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How to Decide When to Use SharePoint and Yammer and Office 365 Groups and Outlook and Skype

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How to Decide When to Use SharePoint and Yammer and Office 365 Groups and Outlook and Skype Presented By: Richard Harbridge & Kanwal Khipple


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Agenda WHY ANSWERING “WHEN TO USE WHAT” IS COMPLEX HOW TO HELP DRIVE INTEREST & AWARENESS NEXT STEPS, RESOURCES, Q&A MAXMIZING VALUE & ACHIEVING SUSTAINED COMMITTMENT GUIDING UNDERSTANDING (W/ GRAPHS, MATRICES & SCENARIOS!)


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Abstract & Info Your users may struggle with these questions: Should I share a message via Skype for Business instead of Yammer, Office 365 Groups, or Exchange? Should I collaborate on data using an Excel sheet or a SharePoint list? Should I share a file in Outlook, in a meeting, from OneDrive for Business, on Yammer, in a Group, or in a SharePoint site? This session is the ‘How To’ user’s guide What happens when your users can't decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist. In this session, Richard and Kanwal help you maximize the value of your Office 365 investment by providing the guidance you need to help your users make better, more effective decisions on how they get work done. Strategy Session – On Usage & Adoption Thursday, May 7th – 6:30PM-7:45PM


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Download the when to use what In Office 365 Enterprise User Guidance Whitepaper! It goes into much greater depth and can be found at WhenToUseWhat.com


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Richard Harbridge My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at Speaker | Author | Super Friendly


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Kanwal Khipple My twitter handle is @KKhipple, and I work at . Speaker | Author | SUPER GOOD LOOKING


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Answering The “When To Use What” Question


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5 Reasons This Is Much More Complex What People Often Think Of… It’s not as simple as comparing and selecting one tool over another…


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1. The Technology Works Best Together… Thinking about this from a versus perspective is the wrong approach. vs = Decision


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“I want to run an event for our launch of Office 365.” The right approach is an AND approach where the technologies work together. 1. The Technology Works Best Together… We just leveraged at least 8 ‘products’!


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To maximize the value Office 365 provides we need to use as much of it as we can. and = Maximum Value 1. The Technology Works Best Together…


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2. When To Use What Has Multiple Levels… So you need to answer it in different ways. Organizational Group Individual


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Group Individual Remember that your enterprise strategy should indicate purpose and guidance. Messaging & Calendaring Platform (Outlook & Exchange) Purpose: This is our corporate e-mail and calendaring solution. Best for: Corporate email communications (both internal and external) and to manage calendars. Example of high level guidance: Dialogue and decision making with small groups, where information is sensitive and should not be shared broadly. Requests for approval or funding for an initiative Discussions about the direction of a project Reminders for deadlines Calendar management Think twice before using for: Personal email communication Social Collaboration Platform (Yammer) Purpose: Corporate social networking and social collaboration solution. Best for: Exchanging ideas, news and thoughts. It is also great at engaging others and sparking a conversation around a specific topic. Example of high level guidance: Dialogue, social collaboration and networking take place on Yammer. It is used to share network with colleagues to develop greater belonging and connection. • Ask questions and exchange ideas • Internal contests • Brainstorm w/ virtual/cross-segment teams • Recognize performance w/ praise • Place where employees can practice building online reputation with quality contributions Think twice before using for: Extremely confidential or private information (while you can do this within Yammer safely there may be better options for you to leverage). Organizational 2. When To Use What Has Multiple Levels…


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Organizational Group Individual If you don’t have clear organizational technology guidance, it will be much harder. Individual Group Organizational 2. When To Use What Has Multiple Levels…


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Spend the majority of your efforts providing individual and group guidance. 2. When To Use What Has Multiple Levels…


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Even if you have decided on the technology what about which features? 3. Knowing What product to use isn’t enough… OR


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Users often wont use a matrix. They are trying to do more than make a decision. 4. People Aren’t Making One Decision…


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When users can't decide they use what they know,; even if better options exist. 5. Getting Sustained Commitment…


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So how can we help arm all of you to better achieve sustained commitment? The five Reasons When to use what is a hard question… Technology Works Best Together When To Use What Has Multiple Levels Knowing Which Product Isn’t Enough People Aren’t Making A One Time Decision Sustained Commitment Is Critical


