The document summarizes lessons learned from recent Microsoft Teams rollouts. It outlines common organizational goals for Teams rollouts like supporting remote work and online meetings. Things that did not work well included having unclear requirements, governance, change management, and handling of features. What did work well was performing detailed requirements analysis, early involvement of key users, establishing platform owners and support, and providing elaborated documentation. The recommendations are to know goals and requirements, establish a dedicated team, run proof of concepts, govern prior to rollout, and maintain documentation and a community of users.

1. MS Teams - Lessons learned
from recent rollouts
Oliver Wirkus (MVP)
Technical Solutions Architecture Advisor
NTT DATA Services
Oliver.Wirkus@nttdata.com
Victoria, Jan. 20th, 2022

2. AGENDA
What are we going to cover today?
1. Common organizational goals
2. What did not work well?
3. What did work well?
4. My recommendations
All topics are based on my personal experiences from recent rollouts!
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3. ORGANIZATIONAL GOALS
What do organizations expect from rolling out Teams?
Support for
“Working
from Home”
Support for
Online
Meetings
Enhanced
Collaboration
Better team
management
Modernized
Conference
Rooms

4. What did not work well?
Unclear Requirements
“We need a
platform to
enable our
staff to work
form home!”
“We want to
better support
our project
teams!”
“We need to
make
‘Working from
Home’ more
efficient!”
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5. What did not work well?
Unclear Governance
Too less
Governance
around how
to use Teams!
How are
external users
/ guest users
involved?
No guidelines
on what to
use when!
SharePoint?
Teams?
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6. What did not work well?
Poor or insufficient Change Management
Users are
overwhelmed
with the
changes!
Users / teams
don’t know
how to use
Teams
efficiently!
Unclear
migration
path for ‘old’
data and
documents!
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7. What did not work well?
Unclear handling of features
How are
licenses and
features
managed?
Who can record
meetings and
where are the
recordings
stored?
How is the
dial-in
support
managed?
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8. What did work well?
Detailed Requirements Analysis!
What are the
Requirements
from the
Management?
What are
requirements
expressed by
teams?
Group &
categorize
requirements
and use
phases!
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9. What did work well?
Early involvement of key users!
Run multiple
POCs with
different key
users / teams!
Adjust your
planning
based on the
outcome of
the POCs!
Carefully
listen to key
users and take
their feedback
seriously!
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10. What did work well?
Platform owners, user support and technical support!
There must be
no doubt on
who owns the
platform and
obligations!
Establish a
detailed user
support and a
COE!
Define clearly
when IT
support needs
to take over!
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11. What did work well?
Provide elaborated documentation!
Provide easy to
read/easy to
use
documentation!
Establish and
describe Self
Service
options!
Maintain a COE
and keep it up
to date!
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12. My Best-Practices and Recommendations
Provide elaborated documentation!
Know your
goals &
requirements!
Establish a
dedicated
team!
Run multiple
POCs &
collect
feedback!
Governance
prior to
rollout!
Maintain a
COE and build
a community
of users!
Publish Job
Aids & Self-
Service
options!

13. TIME FOR YOUR QUESTIONS
Thank you very much for attending my session
Slides are available for download at my Profile:
https://www.linkedin.com/in/owirkus/
Oliver Wirkus (MVP)
Technical Solutions Architecture Advisor
NTT DATA Services
Oliver.Wirkus@nttdata.com