When To Use What In Office 365 (Enterprise User Guidance)

Editor's Notes

• #7: Why is the topic is important to me.
• #8: This isn’t a new question. However with the popularity of SaaS based solutions and the cloud transformations we are going through its important to revisit this. Probably the most cirtical question lately has become what to use technology. This isn’t even a question we as technologist have but our spouses, children, parents, grand parents, aunts and uncles have. With the number of options I have available. Answering the when to use what. Is challenging. We starting to think about why its challenging. We want to chat with you about the reasoning.
• #9: While we know the end goal is to improve meaningful adoption of Office 365, answering the question “when to use what” is not an easy thing to do. While researching this subject, and based on our extensive experience, we knew there were a few reasons why this question would be challenging to answer.
• #10: KANWAL
• #11: First you would leverage Outlook to connect with the other individuals who are responsible for rolling out Office 365. You would setup an Outlook appointment which will contain a Skype for Business meeting invite. During the Skype for Business meeting you will take notes using OneNote, which initially you might store in your OneDrive shared with the individuals on the call. After the meeting you work with the team to create an Office 365 Group that will be used to support the planning and preparing for the upcoming event. You are looking for more feedback, from people outside of the Office 365 team, on the main PowerPoint presentation you intend to show during the event kick off. This will help you better understand what they would like to see in the agenda for the Office 365 launch event. So you open up conversation view on the Launch agenda PowerPoint and share it with a few targeted Yammer Groups and champions in the organization. You take their feedback and improve the agenda. Then you want to provide a customized Office 365 SharePoint site where users can make pre-defined Office 365 requests, like requesting a new SharePoint Site Collection through a custom list form which will be managed by SharePoint workflows. Finally you run the event and record the presentations. Or broadcast the launch event in HQ to other sites, utilizing Skype for Business again. The video resulting from the great launch event, including Q&A interviews with people, is placed within Office 365 Video. The channel for the videos is linked from the SharePoint site where users will direct future Office 365 requests.
• #12: drop the notion of what product you are using but rather look at what the team does and put the best pieces of technology together to enable that. 
• #13: RICHARd
• #14: KANWAL At an org level, your enterprise strategy should define when to use what is important to consolidate your tools, reduce costs and increase efficieny.
• #17: RICHARD
• #18: RICHARD Its not a simple decision to use one technology. Scenario - perhaps they store a document in onedrive for business -
• #19: KANWAL when your users can't decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist.
• #20: We are trying to help users know when and how to use Office 365 to achieve the best result(s). That requires sustaining commitment from the user to not only be interested in how technology can help, but for the user to understand and value the technology.
• #21: Richard
• #23: Kanwal
• #25: KANWAL There are lots of companies and employees that think that flexible working is already here. And in some cases this is true. In many cases, however, all people hear is “working from home”. While this is obviously a key component of what flexible working offers, this simplistic understanding actually misses the point and belittles the true potential of an authentically flexible approach. At its core, genuine flexible working just means being thoughtful about the tasks you have to achieve each day and choosing the most appropriate location from which to accomplish them. This is where the transformation happens, where work no longer is defined by a specific location, but instead is simply an activity, something you do. Flexible working is about being able to be effective regardless of your location; whether that’s at home, in the airport, on the train, in a café, or at a specially designed drop-in office. It’s also about being effective because of your location. It is about being liberated by the cloud services and devices now available, not being constrained by it. You might need to be closer to customers; or you might need space for deep thinking. Flexible working lets you accomplish either with minimal fuss. It is most definitely not an employee perk or HR arrangement made for individuals based on their personal preferences or situation. Organisations that adopt this strategic approach to flexible working will stand a greater chance of success not just because they have changed their culture and objectives to ones that unlock and reward the natural entrepreneurialism of their employees. They will also have addressed the key issue of trust. By focusing on the outcome for the organisation rather than the individual the entire trust dynamic changes, liberating employees and their creativity.
• #26: KANWAL Our world is rapidly changing – History is the best teacher, so let’s start with this striking picture. This is the convocation of Pope Francis in 2013. [CLICK SLIDE] Here is what Pope Benedict experienced in 2005 No iPads, smartphones w/42 megapixel cameras, or HD videos. [CLICK SLIDE] There is only one cell phone being used to capture the moment – and it doesn’t look modern to us anymore.
