You might think this episode is all about Formula 1, but it is actually all about adoption; more specific about the biggest 3 adoption propositions that we can think of in Microsoft 365. This means, going through the core applications (Outlook, SharePoint and Teams) and talking about what feature gives us the best value!

Adoption is one of our favorite topics, so talking about value with the business is definitely a topic we talked about before here.

We also talk about why there are 52 cards in a deck.. which nobody knows but this page has some great explanations.

Outlook

Outlook always goes first. And the real value of Outlook is so much more than just sending and receiving emails!

Steve suggests the real value is because it connects to all the other content in the cloud ecosystem: you have all your data available to you! You can do attachments in less than a few seconds. The picker will automatically grab those last files you were working on.

Marijn likes it because Outlook is the notification tool, where all kinds of other applications send their notifications and you can just respond without leaving the Outlook app.

As a bonus.. because Marijn changed his mind.. grouping emails as conversations! It deals with FOMO by threading emails and once you start working with it.. it will blow your mind.

SharePoint

As SharePoint is now 20 years old, what are the adoption propositions that make it so useful? Marijn immediately goes for metadata: It allows you to group, filter, and sort content. It is awesome to see how the conditional formatting is making that metadata look fabulous.

Steve goes with Lists. The big replacement for spreadsheets is to track information. You can even set up the forms how you want to interact with the user. The comments column is a great new addition to the versioning system.

Teams

Microsoft Teams is all about getting all your content in one place, according to Marijn. Working with other people on a project and have all your conversations, tasks, documents, recordings, and assets in one place is just awesome.

Whisky: Tamnavulin Double cask

This copper color whisky from Speyside Scotland is normally used for blends. But now they have also brought out their single malt. It is a young distillery, from 1966. It has no age statement but is very sweet on the tongue. Very smooth slides right in. Not a complex finish, but it is a healthy one. A good drinker’s whisky!

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After our last episode, where we talked about maturity levels, it provoked a thought experiment about tools and the workplace. Then we found the MOCA framework, which stands for Modern Collaboration Architecture.

MOCA model

You can download the MOCA presentation and one-pager here.

In this model, Microsoft breaks modern collaboration down in a few parts:

• You
• Your teams, where you do your work (common goal)
• Your communities, where you build bridges to other people and stay engaged (common passion)
• Your organization

The MOCA model is awesome for explaining which tools can be useful where. If you haven’t done anything with Office 365, this would be the ideal starting page to decide what tool you want to set up for what type of collaboration.

In short, if you want to have Successful collaboration, it means getting the community time, individual time, and team time in the right proportion

The value of the watercooler conversation

How much time do you want to spend on not-work while you are at work?

There is a lot of conversation around the value of community in the business supporting the development of innovation at the coffee machine that is not available in lockdown.  Steve suggests that community-time is management driven community time within an ever-filled calendar.

How do you encourage Lockdown community?  People need time to interact as a community for personal development and to discuss ideas when there is pressure to meet goals and focus on delivery.

Performing in a team means getting support for community time and individual time

What makes it work? Teamwork!

Having a group of people working together towards the same goal is what makes a team tick. No wonder this heavily relies on Teams, SharePoint, and Planner.

Teams are discussed, and the suggested number of 5-12 is explained as a scientific fact around quantity vs quality and how decisions can be agreed quickly with the right number.

Value of the MOCA framework

So is this the one framework to rule them all? Definitely not. This framework will not work for everyone. Some of my customers will not use these tools for these abilities.

Just apply the bits that fit for your organization, leaving out the tools or parts that are not useful in that time or for that audience.

Whisky: The Ardbeg Wee Beastie

In this episode we hint at WhiskyAtEase, our Youtube channel from Steve and me where we just talk about our love for whisky. No tech. Check it out!

While we love te default Ardbeg 10yo and all varieties the Islay distillery brings out, the young 5-year-old Wee Beastie leaves us with some distaste. It feels not finished, harsh (and not in the good way the 10yo does).

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You have been slaving away at getting a page to look just right, with some contents on the page and a list of documents on the right hand side to showcase further reading material. But lo and behold.. SharePoint cuts off the full length of the document name! What? Oh no!

This is just another example of SharePoint trying to be clever with the use of space on your page. But if you have somewhat longer document names, it really is cumbersome!

