This document provides an overview of rolling out Microsoft Teams for collaboration in a global organization. It discusses planning a phased rollout that begins with chat functionality and expands to calls, meetings, and voice over time. Key aspects of the rollout plan covered include governance, business workshops to generate buy-in, upgrading from Skype for Business, and an ongoing adoption and training program utilizing business champions. Metrics and a roadmap for future collaboration tools are also reviewed.

1. Rolling out Microsoft Teams
for collaboration in a global
organisation
Speaker: Chirag Patel
02-06 March 2020

2.  Based in London, UK with over 20 years in IT
 Delivery Lead, IT Pro, Solution Architect, Trainer
 Enjoy working with Office 365, SharePoint, Microsoft
Teams, Power Platform
 Deployment & Consultancy Services, Upgrades &
Migration, Solution Development and Service Adoption
 Trusted Associate for Microsoft Gold Partners
Technology Consultant
Chirag Patel
30+
Conference Sessions
20+
Recommendations
10+
Charity Rides
CLD267x: Enabling Teamwork with Microsoft Teams
CLD277x: Microsoft Service Adoption Specialist
@techChirag

3. Speaker
Chirag Patel
@techChirag
UK 2011-2014 #spsuk
EMEA 2011 #spsemea
India 2012 #spsindia
Belgium 2016, 2017 #spsbe
Cambridge 2017 #spscambs
Paris 2015 #spsparis
Madrid 2016 #spsmad
Barcelona 2017 #spsbcn
London 2015-2017, 2019 #spslondon
Leicester 2019 #spsleicester
slideshare.net/techChirag

4. Session Overview
Organisation Profile
Microsoft Teams Phased Rollout
Planning and Governance
Business Workshops
Skype For Business Upgrade

5. Organisation overview
Renewable
Energy
Company
500 users
10
countries
(From USA
to Australia)
Projects is
what we do!

6. Why rollout Microsoft Teams?
We are a small and medium-sized business, we need to become
truly global
We need to encourage collaboration
We need to increase efficiency and productivity
We need to reduce the use of third-party tools and services

7. Collaboration Technology Estate
Vendor Solution A – Internal cloud phone, messaging, meeting conferencing
Vendor Solution B – External calls, meetings and conferencing
Vendor Solution C – Hosting and managing live events for worldwide staff.
Vendor Solution D – Skype For Business
Consumer Solutions – Shadow messaging services
Third-party Document Management System (formerly SharePoint)

8. Teams and
workloads
dependency

9. Microsoft Teams health check
• 2 million files already in SharePoint
and OneDrive
• 100 Microsoft Teams existed
• Anyone can create Team!
• No design or configuration
documents
• Health check and remediation for
Microsoft 365

10. Teams Rollout Phases
• Chats > Calls > Meetings > Voice
• Start to experiment
• Digital Workplace programme
• Deliver Teams training early-on
to IT staff
https://docs.microsoft.com/en-us/MicrosoftTeams/how-to-roll-out-teams

11. Teams Conversations
PRIVATE CHATS GROUP CHATS TEAM CHATS
(CHANNELS)
TAB
CONVERSATIONS
FILE
CONVERSATIONS
(NOT COMMENTS)

12. Recommended Phased Plan
0-1 Months
Phase 1
2-4 Months
Phase 3
4-6 Months
Phase 4
• Actively promote users to use Teams
for Persistent Chat and Collaboration
• Ensure hardware requirements are
met
• Launch Adoption & change
management campaigns
• Start Governance
• Deployment/Ops partner
• Infrastructure Readiness
Low hanging fruits with high value:
• First line capabilities (Chat/Shifts) for F1
users
• App integrations – DevOps,
Service/incident management
• Complete Governance, Operations plan
• Start Network/Wifi preparedness
• Pilot groups, early adopters
• WOW factors
• Readiness (network, infra, security,
etc.) Checklist
• Meeting Rooms Ready
• Enable all users for Teams
Meetings
• PUSH – Migrate to
Teams
• Retire Skype
Operational readiness (helpdesk, governance, monitoring, infrastructure readiness)
Ongoing campaigns – adoption, training, communications
Win7 -> Win 10/8GB – Prioritise MS Teams users
0-2 Months
Phase 2

