How do I determine the right tool to use?

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Microsoft designed Office 365 to meet collaborative work needs. The product suite created offers collaborative solutions that meet several uses.

When we take a closer look at the way businesses work today, we see that they use many tools and have different working cultures, depending on their geographic location and generation.

In this webinar, we will discuss how to determine the right tool to use and how to help users in this change.

Objectives:

  • Defining your collaboration
  • Identifying different uses
  • Encouraging change

Webinar plan :

  • Introduction: How to determine what to use when collaborating?
  • How can I help users define their use?
  • Examples of collaboration
  • No adoption without accompaniment
00:00:09
Alright again hello everyone, my name is Dina Harbi, we will be starting this web in R.
00:00:16
This is a presentation on how to determine the right tool to use in Office 365.
00:00:26
Now over the next 30 minutes to today's topics are the following.
00:00:32
There will be an introduction on when to use and what to use to collaborate after which will see how to help users select the right tools.
00:00:43
I will give a few collaboration examples with different scenarios.
00:00:48
And then we will see that it is hard to drive adoption without offering guidance and support.
00:00:57
Fooled by the conclusion so our objectives today are to determine.
00:01:03
Our collaboration needs how to identify the different scenarios, and basically embrace change.
00:01:14
Now, how do we work to nowadays and what is collaboration first of all we can look at this organic gram?
00:01:23
Where we can see if you're taking a panoramic view on the structure. You're at the center and you are conveying tasks to different.
00:01:32
Groups we should say and could be external external parties you're dealing with your direct teams around you.
00:01:40
And basically is to see how we collaborate today. Are we going from internal to external from external to internal exchanges. What type of interactions? Do we have in collaborations?
00:01:54
So collaboration refers to how projects are carried out with several people.
00:01:59
For instance, working and building a document thinking and setting up a project, etc. When we take a closer look at the way employees work today. We see that they use many tools and that in the same company we have varieties of working cultures and it depends on the geographical location and the generation as well.
00:02:24
So depending on these different para meters? What questions should we ask ourselves.
00:02:30
How to users currently collaborate nowadays? How can collaboration basically improve employee?
00:02:39
Employees productivity and what does it mean for users daily workflow?
00:02:45
What defines success and how do you measure this successful outcome?
00:02:58
The Versa Talati of Office 365 and it's multiple features can basically overwhelmed users who as a result, do not know which application to use and when creating a document users do not know which tool to use for storage and how to share it correctly. Sir they wonder when they should use one drive and want to use Microsoft Teams or share point.
00:03:26
So when and what to use to collaborate.
00:03:30
Again, the multitude of applications can lead to confusion even frustration or rejection at times on the part of business users suddenly turned to what seems familiar or easy to use or what they know best and this happens 80% of the time.
00:03:51
So a good example here.
00:03:55
Is outlook which is the most users tool of choice with this one they have their bearings and their habits?
00:04:06
So most users should however, ask themselves 1st.
00:04:12
This one question when and what to use to collaborate in a specific task.
00:04:20
The question is rather simple but to tell you the truth. The answer is not you get a lot of well. It depends so don't use one tool over the other, but rather one that completes the other.
00:04:38
Instead of using the word against you must think of the word with that's what collaboration is all about.
00:04:50
How to help users select the right tools well?
00:04:56
First, you need to find out.
00:04:59
Or what you need to find out is how employees collaborate today? How does this collaboration help increase productivity.
00:05:07
What is going to change the user's mindset and how to define a successful outcome and most importantly how to measure the positive results. The first step in defining the choice of tools is therefore to carry out an in depth understanding of the features specify the objectives. List the expected output. We need to be clear in the choice of objectives, and a broadcast those.
00:05:40
So before helping users select the right tools, we must answer the following what is needed.
00:05:49
And by that.
00:05:51
What collaborative intent is behind this document sharing is it to inform too cool build?
00:06:00
To get feedback to approve or to motivate and then the next question comes what are the restrictions? What are the tools available in your company? Who handles the data governance? Is there a need for urgency in interactions and what are the users habits? Are there requirements for adopting new tools? Is there a need for mobility or working on the go.