• #27: KANWAL Sixty percent of employees report working with 10 or more people on a day-to-day basis (and one-half of these employees report needing to work with more than 20). The  Corporate  Executive  Board,  “Breakthrough  Performance  in  the  New  Work  Environment,”   http://www.executiveboard.com/exbd-resources/pdf/executive-guidance/eg2013-annual-final.pdf
• #29: RICHARD
• #30: KANWAL The good news is that O365 is already providing the apps. The key is awareness. Do you communicate to your users that they can leverage the different devices that are available?
• #31: This is just as true for operating systems, browsers, office, and supporting technologies like Lync, Exchange, CRM and so on.
• #32: In your organization has anyone ever suggested that you only use a percentage of the functionality or a percentage of what’s possible with Microsoft Office 365? How about just one technology like Outlook? Do you think you or your users are using most of the functionality that exists in Outlook today? What about SharePoint? Do you use more than 50% of what’s available in SharePoint? Are they using it at all? Its okay if the answer is no, we don’t use all that Office 365 can provide. No, not all of our users are actively using Office 365 yet. No, not only do I not know all of the things you can do with Outlook or SharePoint but our users definitely aren’t aware of what they could do. What’s not okay is to do nothing about it. To not have a plan for helping your users adopt, understand and leverage the full suite of Office 365 available to them. You should do something about it. That’s why white papers like this exist. To help you and your organization improve. Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet you can think of some that would make a world of difference if your whole organization adopted their use. How much more value could your organization realize if users universally used 20% more of the robust document management features SharePoint provides? Getting more people to use a technology is important. But so is and getting them to use more of the technology.
• #37: There is always SOME loss of productivity when implementing new productivity systems that provide new ways for people work. This is ALWAYS the case. It also makes sense when you think about it at an individual user level, at a group level or even at an organizational level. When you introduce new systems you need time to recap the original level of productivity you had before you introduced the change. Then there is a continued productivity gain until the technology’s potential has been exhausted or the organization introduces new change. There is plentiful research on this subject as it’s often called the change curve. Where users go through different states. The goal is to accelerate the change and get to the positive impact and outcomes quicker and to reduce negative consequences that the change can have.
• #42: KANWAL Read off the whitepaper I could save them in sharepoint, onedrive or yammer. Perhaps even email. The reason this question comes up
• #43: KANWAL Read off the whitepaper I could save them in sharepoint, onedrive or yammer. Perhaps even email. The reason this question comes up
• #55: When To Use… This is a challenging question to answer with one technology as it involves multiple in an optimal scenario. What would you like to do with these notes? Are they for just your benefit or would you like the notes to be shared with others? Depending on your answer where you store the notes may be different places. However let’s walk through the key technology involved that would be recommended. First you would almost certainly want to take notes using an OneNote Notebook. The good news is that you can create the OneNote Notebook for yourself privately in your OneDrive for Business or you can create a shared Notebook for the team or group and store it in a SharePoint team site, or Office 365 Group. Using OneNote Notebook gives you a number of benefits over using other methods for note taking: Notes are available on any device. OneNote works great with touch, stylus and has flexible formatting. Familiar like a notebook, but flexible organization. Easily capture screenshots, embed images and then search them later (since images are indexed). Create subpages for needed note organization. The entire OneNote is searchable and it’s also indexed by Office 365 (so you can find it easily later, or so other team mates can find it easier). You can also connect notes to Outlook Meeting Appointments (or to Skype for Business meetings. Making it easier for people to find, access, and contribute to the notes). If this is a shared Notebook multiple authors can edit in real-time. Tip: When working with multiple authors OneNote also shows updates in BOLD format if you have not read or seen it. There is also a “Next Unread” button and a “Recent Edits” option that are often invaluable for keeping track of changes. OneNote is the recommended way, but it’s not the only way. The Notes functionality in Yammer could be ideal for creating meeting agendas and capturing live meeting notes. Notes allow for multiple contributors at one time. Yammer's search capability makes surfacing your meeting activity easy to reference later plus you can easily view and retrieve previous versions. Additionally like OneNote multiple authors can edit in real-time. You can also @reference or mention people and get notified when a note changes. In the SharePoint or OneNote approach highlighted above you can also get alerts of changes but due to the frequency of changes this is rarely advised instead you should use the next unread or recent edits options. When Not To Use… Taking meeting notes in email and mailing them to meeting participants is also a common practice. This method, however, makes it difficult to make changes to those meeting notes unless what is shared isn’t the notes themselves but a link or reference to the notes in Yammer or SharePoint where they can be updated by participants unable to make the meeting or extended team members. Taking meeting notes via IM is entirely inefficient because the information doesn't become discoverable in any way and it also neglects anyone that may not have been able to attend the meeting in person. That said notes can be taken collaboratively in a meeting notebook which also ensures they are stored somewhere after and can be easily shared. Additionally we can collaboratively take notes in a visible way using the whiteboard and then copy the results of our meetings notes into a OneNote for future reference.
