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Rapidly Deploying Teams with Adoption, Learning, and Governance

Organizations migrating to the cloud face unexpected costs and complexities that can erode the value of their investment. Moreover, the surge in remote workers requires adapting to new models of collaboration while improving productivity. CoreView helps organizations tackle these difficult challenges.

Mark Evans
Mark Evans – Head of Special Projects at CoreView

The CoreView platform is uniquely crafted to help organizations rapidly deploy and manage Microsoft Teams in a way that increases usage, proficiency, and governance. Organizations as large as the State of California, with 800,000 users, use CoreView to operate effectively and efficiently, getting the most out of Microsoft Teams as their main collaboration and productivity solution.

The CoreView platform extends and augments the native Microsoft Office 365 admin console. An Azure-based SaaS solution, CoreView collects a massive amount of data from many sources, including the Graph API, application-specific APIs, logs, and Azure AD. It enriches that data by associating different but related elements, providing a more complete picture of, say, an individual user and his/her devices, configurations, actions, usage, behaviors, etc. Over 170 reports show what is happening, from overall activity down to what a single user has done in a particular feature within a selected workload. These reports are actionable; users can be guided to use the right tools for the right things, efficiently, effectively, and securely.

There are three critical areas where CoreView helps organizations get maximum benefit from Teams: adoption, learning, and governance.

1. Adoption

Best practices include detailed planning and program development to effectively deploy Teams. In today’s environment, those steps have often been compressed or even skipped in the rush to put something in place. Under either approach, customers use CoreView to get people to properly install Teams on their devices, take their first steps with at least some functionality, and then increase usage of the many features within Teams: meetings, chat to replace email, phone usage to replace Skype for Business, storing documents in SharePoint, etc. Whatever the goals, CoreView customers want people to use Teams extensively in their daily routine.

CoreView makes that possible in three ways: 1) CoreView provides data on configurations and behavior so users can be segmented into groups. 2) The visual adoption campaign builder – like a marketing automation tool – makes it easy to create email campaigns targeting these segments with instructions, tips, encouragement, prodding – whatever achieves the desired outcome. 3) Performance metrics show what is happening, so campaigns can be adapted to changes – or lack of changes – in behavior.

The first segmentation is often around personas and devices; e.g., installing Teams on an iPhone differs from Android. The next segmentation is typically around personas and Teams usage objectives. Massive and detailed data powers reports on Teams activity: number of calls, messages sent & received, emails sent & received plus attachment size, files shared, Yammer posts, Skype calls, etc. Customers use the18 preconfigured campaigns, and their own, to deliver messages tailored to business objectives.

Only with CoreView can an organization see this level of useful detail, and drive adoption in such a targeted, measurable, speedy, and effective manner.

2. Learning

People need to use Teams well to be productive and collaborative. Many options might increase user proficiency: learning everything on their own, formal training classes, YouTube videos, etc. The most effective is getting the right information at the exact moment it is needed. No leaving the workflow, no distracting cat videos. I know how to use Skype for a call, but right this second I need to use Teams for a call. How do I do that?

CoreView’s best-practice method increases user proficiency in Teams: dozens of bite-sized, 30-second to 3-minute videos that show how to use Teams, embedded directly in the Teams app. No class time, no cats, just “help me get my job done, right now.”

Users instantly access videos on general & specific topics. Azure translation services enable multilingual text transcripts and subtitles. Moreover, CoreView is accessible: users with browsers set for accessibility get videos and text that are easily understandable and useful.

Customers can supplement or replace CoreView content with their own videos, those from Microsoft, or from a third party. However configured, CoreView helps users become proficient, productive, and collaborative, and materially reduces the burden on helpdesk.

Only with CoreView can organizations deliver just-in-time learning with content that makes their team members eager and able to use the many facets of Teams.

Both Bayer and AccuWeather got real value from CoreView’s adoption & learning capabilities in transitioning to O365. Wanting to avoid poor training that would lead to low adoption, they chose CoreView to help users quickly get up to speed. Bayer knew that a one-size-fits-all solution would fail; instead, CoreView accommodated all roles and competence levels. In addition, CoreView complied with strict policies against collecting usernames while still measuring progress.

Dirk Grosse, Bayer IT Director and project lead said, “After deploying CoreView’s Just-in-Time Learning solution, we were delighted to see that over 38,000 training videos about how to use Office 365 had been watched by our staff. The product managers and developers at CoreView were great – they actually built an anonymized version of their product which helped speed the approval process for their excellent learning solution.”

3. Governance

In today’s environment, where supporting remote work is a must, the missing ingredient in deploying and using Teams is governance. The best practice is to roll out Teams in a way that avoids chaos, enforces standards and operating procedures, and keeps things secure. CSMs and CSM team leads, PDMs, and others within Microsoft have told us that CoreView is the best (and perhaps only) solution to make this possible.

CoreView helps ensure Teamsrolls out and gets used successfully and securely. A key feature is Virtual Tenants (VTs) and Role-Based Access Control (RBAC). This allows organizations to partition large tenants into manageable virtual tenants, and then distribute limited admin rights over VTs and specific parts of Teams (and more). A large health care system used VTs + RBAC to govern Teams: a few months after deployment, there were literally hundreds of thousands of Channels. CoreView allowed them to quickly rationalize that number and get control over who could do what.

CoreView’s detailed metrics are used not only to set parameters and policies for rollout and usage, but also to counter security risks, including helping secure Teams for remote users outside the VPN. Security reports show login attempts and the barriers those attempts encountered getting into the Teams environment, as well as what stopped access (if anything). CoreView can instantly identify and fix common misconfigurations that account for most breaches; get alerts and reports of breach attempts, email forwards, external file sharing, mailbox security risks, policy violations, and more.

AccuWeather’s IT management, supporting O365 & Azure, wanted a full-featured, unified management solution. Regular specific reporting was essential to monitor adoption trends and re-harvest licenses from inactive accounts. AccuWeather needed insight into usage by workload by business unit, and stats on active vs inactive users to proactively optimize subscriptions. They created custom reports in CoreView with data spanning a full year or longer.

“For the money spent to value received, the CoreView product has provided us the biggest ROI for any of our IT management tools by far,” said AccuWeather VP of Technology Joshua Fritsch. “CoreView provides deep insights into the Microsoft 365 usage details that truly matter for IT management.”

Learn About Teams Rapid Deployment with Governance

Become a Teams governance expert 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

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


ABOUT THE WRITER

At CoreView, Mark leads the Microsoft partnership and helps define the company’s strategic positioning with customers, partners, and other stakeholders. Mark was co-founder and COO of Alpin, co-founded a SaaS martech company and a marketing agency, was GM of a publicly traded company’s largest unit (with a $163 million P&L), and was a consultant at McKinsey.