Microsoft Teams Use Case Catalog

Microsoft TeamsUse Case Catalog

WHAT IS A USE CASE?

Use cases are needed to helpemployees project themselvesinto working with Teams and seehow they can achieve betterresultsA Microsoft Teams use case is a set ofsteps describing how people will workto achieve their goals using TeamsUse cases further develop business scenariosthrough a combination of action plans

WHY?Use cases help employees projectthemselves into working with Teams andsee how they can achieve better resultsHOW?STEP 1Establish the projectvision that will serve asa guide to understandhow Teams can beused in your companySTEP 2Identify areas that youwould like to improveand where you wish todeploy Teams – these areyour scenariosSTEP 3Сome up with a series ofactions for each of thescenarios that will helpyou achieve the set goalsand KPIs

Use Case Catalog1. Marketing Campaign2. Project Management3. Crisis Management4. Product Launch5. New Store Opening6. Hiring Process7. Onboarding8. Account Management9. Audit Management10. Social Media Management11. Construction Site Management12. Mergers and Acquisitions13. Procurement Process14. Partnership Process15. Deal Collaboration

Marketing Campaign“As a Marketer, I would like to drive our marketingcampaign and collaborate efficiently with my team”Create a marketingcampaign team withchannels, tabs and files Lowering the time to market Team alignment andaccountability Overwhelming data Alignment with externalstakeholdersReview the work andfollow upStep 3Step 1Step 2 Create a collaborative space Distribute the tasks Organize work and trackprogress Hold team with meetings withexternal stakeholdersBenefits Faster and more efficient collaboration Better inclusion of stakeholders Better distribution of tasks and follow-upCreate and assign tasks withdeadlines and track progressSuccessindicatorsStep 4Set up regular meetings withall the stakeholders involvedQuantitative: Number of website visitors/leads - meeting deadlinesQualitative: Distribution of the workload - clarity of tasks engagement

Project Management“As a Project Manager, I need to ensure successful project executionwithin budget and deadlines with numerous stakeholders ”Create a team per projectwith channels, tabs and files Miscommunication within ateam and with externalstakeholders Meeting deadlines Collaboration friction Inadequate planningShare files and collaborateon deliverablesStep 3Step 1Step 2 Communicate with all thestakeholders in one team Create project's structure withtasks and deliverables Assign tasks and track progressCreate and assign tasks withdeliverables and deadlinesBenefits More structured project management Faster, more efficient and higher quality project execution Better communication with all stakeholdersSuccessindicatorsStep 4Set up video meetings, sharefeedback and updatesQuantitative: Time spent on project execution – number of delays –commitment to the original budgetQualitative: Distribution of tasks– customer and team’s satisfaction

Crisis Management“As a Crisis Manager, I need to ensure effectivecommunication around crises across the organization andtheir prompt resolution ”Create a team for each new crisiswith channels, tabs and files Lack of communication andcoordination Lack of standardizedprocedures Ineffective information sharing Inadequate trainingCreate and assign training tasks,attach files and set deadlinesStep 3Step 1Step 2 Use Teams for communicationand collaboration Build crisis managementguidelines Create a training plan anddistribute tasks More structured and organized crisis management processBenefits More efficient communication and collaboration Faster crisis resolutionBuild crisis managementguidelines in SharePoint SiteSuccessindicatorsStep 4Make announcements throughTeams, Yammer and StreamQuantitative: Time spent on crisis resolution – crisis costsQualitative: Distribution of tasks – level of team preparedness for acrisis

Product Launch“As a Product Manager, I need to collaborate with multipledepartments to ensure successful product launch, revenueand customer satisfaction” Marketing, Sales, CS alignment Product launch strategyplanning Feedback and product updatealignment Long marketing process Use Teams for communicationand collaboration Build and share product launchguidelines Set up and distribute tasksamong all parties involvedBenefits Better alignment of the departments More efficient feedback sharing Faster product launchCreate a team for eachnew product launchCreate and distribute tasks,collaborate on files, sharefeedbackStep 1Step 3Step 2Build product launch guidelinesin SharePoint SiteSuccessindicatorsStep 4Communicate throughTeams, Yammer and StreamQuantitative: Time spent to market– time spent to launch theproductQualitative: Distribution of tasks– customers’ feedback

New Store Opening“As a New Store Opening Coordinator, I need to coordinate withmultiple stakeholders to ensure timely and efficient implementationof the project”Create a team for eachnew store opening Opening delays Multiple stakeholdersmanagement Employee management Sticking to the budget Choosing distribution channels Use Teams for communicationand collaboration Build and share guidelines forthe new store launch Create, distribute and assigntasksBenefits More organized store opening process Project implementation within deadlinesCreate and assign tasks, trackprogress and collaborate ondeliverablesStep 3Step 1Step 2Formulate new store openingguidelines in SharePoint SiteSuccessindicatorsStep 4Post updates, and set upmeetings to share feedbackQuantitative: Time spent on project execution – commitment tobudgetQualitative: Distribution of tasks– client’s feedback

