Podcast

Microsoft Lists round-robin with Mark Kashman

We’re thrilled to welcome Mark Kashman, Senior Product Manager from Microsoft, to this episode of the Microsoft 365 Voice! Mark joined us for an extended question and answer session on Microsoft Lists.

Microsoft Lists is a new Microsoft 365 app that helps you track information (e.g. issues, inventory, assets, locations, ideas, etc.) with optimized and customized views, smart rules, and alerts. Microsoft Lists is integrated with other apps like Microsoft Teams, and will have its own mobile app later this year.

Antonio Maio, Mike Maadarani, and I had the opportunity to ask Mark Kashman a wide range of questions about Microsoft Lists, including:

  • What is the timeline for rollout of Microsoft Lists?
  • How do Microsoft Lists differ from SharePoint lists?
  • Where are Microsoft Lists stored?
  • How are Microsoft Lists integrated with Microsoft Teams?
  • What are personal lists? And how are personal lists stored and secured?
  • What is Mark Kashman’s favorite use for a personal list?
  • Will I be able to see my SharePoint lists in Microsoft Lists?
  • Can you transition a personal list to be viewable by others?
  • Does Microsoft Lists come with a wider array of templates than we get with SharePoint lists?
  • Can we create custom templates or organization-wide templates for Microsoft Lists?
  • Do Microsoft Lists support column and row formatting?
  • What types of capabilities will we have with the Microsoft Lists mobile app? And when will it release?
  • Will a Microsoft Lists API be available?

For more information, check out https://aka.ms/MSLists. To see example lists, view the Lists Look Book.

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

Staying on top of Microsoft 365 changes (an organizational perspective)

Organizations implementing Microsoft 365 need to prepare for a long-term investment that includes weekly or monthly deep-dives into new features and communication models for sharing updates with their employees.

Bottom line: Your M365 governance plans must include an ongoing investment of time and resources to:

  1. Determine how feature changes impact your users and the governance of your tenant
  2. Define effective methods for sharing M365 changes with your employees
  3. Continuously update and evolve your communications strategy to ensure your messages are being seen & heard

Microsoft gives you a variety of resources for staying on top of feature changes, including the Microsoft 365 Roadmap and the Message Center (with a new Planner integration feature). In this episode of the M365 Voice, we share organization-level tips and tricks for staying on top of these changes and sharing them with your employees.

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

 

Immediate steps to take if you experience a Microsoft 365 data breach

In this critical episode of the Microsoft 365 Voice, we discuss the steps you need to take if you suspect you’ve had a M365 security breach:

Step 1 – Don’t panic!

Step 2 – Stop the bleeding. Take immediate steps to triage and determine at what level the security breach occurred.

Step 3 – Take corrective action.

Step 4 – Inform key partners, leaders, stakeholders, etc.

Step 5  – Protect yourself in the future.

Don’t miss the end of the episode, where we discuss pivotal steps you should take to prepare for a data breach before one occurs. Whether you’re part of an extensive M365 administrative team or a one-person department, there are steps you should take now to give yourself a playbook for handling any future security breaches.

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

 

Helping your users understand Microsoft 365 terminology

As Microsoft 365 practitioners, it’s our job to help information workers and end-users understand how to work with Microsoft Teams, Planner, SharePoint, OneDrive, etc. Having a common set of defined terms helps your users stay on top of M365 feature changes and capabilities. If your organization hasn’t done so already, I recommend coming up with a M365 “style guide.” The style guide should define the way in which you refer to M365 products and features. For example:

  • How will you refer to a Microsoft Teams team? And how will you distinguish that team from the Teams product or from a SharePoint team site?
  • Will you double-up on descriptive terms like “Planner plan” and “Teams team” when you refer to specific M365 groups?
  • Will you use capitalization alone to denote an individual plan from the Planner product?

In this episode of M365 Voice, we discuss the challenge of building our enterprise Microsoft vocabulary. Listen in for ideas on how you can consistently refer to your M365 features and products. Enjoy!

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

 

Which Microsoft 365 mobile applications do you use most? And which apps are your favorite?

We went mobile for this episode of the Microsoft 365 Voice, discussing which mobile apps we use most and why. Our top 10 list of apps include:

  • Outlook
  • Microsoft Teams
  • OneDrive
  • OneNote
  • Microsoft 365 Admin
  • Power Automate
  • SharePoint
  • Office
  • Power Apps
  • To-Do

We discussed trends we’ve seen in organizational adoption of the M365 mobile apps, along with differences in our work vs. personal use. (Hint: The OneDrive and OneNote mobile apps win for most-used personal apps…)

Enjoy!

