Office 365 - Teams, what to use when
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The document serves as a guide for determining the appropriate business process tools and locations using Office 365, including Onedrive, Q:Drive, and Projectwise. It details specific scenarios on when to use each tool based on needs such as file security, access on the move, version control, and collaboration with colleagues and customers. The document emphasizes sharing information within teams while considering complexities like permissions, metadata, and audit needs.
Office 365 - Teams, what to use when
- 1. When to use what or what to use when… Simon Denton
- 2. When to use what • a word about business process • tools and locations • i, we, share • tools in the toolbox • discover more
- 3. Step
- 4. Office 365
- 5. ‘locations’ c:drive q:drive p:drive ftp LiveLink ProjectWise MiMi Project sites Business sites Practice sites Document Centre Search Delve Talk OneDrive Compass Sway Video Team sites
- 6. ‘i’ It’s my file and I need somewhere secure and backed up to save it I need access to my file on the move or on any device I need to maintain version control I’m sharing my file with colleagues I want others to see what I’m working on and discover me through my content OneDrive It’s my file and I need somewhere secure and backed up to save it I can access the file on the move with a MM laptop I need to maintain version control LiveLink personal It’s my file and I need somewhere secure and backed up to save it As long as I can get a network connection I can access the file on the move with a MM laptop The application I’m using needs its data close by q:drive It’s my file but not associated with a project I need access to my file on the move The application I’m using needs its data close by c:drive
- 7. ‘i’ It’s my file and I need somewhere secure and backed up to save it I need access to my file on the move or on any device I need to maintain version control I’m sharing my file with colleagues I want others to see what I’m working on and discover me through my content OneDrive It’s my file but not associated with a project I need access to my file on the move The application I’m using needs its data close by c:drive
- 8. ‘we’ We have files that contain knowledge that needs to be managed and retained We need a complicated set of permissions, metadata or workflows across a library of files We want to share messages, calendars, business intelligence, notes as a team We need to use metadata in our files We need access to our files on the move or on any device Team site We have engineering content or interrelated files that need to be managed and retained We need a complicated set of permissions, metadata or workflows across a library of files We need to use metadata in our files We can access the files on the move with a MM laptop ProjectWise We have files that contain knowledge that needs to be managed and retained We need a simple set of permissions We can access the files on the move with a MM laptop LiveLink We’re working on something that does not need to be managed or retained but we can all contribute towards We need a simple set of permissions We need access to our files on the move or on any device We want to share messages, calendars, business intelligence or notes Office 365 Groups They are our files and we need somewhere secure and backed up to save it We need access to our files on the move or on any device We need to maintain version control The files are work in progress and once complete will be stored in the appropriate service OneDrive They are our files and associated with a project We need somewhere secure and backed up to save them As long as we can get a network connection we can access our files on the move with a MM laptop We are working with data that is complex or needs to be close to the application p:drive
- 9. ‘we’ We have files that contain knowledge that needs to be managed and retained We need a complicated set of permissions, metadata or workflows across a library of files We want to share messages, calendars, business intelligence, notes as a team We need to use metadata in our files We need access to our files on the move or on any device Project site We have engineering content or interrelated files that need to be managed and retained We need a complicated set of permissions, metadata or workflows across a library of files We need to use metadata in our files We can access the files on the move with a MM laptop ProjectWise We’re working on something that does not need to be managed or retained but we can all contribute towards We need a simple set of permissions We need access to our files on the move or on any device We want to share messages, calendars, business intelligence or notes Office 365 Groups They are our files and we need somewhere secure and backed up to save it We need access to our files on the move or on any device We need to maintain version control The files are work in progress and once complete will be stored in the appropriate service OneDrive They are our files and associated with a project We need somewhere secure and backed up to save them As long as we can get a network connection we can access our files on the move with a MM laptop We are working with data that is complex or needs to be close to the application p:drive
