Office 365 Tour South Africa - East London - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
We all want to be quicker, more productive and collaborate rapidly on any device at any time. The good news is that our technology continues to innovate at the speed of light. The bad news is true adoption is sorely lacking, we often stick to what we know.
Join Heather Newman, Microsoft MVP and Chief Marketing Officer of Content Panda, as she uses real-world use cases to provide you the blueprint for a metamorphic change in employee productivity and simple tips and tricks for using Microsoft Teams and Microsoft Planner on the go.
You’ll leave this session with a clear understanding of how your employees can leverage both Microsoft Teams and Planner together with OneNote, OneDrive and SharePoint.
Shazam!
Semelhante a Office 365 Tour South Africa - East London - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
Semelhante a Office 365 Tour South Africa - East London - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis (20)
Office 365 Tour South Africa - East London - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
1. Heather Newman
Without Change There Would be
No Butterflies or Superheroes –
Microsoft Teams & Microsoft
Planner
@heddanewman
East London
#SPSEL
Saturday April 9, 2019
3. The fact is that businesses do not have emotion.
Products do not have emotion. Humans do.
Humans want to feel something.
And humans make mistakes.
Which is why we make to-do lists and
plans to execute
4. Focus on the “Why”
Not on the “What”
https://www.youtube.com/watch?v=UUDJoHeJbzw
9. Microsoft Teams is a platform that combines workplace chat, meetings, notes, and attachments. The service
integrates with the company's Office 365 subscription office productivity suite, including Microsoft
Office and Skype, and features extensions that can integrate with non-Microsoft products. Microsoft announced
Teams at an event in New York, and launched the service worldwide on 14 March 2017.
10. Microsoft Planner, was generally available in June 2016 for Office 365 Enterprise E1–E5,
Business Essentials, Premium and Education subscription plans.
This team collaboration software allows users to visually:
Organize plans, assign tasks, share files, chat by using boards, cards, buckets and due dates.
11. The Planner Hub shows you every plan you are working on and plan tiles showcase key
metrics on your favorite plans.
12. You can now copy an existing plan (Be aware that some elements of a plan such as description,
attachments members, and assignments won’t be copied to the new plan.)
13. Microsoft has just announced a new “Multiplan” feature for Planner. With Multiplan, it’s finally possible to create multiple
Plans inside the same Office 365 Group (previously, creating a new plan created a new Office 365 Group).
To get started, you’ll just have to create a new Plan from Planner and then click the “Add to an existing Office 365 group”
button, right below the field for the Plan name.
14.
15. Integration with Planner is in
development, but in the meantime you
can use Microsoft Flow to bring tasks
from Planner or Teams to To-Do,
although again, checking the tasks off
in To-Do doesn't mark them as
complete in Planner yet.
18. To launch Planner, click the Planner tile in the
Office 365 App Launcher.
19. To add a task, type the name of the task in the box, press Enter, add your due date (you can add a start date
too), assign the task to yourself or another team member. Note the board view shows all the tasks in columns
under each “task”.
You can attach files and links to tasks to make it easy for your team members to find and collaborate on them.
20. To add members to your plan, click add members and type in your team members name.
21. Start a conversation with your team about the plan, and use the labels to highlight your plan.
22. My Task shows you all your tasks assigned to you across all of your tasks.
24. Board view shows all tasks of a plan in column format. Chart show the tasks of
the plan in bar chart per member.
25. To add a task, type the name of the task in the box, press Enter, add your due date (you can add a start date
too), assign the task to yourself or another team member. Note the board view shows all the tasks in columns
under each “task”.
You can attach files and links to tasks to make it easy for your team members to find and collaborate on them.
26. To add members to your plan, click add members and type in your team members name.
27. Start a conversation with your team about the plan, and use the labels to highlight your plan.
28. You can access all your plans,
tasks, task assignments via the
internet on any mobile device.
There is a native IOS and
Android App. You can view
email notifications in Outlook.
