SharePoint Saturday
Ottawa
Saturday, November 21, 2015
Algonquin College, 1385 Woodroffe Avenue,
Ottawa, Ontario, Canada
SharePoint Saturday
OttawaWhat should I use for collaboration? Team Sites? Office 365 Groups? Yammer? other?
Serge Tremblay
Senior consultant at
http://sergepointfr.wordpress.com
SharePoint Saturday
Ottawa
Agenda• Introduction
• What is collaboration?
• Collaboration tools
• Exemples of Collaboration
• Links
• Questions
SharePoint Saturday
Ottawa
When to use wich tool?
• The answer is not that simple!
• There is a lot of « It depends »
SharePoint Saturday
Ottawa
It depends of what?
• Available tools in your company
• Governance
• Emergengy of the collaboration
• Business rules and compliance requirements
• Security requirements
• Habits of the users
• Needs for mobility
SharePoint Saturday
Ottawa
When to use which tool?
• It’s not a question of « What is the best tool? »
• It should be « What is the best tool in a given scenario? »
• Sometimes multiple tools could be the solution!
• Ideally the same tool should do everything, but at the moment there is no « One size fit all »
• Office Graph and Delve might be the future!
SharePoint Saturday
Ottawa
What is collaboration?
• Collaboration is working with others to do a task and to achieve shared goals
• In a collaborative working environnement (CWE), professionals work together regardless of their geographical location
• E-professionals use a collaborative working environment to provide and share information and exchange views in order to reach a common understanding
SharePoint Saturday
Ottawa
What collaboration will/should do?• Collaboration can change:
• People
• Teams
• Company
• Collaboration has to be an added value to the company
• It’s not always easy!• Culture change
• Process changes
• Launching and supporting a community is a big task, everyday!
SharePoint Saturday
Ottawa11
http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer
SharePoint Saturday
Ottawa
Some of the questions that you should ask!• Why do we need a collaborative working environment?
• How are users collaborating now?
• How can collaboration help to achieve business goal?
• What is going to change in the day to day of my users?
• How do we know we have succeeded?
• How to measure success?
SharePoint Saturday
Ottawa
Example of survey
https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration-Evaluation_NFF.pdf
SharePoint Saturday
Ottawa
Factor for success
15http://fr.slideshare.net/pabloperis/social-journey-lessons-learnt-implementing-yammer
SharePoint Saturday
Ottawa
Users will need to be guided!• Not all the users will be able to pick the right tool without
help
• Create guide to explain when/why
• Provide training
• Write a usage policy• https://support.office.com/en-us/article/Setting-up-your-Yammer-network-
Yammer-admin-guide-f886e916-fe64-41de-be52-38d458250fa5
• https://yammer.stonybrook.edu/usage-policy/
• http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external-network-usage-guidelines.aspx#fbid=HMCvRip-pp9
• https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf
16
SharePoint Saturday
Ottawa
How to help users?
• To help to user to pick the right tool you need to know:
• Why?
• How?
• When?
• Who?
SharePoint Saturday
Ottawa
Change management
• Assign a community manager
• Define collaboration(Where? When? How? Why? What do we get? How to measure?)
• Good description of the communities/groups
• Communication plan
• Training plan
• Usage Policy
SharePoint Saturday
Ottawa
Don’t start too big!
• Know where you are?
• Where you want to go?
• Why?
• How?
SharePoint Saturday
Ottawa
These matrix can be customized for your usage!
Office Video
Urg
en
cy /
Tim
e S
en
siti
vit
y
Audience (Internal or External)
Skype For
Business
Call
IM
Skype
Presence
Skype for
Business
Online
Meetings
Outlook
OneDrive
for
Business
SharePoint
Team Sites
SharePoint
Intranet
Yammer Company
Communications
Yammer Groups
Office
365
Groups
Individual OrganizationalGroup
Ad
-ho
c /
Lo
wU
rgen
t /
Hig
h
Delve
Boards
Month 1 TargetMonth 2Month 3Month 4Month 5
Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
SharePoint Saturday
Ottawa
The following applications or services are considered elements of a CWE:• E-mail
• Instant messaging
• Application sharing
• Video conferencing
• Collaborative workspace, document management and version control system
• Task and workflow management
• Wiki group or community effort to edit wiki pages. (e.g. wiki pages describing concepts to enable a common understanding within a group or community)
• Blogging where entries are categorized by groups or communities or other concepts supporting collaboration
SharePoint Saturday
Ottawa
Many tools offer similar functionnalities• Adoption = sometimes habits
• Outlook is a great example• We use Outlook to do everything
• Should corporate account be used for personnal email?
• Should we send attached documents in email?
• Should we use email to know if a colleague is available for lunch or askinformation about a project?
• What are the alternatives?