- 10. ‘share’ Typically we will share using links to files into other services We need a simple set of permissions to control who we share with We want to share our work with a large number of people who have a common interest We want to share our knowledge without organisational boundaries getting in the way We want to involve those outside of our organisation in sharing knowledge We have simple needs for audit and discovery Yammer We need to share engineering content We need a complicated set of permissions to control who we share with We want to collaborate with our customers in a common data environment We wish to utilise automation as part of the sharing experience We need to comply with the IMS We have simple needs for audit and discovery ProjectWise We need a complicated set of permissions, or workflows to control who we share with We want to share messages, calendars, business intelligence, notes as a team We want to collaborate with our customers We have sophisticated needs for audit and discovery Team site We need a simple set of permissions to control who we share with We want a simple method of sharing with our customers We accept we need to manually move files between two services We need to comply with the IMS We have simple needs for audit and discovery LiveLink I need a simple set of permissions to control who I share with I want to share work in progress with my customers or colleagues I am storing the project records in another service I have sophisticated needs for audit and discovery OneDrive We need a simple set of permissions to control who we share with We need a simple postbox service to exchange files We are storing the project records in another service We have no need for audit and discovery ftp We need a simple set of permissions to control who we share with We do not need to share with customers We have simple needs for audit and discovery p:drive
- 11. ‘share’ Typically we will share using links to files into other services We need a simple set of permissions to control who we share with We want to share our work with a large number of people who have a common interest We want to share our knowledge without organisational boundaries getting in the way We want to involve those outside of our organisation in sharing knowledge We have simple needs for audit and discovery Yammer We need to share engineering content We need a complicated set of permissions to control who we share with We want to collaborate with our customers in a common data environment We wish to utilise automation as part of the sharing experience We need to comply with the IMS We have simple needs for audit and discovery ProjectWise We need a complicated set of permissions, or workflows to control who we share with We want to share messages, calendars, business intelligence, notes as a team We want to collaborate with our customers We have sophisticated needs for audit and discovery Team site I need a simple set of permissions to control who I share with I want to share work in progress with my customers or colleagues I am storing the project records in another service I have sophisticated needs for audit and discovery OneDrive We need a simple set of permissions to control who we share with We do not need to share with customers We have simple needs for audit and discovery p:drive
- 12. Your choice is not limited…
- 13. Access self-service training content * * * Keep up with what is happening in across the organisation * * * * Stay connected on the road * * * * * * * * * Access analysis securely from any device * * * * Get information on what matters now * * Get role specific training on any device * * Enable staff to work from anywhere and keep notes on hand * * * * * * Conduct virtual meetings from any location * *
- 14. Discover more • Compass >>Tools • Office 365 Video channel • Office 365 launch video – YouTube • Scenario based selections – File Feedback and questions • Use the ‘Office 365: Your digital workplace’ group in Yammer to ask question, make suggestions and give feedback • Influence the future development of Office 365 with UserVoice When to use what
Editor's Notes
- #2: This slide deck is a modified version of one I use internally to promote and support Office 365. I’ve tried to keep as much of our content in the deck so you can see how I tackle it. It’s not an exhaustive guide, more like a taster menu intended to get our staff thinking about the choices. There are detailed methodologies e.g. When to use what http://www.2tolead.com/whitepaper-when-to-use-what-in-office-365/?ref=header that you could call upon.
- #3: I try to build the session around 5 pillars: #1 business process These have a major influence on the question ‘when to use what’. Our process is pretty liberal as we are an operationally diverse company so our starting point needs to cater for many variations. Parts of our business operate in highly regulated industries or environments and for them the choices soon narrow down. In other parts, it really comes down to the way the team likes to work and the type of content they are working with. To guide them through the selection, our business process tool, called Step includes a section about Technology Planning. Some parts of the business create a single Technology Plan for their line of service- this is especially true in areas of high repetition or regulation – it’s simply easier for them to go through the process once and say we are all going to use x because… We are fine with that decision as we are consulted as part of it and we still keep them up to date with changes so they remain informed with what is possible etc. #2 tools and locations I do find it useful to provide a really brief recap of the tools which are in Office 365 as it helps with context and decisions. I do not dwell for long – for all of our adoption work this is probably the first that puts the whole suite into context so some of the products can be unfamiliar. I then show how the arrival of Office 365 fits within the wider content ecosystem. This serves as the introduction to #3. #3 i, we, share This is a concept I discovered in the Office 365 Network. It’s all about putting the new sites and tools provided as part of Office 365 in the context of our wider content ecosystem. In addition to Office 365, we have a legacy Document Management System and a specialist system for use with Engineering Content e.g. AutoCAD files as well as network storage. #4 tools in the box Business process is one approach but business scenarios is another. I use this section to highlight scenario based resources which I’ve also made available in the Office 365 Network. #5 discover more I try to do just enough and leave the final selection processes down to our staff. The last thing we want to do is dictate.