13. Recommended Phased Plan

14. Teams Planning Sessions
Training and
Adoption
Teams
Foundations
Security and
Compliance
Network
Planning
Governance Desktop/Mobile
Sfb to Teams
Upgrade

15. Building Champions Network
Running the program
• Established 20 Business Champions (including
testers)
• Setup a Teams workspace and build plans
• Post Teams resources and training materials, etc.
• Weekly meeting (AP, EMEA, Australia)
• Project updates
• Show and tell functionality
• Eyes and ears of business
• Building FAQs
• Share training previews to Champions
• Champions training
Champions help to:
• Create the enthusiasm that grows adoption of
improved ways of working.
• Build a circle of influence amongst their teams.
• Bring the new ways of working to life across teams.
• Identify business challenges and possible solutions.
• Provide feedback to the project team and sponsors.

16. What’s in a name?
• I want a team
• I want a group
• I want a site
• I want a team site
• I want a collaboration space
• I want a chat space
• I want a Microsoft Teams team
• I want …?
• We will provide you with a
Team Workspace containing
• Team conversations
• Team files
• Team notebook
• Team planner
• Team calendar
• Team mailbox
• Team website (news & pages, lists)

17. What’s in a name?
Suggestions
• For an “All IT” Team
• GRP – IT – All IT (Prefix – Dept –
Name)
• Team – All IT – Corp (Prefix – Name –
location)
• All It – Corp (Name – location)
• For an “Onboarding” Team in HR
• GRP - HR – Onboarding (Prefix – Dept
– Name)
• Team – Onboarding – West (Prefix –
Name – Location)
• Onboarding – West (Name – Location)
Opted for
• Dept-Global
• Team-Dept-Global
• Project-Location
• Adhoc Team-Location
• Easy to find and sort
• Consistent and easy to manage
• Using Office 365 Group policies

18. Types of Teams
• Projects Types
• Development
• Construction
• Joint Ventures
• IT projects
• Organisation
• Country
• Business Functions
• Business Units
• What kind of content do teams work with?
• What kind of conversations people have?
• What’s the expiry date of Teams Workspace?
• Business Scenarios
• Portfolio management
• Graphic designers collaboration
• Process Training videos and guidelines
• Agreements monitoring updates

19. Types of Teams – Scenarios driven
Current Scenario MS Teams Scenario Benefits
Email excel attachments to
capture regional numbers
Post agenda and excel file to
capture data from regions and
@mention people for attention
• Reduction of emails
• No version management
required
Disparate ways of working on
agreement documents
Bringing the team together to co-
author documents
• One version of file
• Always contain the latest
changes
Meeting notes & actions sent to
team members late in the day via
email
Create notes in Team notebook
(OneNote) and assign action items
from Planner
• Meeting notes available
immediately
• Better transparency to keep
track of actions
Instruction manuals created in
Word/Powerpoint and sent to
joiners
Upload short guide videos in
Stream and share how-tos to team
• Reduced effort in producing
documents with screen shots

20. Teams Governance
• Start from beginning and make it a
living document or a SharePoint site!
• Ease your journey to collaboration and
productivity
• Manage your user and service
expectations
• Some is responsible and accountable!

21. File collaboration journey
Anywhere access to all your files The hub for teamwork The Knowledge Repository
Teams (WE) ECM System (US)

22. Security and Compliance Needs
IT
Business
EmployeeSecurity Officer
Legal IT Admin
• Prevent data leaks and
breaches
• Protect high value
information
• Accomplish business goals as
simply as possible – if it is too
hard find an easier way…
• Limit business disruption
• Get out of my way
• Make it ease for me to get my
work done fast
• Share easily but protect my secret
stuff
• Manage the increasing volume of
data
• Keep up with changing services &
threats
• Make all other roles happy
• Comply with
retention
• Support eDiscovery