00:06:34
The next question would be would whom do we collaborate?
00:06:40
Who do we work with who to share this document?
00:06:44
With an artist share recipients a key decision element in choosing a tool.
00:06:50
Do we share internally or externally to a person or a group of people.
00:06:56
All those questions are important.
00:06:59
And then you need to find out. When do we collaborate? Do we excuse me? Is my sharing time sensitive?
00:07:09
Is it a one shot deal? Is it continuous or permanent?
00:07:15
And then how do we collaborate would be the next one? Do we share with people who already have access?
00:07:24
Or do we give access to knew users.
00:07:29
It is important.
00:07:31
To ask yourself all these questions and then?
00:07:36
Here are a few examples.
00:07:40
Of sharing documents so let's approach different scenarios through these few examples and choices. We are going to view the different ways to share documents knowing that the Co production and collaboration around documents are an important activity in a company.
00:07:57
What Office 365 applications your employees should use when it comes to business collaboration?
00:08:04
Well, several options are available to users.
00:08:09
No exactly what you want to do 1st.
00:08:16
Watt, what am I sharing my sharing a file of folder an entire site or a whole workspace and how.
00:08:25
How do I share it?
00:08:27
With people who already have access or the ones I give access rights or do I give access to this rights to new users and to whom again? Is it internal or external sharing?
00:08:44
So, in this example, frosting area when I share documents.
00:08:49
I can share it with multiple users in a timely fashion for my personal story space.
00:08:55
If I need to consider this scenario then.
00:08:59
The application to use would be the one drive.
00:09:03
And why? Because the suitable actions in one drive are meant for storing documents online.
00:09:11
Sharing documents collaborating on documents an working on the go.
00:09:16
The second scenario would be if I need to communicate within a project or a team by a specific topic.
00:09:24
In this case, I would lean on to Microsoft Teams.
00:09:30
Because there I can screen and document share.
00:09:34
Uh there's also information sharing that can be done in this.
00:09:40
Space and team coordination an meetings can be organized in Microsoft Teams as well as.
00:09:47
Real time interaction.
00:09:50
And in the 3rd scenario if I need to communicate within a project or team by email in this case, I would turn to office groups.
00:10:05
Because then I would be able to send group emails, I could access shared documents manage group calendars and managed group notes.
00:10:15
We can work together on the collaborative space, having access to the same tools.
00:10:23
If I need to organize and sort my documents internally or externally and I do not need to chat or manage tasks.
00:10:32
Well then I can turn to SharePoint.
00:10:36
Their managing documents workflow and task lists are feasible on that platform interacting internally or externally is also possible as well as managing document permission rights and customizing content.
00:10:54
In SharePoint for instance.
00:10:58
It is possible to set a ranking strategy by customizing the ranking model feature of the application sorting categorizing documents is also feasible as well as managing documents life cycles in the second part of collaboration examples would be the broadcasting of information.
00:11:19
If I need to share or broadcast information.
00:11:24
And I need a quick interaction and screen sharing.
00:11:28
I would turn to Skype and teams.
00:11:32
Becaus with those I can do instant messaging.
00:11:36
Screen sharing audio calls an video conferencing.
00:11:44
If I need to communicate and coordinate with my team within a project or a team by a topic.
00:11:53
Then in this case, I would turn to Microsoft Teams teams in general is more convenient for small groups of people who work closely together in a specific way an effectively.
00:12:07
There you can have constant interactions with people who regularly work with on a daily basis, modifying files together as possible. Integrating websites and applications as well as organizing video and audio conference is an A close teamwork.
00:12:27
So again screen and document sharing information sharing team coordination an meetings and real time interactions are the key elements in Microsoft Teams.
00:12:38
If I need to officially communicate.
00:12:42
I would use the application outlook.
00:12:48
It is.
00:12:49
Meant for communicating with the entire enterprise or organization, you can send single simple an group emails.
00:12:59
You can also share attachments stored in the cloud space.
00:13:06
But in the next scenario. I need to centralise sorry. I need to centralise and broadcast official communication.
