Webinar: Microsoft Teams: Your Light Weight Project Management Toolkit
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This document discusses how Microsoft Teams can be used as a lightweight project management toolkit. It provides an overview of Teams' capabilities and how various project management tasks can be managed within Teams using features like Planner, calendars, third-party apps, and channels. The document demonstrates in a live demo how tasks, schedules, documents and conversations can all be centralized and managed for a project in Microsoft Teams. It evaluates when Teams or other project management software would be a better fit depending on a project's complexity.
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Webinar: Microsoft Teams: Your Light Weight Project Management Toolkit
- 1. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 1 SM Microsoft Teams - Your Light Weight Project Management Toolkit November 15, 2018
- 2. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 2 SM About Jill Jill Hannemann @ImJillHannemann jhannemann@withum.com Principal Editor, Digital Workplace Today 15+ years in Knowledge Management Office 365 Expertise: Knowledge Management, Information Architecture, Records Management, Content Migration, Document Management Culinary project: Pizza!
- 3. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 3 SM About Melissa Melissa Hubbard @melihubb mhubbard@withum.com Project Manager, Microsoft MVP Author of Mastering Microsoft Teams. Specializes in simplifying and automating business processes using Flow and SharePoint Designer. Experienced in managing projects throughout the entire lifecycle as well as developing and implementing SharePoint and Office 365 solutions.
- 4. WithumSmith+Brown, PC |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icrosoft MVPs On Staff 4 100+ Microsoft Cloud Deployments (Office 365, Azure, Dynamics, Power BI) 50+Consultants (Project Managers, Business Analysts, Developers, Data Scientists, Engineers, Software Developers, User Experience Designers) 16Years as: Microsoft Gold Partner About Withum Digital
- 5. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 5 SM Agenda ï§ Brief overview of Microsoft Teams ï§ Ideas for how you can use Microsoft Teams to manage projects successfully ï§ How to use Planner right within Microsoft Teams ï§ How other project management third party apps that can be leveraged within Microsoft Teams ï§ Demo
- 6. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 6 SM Launch Poll
- 7. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 7 SM What Microsoft Teams is and What it Can Do
- 8. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 8 SM A changing modern workplace 4x 80%5 2x72% 45%
- 9. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 9 SM What Microsoft Teams Is ï§ Chat based collaboration work space meant for a group of people within an organization that work together closely ï§ Allows for collaboration and communication to occur in one application ï§ Integrates with other Microsoft and third party services ï§ Each Team created gets a SharePoint site collection and a group ï§ Skype for Business integration ï§ Mobile app and desktop app
- 10. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 11 SM Microsoft Teams Communicate through chat, meetings & calls Collaborate with deeply integrated Office 365 apps Customize & extend with 3rd party apps, processes, and devices Work with confidence enterprise level security, compliance, and manageability Give your teams a fluid environment for real-time collaboration, allowing them to iterate quickly on projects while sharing files and working together on deliverables.
- 11. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 12 SM Benefits ï§ Your tools are all in one place. SharePoint, PowerPoint, OneNote, Planner, Excel, and even third party apps are brought together in a workspace ï§ Content collaboration, chat, discussions, calls and meetings are all in one app ï§ Collaboration and communication are in real time ï§ Information that would be lost in emails is saved in discussions
- 12. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 13 SM When to Use Teams SharePoint
- 13. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 14 SM How to Use Teams to Manage Your Project
- 14. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 15 SM Anatomy of a Project Tasks Assignments Checklists Scheduling Calendaring Timeline Resourcing Resource allocation Cost projections Budgets Budget run Timeline vs. Cost Documents Working Files Deliverables âą Portfolio Management âą A Project Hub keeps information in context of one another. âą Obviously, the more automated each component is, the more helpful the tool.
- 15. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 16 SM Anatomy of a Team for a Project ï§ Conversations â Context ï§ Documents â Files ï§ Tasks â Planner ï§ Scheduling â Calendar List ï§ Budget & Resourcing â 3rd party or Project Online
- 16. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 17 SM Why Teams for Project Management? Project Planning Scheduling Monitoring Controlling âProject management software enhances project professionalsâ perceived performance and provides a positive impact on the results of their projects.â âSystem functionality and ease of use have a significant positive relationship with increased software usage.â - Bani Ali, A.S., Anbari, F.T., & Money, W.H. Project Management Journal, 39 Light weight vs. heavy duty â Not every project requires the same level of process and control.
- 17. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 18 SM Meetings in Teams ï§ Types of Meetings: âą Private Meetings âą Channel Meetings âą Meet Now Meetings â Not scheduled ï§ Take meeting notes right within the meeting and they are saved to OneNote in a channel tab
- 18. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 19 SM Resourcing â The Shifts App ï§ Microsoft Teams for Firstline Workers: The Shifts App ï§ Manage employee schedules, employees update their availability, and submit shift requests and time off ï§ Available soon!
- 19. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 20 SM How to use Planner Right Within Teams
- 20. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 21 SM Microsoft Planner or Project? ï§ How complex is the project? ï§ What type of reporting do you need to provide? ï§ Do you need to manage a budget based on time and resources? ï§ Does the project have multiple phases, work streams, or milestones? Or
- 21. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 22 SM Using Planner in Teams ï§ Add a Planner tab to a channel in a team. ï§ Create a new plan or use an existing plan. ï§ Start using Planner right within Teams. Add buckets, tasks, assignments, and more. ï§ To use charts, schedule, and some other advanced features open your plan in Planner for the web. ï§ Add a personal Planner app to see all of the tasks assigned to you in Teams created plans.