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The Formula For Commitment Commitment Understanding Interest


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The Formula For Commitment Commitment Understanding Interest


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Drive User Interest Drive User Awareness


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Users work Anywhere… By 2016 40% of the workforce will be mobile - Gartner


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Flexible work is prevalent – rethink your definition of a mobile worker. Users work Anytime…


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Users work On Any device… By 2015 at least 60% of information workers will interact with content applications via a mobile device - Gartner


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Users Work With More people… We work with more people on a day-to-day basis today than ever before. 60% of employees report working with 10 or more people on a day-to-day basis. Half of these employees work with more than 20.


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Users Work Inside & Outside of the organization… We also work with contractors, customers or partners more…


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Can your users work from anywhere today? Are you actively providing awareness of ways people can work at anywhere?


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Real World Adoption Activities & More… Find great ideas for driving interest in our latest book http://improveit.how/book


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Getting more people to use the technology is important… Often getting people to use more of the technology is just as important.


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Are users aware of app experiences? Are you actively providing awareness of ways people can work at on any device?


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Don’t fall behind… It will be more and more challenging to meet expectations on legacy technology.


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The Formula For Commitment Commitment Understanding Interest


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The Formula For Commitment Commitment Understanding Interest


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Guiding Understanding


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At the organizational level… Always an impact to productivity. We can accelerate to get positive results sooner.


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Use The Best Tool For The Job… How can you optimize how you work? Would Yammer or Lync be better?


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What about more targeted purposes? Think of the matrix as something that dynamically should adjust. Not static.


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Transparency, Visibility & Openness… How can we help users change behavior and understanding?


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Personalize or base the matrixes you leverage on personas that change over time. guide users From where they are… Month 1 Target Month 2 Month 3 Month 4 Month 5


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Let’s walk through some scenarios… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise


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Let’s walk through some scenarios… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise


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During our daily work we create documents or receive documents from partners & customers. When we have a new document where should we store it? Where Should I put & Share Documents?


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If this is a document I own, that is just for me, or I need a temporary place for it… Where Should I put & Share Documents?


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I need to share the document with others, I am not the only owner. Where Should I put & Share Documents?


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I need to share the document with others, I am not the only owner. Where Should I put & Share Documents?


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I need to share the document with others, so I can use yammer to amplify… Where Should I put & Share Documents?


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I need to share the document with others, to support an event… Where Should I put & Share Documents?


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I need to share the document with others, to support an event… Where Should I put & Share Documents?


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I need to share my document with others, so I can share a link… Where Should I put & Share Documents?


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I need to share my document with others, so I can share a link… Where Should I put & Share Documents?


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How might users accomplish this today in Office 365? Where Should I put Documents?


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How might users accomplish this today in Office 365? Where should I Capture, Store & Share Meeting Notes?


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Let’s walk through some scenarios… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise


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How to Find someone with a certain expertise… SharePoint Search provides both discovery from content and profiles data.


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How to Find someone with a certain expertise… How might users accomplish this today in Office 365?


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How to Find someone with a certain expertise… How might users accomplish this today in Office 365?


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How to Find someone with a certain expertise… How might users accomplish this today in Office 365?


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How to Find someone with a certain expertise… How might users accomplish this today in Office 365?


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How to Find someone with a certain expertise… How might users accomplish this today in Office 365?


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Let’s walk through some scenarios… It’s important for the guidance to be understandable by an individual user. 1. Where Should I Put & Share Documents 2. Finding Someone With A Certain Expertise 3. Provide A Note Of Congratulations/Praise


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How might users accomplish this today in Office 365? Provide A Note Of Congratulations…


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How might users accomplish this today in Office 365? Provide A Note Of Congratulations…


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How might users accomplish this today in Office 365? Provide A Note Of Congratulations…


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How might users accomplish this today in Office 365? Provide A Note Of Congratulations…


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How might users accomplish this today in Office 365? Provide A Note Of Congratulations…


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Within the whitepaper we have provided guidance on 13 common scenarios… Want More Scenario Guidance?


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Quick Tip: Get Users To Try Help… Help is context sensitive and provides suggestions that often are helpful!