Thankfully, there is a quick fix for this using the Formatting options. I already touched upon using the formatting options here to show how easy it is to make something look great and here to add an Edit button to your items. You can find more information on the docs site here.

Solution

Go the library where the documents are stored. Click on the name column and choose to “Format this column”. This will open a side bar where you can apply formatting, like color coding and other nice things.

In this case, you will want to go to the Advanced mode by clicking on the button below. There you are greeted with some sample code. Just replace that code with the one below:

{
  "$schema": "https://developer.microsoft.com/json-schemas/sp/column-formatting.schema.json",
  "elmType": "div",
  "txtContent": "@currentField"
}

What this code does is adding a DIV layer around the field, making it unbreakable for SharePoint! Next, it will show the current field, which in this case is the name of the document.

Ofcourse, this trick is also usable on other metadata columns, thereby giving you a clearer view of the contents of the metadata field. It also works with multiline textfields.

The result is that the full name is now shown, and if the text is longer than what is available, it will nicely create a new line for the document name.

Now off you go, finish that nice looking page with some useful source material on the right-hand side and have a great result to showcase to your users!

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Celebrating episode 50, with some nice gifts (how did I know Steve likes whisky?) and talking about our Wish.com failures. But then we also talk about M365 Maturity and the Maturity model!

M365 Maturity Model

This episode we are looking at the M365 Maturity Model. This is not from Microsoft, but it is built from the community in 2010. It is designed to give people working with Office 365 ways to understand capabilities, figure out what level your organization wants to go to and to improve on their capabilities.

The Maturity Model is a 5-level concept, and your organization will be in one of those layers around how far along you are Office 365. Because we like things that we can measure, this is nice concept to see how mature your organization is. It is not tool that you need to run or download, it is a model that you can measure against.

Practical measures

Who will run the change? Will it be the person who has been doing the same job for 40 years? Can they still dream up what you need to change to go ahead?

How do you know what level a person is? Or the department? Or the organization? You cannot train the whole organization on the same level because no one is on the same level.

The outcome here is to set goals for departments to get to a certain level. First you need to set a baseline and an outcome. But of course, as always, it depends.

How do you get your baseline? How do you work with Office 365 being greenfield and a moving needle to comprehend?

Maturity Level 100

Level 100 is often defined by the lack of consistency in how Microsoft 365 is used across the organization, leading to confused and frustrated users. Islands of Expertise are positive but as people move from island to island the experience is different.

Maturity Level 200

At Level 200, a common understanding exists that new changes and updates can be fitted in… Level 200 means that an organization has a set of common policies that the whole company can work towards.

Maturity Level 300

Level 300 is the minimum target where Collaboration becomes a standard process, and the role of the consultant is to ensure that the company gets to Level 300.

Real value is obtained when you measure the maturity of the company and productivity score together.  This way, they provide the reference points that can drive change and continual improvement.

At level 300 the organization will start to see real improvement in the way the organization communicates and changes. For us, this is the level that an organization needs to be to roll out extra things like Syntex.

Maturity Level 400

Reaching 400 means that the Business trust the technology and the service providers.  However too much formality can reduce agility…

Maybe the move to level 400 does not work for your organization so care is needed to ensure that a formal approach with automation does not reduce the ability to develop further.

Maturity Level 500

At level 500 the company is better managed with automation as standard replacing many regular functions previously manage manually or driven by manual processes. Everyone who is now still using Lotus Notes, should be at a 500 level because they have been using it for so long!

Is this an unattainable dream? Or is this the sign that the organization is an IT company? Is this where Millenials come in, because they have been growing up with all these apps to make life easier?

In conclusion defining the development and levels of maturity provides a basis for management to define the level of change needed and to justify the costs that it will take to get there.

Whisky: Arran Machrie Moor 2017

On the Isle of Arran, where they just opened up a 2^nd distillery, there is a stone on a peat bog. A stone with a great story behind it. The legendary warrior Findal has tied his dog to this stone.

This is the peated Arran is called Machrie Moor, a special release (8^th edition, 2017) with a long elegant finish. Good full blown vanilla taste, lots of peat.

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Steve and Marijn talk about transformation acronyms.In this podcast we would love to do a shoutout to Sean and Matt for their weekly Microsoft Refresh YouTube show. We think it is a brilliant idea! Every company needs to stay on top of the changes of this evergreen platform. You need someone to stay on track, or lets you think/remember about new possibilities that appear.

