This document summarizes a presentation about Microsoft Teams given at SharePoint Saturday Belgium 2018. It discusses how Teams can be used to manage various business processes like marketing events. The presentation emphasizes adopting Teams through change management using the ADKAR model and focusing on specific processes rather than just the tool itself. It also stresses the importance of governance for Teams through establishing roles, compliance policies, security controls, provisioning processes, and retention policies. New features of Teams like background blur, priority notifications, meeting recordings with captions, and dynamic groups are highlighted. Key takeaways include having different work schedules, using change management models, starting with the process not just the tool, and setting up a governance committee.

1. Teams, there’s no place like home
SharePoint Saturday Belgium 2018Sharing is caring: #SPSBE

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3. Teams, there’s no place like home
SharePoint Saturday Belgium 2018Sharing is caring: #SPSBE

4. Facts
• my name is Pieter
• Teams ≠ teams
• 50 minutes (max.)
• no surprise act ;-(
• great insights
• +/- 80 slides (keep count)

5. Microsoft Teams & me

6. “Hey, what is your job?”
Pieter Op De Beéck

7. Business innovation consultant
@ Spikes
Pieter Op De Beéck

8. What my friends think I do What my mom thinks I do What society (and relatives) thinks I do
What my clients think I do What I think I do What I actually do

9. Good parenting
is letting your kids play by the pond …

10. One example
of the impact of
having kids on
your daily routine

11. 7:50 pm
Bed time stories

12. 8:00 pm

13. Sleeping schedule
Kid #1 Kid #2
8:00 pm - Bed time
8:15 Sleeping
8:30 Sleeping
9:30 Wide awake
9:31 Awake because of
Kid #2
9:45 Sleeping 9:45 Sleeping
10:30 Awake because of
monsters
10:30 Awake because
yelling monsters
do not exist
… … … …
“Some kids simply don’t
sleep – they just don’t.”
- Pieter Op De Beéck

14. 4:59 am

15. This is me at 5am
working on my
slide show
(wearing a Cookie Monster onesie)

16. Persistent chat

17. Everyone has a different schedule
• Having kids
• Nightly hobbies
• Being the most productive in the evening or morning
• …

18. Microsoft Teams cool!

19. Why a new
a couple of reasons …
tool?

20. Most B2B apps
• Details all over
the place
• Manuals
• Help desk!
• PC-only
• VPN
• Not responsive

21. We are quite spoiled …

22. B2C
• Modern
• Responsive
• No manual
• No support
• Easy!

23. Who thinks meetings are a pain in the as

28. Microsoft Teams adoption

29. Quick question:
Who has an adoption plan
for Microsoft Teams?

30. For the people who have one:
How successful is it so far?

31. How do people find
new tools?

32. Product Adoption curve

33. Tech Enthusiasts
2% Vissionaries
13%
Pragmatists
35%
Conservatives
34%
Skeptics
16%
Tech Enthusiasts Vissionaries Pragmatists Conservatives Skeptics
Product Adoption by audience

34. The 7 most expensive words in business
“We have always done it that way!”

35. “To improve is to change. To be
perfect is to change constantly.”
Winston Churchill

36. Let’s talk adoption
& change management
“You can’t have one
without the other”

37. The Prosci ADKAR® Model is a goal-
oriented change management model
that guides individual and
organizational change.
Making adoption happen with change
management

38. A
D
K
A
R
AWARENESS OF THE NEED FOR CHANGE
DESIRE TO PARTICIPATE AND SUPPORT THE CHANGE
KNOWLEDGE ON HOW TO CHANGE
ABILITY TO IMPLEMENT REQUIRED SKILLS & BEHAVIOURS
REINFORCEMENT TO SUSTAIN THE CHANGE / MAKE IT STICK

39. Real-life examples of actual “full-blown” launch-
scenarios for Microsoft Teams (I kid you not ☺)
• IT enabled it for everyone so they will find it (by accident)
• Send employees a quick “welcome text” with a link to the
Teams manual
• Hang out a “self explanatory” poster a the coffee machine

40. Never start from the tool

41. Start from a simple process
Keeping your team up to date
Manage meeting minutes and actions
Manage team communication, internally and with external
parties
…

42. Target specific process
Marketing example …

43. Marketing
“MANAGE YOUR MARKETING EVENT” IN MICROSOFT
TEAMS
Activities translated to channels
1. Marketing Channel
2. Budget Channel
3. Logistics and Scheduling Channel
4. Venue Channel

44. Marketing
“MANAGE YOUR MARKETING EVENT” IN MICROSOFT
TEAMS
Activities translated to channels
1. Marketing Channel
2. Budget Channel
3. Logistics and Scheduling Channel
4. Venue Channel