30. https://aka.ms/O365Roadmap
Microsoft Resource Cheat Sheet
https://aka.ms/TechCommunity https://docs.microsoft.com https://developer.microsoft.com
Developer
Documentation
• Training, documentation,
samples & communities for
developers
IT Pro & Adoption
Documentation
• Learn how to plan, deliver,
adopt and manage
Microsoft 365 products
Microsoft Technical
Community
• Product forums and blogs
• Driving Adoption forum
• O365 Champion’s Corner
Office 365 Roadmap
• All public feature delivery
dates
• Filter by product
Sign Up
36. Teams on Air Podcast
https://itunes.apple.com/us/p
odcast/a-day-in-the-life-on-
teams-mobile-
client/id1342881671?i=100041
1520145&mt=2
37. Coffee in the Cloud
@CITCTV
https://aka.ms/CoffeeintheCloud
Get more from Azure & Office 365
Business
Solutions
Best
Practices &
How-To’s
For Admin’s
and
Champions
38. Short Video Tidbits
End User Training:
https://docs.microsoft.com/en-
us/microsoftteams/enduser-training
This has a great list of short snackable
videos for many tips and tricks for using
Microsoft Teams.
39. Team Academy for
ITPros
After consuming the module, the
audience will understand to what
how Teams leverages Office 365
and what the requirements are
for an optimal user experience.
The PowerPoint can also be used
to run a workshop with
infrastructure teams before
rolling out Teams.
Foundations – Core
components: Video | Deck
https://www.youtube.com/playlist?list=PLaSO
UojkSiGnKuE30ckcjnDVkMNqDv0Vl
44. Steps for Successful Change Management
1. Planning and sponsorship
2. Awareness
3. Learning
4. Readiness and adoption
Demo
45. https://aka.ms/O365Roadmap
Microsoft Resource Cheat Sheet
https://aka.ms/TechCommunity https://docs.microsoft.com https://developer.microsoft.com
Developer
Documentation
• Training, documentation,
samples & communities for
developers
IT Pro & Adoption
Documentation
• Learn how to plan, deliver,
adopt and manage
Microsoft 365 products
Microsoft Technical
Community
• Product forums and blogs
• Driving Adoption forum
• O365 Champion’s Corner
Office 365 Roadmap
• All public feature delivery
dates
• Filter by product
Sign Up
A butterfly starts life as a very small, round, oval or cylindrical egg. The coolest thing about butterfly eggs, especially monarch butterfly eggs, is that if you look close enough you can actually see the tiny caterpillar growing inside of it. This is the beginning of the journey of metamorphosis in business this is where we get out ducks in row – secure support like on this leaf and define use cases, behavior and success.
Butterfly larvae are actually what we call caterpillars. Caterpillars do not stay in this stage for very long and mostly, in this stage all they do is eat. In business this is where we fuel up just like a caterpillar – gather our team, open feedback channels and determine our communication tactics.
This is the most intriguing stage of butterfly development, which appears catastrophic from the perspective of the caterpillar. When the little crawler is fully grown and can eat no more, it simply dangles from a branch and spins a protective cocoon around itself so it can safely rest and digest all the food that has been consumed in the previous stage.
Though the chrysalis appears unchanged from the outside during this stage, there is dramatic transformation taking place inside: the body of the caterpillar is slowly dissolving while the previously dormant precursor cells of the emerging butterfly (“imaginal cells”) gradually develop, migrate together and create a brand new being.
In business this is where we truly develop the relationship with our audience prepping them for change – learn about them, mapping out a training schedule
At last in this final stage, the fully developed butterfly is ready to emerge from the chrysalis. After breaking free, the butterfly’s wings are still folded and wet and more rest time is necessary to allow blood to flow into the wings. Finally when the unfurled wings are fully dry, the butterfly is ready to take flight and share its beauty with the world.
During this stage there is an intentional “breaking free” that has to occur with proper timing before “flight” is undertaken. When I have gone through the other stages and am finally ready to display my new project or growth to the world, I have to leave behind the old way of doing things and move forward with courage and some risk-taking, while recognizing the fragility of my new “wings.”