00:13:14
In this case, I would turn to SharePoint and Microsoft stream.
00:13:22
Again in SharePoint, I can.
00:13:25
Create communication styles and I can broadcast information in different languages via Microsoft stream. I can also share the videos and organize content in share point? What's knew in a business can be announced. You can also report and you hire A new project or an event, you can also publish your corporate video event internal communication showcase of a company for instance, or a Department.
00:13:57
And then
00:13:58
If I need an exchange based community that features interaction an mutton mutual help between members to capitalize on knowledge.
00:14:11
Then I will choose Yammer Yammer is suitable for spontaneous interactions with people across an organization.
00:14:22
It's a meeting spot where users can join groups of their interest and they can discuss best practices, or even give advice based on expertise you can develop affinity and interest groups.
00:14:38
You can join interest groups.
00:14:40
You can have informal discussions.
00:14:43
So the next thing is in what context in what context do I use Yammer.
00:14:49
Well, for instance, monitoring work on specific topics with clients or on tools. There are also specialized. Yammer groups on tools where we can ask all our questions and look for solutions to our problems in the search function.
00:15:06
Sharing articles on news topics for instance, and you can also discover new faces or in-house. Experts in some users may add skills on their own profile, so that others can look them up. For instance, if they should happen to be a teams Microsoft Teams specialist.
00:15:26
And they can also exchange best practices and common interests.
00:15:32
So again the suitable actions in Yammer. You basically can connect internal parties share best practices run a collaborative watch and discuss issues of particular interests.
00:15:53
Now.
00:15:57
For this part we're going to look at the tool selection guide.
00:16:03
At the bottom if you can see from the left to right there are 4 categories for the personal data for less than 4 users. If you were working on a team site for less than 20 users, or working from a company.
00:16:23
Uh with less than 100 users and then.
00:16:27
The category for companies site would a target audience.
00:16:32
Now on the
00:16:35
Left side would be the list of tax the most common test done in different companies.
00:16:42
So if you worked in enterprise you will have to have to deal with content creation tools.
00:16:47
Getting you would need to get organized to you would need to cool edit documents.
00:16:53
Broadcast information and store and share documents or files and if you do need to communicate you would need to communicate instantly or use an official communication mode via conferencing via meetings and also within the community so for each category. Whether it's less than 4 users 20 users 100 users this is.
00:17:22
The table that will help me select the tools. I'm going to start with the first category of personal data for less than 4 users.
00:17:29
As you see starting from the Top on the left under the task. If I'm going to be dealing with content creation tools. The software is I would be dealing with are offered word PowerPoint one note Access Excel PowerPoint power BI.
00:17:54
Or forms and if I need to get organized I would use my one note or my todo or outlook. I have those different options. If cool, editing is involved then I would turn to one drive.
00:18:11
In broadcasting information, I will turn to outlook and for storing and sharing again back to my one drive for communicating instantly always Skype or teams. And for official communication back to outlook for conferencing and meetings, I can use Skype and teams.
00:18:33
And.
00:18:35
If I were to focus on less than 20 users.
00:18:39
Working on a team site.
00:18:41
Well, the strategy would be slightly different.
00:18:45
For content creation what was mentioned earlier in the first category can be applied for lesson 20. Users for less than 100 users. And for companies site. Now, if I need to get organized second level, there, I would actually use a combination of OneNote planner share point and project.
00:19:07
If I need to cool edit documents, meaning that I need to work with my other colleagues on the same document simultaneously or one. After the other is feasible via Microsoft Teams and also by creating Office 365 groups.
00:19:27
If I need to broadcast information back to teams an outlook. If I go to, if I need to store and share documents. I would use the combination between Microsoft Teams and again Office 365 groups.
00:19:42
And for communicating again always Skype and team for instant messaging for official communication back to outlook for conference and meetings is Skype and teams and for Community Interaction Yammer.
00:19:59
Combined with Microsoft Teams and Office 365 groups.
00:20:04
The 3rd category for less than 100 users.
00:20:11
To get organized?
