aOS Moscow - E6 - Teams etiquette - Marijn Somers

1
aOS Moscow
9/7/2019
Teams etiquette
Marijn Somers

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@marijnsomers
Freaky father, generous geek, ferocious fencer,
goofy golfer, bi-lingual Belgian, cool cigar
smoker, watchmaker
+12 years SharePoint
Consultant @ Balestra
Productivity Coach @My 365 Coach

Office 365 Distilled Podcast
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https://office365distilled.com

Blame the user
https://www.youtube.com/watch?v=UfrBrAsQK4E

Take aways
◦ Governance concept
◦ Some rules on how to behave and not
be an ******** in Teams
◦ What is new & what is coming to
Teams

Pitching Teams: What’s in it for me ?
• A secure place to handle conversations and documents around a specific topic.
• Awesome experience on mobile, web and client
• Excellent for
◦ Departments
◦ Projects
◦ Random collaborations (yearly reports)
◦ Accessing your information
◦ Conversations

But we have SharePoint for that ?

Yes, but Teams is... “different”

How can we make this a success?
• In order to get everyone on board
◦ Rules of engagement
◦ Training
◦ adoption

What is etiquette ?
• Etiquette is a code of behavior that delineates expectations for social
behavior according to contemporary conventional norms within a
society, social class, or group.
• Etiquette is behaviour that assists survival and
has changed and evolved over the years.

Why is this so hard?
• No two teams are the same, no two projects are the same. There is
no universal tool for teams, but rather a universal toolkit that we
call Office 365.”
• Satya Nadella, CEO, Microsoft Corporation

Everything is a group
• Let you choose a set of people that you wish to collaborate with
• Easily set up a collection of resources for those people to share.
• You don’t have to worry about manually assigning permissions to all
those resources
• Because adding members to the group automatically gives them the
needed permissions to the tools your group provides.”

• Chat, calls & meetings for today’s
teams
◦ Integrated Office 365 apps
◦ Customizable and extensible
◦ Enterprise security,
compliance &
manageability

Teams Conversations Logical Architecture

New: Kaizala & Teams
• We will be bringing Kaizala capabilities into
Microsoft Teams as an integrated offering. We
expect the integration to happen in phases over
the next 12-18 months, and we will provide more
details about the Kaizala and Teams integration
roadmap later this quarter.

Quick basics
• Forward and backward
• Favorite a Team
• Drag / drop Team order (only for favorites!)
• @Praise (new)

Etiquette rule #1: Teams != teams
• departmental team
• Microsoft Teams Team
• SharePoint teamsite

Etiquette rule #2: make sure your profile is up to date
• Always use a recent photo of yourself.
• Be the only subject in the photo.
• Your face should be in focus.
• Wear appropriate attire.
• Keep your head straight and upright.
• Use a pleasant facial expression.
• Make sure your manager is set up correct
• Skills

Proximity based meeting join
#ThriveITConf

Meetings on phone
#ThriveITConf

Governance: Lifecycle vs levels

Governance levels vs lifecycle
Personal
Team
Organisation
Creation Life End
When
What
Who / how
Conversations /
Meetings /
documents
Manage a Team
Manage Teams
Archive documents
Archive Team
Records

Governance levels vs lifecycle
Personal
Team
Organisation
Create Life Death
when
What
Who / how
Conversations /
Meetings /
documents
Manage a Team
Manage Teams
Archive documents
Archive Team
Records

Office365 Groups
Inner Loop
Where to Start a Conversation
Ubiquitous for targeted communications
People you
connect with
openly across
the organization
People you work
with regularly
Files
Sites
Content
SharePoint
Cross application group membership
Outer Loop

Limit Group Creation
• Control who can create groups by specifying a security group
• Also impacts who can create teams
• Set policy with PowerShell
◦ More info at https://aka.ms/CreateO365Groups
◦ Remark: you need an AD Premium subscription

Group Naming Policies
• Specify prefix, suffix, and forbidden word list
• Configure via PowerShell
◦ More info at https://aka.ms/GroupNamingPolicy
• Supported Azure Active Directory (Azure AD) attributes are
◦ [Department]
◦ [Company]
◦ [Office]
◦ [StateOrProvince]
◦ [CountryOrRegion]
◦ [Title]

Etiquette rule: have 2 owners
• When an owner leaves the company
• When an owner is not available
• Possible for an Admin to apply ownership to a group

Public vs private
• Public: for everyone to see and join
• Private: for everyone to discover
• Hide Groups from showing up when users browse Groups:
• PowerShell: Set-UnifiedGroup HiddenFromAddressListsEnabled -> “True”

The right platform for the right message
Quick, transitive, low importance “Want to talk about this script ?
Making decisions, group think
"Which actors could we use as the
main character ?
External, formal “We’d like you to star in our movie
Personal, confidential “We’re firing the director
Seeking help, crowdsourcing “Who knows about underwater shoots?”
Informational, inspirational “We see that superhero movies are big.”
Strategic “NDA: We’re planning to direct a superhero
movie

How do you create a Team ?
• 1. Create new
• 2. Create from template existing Team (!New)
• 3. Teamify
• Demo

What is copied with a template ?
• Channels
• Tabs
• No content: files, conversations, planner tasks, ...

