When To Use What In Office 365
When To Use What In Office 365Page 1 of 75WHITEPAPER“When To Use What” InOffice 365Providing the right kind of enterprise userguidance every organization needs.WRITTENHarbridge,KanwalKhipple& HanielCroitoruWRITTENBYBY RichardRichardHarbridge,KanwalKhipple& HanielCroitoruPUBLISHEDPUBLISHED05.01.15// REVISED07.15.1605.01.15//REVISED08.31.16YOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 2 of 75Table of Contents1. INTRODUCTION .41.1.What’s New In The Latest Release? .52. ADOPTION MATTERS .72.1. Challenges With Enterprise Technology Adoption .82.1.1. Accelerating The Change Curve .83. ANSWERING THE “WHEN TO USE WHAT” QUESTION . 103.1. “When To Use What” Needs To Be Answered At Multiple Levels . 113.1.1. Define Your Enterprise Technology Strategy . 113.1.2. Prioritize Effort On Individual & Group Guidance . 183.2. The Technology Works Better Together . 18An Illustrative Example: . 193.3. Knowing Choices Within The Product Matter . 203.4. It’s Not A One Time Question Or Decision . 203.5. We Need Sustained Commitment. 214. WHICH TOOL WHEN . 224.1. Key Variables: Sense Of Urgency & Audience Size . 234.2. Additional Variables: Official Channels, Purpose & Privacy . 244.3. Behavior Changes: Transparency, Visibility & Openness. 254.4. Developing Patterns Of Usage . 264.5. Options In Office 365 . 274.5.1. What Is Office 365 Communication Options? . 274.5.2. What Are Office 365 Collaboration Options For Email Heavy Organizations? . 284.5.3. What Are The Reasons For Using SharePoint Instead Of OneDrive? . 314.5. Why Are There Options? . 364.5.1. Integrated Server Products Transitioned To Integrated Service . 364.5.2. Situational Value . 364.5.3. Faster Release & Feedback w/ Integrated Roadmap . 364.6. Scenario Recommendations Summary . 374.7. Scenario Examples . 394.7.1. I Need To Find Someone With A Certain Expertise . 394.7.2. Want To Ask Something, But Don’t Know Whom To Direct My Question . 40YOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 3 of 754.7.3. I Want/Need To Do A Brainstorming Activity With My Team . 424.7.4. Where Should I Capture, Store And Share Meeting Notes?. 434.7.5. Where Should I Share Video?. 454.7.6. Where Should I Share Photos?. 474.7.7. What’s The Best Way To Have A Real Time Chat With A Colleague? . 484.7.8. Where Should I Put & Share Documents?. 494.7.9. What If I Have A Question Related To A Document? . 514.7.10. I Would Like To Invite A Colleague To Lunch. 524.7.11. Provide A Note Of Congratulations/Praise . 534.7.12. I Want To Make An Organizational Announcement About A New Hire . 554.7.13. Remind The Team Of An Important Deadline . 564.7.14. Where Should I Manage And Track Project Tasks? . 584.7.15. Track Project Logs . 594.7.16. I Want To Store And Share Project Documents . 604.7.17. I Want to Search For Content . 614.7.18. I Want To Ask a Question . 625. CONCLUSION AND NEXT STEPS. 646. RESOURCES . 666.1. Our Whitepapers & Related Resources. 666.2. Community Thought Leaders . 666.3. Microsoft Ignite 2015 Session . 676.3. Microsoft Ignite 2016 Session . 676.2. Usage Listing By Product . 686.2.1. Office 365. 686.2.2. Exchange . 686.2.3. SharePoint. 686.2.4. OneDrive for Business . 696.2.5. Skype for Business. 696.2.6. Yammer . 706.2.7 Office 365 Delve . 716.2.8 Office 365 Video . 716.2.9. Office 365 Groups . 72YOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 4 of 759. ABOUT 2TOLEAD . 73About Authors. 741. INTRODUCTIONIn your organization has anyone eversuggested that you only use a percentage ofthe functionality or a percentage of what’spossible with Microsoft Office 365? How aboutjust one technology like Outlook? Do you think your users are utilizing most of the functionality thatexists in Outlook today? What about SharePoint? Do your users leverage more than 50% of what’savailable in SharePoint? Are they using it at all?It is okay if the answer is “no, we don’t use all that Office 365 can provide.”, “No, not all of our users areactively using Office 365 yet.”, or “No, not only do I not know all of the things you can do with Outlook orSharePoint but our users aren’t aware of what they could do.”What’s not okay is to do nothing about it. To not have a plan for helping your users adopt, understandand leverage the full suite of Office 365 available to them. You should do something about it. That’s whywhite papers like this exist. To help you and your organization improve.Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet youcan think of some that would make a world of difference if your whole organization adopted their use.How much more value could your organization realize if users universally used 20% more of the robustdocument management features SharePoint provides?Getting more people to use technology is important. Often getting people to use more of thetechnology is just as important, if not more important, then getting them to use it. Successful adoptionisn’t measured in infrequent and basic use of technology, it’s measured in impact and maximizing thebenefits the technology provides on an ongoing lAdoption**Successful adoption is about more than just usage.In the experience of this whitepaper’s authors, this is a common goal for organizations. A greater needfor staff to utilize technology commonly comes up when organizations evaluate their technologyYOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 5 of 75investments. For each organization and individual the evaluation is different depending on thetechnologies they are familiar with.However, one thing everyone can agree on: If we leveraged our technology investments further, both atthe individual and organizational level, we would realize far more value from our existing technologyinvestments. With Office 365 the additional value that can be realized is enormous.A great question, which should often be asked, is “How do we use Office 365 better?” Unfortunately,this doesn’t happen organically. When your users can't decide what technology or feature to use theyuse what they know, or what’s easy; even if better options exist. It’s up to Office 365 leaders to helpusers be aware of better ways of working. These leaders can help them make better decisions, moreoften, as they ask the question: “How do I use Office 365 better?”This whitepaper has been written to help organizations and individuals accelerate their usage ofMicrosoft technologies like Office, Outlook, Exchange, Lync, Skype for Business, SharePoint, andYammer. While some Office 365 capabilities are changing, we also provided guidance on innovativeemerging capabilities, which are unique to Office 365 today, such as Office Delve and Office 365Groups. Not only are we looking to help you accelerate adoption, but we want to provide guidance thatcan help users make the best choice when it comes to the technology and features they should beusing.In this whitepaper, you will find guidance, insights, and recommendations that are based on experienceworking with hundreds of customers in a wide variety of industries and organization sizes. While it maynot answer every question, we hope that it helps you answer some of the most important ones, andequips you better to motivate and drive better usage of Office 365 in your organization.1.1. What’s New In The Latest Release?Have you already seen this whitepaper? Check the version you had before, because we are always trying toupdate and improve our guidance.What follows is an outline of each whitepaper revision and a summary of what has been added.Version Change What Was AddedMay 2016 UpdateWith the release of Planner for Office 365, there have been questions raisedabout how and when to use it. This update is meant to support answeringsome of those questions from a Project Management standpoint.The following sections were updated: Throughout the document, we added clarity on note callouts to makethem easier to read.YOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365 May 2015 UpdatePage 6 of 75We highlighted some additional relevant resources throughout thedocument.We added five new scenarios that focus on better understanding whento use Planner or Project Online.Significant grammar corrections were made and re-writing of keysections to improve readability.A minor release of content updates to improve flow and to help provide morespecific SharePoint guidance.The following section was added: 4.4.3. Reasons For Using SharePoint Instead Of OneDrive For BusinessYOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 7 of 752. ADOPTION MATTERSOrganizations adopt Microsoft Office 365 to improve their employees’ productivity and ability tocollaborate. When users adopt Office 365, they are better able to work anywhere and on any device.When users adopt Office 365, they can better collaborate and share in a responsible way with partners,customers or colleagues. The great thing is that as users adopt Office 365, the organization alsobenefits. The IT department gets the benefit of simplified compliance with archiving, in-place legalholds, information rights management to keep documents secure, and a robust enterprise-gradeplatform that provides advanced IT controls.So where’s the catch? Why does a whitepaper like this exist? To realize (or maximize) these enormousbenefits employees must successfully adopt Office 365.What decades of enterprise technology deployments have