Getting Your Office 365 Set Up Right

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Getting Your Office 365 Set Up Right
A CIO’s Perspective on Information Governance
Presented 9/18/2019 at ARMA NOVA & NCC-AIIM Combined Meeting
Kevin Parker, CIP, INFO, ECMᵐ, ERMᵐ, BPMᵐ, SharePointᵐ, Captureᵖ
CEO & Principal Information Scientist at Kwestix

How NOT to Deploy
Office 365
Avoid these mistakes!

10 Ways to Fail at Office 365
1. Buy licenses and get started!
2. Do a little research, buy
licenses, and get started.
3. Let each individual decide
what they need and manage
it.
4. Let each business unit decide
what they need and manage
it.
5. Let IT decide what everyone
needs and manage
everything.
6. Don’t worry about ROT
cleanup or data migration
(just start fresh).
7. Let users configure Teams and
SharePoint sites as needed.
8. Restrict users from creating
anything.
9. Let users integrate all the 3rd
party apps they want.
10. Don’t let users integrate any
3rd party apps.

Microsoft’s “Plan for Office 365” (Hint: This is too basic!)
1. Choose your plan
2. Decide on a domain name, if you don't already have one
3. Schedule when you are going to move your existing email
and contacts to Office 365
4. Identify which files you want to store in the cloud
5. Assign roles
6. Get the word out
Source: https://support.office.com/en-us/article/plan-for-office-365-e913cb41-2bea-4cfa-b670-b6b9fce09625

What’s in Office 365 Today*
*As of September 2019…

Waffle, a.k.a. App Launcher
First: Menu Lingo Intro
Hamburger,
usually used
for expanding
and collapsing
a navigation
menu
Ellipsis, often
used for hiding
extra actions or
options

Office 365 Business & Enterprise Subscriptions (September 2019)

Current E3 Plan Apps Included
(Partial List, September 2019)

Current E3 Plan Apps
Included
(Full List, Tile View,
September 2019)

(Page 1 of 5,
September 2019)

(Page 2 of 5,
September 2019)

(Page 3 of 5,
September 2019)

(Page 4 of 5,
September 2019)

(Page 5 of 5,
September 2019)

AppSource is an app store
for Office 365.

Additional Services for
Purchase
(Page 1 of 9,
September 2019)

Purchase
(Page 2 of 9,
September 2019)

Purchase
(Page 3 of 9,
September 2019)

Purchase
(Page 4 of 9,
September 2019)

Purchase
(Page 5 of 9,
September 2019)

Purchase
(Page 6 of 9,
September 2019)

Purchase
(Page 7 of 9,
September 2019)

Purchase
(Page 8 of 9,
September 2019)

Purchase
(Page 9 of 9,
September 2019)

Admin Center home
with customizable
dashboard of reports
and information

Admin Centers available
(with E3 subscription as of
September 2019)

Information Governance & Cybersecurity Controls &
Reports (Security & Compliance Dashboard)
The Security & Compliance Dashboard can be
tailored to your needs.

Getting it Set Up Right
Foundations and Phases of Work

Defining Solution Success
Make it Useful
Meet business needs
with good
architecture.
Make it Usable
Design for usability
and accessibility.
Get it Used
Promote user
adoption with
communication,
learning, and
support.
Make it Sustainable
Make the solutions simple, flexible, scalable, secure, and manageable
to get the most value for the least ongoing costs.

Solution Lifecycle & User AdoptionStrategy
What are you
trying to
accomplish?
What are the
Critical
Success
Factors?
Architecture
What apps
and features
should you
use? How
should you
organize and
structure
things?
Governance
How do you
get people to
use it in the
ways you
intend?
Implementation
How do you
build it out
and get users
started?
Operation
How do you
support users
and drive
adoption?
Security, Privacy, Management, Business
Continuity, Retention, Compliance, etc.
User Adoption

Some Governance Areas to Consider
Administration
Policies for
Subscriptions
Managing
Subscriptions
Data Governance
Records
Management
Security Roles
& Permissions
User Accounts
Roles
Groups
Permissions
Cybersecurity
Authentication
Roles & Policies
External Sharing
Compliance &
Privacy
Encryption & Rights
Management
SharePoint
Site Collections
Site Architecture
Metadata
Management
SharePoint Policies
Teams
Teams
Administration
Establishing &
Managing Teams
Teams Policies
Other Apps
Flow
OneDrive for
Business
Teams Scheduling
& Conferencing
Microsoft 365 &
Desktop Apps
These are just a few of the areas to consider! Get help from experts who understand the whole picture.

