If you are looking for a solution / tool to get you started with Governance in the shortest possible time (and which still gives you great value) I have, in this post, in the Microsoft Tech Community forum for Microsoft Teams, made a step-by-step description on how to configure a Microsoft Team to solve this.
Are you one of the “chosen ones” with responsibility to keep track of changes in one or more services in Office 365? Congratulations, then your job has just become a little easier. With the new “Microsoft 365 Roadmap” it is now much easier to create filtered views that show the updates that are relevant to you.
As you may have read in my previous posts regarding “Office 365 Governance“, I use Microsoft Teams to get an overview of updates as well as structuring governance plans. I have a Team where each service has its own channel. In the channel of each service, I have (among other things) a tab that shows the “Office 365 roadmap” in a view that I have filtered to show updates only for the current service.
Now, when the new “Microsoft 365 Roadmap” was launched, of course, my previous home-made filtered views were broken. Sometimes this type of change causes some degree of irritation but this time it was only positive. The filtration capabilities of the Microsoft 365 Roadmap are much better than they were in the Office 365 Roadmap.
So now I’m sitting here, sipping a cup of coffee, creating new filtered views and updating my tabs. Below is an example of how easy you can create a filtered view that shows the updates for the service “Microsoft Teams” and how you embed the filtered view in a tab of a channel in your “Office 365 Governance Team”.
Open the Microsoft 365 Roadmap
Filter on the service “Microsoft Teams” and status “In development” and “Rolling out”.
Copy the url of the view
Open Your Office 365 Governance Team, go to the channel of the service and edit the url of the Roadmap tab.
The filtered view in the roadmap tab is now only displaying updates for the current service and you do not have to view the updates of the services that you are not responsible for. This saves you from unnecessary noise that could otherwise steal your focus from your core area.
Now, repeat this exercise and update the “Roadmap tabs” for the channels of the other services.
It is September 2018. Every morning, I dedicate 15 minutes to update me on Office 365 Roadmap. Today i find that 67 updates are currently being rolled out and 234 that are in development.
My thoughts go away (once again) to all companies “out there” and the crew and individuals who have some form of responsibility for Office 365, either in its entirety or for any of its services. How about you?
- Do you have full control of all updates?
- Do you have a plan for how to apply these updates?
- Do you know how to inform your colleagues about new functionality?
- Can you ensure that user adoption is carried out in the most effective way and with the desired effect?
If you answer yes to these questions then you are quite unique. Too many companies let updates and news launch without being in control of the positive and negative effects it brings.
“Whether you are a fast runner or good at hiding, you will not be able to escape the reality. The longer you wait, the harder it will hit you.”
I’m not a strong supporter of scaring people into action but unless you and your company have a very strong focus on Governance and User Adoption, you will not be able to take advantage of the full potential of your platform. The risk is rather that ignorance and poor planning cause disorder, misunderstandings and security problems. In plain text, this means that you will not achieve the profits and goals you wish
How can you get started?
A good (and compulsory) first step that creates great value is to define service owners/Change agents. A service owner shall be responsible for his/her service and keeping up to date on the Office 365 Roadmap and to follow related blogs (a good source of information is the Microsoft Tech Community.
Next step, when the service officers are appointed and have got their routines in place, is to establish a Change-/Governance Team and provide it with a tool that supports their needs.
When should you start?
It’s only a day left until tomorrow. Procrastination is not an option (It is not often that it is). Put this on the agenda today and start planning now. If you do not have the time or resources, there is always someone who can help you. It is better to use the time on planning than on putting out fires later.
Do you think that artificial intelligence (AI) and machine learning is far in the future, and that it does not apply to you?
Imagine technology that:
- can recognize objects.
- can recognize faces and facial expressions / feelings
- can create auto captions in video.
- can decide where images were taken.
- can extract text, keywords in pictures and make this searchable.
- is so clever that it, based on content, keywords, places, feelings and other features, automatically can
- organize the information for you and further make it searchable.
- trigger notifications or initiate business processes.
- provide you with suggestions for information that may be of interest to you based on what you work or have worked with.
- protect the information based upon your compliance and governance rules.
I repeat myself:
Good morning, your future is already here!
In this article “Microsoft 365 is the smartest place to store your content“, you can read and learn more about how AI and machine learning is used in Microsoft 365 today, and what new features you will have the pleasure of taking part ahead.
Hope you look forward to take part of the future as much as I do. 🙂
If you’ve been using Microsoft Teams for a while now you’ve probably missed the ability to archive those teams that are not active.
Ever since I started working with teams, I have missed the opportunity to easily, manually (and without complicated automation and lots of rules) let the owners themselves archive a team when it no longer needs to be active. It is usually the owners themselves who have the best overview and control of their teams and thus know if and when to archive them
What happens when you archive the team is as follows:
- The conversations become read-only
- The files become read-only
- The SharePoint site become read-only for the team members
The Team Owner will still be able to
- Edit the content in the SharePoint site
- Add or remove members and update roles
- Renew/restore the archive team (make it “active” again)
This is how You archive a Team
- Click on Teams
- Click on the cog wheel (Manage)
- In the category “Active” – press the three dots on the Team you want to archive
- Choose “Archive Team”
- Remember to select “Make the SharePoint site read-only for team members
(I do not know why it is not selected by default…)
- Click the button “Archive. Within a very short time the team is Archived.
As You see, in the image below, the “Action bar” in “Files” now only contains “Get link” so it is no longer possible to upload, create or edit files. (However, the Team owner can still do it via the SharePoint site if needed).
Even though the Team now is archived its content will still be searchable and You can still keep it as a favorite in order to quickly get back to it.
This is how You restore a Team
- Click on Teams
- Click on the cog wheel (Manage)
- In the category “Archived” – press the three dots on the Team you want to restore/renew
- Choose “Restore Team”
Now the Team is renewed/restored and the team can edit the content again.
Now there are no excuses anymore. Time to start cleaning up (That sounds familiar….)
AND Do not forget to update your Microsoft Teams Governance Plan to make it clear how you handle Teams archiving.
More info here: Archive or restore a team
Does your organization use Office 365? How do you manage to keep up with all changes and news released? How do you handle and exploit all the possibilities of a platform in constant and accelerating change?
The Technological Development
I guess you are familiar with the old good “Moore’s law” that says the number of transistors on a piece doubles every 18 (24) months. The current accelerating, almost exponential, development of Office 365 often makes me think of – and compare with the meaning of Moore’s law. How many people in your organization have a responsibility to monitor all changes and news and how effective is your change management process that will ensure that proper functionality is implemented and adopted correctly?
The organization’s ability to keep up with the development
When we are in the process of talking about laws, you may be familiar with “Koomey’s Law” which states that the energy requirement required for a given amount of data processing is halved every 18 months? If we say that the energy requirement is the number of people in your organization who will manage to handle this development, you quickly understand that this is not something that can be done without help from good tools and best practices.
Enough with metaphors and similarities:
I’m convinced that the prerequisite for giving you a chance to follow (and/or) be in the front of this development is that you establish good/best practices and automate as much as possible of the Office 365 management. This is where Office 365 Governance comes in to the picture.
More articles regarding Office 365 Governance
What about Governance
How to use Microsoft Teams to manage Office 365 Governance
Using Microsoft Forms to manage requests for new Microsoft Teams
Keep up with the latest news within Office 365
How to include the Power BI Adoption Dashboard in your Governance Team
Control by Nick Youngson CC BY-SA 3.0 Alpha Stock Images – http://alphastockimages.com/