taught us is that for a user to successfullyadopt a technology like Office 365, they need to not only understand it, the value it provides, and howto best use it; but they also need to change the way they work. Due to improvements in technology,some tasks, that have historically been done a certain way, are now inefficient. Especially whencompared with how some tasks can be done far more effectively by working together. Productivity canbe improved greatly by leveraging one another’s experience and by working more collaboratively.Change isn’t easy. With the right planning and activities we know that we can accelerate and guidechange. With the right effort, we can increase adoption of Office 365 as well as help foster the newbehaviors that technology enables. In this whitepaper, we will explore why change is challenging andprovide prescriptive advice and guidance on how to maximize not only your employee’s adoption ofOffice 365 but also how to best leverage the capabilities of the platform. NOTE : We are writing another whitepaper called Office 365 Adoption: The Definitive Guide thatdelves deeper into suggested campaigns, approaches, methodologies and real-worldadoption activities that your organization could perform to improve or ensure moremeaningful adoption of Office 365. In the interim, we highly recommend visitinghttp://success.Office.com and developing an appropriate Office 365 adoption plan andstrategy using the resources on that site, and you can find considerable guidance on thistopic in the chapters of this free book published by WebTrends:http://improveit.how/book about Office 365 and SharePoint adoption.YOU WILL LOVE THE WAY WE WORK.TOGETHER.
When To Use What In Office 365Page 8 of 752.1. Challenges With Enterprise Technology AdoptionWhile many organizations understand that Technology Adoption is a critical part of an organization’scontinued success, there are challenges that exist within organizations that can make it much harder forsome organizations versus others. Here are five high-level reasons some organizations adopt newtechnologies more slowly.1.2.3.4.5.Slower Corporate Readiness & Rate For ChangeCompeting Technology InvestmentsNew Technology Not A Core Competency Of ITCulture Not Aligned With Usage Patterns & Usage ModelsTechnology Not Mature Or Relevant EnoughConsider your organization. Is there anything you can do to improve on those five common reasons?Each of them can be resolved or improved. Are improvements to these five challenges part of yourenterprise technology strategy? As an example if a new technology is not a core competency of IT haveyou considered outsourcing the management of the technology? Many partners today provideManaged Services for Office 365 and are experts in the technology. Consider working with externalexperts if that is one of the things slowing down Office 365 adoption today.2.1.1. Accelerating The Change CurveThere is always SOME loss of productivity when implementing new productivity systems that providenew ways for people to work.Some negative consequence is almost always a result of change. It alsomakes sense when you think about it at an individual user level, at a group level or even at anorganizational level.When you introduce new systems, you need time to recap the original level of productivity you hadbefore you introduced the change. Then there is a continued productivity gain until the technology’spotential has been exhaustedor the organization introducesnew change. There is plenty ofresearch on this subject; it’soften called the change curve.The goal is to accelerate thechange, get to the positiveimpact and outcome
When To Use What In Office 365 Page 1 of 75 YOU WILL LOVE THE WAY WE WORK. TOGETHER. WRITTEN BY Richard Harbridge,WRITTEN BY Kanwal Khipple & Haniel Croitoru PUBLISHED 05.01.15// // REVISED 07.15.16 Richard Harbridge, Kanwal Khipple & Haniel Croitoru
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- understand use case models: actors, use cases, glossaries and use case diagrams - use three forms of use case descriptions - write effective use case descriptions - critique use case descriptions - relate use cases to business policies, UI prototypes and other requirements - add detail and precision to use case descriptions
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Use case description Template From Business Process Models to Use Case Models Use Case name The use case name identifies the goal as a short active verb phrase. Actors List of actors involved in the use case Pre-Conditions Conditions that must hold or represent things that happened before the use case
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