Major confession time

Marijn has always had issues with the business case for Sway. Until today.
A customer send a Sway as an email communiquee to all employees and it just looked awesome. I fell in love instantly.

Yes, it could have been a PowerPoint or an automated newsletter email (or am I just in denial ?), but it felt whole.. akin to browsing through a digital magazine.

Digital Transformation team

Every project we do these days is under supervision of a “digital transformation team”.

Lots of customers also want their “business as usual” as well, in these strange times. For example, a customer that went to Office 365 and created their intranet in a team site, because that was how it was in SP2013 as well.. in order to have the minimum amount of change for the employees.

What is the minimum level of transformation that an organization has to go through?

Is Digital Transformation a yellow Camaro transforming into the alien defending robot? Do you have to get the adoption team involved? Is Digital transformation possible without the SharePoint collaboration team… especially with the constant change in the digital landscape?

In order for a proper transformation, you need to go to a team, figure out what needs to change in order to support the transformation, and then focus on that with adoption and training. Yes, it is more expensive then a one-size-fits-all solution, but it will drive that real transformation that you want to have in the organisation.

On the one hand, we have new tools to “easify” and simplify our processes (aka continuous improvement); on the other hand we have new requirements and regulations (for example working from home and security issues).

Where do you start in the transformation journey?

Do you start in updating the processes? Or do you first look at the digital literacy level of the organisation?

First, you need to think: “How can I change? How can I improve?” What are the core applications that you work with? Every week, take a look at a new functionality in the application. Or look at a nuisance within your department and try to fix that. You need to “want to change”. In ADKAR, this is the first letter A, “Awareness to change”.

Take a look at Productivity Score, to check how good you are using the tools at hand.

After you have done the “My transformation” you can look at the “Team transformation”. Curious users with a desire (aDkar) to change will drive team Digital transformation.

All these little incremental changes lead us to organizational change.

Whisky

As in previous Lockdown episodes you get 2 whisky tastings simply due to not being in the same room. 

Steve surprises Marijn with the brilliant whisky from Islay, the “Caol Ila”. Crazy to see we haven’t tasted this one before!

Marijn keeps it in Belgium with a Molenberg Olorosso Sherry Cask, which he HATED in the beginning when he bought it. Now, when he drinks it again, he is madly in love with it!

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As a non-developer (please read this as a disclaimer) I still try to make my life as easy as possible (yes, I am that lazy). PnP Powershell is a big component of that goal. A customer had the requirement to create a page for each of their 86 folders in a document library so they could add more information on those topics. That meant creating 86 pages, each with a document library webpart on it that showed a specific folder. No chance I was going to do that manually!

Creating the page wasn’t really difficult. Showing the document library and just the items in the folder was the hard part that I couldn’t find any examples of. The idea of this blog post is to help future people like me to just copy/paste the code.

The goal

We started with a document library containing 86 folders, each having a few documents. The goal was to create 86 pages, with each page showing a block of text on the left and the document library webpart showing only the files from that folder.

How to do this in the user interface

Using the user interface, following steps were required:

• Create a new page (with the same name as the folder)
• Add a section to the page with 2 columns
• Add a text webpart to the left column
• Add a document library webpart to the right column
• As a subrequirement, only show the files from the necessary folder. This can be set up from the web part properties

That would definitely be a lot of work to do manually, so I decided that PnP PowerShell needed to come to the rescue.

The code

Lets dig in to the code. I imagine that you have already dabbled with PnP Powershell and I will not explain how to install and configure it to run.

Connect-PnPOnline -Url https://yourtenant.sharepoint.com/sites/thesite/ -UseWebLogin

First we need to connect to the site. Replace the url with the correct url of your site. I am using -UseWebLogin in this example because I am using 2factor authentication.

Create the page

First thing to do is to create the page, using the Add-PnPClientSidePage command. I am using the $name variable here to give it a name.

Add-PnPClientSidePage -Name $name 
  -LayoutType Article 
  -HeaderLayoutType NoImage 
  -CommentsEnabled:$false

Disabling the comments section on a modern SharePoint Page
I couldn’t figure out how to disable the comments section on the modern client page. I tried setting it to false, or 0, but that didn’t work.