Keep yourself sane: Notifications and quiet hours
#ThriveITConf

Etiquette rule: When to create a Team ?
• Do you talk more than twice a week, on the same topics?
• Do you work with a group of people where permissions apply?
• Does you require history of content / communication
• Does most of the content / communications require responses?
• If the answer to most is yes: Create a team

When not ?
• Few people contribute, many people consume content?
Intranet / Communication Site
• No response or contribution required
OneDrive folder or separate SharePoint Team Site
• It’s for short term “projects” like Team Building or Xmas party and you need
to quickly gather information?
Microsoft Forms
• You need approvals on documents and staging to different folders?
OneDrive / SharePoint & Flow

Channels
• Keep your conversations topic-based.
• Create new Channels as you see the need to keep
conversations separated by topic.
• Become difficult to sort through and keep up with.
• No private channels (yet)
• Be a good channel manager for when things get offtopic

Etiquette rule: Proper channeling
• Navigation rules: 2 – 7
• Naming: alphabetically
◦ 01 Get Script
◦ 02 Talk to Producers
◦ 03 Director
◦ 04 Find Actors
• Favorites

Etiquette rule: Proper channeling
• Renaming channels => no more issues
• General channel
◦ Announcements
◦ High level questions
◦ Teams based q/a

Admin
• Services & Add-ins
• https://admin.teams.microsoft.com/

Guest accounts
• Communicate!!

Teams powershell 1.0
Command Description
Add-TeamUser Adds an owner or member to the Team
Get-Team Returns all the teams that the user belongs to
Get-TeamChannel Returns all the channels for a Team
Get-TeamFunSettings Returns a team's fun settings
Get-TeamGuestSettings Returns Team guest settings
Get-TeamHelp Returns a list of commands for Microsoft Teams
Get-TeamMessagingSettings Returns team messaging settings
Get-TeamUser Returns all users from the team
New-Team Creates a new team
New-TeamChannel Add a new channel to the team
Remove-Team Deletes a Team
Remove-TeamChannel Deletes a channel and this will not delete the content from associated tabs
Remove-TeamUser Remove an owner or member from the team. The last owner cannot be removed from the team
Set-Team Updates a team properties
Set-TeamChannel Updates a team channel settings
Set-TeamFunSettings Update Giphy, Stickers and Memes settings
Set-TeamGuestSettings Updates team guest settings
Set-TeamMemberSettings Updates team member settings
Set-TeamMessagingSettings Updates team messaging settings
Set-TeamPicture Updates the team picture

Different ways to add people
• Add owners / members
• Send a link
• Get code

Etiquette rules: Conversations
• Use like when you agree
• Reply in the correct window
• Keep it clean and to the point
• Use @mentions to target a specific person, team or channel
◦ @less mentions are coming!!
• Add a subject for longer texts (findability)
• Use !Important
• Announcements

Eitquette rule: Don’t be afraid to delete conversations
• What happens when you are done with an email?
• Better search results

Etiquette rule: Meme’s and giphy’s
• Hilarious? Yes!
• Productive? ¯_(ツ)_/¯
• They take up a lot of screen real estate
• If things get out of control: create a different channel
• You can turn it off (on tenant level or Team level)

Etiquette rule: Behave in online meetings
• Use a headset
• Be on time
• Mute yourself when you are not speaking
• Define a leader
• Make a “I am in a call” sign
• Raise your hand

Collaboration Superpower meeting cards
• Order or free to print
• Visual tokens
• No interruption of meeting
• https://www.collaborationsuperpowers.com/supercards/

Video blur (new: customized backgrounds)

New! Content cameras & intelligent capture

New! Live captions & subtitles

Meeting minutes: OneNote or minutes ?
• OneNote: Don’t call it meeting minutes
• OneNote per channel ?
• Meeting minute functionality

Where Are My Files Stored?
1:N chats
Files are uploaded to OneDrive for Business and
permissions are set for the members of the chat
Team conversations
Files are uploaded to SharePoint. A folder is
associated with each channel in the team
Cloud storage
Dropbox, Box, Citrix ShareFile, Google Drive

Etiquette rules on files
• Files are stored in 1 SharePoint document library
• Every channel is a folder
• You can create subfolders, but... (with great power comes great
responsibility)
• Private channels?
• Maybe you just need private folders ?

Expiration management & Retention policy
• Set expiration on group level (AAD)
• Security and Compliance Retention Policy.
• When a group expires
◦ the group’s conversations and files are retained in the
retention container for the specific number of days
defined in the retention policy.
• Users will not see the group or its content after expiration

New: archive a team
• No longer active, but you want to keep it for reference or to reactivate
• The conversations and files in the team become read-only once you
archive it. (in Teams !!!)
• Still searchable
• Only team owners can archive and restore teams
• Communicate to your team before you do!

Got q?
• @marijnsomers
• marijn@mijn365coach.be
• SharePint

aOS Moscow - E6 - Teams etiquette - Marijn Somers

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