Is Teams Turned on But Not Rolled Out_Hannemann
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The document discusses rolling out Microsoft Teams in an organization. It describes how Teams has been turned on but not officially rolled out, with some teams and departments starting to use it independently. It recommends reining in Teams through governance policies around team creation, security, compliance, external access, and meetings. The document also outlines developing a roadmap for piloting Teams, training users, and fully rolling it out over time.
Is Teams Turned on But Not Rolled Out_Hannemann
- 1. Jill Hannemann Teams is Turned On, but Not Rolled Out
- 2. ©2019 Avanade Inc. All Rights Reserved About Jill 2 Modern Workplace Lead – Avanade Advisory 15+ years in Portals and Knowledge Management MOSS 2007 Office 365/SharePoint 2019 Specialist in Information Architecture, Governance, User Adoption, Document Management, Productivity Solution Design, and User Led Design Frequent speaker in the SharePoint Community Tech Geek. Gadget Enthusiast. Taxonomist. SharePointer. Mom. Runner. Foodie. Nature Lover. Avid Traveler. Italophile. Cali-girl. @ImJillHannemann Jill.Hannemann@Avanade.com
- 3. ©2019 Avanade Inc. All Rights Reserved 3 IDC MarketScape: Worldwide Microsoft Implementation Services Ecosystem 2017 Vendor Assessment Microsoft Alliance Partner of the Year 2018 Winner Eleven consecutive years 10,000+ projects With over 4,000 clients globally since inception Deployed over 6 million Office 365 Seats #1 partner for eight consecutive years Avanade: an industry leader in Microsoft services Deployed over 8 million Office 365 Seats more than any other partner 18,000+ Microsoft certified professionals With 2,500+ SharePoint professionals (including 5 MVP’s) Avanade named leader 2017 IDC Marketscape for worldwide Microsoft implementation services
- 4. ©2019 Avanade Inc. All Rights Reserved. 4 Agenda • How to rein in your Teams app • Rolling out Teams the right way • Teams Demo
- 5. ©2019 Avanade Inc. All Rights Reserved “13 million daily active users,” says Microsoft Teams chat app is now growing faster than Slack - July 11, 2019 Microsoft Teams 5 https://www.businessinsider.com/microsoft-teams-daily-active-users- slack-2019-7
- 6. ©2019 Avanade Inc. All Rights Reserved. 6 Teams is Turned On • Users have access to Teams • You started creating Teams for different groups without announcement, training, or policy • IT is using Teams and other departments are starting to hear about it • Skype for Business, Teams, and other communications tools are active together
- 7. ©2019 Avanade Inc. All Rights Reserved. 7 Reining in Microsoft Teams • Administration Policies and Configuration • Address Teams that have been created • Define Governance Moving Forward • Create an Adoption/Roll Out Strategy
- 8. ©2019 Avanade Inc. All Rights Reserved • Chat based collaboration work space meant for a group of people within an organization that work together closely to produce work products • Allows for collaboration and communication to occur in one application • Integrates with other Microsoft and third party services • Each Team created gets a SharePoint site collection and a group • Replacement for Skype for Business • Mobile app and desktop app What is Microsoft Teams? 8
- 9. ©2019 Avanade Inc. All Rights Reserved Teams Creation and Management External Access Meetings and Chat Security and Compliance Governing Microsoft Teams Reining it in… what you need to check 9
- 10. ©2019 Avanade Inc. All Rights Reserved. 10 Teams Creation and Management • Managing Teams Creation • By default Teams Creation is open to all users • Recommended to restrict Teams/Office 365 Group creation to a subset of users • To change – run Powershell Command to realign Office 365 group creation to 1 security group • More info in article: docs.Microsoft.com – Manage who can create Office 365 Groups • Group Naming Policy • Define a naming convention for Teams creation • Prefix-Suffix naming policy (ex. Team_BakingCompetition_Innovation) • Blocked Words – block words that should never been in the name of an Office 365 Group or Team • Run Powershell Command to define the Group setting for naming in Azure AD • More info in article: docs.Microsoft.com – Office 365 Groups naming policy
