Presented at Microsoft 365 Collaboration Conference in Las Vegas, NV, December 2021. Reviews steps to build organic adoption of Microsoft Teams and review of architecture and business outcome goals
How to Troubleshoot Apps for the Modern Connected Worker
Collaboration from the Trenches : Building your Internal Communities with Microsoft Teams
1. FALL: Las Vegas, NV Dec 7–9, 2021 SPRING: Las Vegas, NV April 5–7, 2022
M365Conf.com
MICROSOFT 365 COLLABORATION CONFERENCE
Collaboration from the Trenches: Building your Internal Communities with Microsoft Teams
D’arce Hess
myTakeda Experience Design lead, Takeda
@DarceHess
2.
3. 2021/2022
April 5 – 7, 2021
MGM Grand
Las Vegas, NV
Dec 7 – 9, 2021
MGM Grand
Las Vegas, NV
In-Person – December and April
6. Communities of Practice
A community of practice (CoP) is a group of people
who share a common concern, a set of problems, or
an interest in a topic and who come together to fulfill
both individual and group goals.
7. 7
Advocates Insight
Social Local
Types of
Support
• Interests
• Sports
• Non-Business
related
• Water-cooler
conversations
• Help Desk
• How Do I?
• Champions Network
(share)
• Communications
• Role-based
• Stakeholders
• Executives
• Champions (get)
• Location-based
• Office
• Region
• Language
• Department/Function
8. 08
• Build transferable skills
• Improve Emotional Intelligence
Support System
• Sharing of Information
• New collaboration
• Creativity
Gives Each Person a Voice
• Mental Health
• Feeling Connected to Peers
• A part of something bigger
• Common Interests
Sense of Belonging
• Access to historical knowledge
• Who can help?
• How do I?
Get Information or to Solve a Problem
Why do People Join
10. Communications Flow
Large group
communication
(community/organisation)
Bring new
knowledge back
to team
Shared with
larger
community/
organisation
& store
employee
experience
Meeting
discussion &
outcome shared
Need to have a
conversation related
to team outcome
Presence
required
Sharing real
time
information for
discussion
Most effective
way
communication
method, ideal
for sensitive or
important
communications
Follow up
required
Need to have a
conversation with
specific
person/people
One way
instructional
broadcast
(transactional)
To be
consumed in
people’s own
time
Need to have
a discussion
Urgent
notification/
discussion
One way instructional
broadcast (persistence)
Transactional Long term value
11. Community focus
Community
• Interest/passion
• Facilitator
• Innovation
• Membership
Community
Organizational focus
• Active & Visible Sponsorship
• Culture of enablement
• Open communications
• Balanced focus on employees,
customers & shareholders
Yammer
Knowledge and expertise
Capture experience
Harness collective knowledge
Employee engagement
Share innovative ideas
Inner-source
Community calls + events
Video publish & broadcast
Corporate Comms
Corporate News
Enterprise document store
Data intelligence
Organizational behaviour
⊆ Organization
12. Knowledge and expertise
Inner-source
Organizational behaviour
Share innovative ideas
Employee engagement
Harness collective knowledge
Community calls + events
Capture experience Video publish & broadcast
Corporate Comms
Corporate News
Enterprise document store
Data intelligence
1. Membership is mandatory based
on skills required
2. Recommended team size is 5-12
individuals
3. Focus on outcome delivery
aligned with strategic priority of the
organization
1. Membership is optional based on
interest or passion
2. The larger the community, the
better
3. Focus on learning, innovating,
capture organizational experience
and employee engagement
Team
Capture notes
Team meetings
Manage team time
Track information & work
Manage team tasks
Store team files
Schedule work dependencies
Team instructions
Share screen/present
Our internal brand
Chat with team members
Performance insights
Ideate
Manage shift-work
Community + Organization
13. 013
Let’s Talk Adoption
There are multiples ways to gain adoption. What’s the best
approach for you?