• #56: When To Use… This is a challenging question to answer with one technology as it involves multiple in an optimal scenario. What would you like to do with these notes? Are they for just your benefit or would you like the notes to be shared with others? Depending on your answer where you store the notes may be different places. However let’s walk through the key technology involved that would be recommended. First you would almost certainly want to take notes using an OneNote Notebook. The good news is that you can create the OneNote Notebook for yourself privately in your OneDrive for Business or you can create a shared Notebook for the team or group and store it in a SharePoint team site, or Office 365 Group. Using OneNote Notebook gives you a number of benefits over using other methods for note taking: Notes are available on any device. OneNote works great with touch, stylus and has flexible formatting. Familiar like a notebook, but flexible organization. Easily capture screenshots, embed images and then search them later (since images are indexed). Create subpages for needed note organization. The entire OneNote is searchable and it’s also indexed by Office 365 (so you can find it easily later, or so other team mates can find it easier). You can also connect notes to Outlook Meeting Appointments (or to Skype for Business meetings. Making it easier for people to find, access, and contribute to the notes). If this is a shared Notebook multiple authors can edit in real-time. Tip: When working with multiple authors OneNote also shows updates in BOLD format if you have not read or seen it. There is also a “Next Unread” button and a “Recent Edits” option that are often invaluable for keeping track of changes. OneNote is the recommended way, but it’s not the only way. The Notes functionality in Yammer could be ideal for creating meeting agendas and capturing live meeting notes. Notes allow for multiple contributors at one time. Yammer's search capability makes surfacing your meeting activity easy to reference later plus you can easily view and retrieve previous versions. Additionally like OneNote multiple authors can edit in real-time. You can also @reference or mention people and get notified when a note changes. In the SharePoint or OneNote approach highlighted above you can also get alerts of changes but due to the frequency of changes this is rarely advised instead you should use the next unread or recent edits options. When Not To Use… Taking meeting notes in email and mailing them to meeting participants is also a common practice. This method, however, makes it difficult to make changes to those meeting notes unless what is shared isn’t the notes themselves but a link or reference to the notes in Yammer or SharePoint where they can be updated by participants unable to make the meeting or extended team members. Taking meeting notes via IM is entirely inefficient because the information doesn't become discoverable in any way and it also neglects anyone that may not have been able to attend the meeting in person. That said notes can be taken collaboratively in a meeting notebook which also ensures they are stored somewhere after and can be easily shared. Additionally we can collaboratively take notes in a visible way using the whiteboard and then copy the results of our meetings notes into a OneNote for future reference.
• #57: KANWAL Read off the whitepaper I could save them in sharepoint, onedrive or yammer. Perhaps even email. The reason this question comes up
• #63: There are a number of ways you can leverage Office 365 to assist in finding someone with a certain expertise. The three best ways to find someone with a certain expertise are to search using Office Delve, SharePoint Search or within Yammer. Delve can enable you to find people which fit the expertise you are searching for based on the content they produce. You would do this by searching for the subject and using the context of documents, who authored them, and who last modified them to suggest who might have the expertise you are looking for. As profile information and more experiences are brought to Delve be sure to evaluate whether Delve is a stronger fit for this scenario over time. With SharePoint we can do extensive searching not just for people based on the content they produce (indirectly by finding the content and looking at the author, where it is stored, or who last modified it like in Delve), but we can also search for people directly based on information they have provided in their profile. This is an extremely strong option and a good choice for most situations, especially since the SharePoint search experience provides refiners that can quickly enable someone to narrow their search based on a department or keywords that might be related to the search. Finally searching within Yammer for organizations with a robust social collaboration and enterprise presence can help you find people based on their contributions to conversations, based on the expertise you are looking for, or based on their profile information. When Not To Use… While possible to find the right person via email, this method is not very efficient because it's confined to who you know and restricted by the information you have stored within your individual email inbox. Similar to email, instant messaging is also not as efficient because you are limited to finding expertise among the people you know. While you could find an expert based on their group contributions this is also not the best way to identify and discover experts.
