Simple Steps for Microsoft Teams Lifecycle Management
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Microsoft Teams is a massively successful collaboration hub and you’re likely no stranger to it. One thing we can’t stress enough about your Teams journey is governance. An effective Microsoft Teams governance plan can make the difference between an efficiently run collaborative hub and a poorly organized digital wasteland that kills your productivity. In this on-demand webinar, you will learn the benefits of Teams governance and lifecycle management. We will walk you through some of the best practices on Teams creation and its lifecycle, enabling you to provide a rich collaboration platform that increases productivity in your organization.
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Simple Steps for Microsoft Teams Lifecycle Management
- 1. withum.com Webinar: Simple Steps for Microsoft Teams Lifecycle Management
- 2. withum.com withum.com Housekeeping Webinar is being recorded 45 minutes session 15 minutes Q&A or however long it takes session at the end Send in your questions! Type your questions in the Questions Pane of the GotoWebinar Panel Slides and recording will be emailed after the webinar
- 3. withum.com About Arya Parsee Arya Parsee aparsee@withum.com Senior Program Manager Began as a Developer implementing custom applications in SharePoint 2003-2016. Then I pivoted to managing projects, engaging with clients to solve their problems. Interests: SharePoint and Office 365 Expertise: Manages client relationships. Fun Fact: I love cooking but recently I began baking and have been making Cinnamon Rolls for the past 3 weeks.
- 4. withum.com About Kalpana Kalpana Sivanandan ksivanandan@withum.com Technical Project Manager 20+ years of experience in Microsoft Technologies applied towards the design and implementation of solutions. Strong customer experience focus through communication and client involvement. Strong experience with software development lifecycle and agile methodologies. Areas of expertise include intranet build outs, content migrations, process automation, and information architecture. Fun Facts: Recently got certified as a Service Adoption Specialist, love to see companies embrace Teams for collaboration
- 5. withum.com Withum | BE IN A POSITION OF STRENGTH What to Expect From Today’s Webinar • Teams Organization • Teams Lifecycle • Teams Template • Guidance for Teams/Channel Creation
- 6. withum.com POLL 1 Have you already deployed Microsoft Teams in your Organization?
- 8. withum.com How Teams are Organized https://docs.microsoft.com/en-us/learn/modules/m365-teams-collab-prepare-deployment/explore-user-experience *
- 9. withum.com Organize Teams by Department Human Resources Staffing Performance Review New Employee Onboarding Finance Budget Payroll Audits Channels Teams
- 10. withum.com Channels Organize Teams by Projects Project 1 Project Management Communication User Acceptance Project 2 Scheduling Staffing Stakeholders Teams
- 11. withum.com Channels Organize Teams by Internal and External Users Internal- Project 1 Channel A Channel B Channel C External- Project 2 Channel A Channel B Channel C Teams
- 12. withum.com POLL 2 How is your Microsoft Teams Organized?
- 15. withum.com POLL 3 Have you planned your Microsoft Teams Lifecycle Plan?
- 17. withum.com What are Teams Templates? Pre-built definitions for a Team including channels and apps Properties Supported Properties Not Yet Supported Base template type Team membership Team name Team picture Team description Channel settings Team visibility (public or private) Connectors Team settings (for example, member, guest, @ mentions) Files and content Installed app Pinned tabs
- 18. withum.com Base Templates Standard Education- Class Team Education-Staff Team Education – PLC Team Retail-Store Retail- Manager collaboration Healthcare-Ward Healthcare- Hospital
- 20. withum.com Should You Create a Team? Email/Skype and Phone Communication on same Topic that also requires responses tracked Categorization or history of content/communication Work with closed group where permissions apply Share/Co-Authoring of material Do you want to create a culture where people work together and achieve something? Do you use other websites & apps as part of your daily functions that can be added to the team to make life easier? (e.g., Planner, OneNote, Stream, Power BI, etc.)
- 21. withum.com Should You Create a Channel? Does a team or channel already exist for this project, initiative, or function? Should all of team members be able to access the content that will reside in the channel? Will additional people outside of the team need to access the channels content? If so, should they be able to access the rest of the team content? Will the channel name make sense to everyone?
- 22. withum.com POLL 4 Do you have a governance plan in place
- 23. withum.com Knowledge to govern your Microsoft Teams deployment with best practices. Optimize Teams for best end user collaboration experience Standardize Teams to maximize adoption
- 24. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 25 SM Q&A
- 25. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 26 SM SUBSCRIBE TO US Get a weekly dose of the latest digital transformation trends and insights delivered to your inbox. No Junk - Just What Matters Most to You
Hinweis der Redaktion
- This Webinar covers t Teams Organization- Arya Teams Lifecycle- Arya Teams Template- Kalpana Guidance for Teams/Channel Creation
- Options: Y/N/Planning/Need Help Ellie
- From a high-level Microsoft Teams is organized into various containers called Teams which are a collaboration space for people who work closely together. Often these people are invested in a common outcome they may be full/part time employees, vendors or guests of the organization. Then you have channels which are open collaboration space within the team. They Inherit the full membership list from the team. Often Channels are named by topic or project. Channels can then host conversations, files, notes, tabs and various connectors to things such as Line of Business Applications
- Teams can be organized into various Departments with Channels that include topics or projects related to those teams. For example, we have a Human Resources Department that may have a staffing, performance review and new employee onboarding channels setup to discuss various topic essential to their day-to-day operations The Finance Department have budget, payroll and audits channel to discuss various topics essential to their day-to-day operations
- Teams can be organized into various Projects with Channels that include topics related to those teams. For example, we have the Project 1 team with Project Management, Communications and User Acceptance channels setup to discuss various topic essential to the overall project The Project 2 team has the scheduling, staffing and stakeholders channel to discuss various topics essential to their project
- Teams can be organized into External and Internal teams for various Projects with Channels that include topics related to those teams. Often times you may choose to do this approach if you collaborate extensively on projects with a Team outside of your organization and you want to maintain some sort of boundaries in terms of what is being worked on and shared with a client. Kalpana, how have you seen various organizations organize a Team? What overall suggestion would you make?
