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Teams Rapid Deployment with Governance: Why Learning and Adoption Matters

Part One of a Four Part Series

With the shift to remote work, companies now roll out Microsoft Teams quickly – too often without considering the governance and compliance vulnerabilities. The good news? Governance doesn’t need to slow down your rapid deployment!

We spoke with Mark Evans, Microsoft Alliance Lead and Head of Special Projects, about:

Mark Evans
Microsoft Alliance Lead and Head of Special Projects
  • How to ‘bake in’ governance during your Microsoft Teams deployment
  • How to actually get people to use more parts of Teams, since you’re already paying for it, with real proficiency 

Evans also detailed how Learning and Adoption support Teams governance insuring a successful deployment.

CoreView: How does CoreView help deploy Microsoft Teams with governance?

Evans: It is a simple idea. When you are deploying Teams, if you add CoreView, you get Teams with governance. That is incredibly important given how rollouts are going right now due to remote work. Governance is not the only thing you get when you use CoreView. You also get increased adoption, learning and proficiency.

CoreView Teams Adoption Packages – Free and Premium

CoreView: Tell us about the free version of CoreView’s Teams Rapid Deployment with Governance

Evans: CoreView actually has two packages to deliver Teams governance features, functionality and benefits. There is a free package and a Full Governance Plus package. The free package has a lot of functionality. The simplest part is learning – which is extremely easy to install and get up and running. This solution includes dozens of bite-sized, 30-second to three-minute video tutorials embedded directly into Teams, delivering the right info at the right time. No one leaves the workflow, or goes to YouTube to see cat videos. The Teams learning is right there exactly when they need it.

On the adoption side, there is a bunch of preset, preconfigured campaigns to get people using Teams and increase their utilization. They’re not just using it once in a while — but using it across all of the different elements of Teams, and doing so on a consistent basis. It is like a CRM campaign for sales purposes, but targeting your internal people to make sure they are doing the Teams work they should be doing. You get the most out of Teams investment, and increase your collaboration.

CoreView: How is the Full Governance Plus package different from the freemium version?

Evans: What is not included in the free package is a lot of the governance — identifying how you roll Teams out in a way that avoids chaos, and increases adherence to policies and increases security.

The Full Governance Plus package delivers this governance, plus features, functionality and benefits for the adoption and learning side.

Adoption and Training That Goes Well Beyond Teams

CoreView: How does CoreView maximize Teams use, productivity and ROI?

Evans: On the learning side, CoreView has Teams videos. Once you move to the Full Governance Plus package, you do not get just Teams videos. You get the entire set of CoreView learning videos, and there are thousands across all kinds of workloads — from Delve to Yammer, plus things that are outside the Office 365 umbrella such as Dynamics 365.

These help people quickly learn exactly what they need to know to accomplish a task. It cuts down on help desk time, increases customer satisfaction, user satisfaction, plus collaboration and productivity, and is so simple to use.

CoreView: Where do Teams adoption campaigns come in?

Evans: On the adoption side, you do not just get the Teams-related 18 templates. You get the full set of adoption capabilities. That means a lot of reporting, and the reporting is quite extensive. Why is that useful? Because it helps you target the right people with the right campaign to achieve the objectives for that segment. You might have users of Excel who you would like to be using more Excel, or Power BI, and using those apps in a more efficient and effective manner.

You can target people based on usage and behavior and come up with precise messages unique to that group. Then you see what is happening with their behavior after you send it. This way you become adaptive and responsive and make new campaigns based on what actually happens. There are no limits to how many campaigns and messages you can send. For a large organization, it is very easy to do.

Data-Driven Learning and Adoption

CoreView: Why is data important for optimizing Teams use?

Evans: Another area key to governance is using the adoption capabilities to deploy and boost the usage and proficiency of users by leveraging the deep data that is built into CoreView. CoreView gets incredibly detailed data down to the device type and user, and we combine that data, which you cannot do in the existing native O365 console. Getting that combined data is an incredibly powerful thing.