Information Architecture
Where can I go
from here?
What can I
find here?
What can I
do here?
Where
am I?
IA helps users answer key questions:
Information Architecture
User Interface
Organization
Systems
Labeling
Systems
Navigation
Systems
Search
Systems
Information Management Systems
IA is the middleware between your UI and the
technology:

Foundation & Solution Phases
Information
Quick
Assessment
Solutions
Strategy &
Roadmap
Information
Architecture
Blueprint
Security Design
& Configuration
Solution 1
Solution 2
Solution 3
Solution n
Phase 1: Foundation Phase 2+: Solution Iterations
1.
Strategy &
Architecture
2.
Configuration &
Governance
3.
Implementation
& User Adoption
4.
Operation &
Maintenance

Phase 1: Foundation
Information Quick
Assessment
•Review current
information repositories
and information
architecture.
•Review current
technology environment
and security schemes.
•Assess current
information maturity
level.
•Identify specific business
goals for information
management and
collaboration.
Solutions Strategy &
Roadmap
•Identify relevant Office
365 tools and features
for solution core.
•Design basic organizing
schemes for tools,
teams, processes, and
security.
•Outline process for
building and governing
planned solutions on
Office 365.
•Provide guidance on
subscription licensing
and potential savings.
•Create solutions
roadmap.
Information
Architecture Blueprint
•Design basic metadata
model for collaboration
and information
management.
•Design basic site
organization and
labeling model.
•Design basic search
strategy.
•Develop solutions and
repositories map.
Security Design &
Configuration
•Review current global
security configuration,
roles, and permissions.
•Review current site and
tool permissions.
•Design manageable
and scalable security
model.
•Make necessary global
security configuration
changes.
governing the new
security model going
forward.

Example Solution: Teams for Collaboration
1. Strategy &
Architecture
• Review current Teams
in place.
• Plan up to 10 teams
(initial rollout).
• Decide what tabs and
tools should be
integrated.
2. Configuration &
Governance
• Configure the
planned teams.
• Document the teams
to facilitate ongoing
support and
governance.
• Document a simple
process for requesting
new teams.
3. Implementation &
User Adoption
• Integrate tools as
planned for the
teams.
• Create/migrate
content or content
placeholders for the
planned teams.
• Provide a basic user
guide for each of the
teams.
• Provide
communication
guidance for the
teams to facilitate
user adoption.
4. Operation &
Maintenance
• Train a team leader
on basic operation
and maintenance of
each team.
• Train IT staff on overall
maintenance.

Teams Tabs
Many more tabs can be added today:Simple set of tabs:

Teams Files
Each Team has a SharePoint site collection (a unique site with
same permissions as the Team). The Files tab is just an
interface to the Documents library on that site, and each
channel gets its own top-level folder. Other information is
stored there, also. You can work with files directly from the
Files tab or open the library in SharePoint.
You can also add
cloud file storage
elsewhere in
SharePoint or on
some other cloud
storage providers.

Example Solution: Intranet Portal for Communication
1. Strategy &
Architecture
•Review current intranet.
•Determine needs and
goals of the
portal/intranet and
libraries for documents,
records, and digital assets.
cleanup, if needed.
•Design information
architecture for the portal
as the central SharePoint
hub site for the
organization.
•Determine needs and
goals for an extranet for
partners, if applicable.
2. Configuration &
Governance
•Configure intranet site
and libraries.
•Create links to other tools
and solutions.
•Create a help section as a
repository for how-to and
SOP articles.
•Cleanup pages and
content as planned.
•Plan and configure
security roles and
accounts.
•Configure basic branding
of the intranet using
corporate colors, logos,
and fonts.
•Provide guidance for
governance.
3. Implementation &
User Adoption
•Complete the intranet
plan and test it.
•Configure and verify basic
search functionality and
results.
announcing it to the
organization and
encouraging adoption.
4. Operation &
Maintenance
•Train content authors and
editors on maintaining
content.
•Train IT staff on overall
maintenance.

Other Solution Ideas?
1.
Strategy &
Architecture
2.
Configuration &
Governance
3.
Implementation &
User Adoption
4.
Operation &
Maintenance
What other solution ideas might be
useful in your context?

What If We Already Have it
Set Up Wrong(ly)?
How do we fix it?

Foundation & Solution Phases
Information
Quick
Assessment
Solutions
Strategy &
Roadmap
Information
Architecture
Blueprint
Security Design
& Configuration
New or
Improved
Solution 1
New or
Improved
Solution 2
New or
Improved
Solution 3
New or
Improved
Solution n
Phase 1: Foundation Phase 2+: Solution Iterations
1.
Strategy &
Architecture
2.
Configuration &
Governance
3.
Implementation
& User Adoption
4.
Operation &
Maintenance

Additional Resources
Selected Office 365 Resources

Office 365 Resources
Microsoft Office Documentation:
https://docs.microsoft.com/en-us/office/
Microsoft 365 FastTrack Success Planner:
https://fasttrack.microsoft.com/
Home Use Benefits:
https://www.microsoft.com/en-us/home-use-program/resources
Office 365 Periodic Table:
https://app.jumpto365.com/

Site: https://app.jumpto365.com/

Copyright ©2017-2019 - jumpto365, Inc. - jumpto365.com™ - All rights reserved -
Terms of Service and End User Licensing Agreement version: 2.0.124-hotfix-2
Site: https://app.jumpto365.com/

Review: Solution Lifecycle & User AdoptionStrategy
What are you
trying to
accomplish?
What are the
Critical
Success
Factors?
Architecture
What apps
and features
should you
use? How
should you
organize and
structure
things?
Governance
How do you
get people to
use it in the
ways you
intend?
Implementation
How do you
build it out
and get users
started?
Operation
How do you
support users
and drive
adoption?
Security, Privacy, Management, Business
Continuity, Retention, Compliance, etc.
User Adoption

How to reach me…
Kevin Parker, CIP
www.kwestix.com
twitter.com/JKevinParker
www.linkedin.com/in/JKevinParker

Getting Your Office 365 Set Up Right

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