- Options: By Department/By Project/Other/No Organization Ellie
- Team Origin: Determine how you will provision your Team Create the team from scratch. Add members by using individual email aliases or usernames or expand a distribution list. Create the team from an existing team and use its channel configuration and any app configuration as a template. You can optionally also use its membership list. Add a team to an existing Microsoft 365 group, which also gives the team access to its mailbox and SharePoint site. Use the Microsoft Graph Teams APIs or PowerShell cmdlets to create teams. The APIs can programmatically create teams based on Global Address Book attributes (such as region or department) or business processes (client engagements or classroom rosters, for example). Channel Setup Any team owner or member with appropriate permissions can create channels in a team. It's important to consider the goal of each channel—options include collaboration around projects, discussions of topics, or areas of common interest. By default, every team includes a General channel; most teams need more than this, and members will create additional channels. It's likely that the set of channels will grow organically as new topics or projects arise, and discussions might outgrow the channel they began in. Evolution of a Team Use champions to sustain usage if it starts to drop and also to discover and propagate creative new behaviors. Manage guests judiciously, making sure their access ends when the business need ends. Let channels evolve with business needs, adding new ones as necessary and allowing old ones to fade Carve out new teams as larger groups or interest-based areas emerge. Try different channel collaborations, such as channel meetings or tab conversations around documents. End When the work of a team has run its course, it's important to formally acknowledge that it's over. This gives team members a sense of closure and prevents anyone from accessing outdated, stale information. You can use the team itself to conduct closure rituals like postmortems and executive summaries. You can either delete a team or use expiration and retention policies in addition to archiving to reduce exposure to teams that are not active any longer https://docs.microsoft.com/en-us/microsoftteams/plan-teams-lifecycle
- Team Origin: Determine how you will provision your Team Create the team from scratch. Add members by using individual email aliases or usernames or expand a distribution list. Create the team from an existing team and use its channel configuration and any app configuration as a template. You can optionally also use its membership list. Add a team to an existing Microsoft 365 group, which also gives the team access to its mailbox and SharePoint site. Use the Microsoft Graph Teams APIs or PowerShell cmdlets to create teams. The APIs can programmatically create teams based on Global Address Book attributes (such as region or department) or business processes (client engagements or classroom rosters, for example). Channel Setup Any team owner or member with appropriate permissions can create channels in a team. It's important to consider the goal of each channel—options include collaboration around projects, discussions of topics, or areas of common interest. By default, every team includes a General channel; most teams need more than this, and members will create additional channels. It's likely that the set of channels will grow organically as new topics or projects arise, and discussions might outgrow the channel they began in. Evolution of a Team Use champions to sustain usage if it starts to drop and also to discover and propagate creative new behaviors. Manage guests judiciously, making sure their access ends when the business need ends. Let channels evolve with business needs, adding new ones as necessary and allowing old ones to fade Carve out new teams as larger groups or interest-based areas emerge. Try different channel collaborations, such as channel meetings or tab conversations around documents. End When the work of a team has run its course, it's important to formally acknowledge that it's over. This gives team members a sense of closure and prevents anyone from accessing outdated, stale information. You can use the team itself to conduct closure rituals like postmortems and executive summaries. You can either delete a team or use expiration and retention policies in addition to archiving to reduce exposure to teams that are not active any longer https://docs.microsoft.com/en-us/microsoftteams/plan-teams-lifecycle
- Options: Y/N/Planning/No plans Ellie
- Teams templates are pre-built definitions of a team's structure designed around a business need or project. You can use Teams templates to quickly create rich collaboration spaces with channels for different topics and preinstall apps to pull in mission-critical content and services. Teams templates provide a predefined team structure that can help you easily create consistent teams across your organization.
- Base template types are special templates that Microsoft created for specific industries. These base templates often contain proprietary apps that aren't available in the store and team properties that are not yet supported individually in Teams templates. Once a base template type is defined, you can extend or override these special templates with additional properties that you'd like to specify. But some base template types contain properties that can't be overridden. By default the base template is set to Standard which doesn't contain any additional proprietary apps or special properties. Ask Arya what his experience is with Template?
- Options: Y/N/Planning/Need Help Ellie
- Kalpana
- Staged Q&A How can we avoid content sprawl? (Kalpana) Lots of clients have a Teams provisioning process. Governance should be in place and someone who knows the organizational team structure so that there are not repeating teams and content How can Governance help with content organization? Again as Kalpana mentioned ensuring you have proper governance around teams creation will help. You really need to make sure a team meets the business needs and has proper naming conventions. This will help everyone in the organization get to the proper team and understand what the purpose of that team is. This was covered in our previous webinars.
- Ellie