Top Down Bottom Up
14. 014
Top Down Adoption
Cons
• Poor Leadership Impact
• Less room for creativity
• Team disengagement
• Lower proximity to decision
makers
Pros
• Widespread familiarity
• Clearer Communication
• Difficulties are easily identified
• Faster implementation
• Governance
15. 015
Bottom Up Adoption - Recommended
Cons
• Lack of cohesion
• Alignment with corporate vision
• Need for Governance checks
Pros
• Encourages collaboration
• Empowers your team
• Better alignment
• Encourages creativity
• Boost morale
17. Microsoft Teams
Communicate
through chat, meetings & calls
Collaborate
with deeply integrated Office 365 apps
Customize & Extend
with 3rd party apps, processes, and devices
Work with confidence
enterprise level security, compliance, and manageability
21. 021
Phased
Providing a phased approach will allow you to make
clear decisions, measure ROI, and plan for scalability
while having a clearly defined change management
process.
• Essential Roles
• Team Functionality
• Access Controls
Get Started
• Who
• Governance
• Use Cases
• Feedback
• Support
Experiment
• Define Outcomes
• Measure Success
Scale
23. WHO CAN CREATE TEAMS
Who is the initial set of users? IT-Led
or Self-Service Creation?
TEAMS NAMING
CONVENTIONS
Should there be consistency or search,
manual or automated?
GUEST ACCESS
Is there a need to collaborate with
those outside your organization?
APPROVED APPS
Do you have custom apps?
ARE MEETINGS INCLUDED
Is call quality and meeting quality on
the list to test?
LENGTH OF EXPERIMENT
How long is the initial roll-out before
going org wide and expanding?
Governance
24. • Enable in Teams Admin Center
• Access can be grated to existing Teams
Channels in Microsoft Teams
• Teams Admins can control which features
guests can and can’t use in Microsoft teams
• Gives access permission to an individual
user
Guest Access
25. • Configure in Teams Admin Center
• No access to Teams or Teams Resources
• External users in other domains are allowed to
find, call, chat and set up meeting with you
• By default, all external domains are allowed,
with option to add allowed domains or blocked
domains
External Access
26. Number of Teams User can Create 250
Teams a user can be a member of 1,000
Number of members in a team 25,000
Number of Org-Wide Teams allowed 5
Number of members in an org-wide team 10,000
Total number of teams an organization can have 500,000
Number of channels per team 200 including deleted channels
Number of private channels per team 30
Number of members in private channel 250
Audience Size for a live event 10,000 (20,000 till Jan. 2021)
General Limitations (as of 12/8/2021)
27. Microsoft Viva is an employee experience platform that brings
together communications, knowledge, learning, resources, and
insights in the flow of work. Powered by Microsoft 365 and
experienced through Microsoft Teams, Viva fosters a culture that
empowers people and teams to be their best from anywhere.
29. 029
• Uses AI –based task suggestions and meetings
• Shows where you are spending your time
• Send praise to colleagues to build relationships
• Take a break and remember to breath!
• See your To Do list
DEMO
32. Connect and engage people across the organization
Yammer
In Teams. In Outlook. In SharePoint. In Viva.
In custom apps & intranets.
Across web, mobile, Windows and Mac.
33. Yammer
Connect and engage people
across the organization
Microsoft Teams
Collaborate with your
workgroup to get stuff done
Community Knowledge Inclusion
Leadership Communication
Chat Meet Call
Collaborate Automate
Add the Communities app
Pin it to the app bar
Time sensitive
People don't think about sharing information that might be useful broadly
-TED Talk Stanley McCrystal
Taking the MOCA down to an individual level, and how we work every day, we use this idea of the audience and the value to help understand what belongs where when it comes to communication. So lets start and look at the flow of the information from this individual through the organisation:
Communities are a great place to find and share information, innovate by building on ideas of others and learn by exchanging experiences and skills. This enables leaders across the organisation to keep employees engaged, promoting transparency, diversity and inclusion.
A community is typically coordinated by a community facilitator and offers a number of different ‘needs’ to its members.
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Healthy communities drive knowledge creation, retention and application across the organisation. They keep the people tapped onto the heart-beat of the everyday and ensure that their wisdom and experience is retained for future generations of employees.