• Don’t neglect resistance to change
• Should we enforce using a single tool? Probably not….
SharePoint Saturday
Ottawa
After the meeting
• You can create an Outlook Group to manage the committee
• Store the final document in your document management System
• Build a Video to talk about the new stuff
• Talk about this video on your YammerNetwork
• Find it with Delve
25
SharePoint Saturday
Ottawa
Why are we using a tool more than an other?• Adoption = habit
• Adoption = Easy to use
• Adoption = improved productivity
• Adoption = more people are using it
• Adoption = better knowledge of the tool/functionnalities
• No other choice in the company!
SharePoint Saturday
Ottawa
Why Outlook?
• E-mail/communication
• Manage calendar/meetings
• Personnal
• shared
• Connected to SharePoint
• Office 365 Groups integration(2016)
• Skype integration
• Notes in OneNote
• Tasks management
• Personnal
• Assign task and follow
• OneNote integration
• Contacts management
• Personnal
• Shared
• Connected to SharePoint
• Notes linked to contacts
• Presence information(with Skype)
• Antispam
• Clutter (365)
• Surveys
SharePoint Saturday
Ottawa
Why Skype?• Real time communication
• Text, audio, video
• Screen sharing
• White board
• Integration• Outlook
• Groups (to come)
• Alerts (status change)
• Adhoc or planned meetings• Shared notes (OneNotes)
SharePoint Saturday
Ottawa
Why SharePoint?• Team sites
• Community sites
• Structured/managed content
• Share:
• Contacts
• Calendars
• Tasks
• Newsgroups
• Documents
• Announcements
• Other types of lists
• Wiki pages
• Blogs
• Shared OneNote (365)
SharePoint Saturday
Ottawa
Why Yammer?• Communication/discussion
• Internal
• External (new)
• Private messages
• Outlook integration
• Shared documents/notes
• SharePoint Integration
• Surveys
• Email alerts
• YamJamhttps://support.office.com/en-us/learn/office365-for-business/scenario-work-like-a-network
SharePoint Saturday
Ottawa
Yammer vs SharePoint
Yammer SharePoint
Many to many communication
BYOD
Simple
Informal
Poll
Praise
Private messages
Email integration
Cloud only
Document management capabilities
Checkin/checkout
auditing
Workflow
Approval
Versionning
Support for taxonomies
User interface customization
Enterprise search
Need for structured data
Gamification (badge, reputation)
API, Rest
Cloud or OnPrem
31
SharePoint Saturday
Ottawa
Why OneNote?
• Single place for all of your notes and information
• Easy to reorganize, print, and share
• Integration with• Outlook
• SharePoint
• Office 365 Groups
• Skype meetings
• OneNote is free on iPhone and many other devices
33http://webster.net.nz/category/onenote/
SharePoint Saturday
Ottawa
Why Groups?• New tool for collaboration
• Conversation and email
• Shared Calendar
• Shared documents(OneDrive)
• Shared notes/OneNote
• OneDrive, SharePoint, Skype integration
• Mobility
• Outlook 2016 integration
• Groups can be private or public
• Only available with Office 365
SharePoint Saturday
Ottawa
More to come in Groups• Drag n drop in Outlook• External groups• Integration with Delve• Dynamic groups• Ediscovery et hold• Reports• DLP• Meet now with Skype• CRM integration• Expiration of inactive groups• Soft delete and restore
SharePoint Saturday
Ottawa
Why OneDrive for Business?
• File storage
• Easy to share files• Internal
• External
• Multiple devices
• Work offline
• Publish documents to Yammer
36https://support.office.com/fr-CA/learn/office365-for-business/scenario-store-sync-and-share-your-content
SharePoint Saturday
Ottawa
Exemples of collaboration
• Conversations
• Document Sharing
• Meetings
39
SharePoint Saturday
Ottawa
What is important for a conversation?• Follow/tracking/history
• Delivery and read receipts
• Alerts
• Emergency
• Availibility (OnPrem, 365, Hybride)
• Mobility
• Corporate tools integration
• Easy to use
• Security
SharePoint Saturday
Ottawa
https://www.youtube.com/watch?v=QIqA_YKeboc
42
SharePoint Saturday
Ottawa
Tools for conversation
OnPrem 365 Alerts
(email)
History Emegency Availibility Mobile
App
Phone Internal/exter
nal
Internal/external X
Email X X X X Moderate Internal/external X
Skype X X Possible with
Outlook
Moderate X
Yammer X X X Moderate Internal/external X
Groups Office
365
X X X Moderate Internal/external X
SharePoint
Discussions
X X X X Moderate to
non urgent
SharePoint Saturday
Ottawa
Meetings/calendar• Display availability
• Booking room/equipement
• Notes
• Categories
• Different views
SharePoint Saturday
Ottawa
Document storage• Onedrive Entreprise
• SharePoint
• Yammer
• Office 365 Groups
• File server
• USB key
• Local disk
• Dropbox
• Google drive48
SharePoint Saturday
Ottawa
Important for document sharing• Should be easy to find
• Should be fast
• Security
• Auditing
• Version control
• SLA
• Co-edit
• Workflow
• Always available (mobile, offline…)49
• Should be easy to find
• Cost
• Collaboration capabilities
• Metadata
• Recovery
SharePoint Saturday
Ottawa
Important when working with tasks• Notifications
• % complete
• Different views
• Classifications
• Priority
• Reports• Personal, team, external
SharePoint Saturday
Ottawa
Conclusion• No one size fit all
• Know your users collaboration requirements• Why
• Who/with Who
• When
• How
• Mobility
• Manage change
• Don’t implement Collaboration because it’s part of SharePoint. Implement if you need it!