The correct way to do is to use:

-CommentsEnabled:$false

Adding sections to the page

To add a new section to the page, I am using the Add-PnPClientSidePageSection command. I can just add a TwoColumn section on the page.

Add-PnPClientSidePageSection -Page $name -SectionTemplate TwoColumn -Order 1

Adding a text editor webpart

Adding a text editor is super easy, just use the Add-PnPClientSideText command. Don’t forget to add some text or it will fail.

Add-PnPClientSideText -Page $name -Section 1 -Column 1 -Text " "

The hard part: adding an existing document library as a webpart to the page

This was the easy bit, in my opinion. Adding a document library to a page is surprisingly hard in PnP Powershell (unless I am missing something big.. in that case please call me out on this!)

What you need to do, is to use the Add-PnPClientSideWebPart command. With this command you can add all kinds of webparts to the page. Document library isn’t one of them.

You need to add a List webparttype, and in the WebpartProperties you need to mention that it is a document library AND what the ID is.

Add-PnPClientSideWebPart -Page $name 
  -DefaultWebPartType List -Section 1 -Column 2 
  -WebPartProperties @{isDocumentLibrary="true";
                       selectedListId="1fa1fb45-e53b-4ea1-9325-ddca7afe986e";}

Where can I find the SharePoint document library Id ?

I didn’t have a clue how to get this Id via code, so I resorted to the UI: If you go to the library settings, the document library Id is shown in the url:

Just cut out the %7B in the front, and the %7D on the back.
In this example, the document library Id is 4683b239-caf6-40a3-96c4-a02dedfa3418.

Bonus: Only show a specific folder from the document library

I couldn’t figure out how to show only documents from a specific folder. Doing this in the UI is supereasy. But there wasn’t any example code out there. So here it is:

In the WebPartProperties, add selectedFolderPath=”/yourfoldername”;

Add-PnPClientSideWebPart -Page $name 
  -DefaultWebPartType List -Section 1 -Column 2 
  -WebPartProperties @{isDocumentLibrary="true";
                       selectedListId="1fa1fb45-e53b-4ea1-9325-ddca7afe986e";
                       selectedFolderPath="/$name";}

Bonus 2: hide the command bar on the SharePoint Document Library Webpart

In the UI, there is a way to simply hide the command bar. Because we are showing this information in a nice looking page, there is no need for all that extra fluff of “new”, “upload” and so on.

In the same way as showing just files from a specific folder, you can use the hideCommandBar=”false”; in the WebPartProperties:

Add-PnPClientSideWebPart -Page $name 
  -DefaultWebPartType List -Section 1 -Column 2 
  -WebPartProperties @{isDocumentLibrary="true";
                       selectedListId="1fa1fb45-e53b-4ea1-9325-ddca7afe986e";
                       selectedFolderPath="/$name";
                       hideCommandBar="false"}

Publishing the page

All the parts we need are now on the page. The only thing now is to publish the page so it is visible to all visitors. For that, we need to grab the page again and publish it.

$page = Get-PnPClientSidePage -Identity $name
$page.Publish()

Looping the code for all folders

The last part of the code was to make this repeatable, for all 86 folders. There is probably a really nice way to , in code, get all folders from the doclib and loop through them, but as stated a gazillion times.. I am not a developer .

So I exported the document library to Excel and copied the foldernames. I added some quotes and a comma (in an Excel formula using =CHAR(34) &  A2 & CHAR(34) &”,”) and added an array to store these.

The full code is:

Connect-PnPOnline -Url https://yourtenant.sharepoint.com/sites/Yoursite/ -UseWebLogin
$ray = "folder1",
"folder2",
"folder3"
foreach ($name in $ray) {

#create page
Add-PnPClientSidePage -Name $name -LayoutType Article -HeaderLayoutType NoImage -CommentsEnabled:$false

#add sections
Add-PnPClientSidePageSection -Page $name -SectionTemplate TwoColumn -Order 1

#add text webpart
Add-PnPClientSideText -Page $name -Section 1 -Column 1 -Text " "

#add doclib
Add-PnPClientSideWebPart -Page $name -DefaultWebPartType List -Section 1 -Column 2 -WebPartProperties @{isDocumentLibrary="true";selectedListId="1fa1fb45-e53b-4ea1-9325-ddca7afe986e";selectedFolderPath="/$name";hideCommandBar="false"}
$page = Get-PnPClientSidePage -Identity $name
$page.Publish()
}

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In this episode, we talk about our wish list, the features that are on the roadmap to still come out in December, we would love to see being released, the things we are yearning for. We did this last year as well!