- 22. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 23 SM Leveraging Third Party Apps Within Microsoft Teams
- 23. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 24 SM
- 24. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 25 SM Azure DevOps ï§ Formerly Visual Studio Team Services ï§ Software development projects ï§ Integrate with Teams! âą Work item updates âą Pull requests âą Code commits âą Builds âą Release deployments and approvals
- 25. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 26 SM Smartsheet ï§ Leverage Smartsheet for lighter weight task and gant chart timeline management ï§ Integrate the smartsheet with a tab in Teams
- 26. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 27 SM Microsoft Teams Demo
- 27. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 28 SM Next Steps Digital Workplace Today Blog: http:/digital.withum.com/blog Microsoft Teams Quick Launch Get Started Unleash the power of teamwork in just 2 days. Promote teamwork with the 2-day Quick Launch workshop to enable Teams in your organization
Hinweis der Redaktion
- [This slide introduces the value of teamwork.] The way in which organizations work has evolved. Both work styles and the workforce are becoming more and more diverse. There are several trends â and challenges â that weâre seeing.  [MOBILE AND SOCIAL] When people collaborate today, they leverage social toolsâ 45% use social technologies in their day-to-day work3. Users also work across more devices - in the past five years, the number of devices per user has increased 400%.4 The mobile phone has completely changed how we communicate and work. Many users live on their phone. In addition, people use different apps and services resulting in them having to jump between different experiences during the day.  [DIVERSE AND GLOBAL] The workforce itself is more diverse. For the first time, there are five generations together in the workplace, â all with different background in technology and different expectations about communication and collaboration tools. For example (hold up phone if available), some people are comfortable chatting on a phone, others prefer e-mail, or face to face. Teams are increasingly geo distributed. Employees are no longer necessarily in the same office, let alone the same time zone. Per IDC, 72.3 percent of employees will be working remotely by 20205, making it more challenging to have face-to-face conversations. Thereâs a greater need to enable communications and collaboration â regardless of geography.  [TEAM-BASED AND COLLABORATIVE] There is also a movement towards transparency and inclusivity in how decisions are made. Organization structures are becoming more flat. People are on twice as many teams as they were five years ago.1 And those teams are dynamic. It's rare that people donât change on a multi-month project. And when someone leaves, the first step is for all to go through their e-mail to find the information needed to get the new person up to speed. Being on more teams has also led to a dramatic increase in the amount of collaboration. The new way of work is team-based and collaborative. Workers report that 80 % of their time at work is spent collaborating.2 (i.e. in meetings, calls)  [probe if the customer is experiencing some of the above to personalize the presentation] [MAIN POINT TO LAND] We built Microsoft Teams in response to these communication and collaboration trends in the modern workplace. Weâve seen that Teams really thrive when information is shared in an open and transparent way and when people with diverse workstyles can access information easily. Weâve built Teams to enable that. Weâve also seen that there is no one size fits all. Weâve built teams to be flexible and so that you can customize and personalize it based on the needs of your team. What happens when you donât provide tools to support these new workstyles? End users simply download the consumer grade tools to do the immediate task at hand. This creates friction for end users as they have to manage multiple logins and move between different experiences, and it creates risk for the organization as shadow IT develops. [This video illustrates the problem with fragmented, best of breed solutions and is included for your background knowledge only, not to show in the customer meeting.] 1 2009, 2014 US IW Survey 2 How much workplace collaboration is too much? 3 2017, McKinsey Global Institute Survey Advanced social technologies and the future of collaboration 4 Survey Reveals Skyrocketing Usage and Growing IT Maturity in Enterprise Mobility 5 IDC Forecasts U.S. Mobile Worker Population to Surpass 105 Million by 2020
- [This is an animated slide. Please show it in presentation mode] This slide provides a top-level overview of the Microsoft Teams value proposition; minor modification of a slide in Microsoft Teams Customer Pitch Deck. [MAIN POINT TO LAND] Microsoft Teams is a hub for teamwork, a chat-based workspace that enables teams to be more productive by giving them a single and secure location that brings together everything a team needs: chats, meetings, calls, files, and tools. Microsoft Teams is one place for all the needs your teams have.  Microsoft Teams delivers on four core promises to create a digital workspace for high performing teams. [COMMUNICATE] First, Microsoft Teams solves for the communication needs of a diverse workforce. Since preview, Microsoft Teams has evolved to include a complete meetings experience, as well as chat, voice and video - You can use Teams for informal 1:1 or group chats â directly on your phone if youâre on the go. Or you can have an open conversation in a channel. This enables people to share information in a transparent way to accelerate decision making. And it's super easy to move from a chat into a face to face meeting, helping you to bridge geographical barriers.  [COLLABORATE] When it comes to collaboration, the deep Office integration enables todayâs multigenerational workforce to use the Office apps they are familiar with and love - Word, Excel, PowerPoint, OneNote, SharePoint, Planner, even Power BI - right within the context of Teams. Teams is unique in how we enable collaboration. Today, when you want somebodyâs feedback, you send them the file via email, they store it locally with comments, you store it againâŠâŠ it's a vicious cycle that results in v2, v3, v4 versions â and you have to jump between email and other apps to get the work done. Teams brings all the Office 365 services together â so that you can easily share and co-author files without the need for email attachments.  [CUSTOMIZE] Many of you use other services than Office 365 as well which results in you having to jump between and spend time in disparate experiences. We built Teams to not only be the hub for Office 365 services, but for all the services and tools teams use on a day to day basis. So, you can customize Teams with tabs, connector and bots to include the apps and services you need - <mention relevant 3rd party apps like GitHub and Trello that can be included in Teams>â we have integrations with over 150 partners. For our developer community, we have also created an extensible platform, to enable building apps and to integrate with business processes.  [WORK WITH CONFIDENCE] Microsoft Teams comes with the enterprise grade security, compliance and manageability that you expect from Office 365 which customers tell us is a huge value add for them.