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The Formula For Commitment Commitment Understanding Interest


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The Formula For Commitment Commitment Understanding Interest


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Maximizing Realized Value


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Value Is Realized Through Usage & Adoption Even when people have the tools, vision, and an understanding of the risks.


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It Doesn’t Happen On it’s Own… Even when people have the tools, vision, and an understanding of the risks.


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This is Important For All Of Us… The more people use the platform the more value the technology provides.


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Coach Others & Find Champions… Learning via Co-Workers is among the most effective and most used methods.


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Office 365 Customer Success Center success.office.com ? Scenarios inspire people to work in new ways using Office 365, along with related communication kits to support adoption. Scenarios A four-step approach to drive adoption supported by downloadable templates and best practices. Methodology Featured adoption communities where you can learn from your peers and adoption experts. Communities Helpful resources to learn about other customer stories and special offers to make it easier to get started. Resources Learn how to get the most out of Office 365, quickly get your team onboard, and drive adoption. Build an adoption plan…


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Adoption Advice & More… Find great ideas for driving adoption in our latest book http://improveit.how/book


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The Formula For Commitment Commitment Understanding Interest


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The Formula For Commitment Commitment Understanding Interest


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Sustaining Commitment


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Shared Commitment… It’s up to you AND Microsoft to help sustain commitment. Responsibility Commitment Realization Of Value Understanding Interest Shared


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New Capabilities Must Be Introduced… The technology itself should help users get acquainted with new capabilities.


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Microsoft Is Listening & Improving… Technology must adapt based on user needs/feedback.


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Office 365 Groups & Delve Connect Experiences Across Office 365… Based on what the user does put the best technology together to improve that. 


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The Formula For Commitment Commitment Understanding Interest


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Next Steps DEVELOP ORGANIZATIONAL, GROUP AND INDIVIDUAL GUIDANCE LEVERAGE WHENTOUSEWHAT.COM WHITEPAPER, SUCCESS.OFFICE.COM AND IMPROVEIT.HOW/BOOK GIVE US FEEDBACK & SHARE WHAT’S WORKING


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Resources to help you be successful… These are a few of the resources you should check out. Get started today with: FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack Office 365 Success Center: http://success.office.com Office 365 Training App: http://aka.ms/officetraining Office 365 for Business Learning Center: http://aka.ms/o365learning Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork Lync 2013 Rollout & Adoption Success Kit: http://aka.ms/lyncrask Yammer Success Center: https://about.yammer.com/success/ Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw Leverage Popular Use Cases: http://www.discoversharepoint.com/ Discover SharePoint App: http://aka.ms/dspapp OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/ Office 365 Roadmap: http://office.com/roadmap


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More Resources to help you be successful… These are a few of the resources you should check out. Available Programs (Applicability Varies): Customer Immersion Experience: http://aka.ms/TryImmersion The Microsoft Experience Center provides you a facilitated hands-on environment to experience Microsoft’s productivity solutions through a series of simulated, every day scenarios. Adoption Offer (New 150+ Seat): https://deploy.office.com/email-migration-offer Software Assurance Deployment Planning Services: https://deploy.office.com/deployment-planning-services Software Assurance Training Vouchers: https://www.microsoft.com/learning/en-us/software-assurance-benefits.aspx Onboarding Center: https://deploy.office.com/onboarding-center 100+ PowerPoint Presentations on SlideShare: http://www.SlidesShare.net/RHarbridge Richard Harbridge & Kanwal Khipple via LinkedIn or 2toLead.com


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Thank You! Organizers, Sponsors and You for making this possible. 100+ Sharepoint Presentations At.. Slideshare.Net/RHarbridge When To Use What Whitepaper.. WhenToUseWhat.com Improve It Book.. ImproveIT.How/Book Office 365 Success Center.. Success.Office.Com Message Us On LinkedIn or Email Hello@2toLead.com Speakers | Authors | Super something Twitter: @RHarbridge and @KKhipple. Our Blog is at http://2toLead.com.


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Download the when to use what In Office 365 Enterprise User Guidance Whitepaper! It goes into much greater depth and can be found at WhenToUseWhat.com


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When To Use Video & When Not To Use Video Beyond Office 365, when does it make sense to use Video in the enterprise?


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