Governance & Adoption: making the marriage work
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In this presentation at the Digital Workplace Conference Sydney in August 2019, Megan and Loryan talk through the importance of both governance and adoption to all things Microsoft 365 - from migrations through to small feature changes and releases.
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Governance & Adoption: making the marriage work
- 1. GOVERNANCE & ADOPTION: MAKING THE MARRIAGE WORK WELCOME Megan & Loryan Strant | Strant Consulting
- 2. Who are we? @LoryanStrant @MeganStrant
- 4. What are Governance and Adoption?
- 5. Governance • The action or manner of governing a state, organisation, etc. • Rule, control
- 6. Adoption • The action or fact of choosing to take up, follow, or use something.
- 7. Phases to align governance & adoption INITIATION IMPLEMENTATION OPERATION
- 8. The Courting Period Initiation & Implementation
- 10. The dating phase • Deep discovery • Analysis • Establishing rapport • Business Leaders • Department Leads • Key stakeholders • Exploring and understanding
- 11. Initiation Governance Elements • Why are we doing this? • What are the outcomes? • Which tools will we use? • How are we going about it? • Where will we apply controls? • Who is responsible? • When are we doing this?
- 12. Initiation Adoption Elements • Bidirectional discovery and education • Personas • User Groups • Use cases • Designing ways of working • Success measures • High level strategy
- 15. Taking the next step • Prior to any go live activity • Detailed planning and preparation • Alignment is key • Awareness of each others needs • Gaps in detail can be disaster • Strong relationship and trust critical • Building something major together
- 16. Implementation Technical Factors SETUP CONFIGURATION APPLYING RULES DEPLOYING WORKLOADS POLICIES AND SETTINGS MIGRATION OF CONTENT AND SERVICES DEPLOYMENT OF APPS
- 17. No feature left behind! Mail rules Allow/block lists Data Loss Prevention Information Protection Office 365 Groups provisioning, expiration, naming, classification Microsoft Teams messaging, meetings, live events, Giphy ratings Information barriers Guest access OneDrive external sharing SharePoint external sharing Sharing link types Random words you don’t notice Guest link expiry Phishing policy Device enrolment Conditional access Password policy Archive policy Sway external sharing Forms external sharing License provisioning Calendar sharing Multi Factor Authentication Bookings StaffHub Yammer or Teams Monthly or 6- monthly Office updates Third-party storage Cortana Integrated Apps Microsoft Search Microsoft communications to end users Modern authentication MyAnalytics User owned apps and services Whiteboard preview Partner relationships Anonymise data in Power BI Targeted release Junk Email or Quarantine Yammer external access Email signatures Site collection sizes Tweet to @LoryanStrant if you notice this Retention policies Labels Supervision policies OneDrive sync PC restriction OneDrive storage amount Geofencing Conferencing Teams app policies Audit log retention Message Center notifications
- 18. The Adoption Factors • Build of artefacts • Planning launch • Test accounts and sandpit • Designing training • Enabling Early Adopters • Grooming Champions • Awareness/ education elements • Readiness assessment
- 19. Establishing the User Journey • Awareness phase • Initial snippets of learning and understanding • Formal Training • Sustaining the new ways of working
- 21. Making the Marriage Work Operation
- 22. Operation
- 23. Governance & Adoption Ongoing • It’s not set and forget • There will always be new ways of working • Bring users on the journey • Remain agile • Absorb changes
- 24. Governance for end-users • Build a site • Share information • Provide guidance • Outline roles & responsibilities • List what you can and can’t do
- 25. How do you manage governance ongoing? • Review the service • Maintain the listing of products in use • Keep a register of all decisions related to Office 365 settings
- 26. What do these look like? MESSAGE CENTER MICROSOFT 365 ROADMAP AUDIT LOG SEARCH
- 27. Ongoing Adoption • Be aware of new features and updates • Involve key stakeholders • Assess organisation impact • Decisions for learning and communication • Prepare your people • Absorb the changes • Adapt ways of working
- 28. Real World Examples Private Channels Changing Sharing Links
- 29. Lack of alignment can impact a marriage • Things can unravel • Users find workarounds • Ongoing communication and detail key • Adoption shouldn’t be an afterthought post-build
- 30. You can still make it work • Align on mutual objectives • Build a plan to go forward • Commit to each other
- 32. THANK YOU TO OUR SPONSORS
Notas do Editor
- Who are we and why are we presenting together - G & A equally important and very different skillsets
- MS
- LS
- LS
- MS
- MS – you may be already in office 65, and perhaps rolling out Teams Initiation – Getting the picture clear before deep work. Implementation – Prior to the go-live, this is also where the build is. Building out the elements of the adoption strategy. Operation – post go-live. Ongoing BAU and absorbing changes and enhancements in office365
- LS
- LS
- LS Initiation is very much like the early stages of dating: do you want kids do you believe in god Cats or dogs? You are investigating. You are finding out about a topic and all the level of detail.
