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SPS NL 18: Teams etiquette

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Slides from Marijn Somers given at the SharePoint Saturday Netherlands day in 2018. The session is about how to behave when working in Microsoft Teams.

Veröffentlicht in: Software
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SPS NL 18: Teams etiquette

  1. 1. #SPSNL18 Teams Etiquette: the unwritten rules of handling Teams in an organisation
  2. 2. Thank you sponsors!
  3. 3. @marijnsomers Freaky father, generous geek, ferocious fencer, goofy golfer, bi-lingual Belgian, cool cigar smoker, watchmaker +10 years SharePoint Consultant @ Balestra Productivity Coach @My 365 Coach Migration and Training Director @ Bloom.report
  4. 4. A great team is like a great
  5. 5. Why teams ? A random conversation with Clooney.. Ari Gold Movie Studio Boss
  6. 6. 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
  7. 7. But we have SharePoint for that, right ?
  8. 8. Yes, but Teams is... “different”
  9. 9. Oh yeah? Like what?
  10. 10. And gifs!!
  11. 11. SharePoint is more like
  12. 12. And teams is more like
  13. 13. Lloyd!!!!! Hold the phones!
  14. 14. Let’s make a movie
  15. 15. How can we make this a success? • In order to get everyone on board • Rules of engagement • Training • adoption
  16. 16. 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. What is etiquette ?
  17. 17. 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 Why is this so hard?
  18. 18. Menu • Rules of engagement • Teams lifecycle • Governance levels
  19. 19. Take aways • # Etiquette rules • Lifecycle governance concept on multiple levels
  20. 20. Basics first
  21. 21. 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.”
  22. 22. Chat, calls & meetings for today’s teams Integrated Office 365 apps Customizable and extensible Enterprise security, compliance & manageability
  23. 23. Teams Conversations Logical Architecture
  24. 24. Quick basics • Forward and backward • Favorite a Team • Drag / drop Team order
  25. 25. /keys
  26. 26. Etiquette rule #1: Teams != teams • departmental team • Teams Team • SharePoint teamsite
  27. 27. 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
  28. 28. Demo: Who bot & contact card
  29. 29. Governance: lifecycle vs levels
  30. 30. 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
  31. 31. 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
  32. 32. Office 365 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
  33. 33. 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
  34. 34. 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] $Setting = Get-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where -Property DisplayName -Value "Group.Unified" -EQ).id $Setting["PrefixSuffixNamingRequirement"] = "Grp_ [GroupName]_[Country]" $Setting["CustomBlockedWordsList"]="Payroll,CEO,HR" Set-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where -Property DisplayName -Value "Group.Unified" -EQ).id -DirectorySetting $Setting
  35. 35. Classification Azure AD $setting[“ClassificationList”] = “Low Impact, Medium Impact, High Impact”
  36. 36. 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
  37. 37. 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”
  38. 38. 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
  39. 39. 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
  40. 40. How do you create a Team ? • Create new • Create from template existing team (!New) • Teamify • Demo
  41. 41. What is copied with a template ? • Channels • Tabs • No files, conversations, planner tasks, ...
  42. 42. 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
  43. 43. Etiquette rule #3: 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
  44. 44. 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
  45. 45. 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
  46. 46. Etiquette rule #4: Proper channeling • Navigation rules: 2 – 7 • Naming: alphabetically • 01 Get Script • 02 Talk to Producers • 03 Director • 04 Find Actors • Favorites
  47. 47. 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
  48. 48. Admin Services & Add-ins https://admin.teams.microsoft.com/dashboard
  49. 49. Guest accounts
  50. 50. Teams powershell (0.9) 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
  51. 51. 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
  52. 52. Different ways to add people • Add owners / members • Send a link • Get code (New!)
  53. 53. Manage a team
  54. 54. 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
  55. 55. 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 • Add a subject for longer texts (findability) • Use !Important
  56. 56. Eitquette rule: Don’t be afraid to delete conversations • What happens when you are done with an email? • Better search results
  57. 57. 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)
  58. 58. 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
  59. 59. Collaboration Superpower meeting cards • Order or free to print • Visual tokens • No interruption of meeting • https://www.collaborationsuperpowers.com/supercards/
  60. 60. Meeting minutes: Onenote or minutes ? • OneNote: Don’t call it meeting minutes • OneNote per channel ? • Meeting minute functionality
  61. 61. Files
  62. 62. 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
  63. 63. How to add content (Sander Derix)
  64. 64. 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
  65. 65. 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
  66. 66. 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
  67. 67. 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! Demo
  68. 68. 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
  69. 69. Got q? @marijnsomers marijn@mijn365coach.be SharePint
  70. 70. Thanks for attending
  71. 71. Thank you sponsors!

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