Teams Etiquette: Unwritten Rules
•Download as PPTX, PDF•
3 likes•1,815 views
Teams etiquette provides guidelines for proper use of Microsoft Teams within an organization. Some key points covered include: - Etiquette rules like keeping profiles up to date, using channels properly for topic-based conversations, and guidelines for chat messages and meetings. - Governance involves managing the lifecycle of Teams from creation through archiving/deletion according to different levels from personal to organizational. - Administrative tools are available for managing Teams including policies for naming, guest access, and expiration/retention of content. - Files and content are stored in associated SharePoint sites while conversations remain searchable even after archiving or deleting Teams.
Recommended
Recommended
More Related Content
Similar to Teams Etiquette: Unwritten Rules
Similar to Teams Etiquette: Unwritten Rules (20)
More from Marijn Somers
More from Marijn Somers (15)
Recently uploaded
Recently uploaded (20)
Teams Etiquette: Unwritten Rules
- 1. #SPSNL18 Teams Etiquette: the unwritten rules of handling Teams in an organisation
- 3. @marijnsomers Freaky father, generous geek, ferocious fencer, goofy golfer, bi-lingual Belgian, cool cigar smoker, watchmaker +10 years SharePoint Consultant @ Balestra Productivity Coach @My 365 Coach Migration and Training Director @ Bloom.report
- 4. A great team is like a great
- 5. Why teams ? A random conversation with Clooney.. Ari Gold Movie Studio Boss
- 6. What’s in it for me ? A secure place to handle conversations and documents around a specific topic. Awesome experience on mobile, web and client Excellent for • Departments • Projects • Random collaborations (yearly reports) • Accessing your information • Conversations
- 7. But we have SharePoint for that, right ?
- 8. Yes, but Teams is... “different”
- 9. Oh yeah? Like what?
- 10. And gifs!!
- 11. SharePoint is more like
- 12. And teams is more like
- 13. Lloyd!!!!! Hold the phones!
- 14. Let’s make a movie
- 15. How can we make this a success? • In order to get everyone on board • Rules of engagement • Training • adoption
- 16. Etiquette is a code of behavior that delineates expectations for social behavior according to contemporary conventional norms within a society, social class, or group. Etiquette is behaviour that assists survival and has changed and evolved over the years. What is etiquette ?
- 17. No two teams are the same, no two projects are the same. There is no universal tool for teams, but rather a universal toolkit that we call Office 365.” Satya Nadella, CEO, Microsoft Corporation Why is this so hard?
- 18. Menu • Rules of engagement • Teams lifecycle • Governance levels
- 19. Take aways • # Etiquette rules • Lifecycle governance concept on multiple levels
- 20. Basics first
- 21. Everything is a group • let you choose a set of people that you wish to collaborate with • easily set up a collection of resources for those people to share. • You don’t have to worry about manually assigning permissions to all those resources • because adding members to the group automatically gives them the needed permissions to the tools your group provides.”
- 22. Chat, calls & meetings for today’s teams Integrated Office 365 apps Customizable and extensible Enterprise security, compliance & manageability
- 23. Teams Conversations Logical Architecture
- 24. Quick basics • Forward and backward • Favorite a Team • Drag / drop Team order
- 25. /keys
- 26. Etiquette rule #1: Teams != teams • departmental team • Teams Team • SharePoint teamsite
- 27. Etiquette rule #2: make sure your profile is up to date • Always use a recent photo of yourself. • Be the only subject in the photo. • Your face should be in focus. • Wear appropriate attire. • Keep your head straight and upright. • Use a pleasant facial expression. • Make sure your manager is set up correct • Skills
- 28. Demo: Who bot & contact card
- 29. Governance: lifecycle vs levels
- 30. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 31. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 32. Office 365 Groups Inner Loop Where to Start a Conversation Ubiquitous for targeted communications People you connect with openly across the organization People you work with regularly Files Sites Content SharePoint Cross application group membership Outer Loop
- 33. Limit Group Creation Control who can create groups by specifying a security group Also impacts who can create teams Set policy with PowerShell More info at https://aka.ms/CreateO365Groups Remark: you need an AD Premium subscription
- 34. Group Naming Policies Specify prefix, suffix, and forbidden word list Configure via PowerShell More info at https://aka.ms/GroupNamingPolicy Supported Azure Active Directory (Azure AD) attributes are [Department], [Company], [Office], [StateOrProvince], [CountryOrRegion], [Title] $Setting = Get-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where -Property DisplayName -Value "Group.Unified" -EQ).id $Setting["PrefixSuffixNamingRequirement"] = "Grp_ [GroupName]_[Country]" $Setting["CustomBlockedWordsList"]="Payroll,CEO,HR" Set-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where -Property DisplayName -Value "Group.Unified" -EQ).id -DirectorySetting $Setting
- 35. Classification Azure AD $setting[“ClassificationList”] = “Low Impact, Medium Impact, High Impact”
- 36. Etiquette rule: have 2 owners • When an owner leaves the company • When an owner is not available • Possible for an Admin to apply ownership to a group
- 37. Public vs private Public: for everyone to see and join Private: for everyone to discover Hide Groups from showing up when users browse Groups: PowerShell: Set-UnifiedGroup HiddenFromAddressListsEnabled -> “True”
- 38. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 39. The right platform for the right message Quick, transitive, low importance “Want to talk about this script ? Making decisions, group think "Which actors could we use as the main character ? External, formal “We’d like you to star in our movie Personal, confidential “We’re firing the director Seeking help, crowdsourcing “Who knows about underwater shoots?” Informational, inspirational “We see that superhero movies are big.” Strategic “NDA: We’re planning to direct a superhero movie
- 40. How do you create a Team ? • Create new • Create from template existing team (!New) • Teamify • Demo
- 41. What is copied with a template ? • Channels • Tabs • No files, conversations, planner tasks, ...