00:20:13
Share point and project too, cool, edit documents share points to broadcast information combination between share point and Microsoft stream.
00:20:25
With.
00:20:26
Share point and a power. BI then to store and share again back to share point and communication as we saw earlier official communication here can be done via Yammer Outlook, an SharePoint and for conferencing.
00:20:43
And meetings it would always be Microsoft Teams or Skype and then if I'm communicating with the community, the best tool is Yammer.
00:20:57
In our final example for a company site to get organized straight to SharePoint for broadcasting information combination between share point and Microsoft stream and if I keep mentioning Microsoft Dream. This is the software that helps you regroup all the video content. You obtained from recorded meetings. For instance, and so you can choose to distribute those videos internally or you can publish it for the whole organization.
00:21:29
So again broadcasting information SharePoint Power BI and then storing and sharing share point.
00:21:38
Official communication would be Yammer Outlook and SharePoint and communicating within a community.
00:21:45
I would go back to Yammer.
00:21:51
So as you all know you cannot drive adoption without offering guidance.
00:21:59
To users first it won't be successful if you don't give them support.
00:22:03
So, based.
00:22:05
On our
00:22:07
Daily routine the first thing we do is check our outlook emails and then we check our calendar and sometimes we share ideas, with our teams, so this is an organic gram of what the current state would be.
00:22:25
We tend to send a document as an attachment.
00:22:29
How many of us make the effort to store the document in SharePoint sorted correctly and then send it as a link.
00:22:38
Well, here, the emails left in the employees inbox can strongly impact the workflow of colleagues as the information has not been shared. Furthermore, when the employee leave the company these emails are usually deleted.
00:22:52
Therefore, it is important to help users get out of their comfort zone. It is time to change the long standing practices of collaboration and move on to the future state and so.
00:23:08
To change to bring on change. You gotta change habits and mentalities in the workplace by profoundly affecting the corporate culture through new digital tools and above all management methods. This decision comes from sponsors for instance, the direct are an upper management.
00:23:31
Managers are picked ambassadors are also there to raise change awareness and to explain the reasons for the change.
00:23:44
It is natural to run into resistance and This is why.
00:23:50
Accompany meant or guidance is essential.
00:24:02
Why do users favorite tool over another?
00:24:06
Well.
00:24:08
The lack of time.
00:24:11
An increasing list of features push users to make choices for immediate results by bypassing the business model and forgetting the collective Ann long-term benefits.
00:24:22
Even worse employees choices will naturally diverge, according to their profession as Finity's.
00:24:29
The increasingly user centric tools. Invite them to make their own choices, leading them to discard the DIS.
00:24:37
Which is the digital team or even their own teams recommendations?
00:24:41
Does the go back to what they already know by using their favorite tool?
00:24:49
Animation what makes them change their minds about their daily use of tools is the experience provided a mixture of pleasure, meaning and practical elements signs of belonging.
00:25:03
Choosing your collabora tool your collaborative tool excuse me is a choice of experience not a functional choice.
00:25:12
So what a user's favorite tool over another.
00:25:16
And how do we get them?
00:25:19
To change their habits.
00:25:24
It's a combination of ease of use higher productivity routine a better knowledge of the product and its features basically you gotta convince your users why they would need why would be better for them to apply the new tools.
00:25:39
And how to gain efficiency via these tools.
00:25:45
So now.
00:25:46
Making the right choice would be the next step choosing the right collaborative tool for your group can be quite complex. Needless to say it is essential to choose a collaborative tool adapted to the companies communications standards at the risk of losing users who do not necessarily immediately see the usefulness of these tools or worse that they miss out for lack of information.
00:26:14
So for this reason, not all users are able to select the best tool.
00:26:21
Without help that is.
00:26:23
The wealth of options and features requires a further examination of the topic in order to better communicate with your users users need to be guided whether they are newcomers novices or specialists. They will all need guidance to have a deep understanding of the Office 365 product.
00:26:46
So how do you define collaboration?
00:26:49
Well, more than improving the knowledge of your product. It is a question of defining usage standards for working together and that is the goal.
00:26:59
So choosing.