23. Security and Compliance Policies
ID Suggested Policy
1 Enable multi-factor authentication (MFA) for all staff
2 Enable MFA for Admins with assigned administrative rights
3 Enable just-in-time access to complete admin tasks
4 Enforce mobile app protection for phones and tablets
5 Block devices that don’t support modern authentication
6 Require compliant PCs and mobile devices
7 Assign Classification in Microsoft Teams
8 Classify content with sensitivity labels to enable protection
9 Classify information with retention labels
10 Provision data loss prevention (DLP) policies
11 Microsoft cannot access our content to perform service operation without approval
https://docs.microsoft.com/en-us/microsoft-365/security/microsoft-365-security-for-bdm

24. External Collaboration (Defaults)
https://docs.microsoft.com/en-us/microsoftteams/teams-dependencies

25. Department Workshops
READY SESSION
PACK FOR REUSE
RUNBOOK
SESSION AND
DEMO
TIME SLOTS AND
FOLLOW UPS
DESIGN TEAMS
WORKSPACE AND
PLAYBACK TO
OWNERS
PROVIDE
GUIDANCE
ROLLOUT AND
TRAIN

26. Teams Template (Tabs)
• Groups Calendar • SharePoint News Posts and Project
Updates

27. Teams Provisioning
New Teams
Enquiry
Initial
Scoping
Session
User
submits
Team
request
form
Team
Approval
Team
Provisioned
Team
Training
and
Handover
Sessions

28. Building Collaboration Adoption
Centre
• Help and support SharePoint website
linking to Microsoft training and support
pages and videos
• Built on Microsoft 365 Learning Pathways
(SharePoint) solution
• On-demand, custom training from
Microsoft
• Customisable Learning Experience
• Build a custom playlist
• Keeping up to date with Teams new
features
• Marketing knowledge events sessions and
calendar invites https://docs.microsoft.com/en-us/office365/customlearning/

29. Communication Plan and Activities
• Countdown email and intranet campaigns
• Programme Launch
• Skype to Teams upgrade notice
• Launch day
• PGLS (Post go-live support) and surveys
• Lunch and Learn sessions
• Specialist knowledge based event sessions week
• Customer story and demo
• 3 repeat session delivery
• Complimentary article
• Poster and email campaigns
• Teams clinic – AMA (Ask Me Anything)

30. Skype4B to Teams Upgrade
• Teams = Collaboration +
(Skype4B Chat + Calls + Meetings)
• Champions tests and feedback, per
user basis
• All users – Teams mode enabled
https://docs.microsoft.com/en-us/microsoftteams/upgrade-framework

31. Skype4B to Teams Upgrade

32. Success Metrics
• Adoption journey continues…

33. Handling Feature Requests
Business
requirement
Initial review
Suitable for
Microsoft 365
• Business case
• Budget approval
• Third-party
solution available
Architecture
review
Review options Decision

34. Roadmap
Shifts in
Teams –
Schedule
Management
(Staffhub
successor)
Extend
company wide
collaboration
to include
Yammer
Relax the
control of
teams
provisioning
to users
Exploring
Intranets and
Forms
Business
solutions –
PowerApps,
Power
Automate,
Power BI

35. Further Help and Resources
Upgrade Guidance
aka.ms/SkypeToTeams
Skype to Teams Upgrade – Get Started
docs.microsoft.com/en-
us/MicrosoftTeams/upgrade-start-here
Upgrade Success Kit
aka.ms/UpgradeSuccessKit
Teams Upgrade FAQ
aka.ms/SkypeToTeams-FAQ
Coffee in the Cloud Skype to Teams
Overview Videos
youtube.com/watch?v=lAoqEG777d8
Instructor-Led Teams Training
aka.ms/TeamsLiveTraining
On-Demand Teams Training for
Admins
docs.microsoft.com/en-
us/microsoftteams/itadmin-readiness
On-Demand Teams Training for
End Users
docs.microsoft.com/en-
us/microsoftteams/enduser-training
Teams Success Kit
aka.ms/TeamsSuccessKit
Teams Adoption Guide
aka.ms/TeamsToolkit
Office 365 Training Center
https://support.office.com/en-
us/office-training-center
Drive Operational Excellence
with Teams
aka.ms/SkypeToTeams-Operate
Tech Community Teams Blog
techcommunity.microsoft.com/t5
/Microsoft-Teams-Blog/bg-
p/MicrosoftTeamsBlog

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