• Governance (service definition/roles/responsabilities/policies)52
SharePoint Saturday
Ottawa
Download “When to use what In Office 365 Enterprise User”
WhenToUseWhat.com
Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
http://bit.ly/whentousewhat
SharePoint Saturday
Ottawa
Resources to help you…
• These are a few of the resources you should check out.
Get started today with:
FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack
Office 365 Success Center: http://success.office.com
Office 365 Training App: http://aka.ms/officetraining
Office 365 for Business Learning Center: http://aka.ms/o365learning
Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork
Lync 2013 Rollout & Adoption Success Kit http://aka.ms/lyncrask
Yammer Success Center: https://about.yammer.com/success/
Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw
Leverage Popular Use Cases: http://www.discoversharepoint.com/
Discover SharePoint App: http://aka.ms/dspapp
OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/
Office 365 Roadmap: http://office.com/roadmap
Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
SharePoint Saturday
Ottawa
Ressources discussed in this session https://www.nationalforests.org/assets/pdfs/Tool-Factors-Influencing-Successful-Collaboration-
Evaluation_NFF.pdf
https://www.wilder.org/Wilder-Research/Research-
Services/Documents/Wilder%20Collaboration%20Factors%20Inventory.pdf
https://www.youtube.com/watch?v=QIqA_YKeboc
https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide-
f886e916-fe64-41de-be52-38d458250fa5
https://support.office.com/en-us/article/Setting-up-your-Yammer-network-Yammer-admin-guide-
f886e916-fe64-41de-be52-38d458250fa5
https://yammer.stonybrook.edu/usage-policy/
http://www.microsoft.com/enterprise/microsoft-it/microsoft-yammer-external-network-usage-
guidelines.aspx#fbid=HMCvRip-pp9
https://fs-int.aircanada.ca/assets/documents/yammer-e.pdf
SharePoint Saturday
Ottawa
Microsoft ignite sessionsOffice 365 GroupsMicrosoft Office 365 Groups Overview and Roadmap (BRK2114)
Microsoft Office 365 Groups Deep Dive (BRK3114)
Evolving Distribution Lists with Office 365 Groups (BRK3103)
Collaborate on Files and Information within Office 365 Groups (BRK2113)
AdoptionDriving User Adoption from a Technical Standpoint for SharePoint, Exchange and Office 365 (BRK2113)
Beyond Deployment: How IT Can Inspire, Motivate, and Drive Sustainable Adoption (BRK2157)
YammerYammer Roadmap (BRK2103)
Office 365 Del1veOffice Delve & Office Graph Roadmap (BRK1105)
A New People Experience In Delve (BRK2176)
Search for session code on Channel9
https://channel9.msdn.com/Events/Ignite/2015/
Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
SharePoint Saturday
Ottawa
Collab365 sessionsWhen to use what in Office 365https://youtu.be/8sW1AmnpzVI
Team sites vs Groupshttps://youtu.be/y1YSVHeIKzA
Groups what’s in it form me?https://youtu.be/iiasfVE1OCI
Who needs Yammer we have SharePointhttps://youtu.be/p_0aGVwvDhg
Collaboration with OneNotehttps://youtu.be/AA2ke336TU0
Source: https://channel9.msdn.com/Events/Ignite/2015/BRK2102
SharePoint Saturday
Ottawa
At the Observatory Student Pub in Building A
4:10 pm: New! Experts’ Panel Q&A
4:30 pm: Prizes and Giveaways
4:45 pm: Wrap-up and SharePint!
Parking: No need to move your car!*
If you don’t know where the Observatory is, ask an organizer or a volunteer for directions.
*Please drive responsibly! We are happy to call you a cab
Remember to fill out your evaluation forms to win some great prizes!
Join the conversation – tweet at #spsottawa
New and Improved!
SharePint!