For example, if someone in your team has a Mac and an iPhone, there will be different deployment instructions for how to get Teams on those devices than for a Windows PC user and an Android phone user. That granular data is integrated, so you understand who the segments are, and then deliver precise training messaging tailored exactly to those people. This is effective and efficient.

Think about deeply understanding Teams use. Once you deploy it and people start using it, you can see all the different ways it is being used or not being used. Now you can create segments or user groups, and develop the exact customized message that is perfect for that group to get them to do the right thing. Then you can measure their behavior and their actions and act on whether they did or did not do it. What is the message you would send out? It could be, “Congratulations, you’ve graduated,” or maybe, “You’re still having trouble switching from Skype for Business to Teams. Here is exactly how to do that. Look at these videos, set yourself a reminder in this way” whatever it might be.

Learning and Adoption — How do I Find and Install Teams with Governance?

CoreView: Where and how do I find and install Teams with Governance?

Evans: Go to appsource.microsoft.com, search for “how to”, find it, and install. An even easier way is to launch Teams, and in the bottom-left corner, there is a button for Apps. Just search for “how to” and install it from there.

Once you put it inside a channel, it appears in the top navigation, as shown by the red circle in the following screen shot. It becomes a drop-down item where people can see videos. What do those videos actually look like? First, they are embedded — right in the workflow. No interruption of work. It is just, “I have a question. I need to learn how to do something.” Then “here’s how to do it.” Bam, done.

How-To app in Teams

Many topics are built into the Teams videos, with top-level topics, and detailed topics below that. There are literally dozens of videos, and we are creating more on a regular basis.

CoreView: How does adoption leverage and target those Teams learning videos?

Evans: Turning to adoption, you can create many different campaigns, as broad or as narrow and focused as you want. The free package and the Governance Plus both come with 18 templated campaigns around Teams usage. You can go far beyond those with the Governance Plus package. These videos can be anything, from generally how to use Teams, to targeting users who are heavy Skype for Business users who have not done many Teams calls, and deliver a specific message. The same for driving deeper OneDrive or SharePoint use, for instance.

Microsoft Teams adoption example

Whatever your objectives, creating campaigns is easy, as is sending them out and measuring results. By easy, I mean — it is a wizard — a graphical wizard. Just a few steps do it, extremely simple and effective. Once you send the campaign and see what happens, CoreView reports show in detail the effectiveness of those campaigns and how they are impacting user behavior.

There are many Teams-related governance issues, starting with simply looking at stats about how people are using Teams. With CoreView, there is a dashboard with top-level information about various KPIs, which you can then dig down into.

Take the Teams User Report, which shows every individual user and their behavior across a bunch of different metrics. Once you know who is doing what, you can create Teams adoption campaigns to increase proficiency — which is a fantastic benefit in getting everyone to collaborate and be productive.

More Teams Governance Info at Your Fingertips

This blog is one part of a four part series. Here are links to all Teams Governance blogs:

Learn About Teams Rapid Deployment with Governance

Learn more about Team governance with our CoreView Webinar:

Rapidly Deploy Microsoft Teams with Governance.

The webinar covers:

  • Governance does not need to slow down your rapid deployment!
  • How to “bake in” governance during your Microsoft Teams deployment
  • The biggest security risks we see when rolling out new systems like Microsoft Teams, and how to avoid them
  • How to actually get people to use more parts of Teams, since you’re already paying for it, with real proficiency 
  • Clever ways to dial up and down what users can do to manage their Teams experience, to make them happier, and take the load off your IT team

Don’t forget to sign up for your free CoreView Teams Governance solution at: https://www.coreview.com/core-discovery-sign-up/.

See how CoreView can help you with this

Learn more about securing and optimizing your M365 and other SaaS applications.

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Doug Barney
Doug Barney was the founding editor of Redmond Magazine, Redmond Channel Partner, Redmond Developer News and Virtualization Review. Doug also served as Executive Editor of Network World, Editor in Chief of AmigaWorld, and Editor in Chief of Network Computing.

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