00:27:00
It collaborative experience means choosing the right mindset to learn grow or transmit.
00:27:07
Plurality allows us to adapt as long as the companies supporting this effort for collaborative experience.
00:27:16
So putting in place a users full policy is important without this support effort users will naturally go to the most logical experience for them.
00:27:28
In easy to access experience that has a small scale an short-term benefit.
00:27:34
Putting in place next the communication plan.
00:27:40
You must have an active listening device.
00:27:43
So, in active listening device must actually be put in place to attract employees use of tools and offer concurrently adequate communication to guide them to a good collaborative experience.
00:27:58
The final step would be raising awareness and offering collaboration.
00:28:04
And training.
00:28:05
Job related teams need to be approached to better understand their users their uses and diploid tools adapted to their needs.
00:28:14
This process must be continuous.
00:28:17
Don't neglect resistance to change it is just natural.
00:28:24
If I may.
00:28:26
On our MC platform. There is actually a tool selection guide, but is not available in English at the moment but.
00:28:36
I will display it.
00:28:41
So sooner on our platform, you will be able to go back and listen to the recorded seminar while today's webinar. Basically, an when you go back to that platform. You'll be able also to ask your questions via chat will provide the answers soon after and it will be in translation of the compliment or the ad in that we have provided which is basically our tool selection guide. So I'm just going to demonstrate quickly with the French one just so you have an idea of what it looks like.
00:29:26
So basically this would be the dashboard. It would say if you want to start you click on that button and then he will say to start of- what type of tasks? Are you trying to achieve. And then are you trying to store documents organize work.
00:29:43
Cool build or collaborate so you just pick one of those elements so if I say I just want to store documents so I'm looking for recommendations for this so the next question is asked me for for whom for yourself or for the team if I say for the team and I click on that you will tell me how would you like to store them with the possibility to modify these documents or without the possibility to modify them and then what would happen is it would take you back to this index flash card where it says.
00:30:15
If you wish to store documents in a team without the possibility of modifying this document. This is our recommendation use SharePoint create a SharePoint site and drop documents in the team site, then invite whoever you wish on this. SharePoint site internally or externally and then administer the permission rights only for consultation.
00:30:44
And so on, so basically then they will offer you other functionalities in share point that you can do and it will tell you there's versioning well basically history of versioning.
00:30:56
Different versions of the history of your documents. He was saved up on the Microsoft online, but anyway, so then you have the managing tool and then if you want to start you want to start over again. You press that button and sometimes even offers you a link that leads you to the tutorial that will show you how to apply this.
00:31:18
So this is the knew selection tool guide and it will be available in English on our platform 2 weeks from now.
00:31:29
Back to the PowerPoint.
00:31:36
Now don't neglect resistance to change again. It's a natural thing and to successfully use the new collaborative tools.
00:31:47
Remember there are no collaboration without the consensus of a group of people around and experience. You must have their approval at a team scale of a company there are many opportunities for collaboration. It is up to the group to agree on common uses to work more effectively together and the share recipients are a key decision element in choosing a tool so 1st. We need to determine the objectives.
00:32:14
Of your work team specified the objectives list expected output.
00:32:20
We need to be clear in the choice of objectives, an broadcaster.
00:32:25
You need to identify the target the target is well identified population that is addressed and who will read interact and contribute.
00:32:37
You determine the roles and responsibilities of the various actors of the project.
00:32:43
The classic reflex is to want to involve as many people as possible at once for Mass Effect. This really does not work specific populations new to be.
00:32:55
Targeted these will expand over the launch period.
00:32:59
Now target information to share define the types of information.
00:33:06
You want to share such as meeting reports tracking progress files, etc.
00:33:13
And finally you need to define the share time period short term or long term project is it a one off interaction or not.
00:33:24
So without forgetting.
00:33:28
To not focus on just one tool.
00:33:31
And support your teams.
00:33:36
So this session, has come to an end if you do have questions. Please send them via chat. We will respond to those as soon well believe the following week. Thank you very much for participating.
00:33:52
And I wish you all a pleasant day take care.

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