- #4: STEP is the name of our internal business process modelling tool and as part of it there is a requirement to undertake technology planning. I thought I’d leave in part of my speaking notes to show how I briefly explain its role. “In our work we have many tools at our disposal, just like a mechanic has many tools in their toolbox. When faced with a new problem a mechanic will review the tools available and select the combinations that seem appropriate to the situation. If they are not sure they might test some of the tools first for their suitability. Our work is no different, and in the case of Projects, through STEP and the Technology Plan, Projects have the opportunity to select the suitable combinations of tools prior to using them. For non-Project related work we are not as controlled by STEP however through the Enable and Govern processes there might be requirements that you need to consider. As a result, for non-Project related work we are less constrained as to the tools we chose however we should look to maximise the reuse of existing technology rather than building or using something niche.”
- #5: I do find it useful to provide a really brief recap of the tools which are in Office 365 as it helps with context and decisions. It also serves to highlight what they cannot do e.g. OneDrive is not good for complex interrelated engineering files. I do not dwell for long. In prior webinars I’ve gone into more detail as to how some of the tools work and I use this as a chance to remind people about them. I also recommend that they visit the Tools section in our Intranet to discover more about them. I conclude by reminding them that a great way of learning about the possibilities is to try the tools out and it is something they can do right away.
- #6: A reoccurring question is about where to save the content as we have a legacy Document Management System (called LiveLink) and a specialist system for use with Engineering Content (called ProjectWise) as well as network storage (Q:drive is personal space and P:drive is project related space). I’ve left my speaking notes in to show how I work through the slide. It uses animation. “As an aide to the decision making process, it’s worth putting the new tools provided as part of Office 365 in the context of our current ecosystem and in doing so I’ll explain a little about each one. Search allows you to discover content from throughout Office 365 <click to reveal onedrive and to hide q:drive> OneDrive is your personal storage that is accessible from any device and will in time it replace your q:drive and personal space in LiveLink. <click to reveal Team Sites and to hide LiveLink> Team sites are a collection of collaborative solutions designed to support the delivery of projects, the operational needs of businesses, and for knowledge sharing within Practices. Over time Team Sites will reduce our need for LiveLink. <click to reveal Compass and the Document Centre and to hide MiMi> Work is well underway to replace MiMi with our new Office 365 based Intranet called Compass. In order to support Compass and other solutions like Practice Sites we are introducing another location called the ‘Document Centre’. The Document Centre is the repository that holds content intended for wide distribution and consumption. The Document Centre will hold items like marketing collateral such as awards, governance items such as IMS policies as well as knowledge published from Practices and content used in Compass.” I believe the ‘when to use what’ is a multifaceted question. In next section I’ve divided the answer into 3 areas: ‘i’ – this highlights the tools and situations where you have a particular file ‘we’ – highlights tools and situations for files when working in teams ‘share’ highlights the tools and situations for sharing files Each of the slides contain a significant amount of information – in fact too much to cover in the session. What I do is highlight some of the key areas and make slides available after the session. I’ve left the speaker notes in. The choices and descriptions are not exhaustive!
- #7: “‘i’ is all about ‘It’s my file but not associated with a project’ Currently we have the c:drive, q:drive and LiveLink for the storage of non-project information. They are all limited as they do not allow sharing either internally or externally. Through Office 365 OneDrive is introduced to the choices: <click to reveal OneDrive> <pause … pause … just enough for scan reading> <next slide>”
- #8: “The introduction of OneDrive removes the need for two other tools namely the q:drive and personal space in LiveLink. It’s worth saying that this is not a message for all of you to move off you q:drives today! In time we look to remove this service but it will be properly communicated first. OneDrive also offers other benefits like the ability to access files on the move or on any device. The c:drive will remain as it plays an important role especially when working with applications that need their data close by. Though over time we do envisage a shift away from storing files on your c:drive. With OneDrive the need to store information on a vulnerable c:drive should also reduce. It should be noted that at this point in time backup and recovery options for OneDrive are time-limited.”
