Digitization

Successfully Introducing Microsoft Teams in Five Steps

Bernhart Rastorfer09/25/2020

In previous blog posts, we have explained how you can achieve Teams excellence in three steps and have covered topics such as integrating 
•    setup and technology
•    knowledge and expertise
•    organization and guidelines 
into your modern workplace strategy. Customers who follow this route with COSMO CONSULT are laying the foundations for successfully introducing Microsoft Teams. Here are the most important points:

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Setup and Technology

Once Teams has been introduced, the first step is to set up the system. Issues include identity management (single sign-on), two-factor authentication and data security. Modern workplace tools are highly attractive, especially during work collaboration. However, these solutions also make it relatively easy to inadvertently release sensitive internal data to the outside world. To prevent this, security mechanisms should be enabled and configured in Microsoft Office 365. 

Training and Expertise

The next step is to identify employees and people who will work with the new tools in the future and upskill them to make sure they can use the tools efficiently. This way, employees are more likely to accept the new ways. It gives team members the chance to organize themselves better and to get personal benefits from the tools. Users are then less likely to see the tools as an additional burden.

Organization and Guidelines

The third step is to integrate the modern workplace into the company’s processes and align it with organizational regulations. A prerequisite for this is for employees to be familiar with the tools so they can recognize the potential they offer and embed this potential in the company’s regulations.
The focus in the transformation towards the modern workplace is not only on new technologies, but also on innovative methods and new forms of organization that can be used to improve the efficiency of business processes.

Digital Team Management

Once the foundations for the new digital platform have been laid, working groups can start work on the most important functions. What distinguishes productive, agile use of these tools from the traditional waterfall methodology though? Agile quarterly targets are the first necessity. One way to get there is through Object & Key Results (OKR) and a task management flow that brings transparency to the various jobs and encourages teamwork. Our next blog article will explain how to design a digital, agile team management board and enable colleagues to actively participate.

Agile Organizational Development

So, your organization uses Microsoft tools company-wide and has already implemented a risk-free pilot project with digital team management for agile team control? Congratulations! You are clearly a step ahead of the competition. According to a Kienbaum study, only 10% of German companies are agile (Kienbaum, 2019). Now it is a matter of learning from experiences gained from the first pilot and gradually rolling out agile methods throughout the organization. The aim is to move away from silo-thinking and mutually competing interests—such as service vs. sales—to self-organized network structures that contribute to common corporate goals. Another advantage such agile-knowledgeable organizations have is their flexibility. They are resistant and resilient to market fluctuations, which ensures them a long, profitable life.

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Conclusion

If you want to exploit the full potential of Microsoft Teams and lead your company to team excellence, you should pay attention to aspects such as knowledge transfer, integration into the existing company organization and the appropriate management methodology. Agile, digital forms of organization have proven to be particularly effective. Teams work quickly, transparently and efficiently when they use methods such as OKR. 

Do you want to know more about how to lead virtual teams successfully? Then our webinar "Why It Is Not Enough to Install Microsoft Teams" on October 1, 2020 at 3:00 p.m. is just the introduction you need. Here you will learn in three steps how to keep your team on board and create organizational and communication structures. Our continuation webinar "How to Lead Your Teams Innovatively and Digitally in the Age of New Work" on October 22, 2020 at 3:00 p.m. will focus on digital team management and agile project work. 

Exclusive survey with lottery

A little tip: Take part in our latest survey on digital team management and benefit by incorporating the latest findings in your digital strategy. As a thank you, you can take part in our prize draw for the Modern Workplace Inspiration and Digital Team Management Inspiration workshops valued at €990 and €490 respectively.  

Of course, we are always available to you for a personal discussion. Just send us an email or give us a call. Our digitalization experts look forward to discussing your digital ideas with you. 

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Author:
Bernhard Rastorfer
Operations Manager Modern Workplace Solutions
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Nico Schulze
Innovation Coach