- 11. ©2019 Avanade Inc. All Rights Reserved. Security and Compliance 11 • Review created Teams and SharePoint Site Collections • Monitor what has been created • Check last modified information • Go into Teams and Skype for Business Admin center, there are new teams options • E-discovery features that run against teams content • Rename teams – can rename team, but it does not change the site collection or O365 Group names • Use Labels and Policies • Set up an aging policy to autodelete content after a certain period of time • Apply any retention policy to content in teams • Choose locations, teams and channels and target where you want to apply policies
- 12. ©2019 Avanade Inc. All Rights Reserved. 12 External Access • Determine the level of interaction with people outside your organization • Org wide Settings • Adjust External Access – applies to chat and call federation • Guest Access – inviting users outside your org to collaborate in a team/channel
- 13. ©2019 Avanade Inc. All Rights Reserved. Meetings and Chat 13 • Types of Meetings: • Private Meetings • Channel Meetings • Meet Now Meetings – Not scheduled • Meetings – Options/co-existence modes • Can work for a clear cut over, but doesn’t work for moving some users and not everyone • Islands mode – full capability of both, but they can’t talk to one another (*Recommended) • Shut off Teams meetings • Power shell script to turn off Skype for Business • Meeting Options in Outlook – • Meeting options in Skype • No meeting options in Teams
- 14. ©2019 Avanade Inc. All Rights Reserved. 14 Rolling Out Teams… the Right Way
- 15. ©2019 Avanade Inc. All Rights Reserved 15 Core Roadmap Milestones Executive Sponsorship • IT Roadmap – where does Teams fit in? • Define IT ops parameters • Configure and Test • Exec Buy-in • Plan IT ops - administration Scale • Helpdesk training • Consider IA planning • Stakeholder and business engagement • Feedback and reporting • Awareness and training campaigns • User clinics Experiment • Define Why & What is Teams for your org • Identify early adopters • Set up pilot groups • Feedback • Define use cases • Value Measurement Framework
- 16. ©2019 Avanade Inc. All Rights Reserved Sample Roadmap for Teams Roll Out 2H 2019 1H 2020 2H 2020 1H 2021 2H 2021 2H 2019 1H 2020 2H 2020 1H 2021 2H 2021 Change Management – Training, Communication & User Adoption Teams/Channels Pilot Teams/Channels Roll OutExec Sponsorship Governance Planning Content Migration Business Stakeholder Communication IT Ops Planning Security/Testing/ IT Use Case Project Management – Operational Efficiency Meetings Testing Evaluation Meetings Configure/Testing Security/Testing/ IT Use Case Meetings/Chat Roll Out “Train the Trainer” Meetings Cutover For >5k users
- 17. ©2019 Avanade Inc. All Rights Reserved. 17 Defining Governance High Level – • Where does Teams fit in amongst other applications? In Detail – • How are new teams created? • Are memes allowed?
- 18. ©2019 Avanade Inc. All Rights Reserved. 18 How and Why to Use Teams Governance Decisions at the Company Level Teams Creation and Management • Process for new team creation – why and when for new teams vs. channels • Naming convention • App store access • Use and accessibility of other Office 365 workloads • Recommended IA • SharePoint vs. Teams External Access • Determine level of interaction with people outside your organization • Chat and call federation • Guess Access for collaboration IT Operations and Security • Meeting policies – i.e. screen sharing, white board • Network assessment • Heavy client presence • Teams content retention • Teams archival and abandonment • eDiscovery, labels and classification
- 19. ©2019 Avanade Inc. All Rights Reserved. 19 Experimenting – Creating and Supporting Pilot Groups • Select early adopters • 2-3 groups of varying use cases (project, department, small team) • Provide a configuration workshop to assist in training and orienting the group to Teams/Channels • Create feedback loops with regular meetings • Continual training • Modifications/configuration changes • Troubleshooting • Feedback • Evangelism
- 20. ©2019 Avanade Inc. All Rights Reserved If Teams is going to become a collaboration or communication platform of choice, users need to know about it. Training and Communication 20
- 21. ©2019 Avanade Inc. All Rights Reserved. 21 Training Teams Owners Defining their role – lead by example Teams Owners have access to many settings that can impact experience and governance. Ways to be a Great Team Owner • Channel conversation monitoring – Channel Moderation • Manage tabs and file organization • Keep track of membership to the team • Provide timely access to file permission requests Teams Settings • Channel management • Team Picture – Logo for the team • Member and guest permission management • @mentions • Fun Stuff – GIFs, memes, stickers
- 22. ©2019 Avanade Inc. All Rights Reserved. 22 Microsoft Teams Demo