Wish list item 1: Break out rooms in Teams

This is probably the most obvious one. For all the Christmas parties to come, break out rooms would be just perfect. 

Update: This was released in 2020! Score for Microsoft!

Here is a great overview of the new Breakout Room features
 

Wish list item 2: Enable Communication site features in classic SharePoint sites 

This feature on the roadmap allows you to set up, via powershell, to move classic sites into Communication sites. 

As an added bonus, this would be possible to do for your root site as well. 

Wish list item 3: Whiteboard with external people in meetings 

I am a big fan of drawing while in meetings. The online version, Whiteboard is a pretty cool tool. You can, in a meeting work in a visual way. Unless you have external people in your meeting because Whiteboard doesn’t work with them. 

Padlet, Mural, Miro are apps that deliver these features, including external access. 

Here is the UserVoice item for it.

Update: Microsoft is planning this to be released in March 2021 according to the roadmap.

As a bonus, there are plans to store WhiteBoards in SharePoint according to this roadmap item.  

Wish list item 4: Add sensitivity labels to containers: Groups, Sites. 

This allows you to start archiving, information protection and retention labels on containers. 

Wish list 5: Calendar view for Lists 

Modern Lists are awesome. But as a longtime lover of everything SharePoint, the calendar view needs to come back too. 

It just makes sense. 

Update: This was released in 2020. It works brilliantly, but it could do with some of the formatting options that Lists get: If I can add colored labels just as I can in Outlook, that would just make sense to add some visual distinction of items. 

Wish list 6: Site report: Active time spend on the site 

A number of extra Site Usage reports are coming to your site. When you have a communication site, this might be a great way to show how people are using information. 

It might be used in the future to decide if a site can be archived (if nobody is visiting the site). 

Lockdown Whisky: Wild Weasel and Jura Superstition

Because of lockdown, Marijn is at home drinking a discontinued whisky from the Hebridean islands: A Jura Superstition. The Jura has no age statement, tasting notes has some “urinal cakes” as found online, but luckily that is nowhere to be found. It is kept in bourbon barrels and had caramel coloring. This Superstition is lightly peated. 

Steve stays in Belgium and tries the Wild Weasel Single Cask.

The Weasel is a 3-year-old single cask coming from the small, modern Wilderen brewery nearby Sint-Truiden in Belgium.  They have both a sherry cask and an oak cask whisky. Of course, Steve is going with the banana smelling oak cask.  

On the nose, salty and fruity. Golden amber warm color and a smooth honey and almond taste. The finish has pinapple and pepper.  

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How do we collaborate? Our career is about giving people the tools to collaborate, so how do we do this? What are the characteristics of collaboration? In this episode, we go back to the basics!

Collaboration vs voyeurism

When you co-author a document, are you just being nosy and a voyeur, a Big Brother that is watching the others? Or are you actively participating in the creation of the document?

To understand the process of collaboration, you need to understand the exact goal and timeline and purpose

Definition of Collaboration

Working together to achieve something? Ensuring everyone is on the same page?

The dictionary says: Collaboration is the process of 2 or more people or organizations working together to complete a task or achieve a goal.

The characteristics of collaboration

The purpose of the collaboration should be obvious to all participants. The goal should be known by everyone. But if we talk about meetings, is the goal of the meeting clear to everyone? Should it be? I think so. Set up a timeline, the desired outcome. Create a plan and make sure everyone gets #GOALS.

It is mandatory that in collaboration you can discuss things openly and be fully transparant. Not wasting people’s time is all about not going on a tangent.

Collaboration involves people with different priorities working together. You might want to make everything easy to use, while the security people want everything to be secure and safe. Or, like in Belgian politics: If everyone hates the solution, you have a good solution. A multidisciplinary team works best to make things happen.

Last podcast, we talked about levels of adoption: If we just give people the tool without any explanation, we are just throwing the grenade over the wall. Talk to the business about how they want to work together, and what tools you can give them in order for them to succeed. Having the right knowledge and tools available for the team is important. Business needs to discover the art of using the tools.