- 42. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 43. Etiquette rule #3: When to create a Team ? • Do you talk more than twice a week, on the same topics? • Do you work with a group of people where permissions apply? • Does you require history of content / communication • Does most of the content / communications require responses? • If the answer to most is yes: Create a team
- 44. When not ? • Few people contribute, many people consume content? – Intranet / Communication Site • No response or contribution required – OneDrive folder or separate SharePoint Team Site • It’s for short term “projects” like Team Building or Xmas party and you need to quickly gather information? - Microsoft Forms • You need approvals on documents and staging to different folders? OneDrive / SharePoint & Flow
- 45. Channels • Keep your conversations topic-based. • Create new Channels as you see the need to keep conversations separated by topic. • Become difficult to sort through and keep up with. • No private channels (yet) • Be a good channel manager for when things get offtopic
- 46. Etiquette rule #4: Proper channeling • Navigation rules: 2 – 7 • Naming: alphabetically • 01 Get Script • 02 Talk to Producers • 03 Director • 04 Find Actors • Favorites
- 47. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 49. Guest accounts
- 50. Teams powershell (0.9) Command Description Add-TeamUser Adds an owner or member to the Team Get-Team Returns all the teams that the user belongs to Get-TeamChannel Returns all the channels for a Team Get-TeamFunSettings Returns a team's fun settings Get-TeamGuestSettings Returns Team guest settings Get-TeamHelp Returns a list of commands for Microsoft Teams Get-TeamMessagingSettings Returns team messaging settings Get-TeamUser Returns all users from the team New-Team Creates a new team New-TeamChannel Add a new channel to the team Remove-Team Deletes a Team Remove-TeamChannel Deletes a channel and this will not delete the content from associated tabs Remove-TeamUser Remove an owner or member from the team. The last owner cannot be removed from the team Set-Team Updates a team properties Set-TeamChannel Updates a team channel settings Set-TeamFunSettings Update Giphy, Stickers and Memes settings Set-TeamGuestSettings Updates team guest settings Set-TeamMemberSettings Updates team member settings Set-TeamMessagingSettings Updates team messaging settings Set-TeamPicture Updates the team picture
- 51. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 52. Different ways to add people • Add owners / members • Send a link • Get code (New!)
- 53. Manage a team
- 54. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 55. Etiquette rules: Conversations • Use like when you agree • Reply in the correct window • Keep it clean and to the point • Use @mentions to target a specific person, team or channel • Add a subject for longer texts (findability) • Use !Important
- 56. Eitquette rule: Don’t be afraid to delete conversations • What happens when you are done with an email? • Better search results
- 57. Etiquette rule: Meme’s and giphy’s • Hilarious? Yes! • Productive? ¯_(ツ)_/¯ • They take up a lot of screen real estate • If things get out of control: create a different channel • You can turn it off (on tenant level or Team level)
- 58. Etiquette rule: Behave in online meetings • Use a headset • Be on time • Mute yourself when you are not speaking • Define a leader • Make a “I am in a call” sign • Raise your hand
- 59. Collaboration Superpower meeting cards • Order or free to print • Visual tokens • No interruption of meeting • https://www.collaborationsuperpowers.com/supercards/
- 60. Meeting minutes: Onenote or minutes ? • OneNote: Don’t call it meeting minutes • OneNote per channel ? • Meeting minute functionality
- 61. Files
- 62. Where Are My Files Stored? 1:N chats Files are uploaded to OneDrive for Business and permissions are set for the members of the chat Team conversations Files are uploaded to SharePoint. A folder is associated with each channel in the team Cloud storage Dropbox, Box, Citrix ShareFile, Google Drive
- 63. How to add content (Sander Derix)
- 64. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 65. Expiration management & Retention policy • Set expiration on group level (AAD) • Security and Compliance Retention Policy. • When a group expires • the group’s conversations and files are retained in the retention container for the specific number of days defined in the retention policy. • Users will not see the group or its content after expiration
- 66. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
- 67. New: archive a team • No longer active, but you want to keep it for reference or to reactivate • The conversations and files in the team become read-only once you archive it. (in Teams !!!) • Still searchable • Only team owners can archive and restore teams • Communicate to your team before you do! Demo
- 68. Governance levels vs lifecycle Personal Team Organisation Create Life Death when What Who / how Conversations / Meetings / documents Manage a Team Manage Teams Archive documents Archive Team Records
Editor's Notes
- Ari Gold Head of movie studio
- Unless carmen electra calls for an emergency
- Brilliant End user does this, doesn’t involve IT Integrates bunch of apps
- Your profile picture shows up everywhere
- 32
- 33
- © 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
- (so do you look for stuff again and are you currently struggling to find stuff in your current environment?) Tracy Van der schijff wrote this
- You don’t send an email to everyone to say: I agree To be the point and leave all the formalities/drama away (no: may I ask you something …) > keep it clean – explain
- Don’t type unmuted
- https://collab365.community/infographic-microsoft-teams-add-content/ Sander Derix