In business this is where we support, assess and measure all the things that have happened before – we provide ongoing support, and measure success
All users with eligible subscription plans will automatically see the Planner tile appear in the Office 365 app launcher when it is available for them to use. No specific action by Office 365 admins is needed.
Users access the Hub to track overall progress of plans and see who’s on time and who’s behind.
Users are able to filter down to see personal tasks and assignments.
Thank you to the speakers!
A butterfly starts life as a very small, round, oval or cylindrical egg. The coolest thing about butterfly eggs, especially monarch butterfly eggs, is that if you look close enough you can actually see the tiny caterpillar growing inside of it. This is the beginning of the journey of metamorphosis in business this is where we get out ducks in row – secure support like on this leaf and define use cases, behavior and success.
I’ve written about the importance of executive sponsorship before, but it bears repeating: change starts at the top. Of the companies who report having failed SharePoint deployments, lack of senior management support was one of the top three reasons. Find someone with a SVP or C-level title next to their name to drive “top-down” messaging and act as an active communicator on the value and benefits SharePoint offers throughout your implementation. Once you have your executive sponsor in place, have a project team including executives and department leads across the organization so that this is a truly enterprise change management initiative.
I can’t stress this enough: SharePoint must be seen as a business solution, not just a new technology. SharePoint isn’t a new card access key to your office building – treat it the respect that it deserves. Clearly explain why you are moving to SharePoint so you can frame the rest of your change management initiatives within this context. The business case will set the stage for the rest of your change management project – the goals you set and the actions you take. You’ll want to start by defining goals that will give you the greatest return on your investment. What are the quick wins you can show to the rest of the business that will inspire and excite them to use SharePoint? Once you’ve defined your goals, they are the foundation for a subsequent awareness campaign.
If you are completely overhauling the technology employees use on a daily basis to do their jobs, you must spell out the actions you want them to start doing, stop doing, and continue doing. Common fears I’ve heard from Content Panda customers include fear of change, looking stupid to their peers if they ask too many questions, and a decline in their job performance because the learning curve is too steep. These fears cause a lot of stress, which then turns into conversations amongst themselves sapping time and draining business productivity. That’s why you must be very, very specific. Call out the elephants in the room – not only will employees read these behavior changes and nod their head in acknowledgement, it will mean they know you know exactly what it is they are doing and why it’s not working. This will help you focus awareness and training materials on the actual tasks you need your users to learn on SharePoint.
When you develop these goals and objectives, it’s important to have a formal set of success criteria to measure the impact of your deployment. Determine what should be measured, and how you’ll collect this quantitative and qualitative information. While your success criteria will depend on your specific business needs, there are several you should always include such as user satisfaction, employee engagement, and adoption velocity. By measuring changes that occur as a result of rolling out SharePoint, you will have a way to quickly track what’s working, what’s not, and what you need to fix. Surveys are great for this.
Butterfly larvae are actually what we call caterpillars. Caterpillars do not stay in this stage for very long and mostly, in this stage all they do is eat. In business this is where we fuel up just like a caterpillar – gather our team, open feedback channels and determine our communication tactics.
You already established which key behaviors you want employees to exude last week – now is the time to focus your communications on the essential scenarios and subsequent tasks they will need to learn. Studies find it can take at least 21 days – three weeks – for someone to truly break or adopt a new habit. If you have employees used to working a particular way for years, one email and a training session won’t perpetuate lasting change. Develop your initial plan, and then think about how you can revisit your communications throughout a prolonged period of time – say, one year – and keep interest high.
You can’t just send one email announcing SharePoint and expect that it will promote lasting change. Create a set of communication tactics reinforcing your key messages over a period of time – and in different channels – that will inspire, inform, and motivate your target audiences to use SharePoint. As you plan out your communication tactics, make sure that you identify your target audiences, diversify the different ways (e.g. email, video, in-person events) you communicate to your audiences, and how often you will send out these communications.
Just as you should diversify your communication strategy, you also need to diversify who you have inspiring employees to adapt to change. This means recruiting SharePoint champions, employees who provide informal training and support to others in your company, to create a learning community. You’ve heard of “early adopters” who always have the latest Apple gadget – but SharePoint champions help penetrate the “never adopters” who absolutely refuse to ever use a new thing, as evidenced by their flip phone with no connection to the Internet. The beauty of having SharePoint champions is they can support these employees on a peer-to-peer level.
