Sep 03 2018 05:51 AM
Sep 03 2018 05:51 AM
Have you thought of how easy it is to combine the strengths of Microsoft Forms and Microsoft Teams when you need to analyze and document the services you use in Microsoft 365?
I want to share with you how i do when i, as a consultant, am going to a customer to analyze their current environment and perform a governance workshop.
In this article i use the service OneDrive as an example but regardless of if the topic is SharePoint, Teams, Groups, Yammer etc. you can use it the same way.
In advance i have to have set up my team "Governance Center" (perhaps you already have read that article. If not you can do it so that you see the "big picture") and configured it so that it contains channels and governance plans for each of the services. When i am done with that i create "Survey Forms" for each service. By doing that it gets much easier to facilitate the workshops. I just ask the questions and let the customer fill out the Form(s) during the workshop.
Not only can i focus more on the workshop and reduce the need for taking notes. When the customers representatives fill out the Form (under my supervision) and save it i will have all the answers documented for later use.
Just follow this steps and you will save time and increase the customer experience in the workshop.
Open Microsoft Teams and the team you use as the "Governance Center". Navigate to the channel in which you want the form to be in. (in this example OneDrive).
Add a new Tab and choose "Forms".
Give the Form a good name and then save it.
I often choose "Go to website" in order to get more working space. Press the symbol and it will open in "Forms".
Now it is time to find the manuscript that you often use in your workshops. (If You do not already have a workshop manuscript it is a good idea to create one. My experience is that it saves you for a lot of time next time you need it)
Enter the the questions in the Form. (The details are up to You. Typical basic content is Security, Sharing, Owners, Responsible, Compliance, e.g. GDPR, Routines, Policies, Reporting, Usage, Business goals etc. etc.)
Complete the form and copy the link to it (You are going to use that later)
Go back to the Team and add another Tab in the same Channel.
Once again you select "Form" (but this time we want a tab that will show the results of the survey)
Choose the Form you recently created and select "Show Results", then You click Save.
You will now see a Tab that displays the results of the Survey. (And since You have not filled it out Yet it is of course still empty.)
Now open the Conversations Tab of the channel and write a message to those who are going to participate in the upcoming workshop. Paste the link to the survey in the message. (If You do not want them to start filling out the form before you are together with them, you can wait and instead do it in the beginning of the workshop.)
Now You are ready to meet the customer (or Your colleagues if You are doing this for your own organization).
Grab a cup of coffee, enter the meeting room. Ask the customer to bring up his/her screen on the monitor and start asking (and explaining) the questions. Let the customer fill out the form and clarify- and respond to one question at a time. When You are done and have pressed the Send button You can go back to the office.
Back at Your office you can open the team "Governance Center" and walk through all the responses and update the governance plan of the service.
Repeat the steps above for each of the services and the result will hopefully be a satisfied customer that now has all services well documented and you have been able to fully focus on the workshop instead of taking notes at the same time as you facilitate it.
As you all can see this is no rocket science at all. Just basic functionality put in a context.
I hope You found this tip useful and can save some time for yourself in the future.
Best regards, Magnus