Many companies had to roll out MS Teams over the last few months in a hurry with little to no time to think about governance and no budget for adoption & change activities. Realization set in later that giving the business users everything was not the best option. Topics like naming conventions, when to use which tool, team creation, external users, mobile device management, and more need to be addressed after all. Join this session to learn how to reign in an ad hoc MS Teams rollout that will make the IT team sleep better at night, the business users feel less overwhelmed, and create sustainability. Or join this session to learn how to plan your upcoming roll out thoroughly to make it a success for everyone during these difficult times. Antje Lamartine & Thomas Gölles

1. #ScottishSummit2021
A n t j e L a m a r t i n e
T h o m y G o e l l e s
The Myth of a successful Teams rollout
1 6 : 0 0 P M

2. Our Sponsors

3. I F - B l u e p r i n t
S r . C u s t o m e r S u c c e s s
M a n a g e r
@ A n t j e L a m a r t i n e
Antje
Lamartine
Thomas
Gölles
S o l v i o n
T e a m L e a d M o d e r n
W o r k p l a c e
@ t h o m y g
https://www.at365.de

4. 4
It’s just another IT
project

5. • IT had more control
• IT delivered, the business accepted (or
not)
• Technology was simpler
• Business was simpler
Past

6. • Cloud Technologies = constant
change
• The business „knows“ about
Technology – and they might ask
• More room for customizations
• It is a new way of working
together
• It impacts EVERYONE
Present

7. • Involve the business to enable
the right IT decisions
• Engage HR, Internal
Communications / Marketing,
Training
• Communicate consistently
• Build community
Approach

8. It’s just another IT
project
8
It’s about the people, not the technology

9. It’s just another
file share

10. • Everything is local
• Almost only internal access
• „Structured“
• Folder templates
• 15+ levels deep
• „My drive“
Past

11. • Way more teamwork
• Work from everywhere
• Guests and external users
• Multiple devices
• Cloud storage
• Different governance tools
11
Present

12. • Don’t punish people for learning
• Explain value add not features
• Provide a “pitch”
• Rules should fit on a single page
• Create a “document lifecycle”
• Prepare for offline use
12
Approach

13. We just use it as a
file share
Think beyond file share to get ROI

14. Training people is
overrated – they can
figure it out on their own

15. • Classroom Training
• User Guides
• Assigned courses vs. Self-service
• Less remote work
• Less changes in feature updates
Past

16. • Constant feature updates
• New delivery formats
• Users are more self-sufficient
• Generational change – tech-savviness
increases
Present

17. • Assess how training was done in the past
• What worked, what didn‘t work
• Understand how your team members learn –
one size does not fit all
• Build community – to help them help
themselves
• Provide a mechanism for feedback
Approach

18. Training people is
overrated – they can
figure it out on their own
Enabling users is important,
meet them where they are

19. Copying what company
“XYZ” does is enough

20. • Same industry
• Same business
• Same software
• Same approaches
20
Past

21. • Same goal
• Different path
• Diverse workforce
• Diverse infrastructure
• Diverse cultures
Present

22. Source: https://en.wikipedia.org/wiki/Cynefin_framework
https://www.youtube.com/watch?v=N7oz366X0-8
Approach – sense making

23. We just copy what
company “XYZ” does
Lead an explorative project with a diverse team
for best outcome

24. Our users will love all
these new features

25. • New feature updates were controlled
• Time for communication & training was
available
• IT was able to keep up with what was
coming
• IT had (more) control
• (Business) Life was slower
Past

26. • New feature updates are (almost) constant
• Rollout dates are not set in stone
• IT has to keep up to date
• People just want to get their work done
• They don‘t care about the tool (nope, they
are no geeks)
Present

27. • Designate an M365 owner in IT
• Monitors the roadmap
• Knows what‘s in use
• Know what the business needs
• Base your decision on those needs
• Accept that most people are not geeks
Approach

28. Our users will love all
these new features
People just want to be successful

29. We don’t need naming
conventions or meta data –
we just search

30. • Everything in the index
• “Google” for internal files
• Shortcut to believed success
• No training needed, everyone knows
how to search
30
Past

31. • Faster
• More complex
• More change
• Almost Messy
• Moving target
• Externals & Guests
31
Present

32. • Use Folders and default values
• Use AI for auto tagging
• 2-5 fields by hand only
• Create governance process
• Use information protection
32
Approach

33. We don’t need naming
conventions or meta data –
we just search
Guided experience beats strict process rules

34. After Covid19
everything will be
normal again (right?)

35. Dream big, start small

36. Give courage to minimize fears

37. Be mindful

38. Being patient is
also an activity…

39. 9
DANKESCHÖN!
Thank You
#ScottishSummit2021