This is the most intriguing stage of butterfly development, which appears catastrophic from the perspective of the caterpillar. When the little crawler is fully grown and can eat no more, it simply dangles from a branch and spins a protective cocoon around itself so it can safely rest and digest all the food that has been consumed in the previous stage.
Though the chrysalis appears unchanged from the outside during this stage, there is dramatic transformation taking place inside: the body of the caterpillar is slowly dissolving while the previously dormant precursor cells of the emerging butterfly (“imaginal cells”) gradually develop, migrate together and create a brand new being.
In business this is where we truly develop the relationship with our audience prepping them for change – learn about them, mapping out a training schedule
This seems obvious, but considering training is the top reason why SharePoint implementations fail, start with the basic who (your audience), what (employees’ specific tasks), where (employees will use SharePoint), when (timeline for training), how (SharePoint will prompt change in how your employees work), and why (reason change is happening and why employees should care) of training.
Every company is different, but there are consistent guiding principles for creating a training schedule. Account for the time necessary to create multiple phases and understand that it will take several months to implement. Expect to go through the following training phases: planning, pilot, awareness, training, follow-up and support.
Training comes in all shapes and sizes. It’s important to remember to strike the right balance between showing the “how to” and supporting the training long after it’s completed. Depending on the amount of time, facilities, equipment, geography, and money you have, you could consider using some of the following methods: classroom-style, small group presentations, virtual/online, and on-the-job training. We’ve found the most successful training incorporates all of these different methods, with a clear method for employees to request help or further information after the training is completed
Just as you did when you started communicating awareness around your SharePoint implementation, make sure you keep the lines of communication open after you’ve completed your training so users continue to feel supported. Consider having an internal online group – you can use Yammer, Office 365 groups, or integrate SharePoint community features – that gives you an outlet to share best practices, establish topics of interest, participate in discussions, and build community among users.
At last in this final stage, the fully developed butterfly is ready to emerge from the chrysalis. After breaking free, the butterfly’s wings are still folded and wet and more rest time is necessary to allow blood to flow into the wings. Finally when the unfurled wings are fully dry, the butterfly is ready to take flight and share its beauty with the world.
During this stage there is an intentional “breaking free” that has to occur with proper timing before “flight” is undertaken. When I have gone through the other stages and am finally ready to display my new project or growth to the world, I have to leave behind the old way of doing things and move forward with courage and some risk-taking, while recognizing the fragility of my new “wings.”
In business this is where we support, assess and measure all the things that have happened before – we provide ongoing support, and measure success
Your support and help desk is the first line of defense against users encountering SharePoint problems. It’s vital to empower and inspire these teams to do their best work, as the level of support a new user receives can directly impact just how satisfied they are with SharePoint – and how deeply they adopt the platform. Expect to receive a lot of questions as users start to really dig into SharePoint. We understand that for your support and help team, this may be only part of their job. Establish an automated system so you can reduce the total number of inquiries support teams receive.
Consider it a requirement to regularly assess just how satisfied new SharePoint users are, as satisfaction has a direct correlation to adoption and usage. Throughout your pilot and live rollout, distribute user satisfaction surveys to gather data about your users’ knowledge and experience with SharePoint. This way, you can quickly understand where you are succeeding and failing, and even better, iterate rapidly so you can improve the experience for the next waves of users you onboard to SharePoint.
Satisfaction is important, but at the end of the day the success or failure of your SharePoint deployment will hinge on two factors: how often are employees using the platform and how many of them have actually adopted it. Usage and adoption metrics take time to become truly digestible – it will take six months or longer, since user adoption will not happen overnight. It’s best to match your reporting timelines with how you report other major impacts to your business, which could be either monthly or quarterly. Use feedback and survey forms, product-related games, and standard usage reports available to SharePoint and Office 365 customers to measure the success of each phase of your roll-out with quantitative and qualitative data.