- LS Marrying of the pillars – deciding on tools, reviewing, understanding
- We teach about office 365 and are learning all about each organisation Being strongly connected with the governance side is crucial – what are they going to setup, how will it be used. What are ways of working – examples (chat for teachers vs chat for truck drivers. Collaboration for finance vs a remote emergency services team) – what tech will the roles be enabled with – licences and variation What will success look like? Examples (what are goals for usage, and user satisfaction) High level strategy brings it all together – locations, users, campaigns, staggering, activities
- MS Technical non negotiables – areas of flex – best way to impact users. (example champs program – upgrade to office 2016 was delayed impacting the collaboration campaign) Reviewing the changes and creating a story – campaigns. Doing all of this with both gov and adoption in mind, and awareness of components and how they impact each other.
- MS
- MS to do this slide. LS to take the “Male…” line The wedding is like the go-live - complex details - choosing the entre for the reception (salmon or chicken). LS: Male is not interested in the entre or whether my dress is beige or cream, just like not being focused on training screen shots or who pilot users are, but still important components to the bigger event (being the go-live) Adoption doesn't need to know if we're installing exchange or do hybrid 2010… blah blah…. just that you show up on the day with your eyebrows
- LS Not go-live - not going into the event, focus on planning and prep
- A lot of considerations for how everything is configured, and the impact it makes What external sharing levels do you have for SharePoint, OneDrive, calendars, Sway, Forms? Do you anonymise data in Power BI for M365 Usage Analytics Do you control guest access to Office 365 Groups and Microsoft Teams? Do you enforce conditional access so that devices are managed and secured before accessing your content? Do you have spam email go to the junk email folder, or get held up in quarantine? The impact of small configuration settings can make a big difference to the user impact, and how successful your adoption will be.
- MS - eg. Sandpit for screen capture etc - catchers glove (eg. What sharing is allowed in OneDrive and what is the default sharing type) - liken to waterfall and need a clear starting point - constant checking with each stream
- The Learning Journey of a user is a critical element – non of the stages of learning are possible without clear governance and true alignment. E.g. formal training without a sandpit. Or even just screen shots for user guides – need the sandpit and environment matching final detail. Teams example
- MS Bringing all the elements together prior to go-live. Even if you are already in office 365, you may be in implementation – things may be turned on but not wrapped up with context and WOW
- MS
- It all builds towards this pivotal moment. Both G & A are preparing for the end-users in the platform or applicaton. What happens next?
- MS – Neither A or G are set and forget.
- External access Sharing Features that are enabled/disabled What IT does vs. what owners or members do
- Regular meetings; business, IT, AND change team Review Message Centre weekly and take action Create a collaboration tools guide so people know what the products are and restrictions Decision register – document your reasons why Review the audit logs
- MS
- What is the feature or problem What was done Governance and then adoption
- LS
- No matter where you are in your office 365 journey, take time to think about your journey to date and how you will improve going forward.