Office 2016's Dirty Little Secrets - or what you won't hear from Microsoft
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Office 2016 introduces great new ad hoc collaboration capabilities. It allows you to build groups, view profiles, have conversations, subscribe to events, create and upload documents, and attach links to emails. Office 2016 has nothing new for structured, enterprise collaboration. harmon.ie enables Office 365/SharePoint structured collaboration by enabling your business users to use metadata, make your collaboration tools easy to use, and secure offline mobile access.
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Office 2016's Dirty Little Secrets - or what you won't hear from Microsoft
- 1. Office 2016’s Dirty Little Secrets Or….What You Won’t Hear from Microsoft 1
- 2. 2 Office 2016 Delivers Great New Collaboration Capabilities! Office Groups OneDrive for Business integration
- 3. Office Groups 3 Office Groups are the next incarnation of Exchange distribution lists. “Group conversations are stored in a single Exchange Online mailbox, separate from individual users' mailboxes….” Source: https://support.office.com/en-US/article/Start- a-group-conversation-in-Outlook-2016-4d77a740- d672-4168-9150-99f9b4b63ab6
- 4. OneDrive for Business 4 OneDrive for Business is a core part of Office 2016 collaboration
- 5. Office 2016 Lets You… 5 Share Content View Profiles Have Conversations Subscribe to EventsBuild Groups Create Documents Upload Documents Attach Links to Emails
- 6. That’s AWESOME… So, What’s Missing? 6
- 7. 7 Ad-hoc Office 2016 is Great for Scenarios Enterprise But What About Collaboration?
- 8. 8 There are Two Types of Collaboration StructuredAd-hoc
- 9. Examples 9 AD-HOC Collaboration STRUCTURED Collaboration Planning a Company Event Designing a New Website Concept Managing a New Product Launch Designing a New Marketing Theme Managing Records Managing Clients or Cases Managing Products Managing Projects
- 10. Characteristics 10 AD-HOC Collaboration vs. STRUCTURED Collaboration Small and/or temporary projects Teams defined by business initiatives • Long-term projects • Lot of information Internal and external team members Mostly internal team members + partners and contractors No compliance, audit or governance requirements Compliance, audit, or governance requirements Emphasis is on self-organization and flexibility Emphasis is on storing, sharing, and finding information
- 11. Needs 11 AD-HOC Collaboration vs. STRUCTURED Collaboration Flexible group management Incorporates many artifacts (documents, emails, tasks, contacts, announcements, wikis, calendar events, etc.) Quick set up/quick teardown of projects To easily retrieve information from a large pool of data workers need one central repository where all information is stored and classified Easy collaboration with group members Easy collaboration with business colleagues Anywhere, anytime access Anywhere, anytime access
- 12. Tools 12 AD-HOC Collaboration vs. STRUCTURED Collaboration Email Outlook/Exchange Email Outlook/Exchange Group Profiles Exchange (Office 365 Groups) Group Profiles SharePoint Yammer Documents OneDrive for Business Documents SharePoint Team Sites (Office 365, on-premises), OneDrive for Business Conversations Exchange (Office 365 Groups) Skype for Business Conversations and discussions Skype for Business Yammer SharePoint Newsfeed
- 13. The Dirty Little Office 2016 Secret 13 Office 2016 has NOTHING new for ENTERPRISE (‘STRUCTURED’) COLLABORATION
- 14. 14 The ‘Office 2016 Happy Little Secret’ from harmon.ie harmon.ie Delivers on Office 365 / SharePoint-based Structured Collaboration
- 15. 15 harmon.ie Enables Office 365/SharePoint Structured Collaboration USE METADATA to accurately classify information (so you can find it later) TREAT EMAILS AS DOCUMENTS OF RECORD Classify and share emails and documents in a single Office 365/SharePoint MAKE YOUR COLLABORATION TOOLS EASY TO USE by creating a single-screen experience of all your Microsoft collaboration tools on all your devices SECURE OFFLINE MOBILE ACCESS to email, and to SharePoint documents, discussions, tasks, events, calendar, and contacts harmon.ie enables your business users to:
- 16. 16 Classify documents and emails using metadata so they can be found later
- 17. 17 Classify Emails as Documents of Record Automatically assign email headers such as 'To,' 'From,' 'Subject,' and 'Received' to SharePoint metadata.
- 18. 18 Make it Easy Single-Screen Collaboration Experience Across Mobile, Browser & Desktop
- 19. 19 Secure offline access harmon.ie enables secure offline mobile access to documents, emails, tasks, calendars, announcements, contacts, and wikis.
- 20. 20 Another Office 2016 Secret… you need both types of collaboration StructuredAd-hoc to allow small groups to work independently to fulfill business initiatives
- 21. 21 Recommendations Take advantage of new Office 2016 collaboration capabilities to provide flexibility to small teams / transient projects. Use: Use harmon.ie to get the level of engagement necessary to fulfill structured projects using SharePoint Online/SharePoint on-premises Use: For Structured CollaborationFor Ad-hoc Collaboration
Hinweis der Redaktion
- This will not be an exhaustive review of Office 2016, but rather covering some of the exciting new collaboration features – built around Office Groups and OneDrive for Business – which are integrated into peoples’ work patterns. Some of these feastures you will note compete head to head with some of the new capabilities from old nemesis Google and to a lesser degree are intended to head off competition from Dropbox with its 400M users. Let’s look at what is offered in Office 2016 from a collaboration standpoint.