45. Marketing
MANAGE YOUR MARKETING EVENT
4. Venue Channel
• Conversations
• A PDF tab
to show the venue Maps
• The Files tab
to share the Venue pricing documents
• An Excel tab
to easily access the Venue contact information

46. Don’t forget to
measure adoption success!
A mix of qualitative and quantitative results

47. Microsoft Teams governance

48. If you don’t “do” governance,
you will get chaos.
If you get chaos, you’ve lost the battle.

49. A visual representation of governance
Microsoft Teams

50. Before you start a Governance workshop
•Gather your dream team
(roadmap strategist, technical architect & functional lead)
•Make sure you meet with the right people
(mix of IT and business / ideally at group-level)

51. 5 pillars of a Microsoft Teams governance workshop:
Roles and
responsibilities
Compliance
Security
&
Access
management
Provisioning &
Life cycle
Retention

52. 1. Roles and
responsibilities
• Who is the Microsoft Teams admin?
• Who is taking final decision in the Governance team?
• Who is the business owner of a Microsoft Team?
(no, not “IT”)
• If self-service (OOTB) is not enabled, which role will
provision Teams?
• Who will be responsible for ongoing evaluation of
usage statistics and whether the solution meets
business specificiations?
• Who is the owner of the underlying SharePoint
site? (permissions can differ)
…

53. 2. Compliance
• Corporate policies in terms of information
management?
• Is content subject to GDPR compliancy?
• What content should (not) be stored in Microsoft
Teams (policies)?
• How are these policies enforced in Teams?
• Who is accountable that these policies are followed?
• How will accountability be evaluated? (How often? By
who?)
• What kind or types of reporting is available or
needs to be created to monitor compliance?
…

54. 3. Security & Access
management
• Should external sharing be enabled?
(anonymous, authenticated external users,
external in directory?)
• Enable guest users at admin level?
• Allow or block guest access of a specific domain?
• Is it allowed to disable guest users per Team?
• What are members allowed to do?
(Teams/SharePoint)
• Should data classificiation be enabled on
Teams level?
• Who is able to change/set the classificiation per
Team?
• Who is able to change/revise policies linked
to certain classification labels?
…

55. 4. Provisioning & life
cycle
• “Standard” self-service enabled?
• If not, what account is used for provisioning?
• What is the provisioning process?
• Where will new Teams be created/requested from?
• Are there different types of “Teams” with
impact on metadata or Teams templates?
• Should some changes be made manually at
provisioning? (replace “Wiki” tab with “OneNote”,
add a “Teams 101” tab, …)
• What about naming conventions?
• Should the provisioning mechanism propose
an existing Team similar to the proposed
Team-name instead immediately provisioning
a new Team?
…

56. 5. Retention
• Should content get retained/deleted based on
labels/policies?
• What should happen if a Team gets deleted but
had data classification applied on underlying
documents?
• How should Teams be able to become archived?
• Should users only be able to create up to “10”
Teams? (and otherwise be redirected to a
corporate instructions page)
• Should you have retention policies on Teams
channel messages or Teams chats?
• How long should Teams exist before they need to be
‘re-confirmed’ as active Team?
…

57. Cool (new) stuff in Microsoft Teams (13)

58. Who remembers “the BBC guy”?
Background blurrrrr

59. Background blurrrrr

60. Bye-bye “Staffhub”, hello Teams!
Your shift ends
October 1, 2019

61. Bye-bye “Staffhub”, hello Teams!
With Home, firstline
workers an clock in and
out, find out about their
schedules, information for
their day and who is
working
With Shifts, firstline
workers can take control
of scheduling with self-
service and mobile
features

62. Bye-bye “Staffhub”, hello Teams!

63. Bye-bye “Staffhub”, hello Teams!

64. Priority notifications

65. Meeting recording
+ auto-captions!

66. Live Events

67. Drive Mode

68. Image Annotation

69. Support for desk phones/conf. devices

70. Teams templates

71. Teams archiving
1
2
3

72. Teams archiving
1
2

73. Manage your team membership
with dynamic groups

74. Translate conversations

75. Connect to Teams from SharePoint

76. Key take aways
1. Everyone has a different time zone
2. Use a change management model (ADKAR)
3. Start from the process
4. Have a governance committee
5. Background blurrrrrrrrrrrrrr…

77. “Feedback is the
breakfast of
champions.”
Thank you.
@pieterodb
Linkedin.com/in/pieteropdebeeck
Follow me
or go to http://spsbe.be