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For an organisation to be “productive” and imbibe good behaviours, the leadership must develop the right enablement culture through new ways of collaborating, communicating and sharing information - that focuses on creating a learning mindset.
According to research done by Prosci, The #1 obstacle to success for a major change, is ineffective sponsorship.
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An “Organization” is defined as - Social units (or human groupings) deliberately constructed and reconstructed to seek specific goals by coordinating the actions of their members.
The organisational perspective explore the generic capabilities that need to be established across the wider organisation, and include – the ability to assess organisational behaviour, live broadcasting, corporate communications & news, as well as the ability for people across the different business areas to create their own simple business solutions. Once again, the Microsoft 365 suite of technologies provide a holistic set of tools and applications that enable these core capabilities of every modern organisation.
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Yammer is the Community Management Platform in Microsoft 365 and we see typically see News, Social and Center of Excellence as the most common type of communities.
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Now, before we go forward, lets talk about some major differences between a team, and a community.
Let’s reflect on the definition of a team – a group of individuals, with interdependent activities that work together, towards a common goal.
So, the membership of each team member is mandatory, given that there is a dependency on their skills sets and their ability to complete their tasks.
Now think about this – each interdependency within the activity create additional risk towards achieving the outcome, and thus it is critical to manage the team size and the efficiency in team processes.
Research done by the Wharton University of Pennsylvania recommends that the ideal team size is between 5-12 members, which mitigates against the exponential increase in risk and focuses on getting work done.
With communities on the other hand, member is based on your interests. As employees need to tackle different challenges, they community membership also changes. The larger the community, the more perspectives members can benefit from. And where teams focus on outcome delivery, often aligned to the strategic priorities of the organisation, communities are there to ensure that employees are learning, growing, innovating and sharing the organisational experience.
In Microsoft 365, Yammer is the tool to connect and engage people across the organization.
That’s Yammer’s strategic position in the suite.
Yammer provides a set of differentiated superpowers to drive scenarios that are critical for organizations, particularly in these times of hybrid work. Those scenarios include:
Fostering community and connectedness. Yammer uniquely connects people across their working groups and flattens business silos. Yammer enables people to form communities around shared roles, initiatives, topics and interests. Conversations in Yammer are open by default, and Yammer enables people to serendipitously discover and connect valuable content, people and topics across the organization.
Communicating and engaging at scale. Communicators can reach and engage everyone in the organization, at scale. We have customers using Yammer to drive company-wide communications to hundreds of thousands of employees and frontline workers. Communicators can also use communities to define audience segments within an organization, and target messages more effectively. And when you post an announcement in Yammer it will reach your audience across Outlook, Teams, and Viva Connections, across web, PC, Mac, iOS and Android. Importantly, that means Yammer is the omni-channel communications tool in Microsoft 365.
Harnessing knowledge, answers and ideas. Communities are a place where people can come together to share best practices, ask and answer questions, solicit feedback, and generate ideas, together. We see customers getting significant business value with communities around topics, job roles, initiatives, and internal products and services.
Yammer supports these scenarios natively in our web, desktop and mobile apps, and we’re working hard to integrate Yammer’s superpowers and these scenarios into Teams, Outlook, SharePoint, Viva and even into your custom applications and intranets.
So Yammer is about connecting and engaging people across the organization. That broad set of outcomes and those scenarios have become more important than ever over the last 21 months. During the pandemic, organizations clamored to move their work to the cloud. They did a great job of figuring out how to keep work going, and many of you were directly involved with the success of your customers in in moving to the cloud.
But the pandemic also put stresses on organizations outside of individual working groups. It was more than just how do you keep collaborating and meeting in the cloud, but how do you drive culture? How do you drive organization wide communication? How do you break down barriers to share knowledge? How do you encourage people to connect and foster extended networks?
Individual connections have been shown to be critical to employee well being and success.
Those scenarios drove astronomical growth of Yammer over the past 2 years. Yammer now supports tens of millions of people every month, making it one of the largest enterprise communications platforms in the world.
Let’s dive into how we’re enabling community and discovery in your organizations.