- Groups are really the new incarnation of Exchange distribution lists. It’s a way to reach out to a group like an individual without having to explicitly entering all the group members each time. We have all been using these for years. This is what happens when you invite the project team to a meeting or send the weekly report to the marketing group. So what’s new? Let’s take a look. Why is this important? Despite the efforts to come up with a new way to share information – email still holds sway. And although not effective for more structured collaboration associated with business initiatives; it is still the standby for most ad hoc collaboration, and the reason is simple. Email is still really the only way to exchange messages with people without having to have the same infrastructure. In contrast, to use all the other tools that have tried to unseat email over the last 30 years, all of them require you to have a common infrastructure installed – which will always limit their use. The latest attempts including Jive and Slack are no exception. Which explains why email is the fallback technology for working together; and often it works. We will see some examples where email is the perfect tool and some where you should look elsewhere.
- The other thing that’s new is an increased emphasis on OneDrive for Business as an enterprise file sync and share service. Google Drive, Dropbox, and a host of other vendors have made ad hoc file sharing popular among workers. How many of you use Dropbox or Google Drive to share documents at work or at home? <many people do, lots will raise their hands> Microsoft has been playing catch up here and Office 2016 offers some new functionality to tie together file storage and sharing capabilities with collaborating with colleagues. Let’s see what is available.
- Summary
- And then there are other types of collaboration scenarios that tend to require other kinds of functionality and capabilities. These are typically related to what we call “Enterprise” collaboration in the sense that they are more likely to be found in enterprise situations; because the nature of enterprises or organizations need a more deterministic form of collaboration and the key word is….
- Structure. Structure, or lack thereof is what differentiates between two classic forms of the organization of work. The one which is more associated with dynamic team formation, fluid work flow, and temporary projects we call ‘ad hoc’ collaboration. At the other end of the spectrum is a type of work more defined by departments, designated teams, hierarchy, and reporting is what we usually refer to as structured collaboration. Let’s take a look at some of the important differences between the two forms; because a good understanding of the type of collaboration you need will dictate which Microsoft tools to use to best complete the task.
- The great new Office 2016 capabilities are really focused on Ad-hoc collaboration – so what do you do if you need to do structured collaboration like managing records or clients? Not to worry; there are plenty of good Microsoft tools for those scenarios as well. First and foremost, here is where you need to make use of SharePoint and SharePoint capabilities, as well as Skype for Business. But what’s missing from those tools are the kind of things that make work easy that Office 2016 has added to ad-hoc collaboration. What that means is there is a gap between the ease of use for ad hoc collaboration, and a difficulty in making use of the more sophisticated tools for business initiatives. And if people don’t use the tools, the initiatives fail. What can you do? Here is where harmon.ie comes to the rescue.
- harmon.ie focuses on helping your organization make use of the four critical structured collaboration capabilities, metadata, treating emails as documents, consistent user experience on any device, and secure offline mobile access to important documents, emails and other list items.
- By classifying your documents and emails you can find them later on, when you need them for auditing and potentially for liability or other needs. harmon.ie makes it easy for your typically business users to classify documents and emails using metadata through several means. When you drag and drop a document or email, harmon.ie prompts users to complete required metadata before checking the document in; use of drop downs and type ahead also makes it easy for users to know how to complete the metadata. Adding metadata from a mobile device becomes very simple as well. harmon.ie reduces the complexity of the process, by keeping the entire process ‘in context;’ by reducing the number of windows to navigate, workers find that doing the right thing is also the easy thing to do.
- Store emails from Outlook directly in SharePoint or OneDrive for Business using the harmon.ie sidebar. harmon.ie automatically assigns email headers such as 'To,' 'From,' 'Subject,' and 'Received' to SharePoint metadata. When classified correctly and efficiently, finding email messages is a snap. You can even preview emails with one click. You can even set it up so whenever you send an email, it automatically get stored in SharePoint. Furthermore, harmon.ie enables you to work with emails as documents, by using ‘draft emails’ that incorporate the ability to use versioning for emails – so you can collaborate internally on emails, then send a final copy to a customer or partner – and maintain the email ‘document‘ history – automatically.
- Providing a consistent, single-screen experience across all devices is key to gaining widespread adoption of SharePoint. harmon.ie makes it simple by keeping the user in context; no need to toggle between windows, a process that we know causes massive drop-off in usage due to the cognitive disruption manifest in such operations. By providing a smooth flow of operations when uploading, classifying, retrieving, and collaborating around documents and emails, whether in the office or on the road, you will see SharePoint usage soar in your organization.
- And speaking of being on the road, there are many use cases where people need access to documents, contacts, and other pieces of information when disconnected from the network. For example, in construction when people are working on building sites, in emergency response situations, on sales calls when salespeople need up to date access to the latest product and service information, even when outside the reach of the network. The savings on printing and the labor associated with updating manuals and documentation easily justify the need for such a solution; to say nothing of the extra business that gets done.
- So here’s the recommendation.