Hiring Process“As an HR Manager, I need to organize the recruitmentprocess and collaborate with all the interviewers”Create a new team foreach hiring process Structuring headhunting process Geographical and timeconstraints Slow hiring process Coordinating hiring activitiesDistribute hiring tasks accordingto availability/locationStep 3Step 1Step 2 Share applicants’ information inone collaborative space Create and distribute tasks forthe hiring team Conduct online interviewsBenefits Faster hiring process More efficient collaboration of the hiring team Better candidate experienceShare and sortcandidates’ dataSuccessindicatorsStep 4Set up interviews withsuitable candidatesQuantitative: Time spent on filling the position – candidate hiringexperience rateQualitative: Distribution of the workload

Onboarding“As a Manager, I need to support my new hires andensure their effective onboarding and integration”Track progress and givefeedbackCreate an onboardingteam for each new hire Lack of structure in theonboarding process Miscommunication Lack of tools to track progress Slow integration Use Teams for communicationand collaboration Create an onboarding structurewith tasks and deliverables Track progress andcommunicate on resultsBenefits Faster and more efficient onboarding Better integration Easier tracking of progressStep 3Step 1Step 2Create onboarding tasks andattach learning materialsSuccessindicatorsStep 4Set up daily videomeetings to follow-upQuantitative: Time spent to onboard – number of completed tasksQualitative: new hire’s feedback – engagement – clarity ofexpectations

Account Management“As an Account Manager, I need to develop strong relationships withcustomers and coordinate with all my employees working with the client” Organizational alignment Inconsistent accountmanagement Account transitioning Loss of knowledge caused bystaff turnoverCreate a team for eachaccountCreate tasks, share accountdata and collaborate on filesStep 1Step 3Step 2 Communicate and collaboratein one collaborative space Structure account data Build account managementplaybookBenefits Better organized account management Faster account transitioning Account transitioning without data lossBuild an account managementplaybook in SharePoint SiteSuccessindicatorsStep 4Share feedback andhold virtual meetingsQuantitative: Churn rate – revenue per account – customersatisfactionQualitative: Distribution of tasks– account retention

Audit Management“As an Audit Manager, I need to ensure compliance of internalprocesses and practices and coordinate the work across theorganization ”Create a team for eachnew audit with channels,tabs and files Alignment of departments Lack of written procedures andregulations Unorganized documentation Communicate and collaboratein one collaborative space Create and share auditguidelines Structure document storageBenefits More structured audit process Faster implementation of required compliance procedures Better communication with other departmentsCreate and assign audits tasks,share and collaborate on filesStep 3Step 1Step 2Step 4Write and share audit proceduresand regulations in SharePoint SiteCommunicate through chats,channels and video meetingsSuccessindicatorsQuantitative: Time spent on completing the audit – number ofsuccessful audits – number of issues detected – audit costsQualitative: Distribution of tasks – reaching audit KPIs

Social Media Management“As a Social Media Manager, I need to coordinate the work of myteam and ensure high engagement on social media”Create an SMM team withchannels, tabs and files Aligning the work of themarketing team Following deadlines Producing content for multiplechannels Getting executive approvalConnect social mediaplatforms into Teams withPower AutomateStep 3Step 1Step 2 Communicate and collaboratein one collaborative space Create a SMM plan and createaccording tasksBenefits More structured social media management process Better coordination of tasks within the marketing team Faster approval processBuild an SMM plan and tasks,track progress, collaborateand share insightsStep 4Receive executive approvalthrough meetings/chatQuantitative: Time spent on a social media campaign – reached KPIsSuccessQualitative: Distribution of tasks – following deadlines – audienceindicators engagement

Construction Site“As a Head of Construction Site , I need to coordinate with all thestakeholders to successfully commission and hand over a new site”Create a team for eachconstruction site withchannels, tabs and filesCreate, assign andcollaborate on tasks, setdeadlines and share feedbackStep 1Step 3 Multiple stakeholders’alignment Compliance with safety on site Meeting deadlines and thebudget Documentation storage Communicate, collaborateand store information in onecollaborative space Create and distribute tasksamong stakeholdersBenefits More structured construction site management process Better coordination of all parties Improved compliance with safety regulationsStep 2Share construction site safetyregulations in SharePoint SiteSuccessindicatorsStep 4Communicate throughchannels, chats andmeetingsQuantitative: Time to commission and hand over– number of delaysQualitative: Distribution of tasks – following deadlines – team andcustomer’s satisfaction - commitment to the original budget

Mergers and Acquisitions“As a Merger Project Coordinator, I need to coordinate withall the stakeholders and ensure successful integration”Create a Mergers &Acquisitions team withchannels, tabs and files Legal, financial and IT duediligence Negotiations Ensuring cultural fit Post-merger integration More structured construction site management process Better coordination of all parties Improved compliance with safety regulationsStep 3Step 1Step 2 Communicate, collaborate andstore documentation inMicrosoft Teams Create guidelines for themerger processBenefitsCreate and assign tasks fordifferent stakeholders, sharedocuments and collaborateBuild merger guidelines inSharePoint SiteSuccessindicatorsStep 4Track and follow upon the progressQuantitative: Time spent on commissioning– number of delaysQualitative: Distribution of tasks – following deadlines – team andcustomer’s satisfaction - commitment to original budget