• #64: KANWAL Read off the whitepaper I could save them in sharepoint, onedrive or yammer. Perhaps even email. The reason this question comes up
• #69: Praising a colleague or peer’s work on Yammer can be a very effective way to share a note of congratulations. Within Yammer praise is visible, indexed and discoverable. It’s also very easy to share praise for a user, can be targeted to a group or @reference individuals. In Yammer sharing a note of congratulations doesn’t require follow up or replies to be effective. But these can be easily added to further amplify the original note of congratulations and increase its visibility and impact. Lastly because the praise works as a single thread it ensures that when people add to the thread it remains threaded, reducing branching threads of congratulations. You can also provide a note of congratulations to an Office 365 Group member. With the more open and public structure of Office 365 Groups more people will see and be able to share in the note of congratulations. It also encourages better threading of the conversation. In both the Groups and Yammer options the praise can be found as it relates to a topic. In the past we have seen relationships, connections, and sometimes business innovation being more widely shared due to praise being more public. As an example if an individual is praised for their work on building a better way to manage customer issues it enables others to ask about what that individual did, and perhaps re-use or amplify their great work to help others better manage customer issues. There are times when providing a note of congratulations in Outlook could make sense. If it is a small group and the note is no longer relevant after a brief time. Personal/private notes of congratulation may be shared by email for this reason. Skype for Business IMs can be easy ways to share immediate and brief praise. But keep in mind real notes of congratulation and praise should be shared when possible. One thing proven is that a video conversation where you take the time to praise, congratulate or thank a person can be far more effective than just words. So be sure to compliment praise with meaningful interactions like video (or an in person thank you when you see them). Additionally, in larger meeting contexts (like regional meetings or broad team meetings) it can be useful to reference recent praise or congratulations that (hopefully) has already been shared in Yammer or a more public space. In SharePoint Online you can also run a SharePoint Intranet within your organization. Many companies provide awards, public congratulations via the Intranet, or employee spotlights to help celebrate and praise employee successes. In this way SharePoint Online could also be leveraged. The Office 365 Delve experience will also have Praise capability, which should be considered as it’s made available. At the time of writing this paper it has not been rolled out yet. Authors Note: This is an important behavior to encourage. While this may seem a like a simple activity it can go a long way in encouraging the right kinds of collaboration and communication behaviors and culture in your organization. Considerable support and encouragement in public praise within your company should be paramount from the leadership level down. Remember that moving from individual benefits to collective benefits requires behavior changes. And all praise given is almost always due to an employee or peer going above and beyond to provide collective or shared benefit. When Not To Use… If it is a public acknowledgement of good work don’t lock it to a small email thread in Outlook. Share the note of congratulations or praise publically on Yammer instead. This unlocks the conversation, provides a history of praise the employee can look back on and share, and it also helps other people discover more about the individual praised. Avoid brief IM messages of praise or congratulations if there are more public options available and you feel comfortable sharing in these spaces.
• #70: Pay special attention to the Outlook column. Look at how few scenarios Outlook or email based options are the best way to do things. Now consider your organization – if email is the only actively used aspect of Office 365 you are really missing out!
• #76: Behavioral change doesn’t happen on its own. We’ve seen the traditiontal ‘if we build, they will come.’ Doctors told heart patients that they will absolutely die in 6 months if they don’t change their habits around lifestyle, diet, and exercise. Those individuals certainly had the motivation, and a sense of urgency. They even had the tools and the vision as well as an understanding of the end state. Yet in this situation only 1 in 7 or 14% could manage to carry out the change on their own. Desire and motivation aren’t enough on their own: even when it’s literally a matter of life or death, the ability to change remains maddeningly elusive. Think about that. If 1 in 7 people with an absolute need to change can’t change, what chance do we have of individuals in our organizations changing how they collaborate or communicate on their own? What are the odds of them adopting Office 365 and new ways of working without our help? The answer? Very low odds indeed. Kegan, R., & Laskow Lahey, L. (2009). Immunity to change. How to overcome it and unlock the potential in yourself and your organization. Boston: Harvard Business Press. ISBN 078796378X. OCLC 44972130 - http://www.amazon.com/Immunity-Change-Potential-Organization-Leadership/dp/1422117367
• #77: User subscription based licensing: If our customers’ users aren’t using Office 365… why would they continue paying for it? Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
• #85: Taking everything you’ve leanred in this session. Throughout the conference and taking action. Be a bit proactive and work on raising the awareness level,
• #87: Taking everything you’ve leanred in this session. Throughout the conference and taking action. Be a bit proactive and work on raising the awareness level,