inside Office 365
• Not associated with any specific group entity
BRING TEAMS CLOSER TOGETHER
Leverage video conferencing
Migrate video conferencing meetings to Microsoft Teams meetings

39. BRING TEAMS CLOSER TOGETHER
• Review materials discussed during a video chat session
• Work with global teams without worrying about the language barriers
• Up to 250 participants in a meeting
Leverage video conferencing
Considerations
• Automatic transcription and time coding
• Caption reading and full conversation
searches
• Real-time translation
• Blur Surrounding
• Automatic facial recognition to attribute
comments to user

40. CONVERSATIONS ON THE GO
Participate in conversations anytime from anywhere
• Mobile apps provide rich functionally to stay connected
with project teams
Considerations
• Majority of organizations today have a mobile workforce

41. 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

42. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
•PROJECT COMMUNICATION
•PROJECT COLLABORATION
•PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

43. STANDARDIZE PROJECT TEAMS
• Create a Team from an Existing one
• Channels, tabs, settings, apps, and members can be copied over
Considerations
• Tabs can be copied over, but will need to be configured
• Content will not be copied
• Sharepoint (Office 365 Group) customizations are not copied
Reduce confusion by following a consistent structure for your teams

44. TAKING NOTES
• 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
Each meeting should be followed by minutes

45. 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
• For different permissions, need to use different Teams or SharePoint sites
• Integrate storage from other SharePoint, DropBox, Box, or Google Drive sources
• Open directly from mobile device
• Promote documents to their own tabs in a Channel (e.g. SOW)

46. Async Communications
PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
•PROJECT COMMUNICATION
•PROJECT COLLABORATION
•PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A
Enable users to respond when they can

47. GET NOTIFIED OF WHAT MATTERS MOST
Considerations
• Surfacing content inside Teams saves
time and keeps the team informed
• Automate manual tasks through bots
• Share content from a specific account
with the entire project team
• Leverage Flow to further automate
notifications
Keeping up-to-date should be effortless
• Microsoft Teams includes a rich collection of Connectors, Bots, and Tabs to surface information from other systems

48. TAKE A BREAK… YOU DESERVE IT
When your work is done, there’s no need to be constantly notified
• Microsoft Teams supports Quiet Hours
Considerations
• Set Quiet hours on your mobile device during
off-time

49. PROJECT MANAGEMENT OVERVIEW
INTRODUCTION TO MICROSOFT TEAMS
SCENARIOS:
•PROJECT COMMUNICATION
•PROJECT COLLABORATION
•PROJECT NOTIFICATIONS
LET’S TALK – OPEN Q&A

50. THANK YOU
Organizers, Sponsors and
You for making this
possible.
Let’s continue the conversation
• SoHo Dragon LinkedIn Page
• SoHo Dragon Twitter Page
• Hello@SoHoDragon.com
• https://sohodragon.nyc/