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

 

Determining if you should enable Microsoft Self-Service

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To drive effective utilization of Microsoft 365, we have to create new Microsoft Teams, Planner plans, Yammer communities, and SharePoint Online sites on a timely basis. But many organizations have gatekeeping reviews or regulatory requirements that require reviews and/or approvals prior to creating new teams, plans, communities, and sites. The tension between quick creation and required governance leads to difficult decisions:

  • What (if any) approvals should be required in order to get a new team, plan, community, or site?
  • How quickly should the new team, plan, community, or site be provided? Is 2 hours quick enough? How about 2 days? 2 weeks?
  • Who should be able to request a new team, plan, community, or site? And should they have to declare a business purpose or specify the type of data (e.g. company confidential, personal information, highly classified, etc.) included?
  • Who will approve the creation of teams, plans, communities, and sites?

You also need to decide what type of self-service model you’d like to leverage. A request and fulfillment model begins with an employee completing an intake request for a team, plan, community, or site. This intake would then be processed on an automated or manual basis. If the request was found to be valid (within appropriate parameters), the new team, plan, community, or site request would be fulfilled. A create and certify model enables employees to create and use their new teams, plans, communities, and sites immediately. Creators would then receive required attestation or registration forms that must be completed within an allotted time period or their new team, plan, community, or site will be deleted. Some companies use a certify and create model where employees complete a required registration process and are then provided a new team, plan, community, or site.

Your organizational culture, regulatory requirements, and governance/auditing needs should drive your decisions on enabling Microsoft 365 self-service. There is no one-size-fits-most model for success. In Episode 24 of the Microsoft 365 Voice, we share ideas for choosing a self-service model, provide examples of what we’ve seen work well, and give some getting-started ideas. We hope you enjoy the episode!

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

 

Microsoft 365 is huge. Where should companies start?

In this week’s episode of the Microsoft 365 Voice, we were asked where & how companies should get started with M365. It’s far from a one-size-fits-most answer, as company needs differ widely. Drivers to get to the cloud can include:

  • Need to support Work From Home during COVID
  • Need to support regulatory requirements for data classification, version control, etc.
  • Need to support a Bring Your Own Device (BYOD) strategy for a distributed, remote, and mobile workforce
  • Need for stronger employee collaboration
  • Need to move off old hardware that is too expensive to maintain/support
  • Need to drive parity in software versions for all employees
  • An upcoming renewal fee that requires getting off a legacy system

And many more…

We shared our experiences guiding clients through the M365 onboarding process, recommending a start in the identity and security space. From there we examined workloads across M365, sharing how we’ve seen other companies proceed. While many organizations start with email first, we also discussed rollouts of Microsoft Teams (both with and without SharePoint/OneDrive enablement), Stream, and Yammer.

We hope you enjoy the episode!

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

The top 5 Microsoft Teams features every business user should know

20200713_155334454_iOSIn this week’s episode of the Microsoft 365 Voice, we were asked to share the top 5 Microsoft Teams features every business user should know. We couldn’t stop at 5, so welcome to our top 19 Teams features! A quick list of features discussed is provided below. Watch the episode for more details.

  1. Adding apps (e.g. Yammer) to your Teams navigation rail
  2. Live captioning
  3. Integrating key documents into Teams tabs
  4. Using two Teams instances (Teams application and Teams in your browser) when sharing your screen in meetings
  5. Blurred background
  6. Raise your hand
  7. Teams mobile app
  8. Automated permission enablement of files shared in a private chat
  9. Teams command bar
  10. Ability to share conversation history when you add someone to a chat
  11. Meeting notes & whiteboarding
  12. Transcription of recorded Teams meetings (just let everyone know they’re being recorded!)
  13. Creating a well-designed Team (using tabs, adding quick links to key documents, etc.)
  14. Ability to email a Teams channel
  15. Quickly notify team members of a key channel post by typing @team in your post
  16. Using tags in Microsoft Teams to notify key team members
  17. Using the Files tab in your Teams navigation rail to see recently-edited Microsoft 365 files
  18. Teams camera switching (useful if you have multiple webcams)
  19. Pinning a video during a Teams meeting so you can zoom in on a speaker

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

How quickly can you deploy Microsoft 365 during COVID?

In this week’s episode of the Microsoft 365 Voice, we discuss how quickly you can onboard an organization to the Microsoft 365 cloud. This is particularly relevant during the COVID-19 pandemic, when organizations are accelerating their M365 deployments.

We share our experiences working with organizations to deploy Microsoft Teams, Exchange, OneDrive, etc., including typical migration timelines and how orgs are condensing those timelines to enable a huge remote workforce. From accelerating migration timelines to disabling cloud throttling limits, we outline what we’ve seen work (and not work) during an abbreviated deployment schedule.

Moving an organization to M365 within weeks instead of months is a huge lift. It requires a willingness to accept/embrace change, a strong executive and IT support system, and additional funding. Listen in to learn how organizations are managing it.

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.

Overcoming SharePoint adoption hurdles

In this week’s Microsoft 365 Voice episode, Mike, Antonio, and I share ideas on overcoming SharePoint user adoption hurdles. Key topics discussed include:

Enjoy the episode!

Have a Microsoft 365 question? Submit it online! Your question may be featured in a future podcast episode.