- #9: “‘we’ is all about teamwork. At present teams work in a number of locations namely the p:drive, LiveLink and ProjectWise. It’s worth understanding that teams are not limited to projects. <click to reveal OneDrive, Groups and Team sites> The introduction of Project and other Team Sites paves the way for the reduction in use of LiveLink.. <pause … pause … just enough for scan reading> <next slide>”
- #10: “It’s worth highlighting some of the features as they drive the decision making process: The p:drive is a simple environment and if you need complicated permissions or metadata then you should use a Team Site or ProjectWise. Team Sites include other tools to support team working including calendars. There is nothing wrong with using these features and storing all of your content in ProjectWise. ProjectWise’s strength lies in the management of complex interrelated files typically associated with engineering projects. Whilst Team Sites are weak when it comes to these types of files, lists hosted in Team Sites can be used to develop relationships which can analysed using PowerBI and metadata in a Team Site can be used to automatically populate a template. So it is worth remembering that choices made by teams for which tool are not ‘or’ choices. Complimentary choices should be made when they benefit the team. For example a project may choose to use a combination of the p:drive, as they have complex data to analyse, and ProjectWise for the management of Engineering Content. In making this choice they accept that the content on the p:drive is only accessible using MM devices. OneDrive would offer greater flexibility but it cannot handle complex interrelated files.”
- #11: “With ‘share’ there are a number of choices. Currently we can share content: internally using the p:drive, externally using a ftp service, both internally and externally with LiveLink and ProjectWise. <click to reveal One Drive, Team Site and Yammer> <pause … pause … just enough for scan reading> <next slide>”
- #12: “Office 365 introduces other choices that both improve the ability to share and the scale of the audience you can share with. It’s also worth bearing in mind that if necessary content can be moved between tools. It’s our strategy to only move content if it is really necessary. This way we can play to the strengths of each tool. You’ll notice that Yammer features on this slide. Yammer allows you to share your work with a large number of people who have a common interest without organisational boundaries getting in the way. I think at this point it is worth running through a couple more examples. You save documents to OneDrive when… You work on documents that aren’t related to an ongoing project, which are important mostly to you, but that you still want to share. For example, perhaps you’re writing an article to appear in an internal newsletter, and you’d like to ask selected colleagues to review and edit it before you post it to marketing. In this case, you expect people to use the document once and then be done with it. People don’t need any additional context information, or need to know where in particular you’re keeping the document. All they need is a link to the document and editing permission. You save documents to a Team Site when… You want team members to recognise the document as being relevant to an ongoing project. You want to spread ownership and permissions across a wider collection of people. If a document is important to the success of a project, it’s a good idea for there to be people other than yourself who knows about it and can control what happens to it.”
- #13: When it comes to the individual components of Office 365, the choice is far from limited. The dart board infographic (not mine it’s from a vendor called ShareGate http://en.share-gate.com/blog/what-is-in-office-365 ) shows just how many tools exist in Office 365. At this point I direct staff to watch out launch video again. I think it is a great way to weave into 3 minutes how each tool could be used in order to win a new contract. It also reinforces some of the points made earlier.
- #14: As part of our adoption plan, I have produced a number of reference tables that can be used to align a specific scenario with the tools in Office 365. I make a passing reference to them in this session but do not run through them. I do one quick demo which I’ve left the speaker notes in for: <click to reveal highlight> “For example, in this table the combination of OneNote (for note taking), Outlook for scheduling and Lync allow you to conduct virtual meetings from any location. As mentioned earlier the tools are also complimentary. Outlook allows you to create a page in OneNote that acts as the meeting minutes which can be coedited during the course of the meeting. Outlook can also include the Lync meeting details in the invite and Outlook FindTime can be used to reduce email tennis in finding an acceptable timeslot.”
- #15: I tend to wrap up with links to all of the material. I’ve modified the links to point to locations in the Office 365 Network Hope it has helped! Our launch video is on YouTube and is also available through the Office 365 Network https://youtu.be/6jfpomYFCGU or https://www.yammer.com/itpronetwork/#/files/52876222 Associated thread https://www.yammer.com/itpronetwork/#/Threads/show?threadId=667403276 Scenario based selections are available in the Office 365 Network https://www.yammer.com/itpronetwork/#/files/49985048 Associated thread https://www.yammer.com/itpronetwork/#/Threads/show?threadId=643484707