So what is the 5 step approach to set up collaboration for a team:

1. Ask how the team creates their ideas today, see how they work. How do they reach a decision? Daily stand up meetings? 1-to-1 meetings with the manager?

2. Understand process and timelines for collaboration and how they communicate? Do they have alerts or reminders? Are they in the same building?

3. See which tools and configuration that best support this.

4. How do you collate the answers and output?

5. How do you apply the changes and new ideas?

Whisky: Riding bareback on the wild moors of Scotland with a flame haired maiden on Christmas morning

As we are back in lockdown, we are tasting 2 whiskies today!

Marijn goes back to basics too: A blend of 3 proper whiskies (Glenfiddich, Kininvenie, and Balvenie) without making a big fuzz out of it. The “Monkey Shoulder” is just that. A great tasting whisky without any crazy ideas. The bottle just looks great, like a pirate rum bottle.

Steve goes for a Rittenhouse 100% proof rye bourbon: A copper-orange caramel looking like it is heavy on the sherry, this isn’t! Honey, caramel, red pepper on the palate. A long finish, which is rare for a bourbon.

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For the past year, I have been giving sessions on the Microsoft Teams mobile app. To show my Android mobile phone on the screen of my Windows 10 PC, I used the Connect app. But when I moved to another machine, it wasn’t installed anymore.

Connect used to come by default in Windows 10 machines, but with the May 2020 release, the feature was turned off by default, the reason for it is that Connect is now deprecated. The follow-up app for Connect is the “Your Phone” app. That doesn’t want to work with me, so I just wanted the Connect app back!

Thanks to the Twitter support of @JenMsft, I was able to find the way to get it back! In short: it is still there, you can install it via the Optional Features. Just follow these few easy steps to get it back up and running.

Installing the Connect app (again)

If the app is not there in your Start menu, there are a few easy steps you can take to get it back.

First, go to your start menu and look for (or just start typing) “Apps and features”.

This Settings page gives you an overview of all apps that are installed. There is also a little link that says “Optional features”. That is the one we want!

On the optional features page, we want to “Add a feature”.

On the “Add a new feature” screen, search for “Wireless Display”. Mark it and click on the install button.

And that is it! The Connect app will now be on your start menu.

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We are talking about Teams adoption today! And taste a great whisky too!

Why do Teams need a different kind of adoption approach?

Is it just the complexity? Or is it the fact that Teams require a different way of working for people (aka a people change instead of just a technology change)?

People need to start to work differently if they want to really capitalize on the benefits of Teams.

Or is it because you don’t really need Teams? You need email..but do you really really need a tool like Teams if you also have email and files in SharePoint?

Why an adoption change program will never work

Change is a constant these days, and that is very true when you talk about Teams. The platform is updating at a rapid speed. Therefore change is always happening.

So having a change program, to manage change never has an end date because it is always occurring and will never stop. We did talk about this before here.

Shout out to ACM

When you are dealing with topics like adoption, it might be interesting to hear how other people are dealing with it and get some best practices and tips while you can. The user group of ACM (Adoption & Change Management Teams Europe user group) can help you with that!

Steve’s (un)official 1-2-3 change adoption strategy

To handle adoption, you need to measure where people are:

1: I can open the program, I am familiar with what it does and I am able to do the bits I need to do

2: I can see the new features and I am excited about them

3: Second nature to me

If people at a company are at level 3, you don’t need a change program.

But if people are at 1 or 2, how do you start and do such a change?

The change can be justified (ROI) when the company can do the bottom line they do in a better way. This means that the organization needs to decide where they want to go with Teams.

If we are talking about ROI, quantifying this in Productivity Score is a really good move from Microsoft. Now you measure what you are achieving and you can prove how successful your previous adoption projects have been.

Whisky: Auchentoshan Blood Oak

This triple distilled whisky (something you don’t see often, as Scottish whisky is mostly double distilled) is matured in red wine casks.

This is a famous distillery based in Glasgow that we visited in February of 2020, right before the whole covid time. They have been around since about 1823. The Blood oak gets its name from the color, and it is kept in red wine casks.

On the nose, vanilla and maraschino cherries, red wine. The taste is something else, a touch sweeter with spices and pepper. It is a mature, adult whisky with enough complexity to keep it interesting after dinner.

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