Office 365 SharePoint, Teams, Groups 20x big storage quota increase is game changer!

I am very excited to see the new massive increase in base storage for the Office 365 tenant.  At an organization with 5000 people this means we go from a simple 3.5 TB tenant base storage to an impressive 51 TB.  This will not only instill confidence that we can store a lot more, but now departments that have a couple of TB of storage, we no longer need to divide up workloads.  It means a more simplified migration. 

Aaron Rimmer posted on Friday about the massive Office 365 storage increase to go in effect July 2018. 

“Today we are announcing a 20x increase in the SharePoint Online per user license storage allocation. This will increase to 1 TB plus 10 GB per user license purchased, up from 1 TB plus .5 GB per user license purchased. Note this does not include SharePoint Online kiosk plans including Office 365 F1 and Microsoft 365 F1.”

Those rolling out Teams, Groups, and Yammer can feel much better about their ability to scale.  I’ve heard people concerned over max tenant sizes.  This should help alleviate those concerns.  25TB site collections are now within reach without a lot of extra cost.  Teams moving large PSDs, images, drawings and raw video can now include more of the files and the experience is better with the hundreds of preview capabilities that Microsoft has been adding.

I’ve been thinking about what this would mean in an on premise SharePoint environment to 20x to go from 2TB to 40TB as an example.  That would be like going from a small database cluster to a large SAN environment.  This would be a huge deal.  Those who have been paying for the storage will appreciate this, but also those migrating content will be happy to see real PB environments becoming a reality overnight.

Personally I’m now thinking about those conversations of departments that were concerned about 2-3 TB file storage environments that may have been going to other solutions now seriously look at consolidating in a scalable environment that looks like it can support a much larger scale than previously thought.  When it was hitting the pocketbook at around 2.5TB to now have it be closer to 50TB is a big deal.  Thanks to those that made this happen.  Let’s keep it going in this direction.  We like it when what was a perceived limit is pushed up in a significant way.

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5 Powerful Steps to Maximize Office 365 & SharePoint UX

5 Simple Steps to Maximize Office 365 and SharePoint Usability

 

I am humbled to have been selected as a Microsoft Regional Director, which made me realize it’s been a little while since I’ve posted.  I intend to correct that.  I’m excited to announce a new blog series on how to drive maximum usability in Office 365 in SharePoint Online, Office 365 Groups and beyond.  In my experience at Blizzard I’ve found simply migrating our data to SharePoint Online won’t accomplish the most important updates in the past year.

 

5 Steps to Maximize Office 365 & SharePoint Usability

Classify – Both Sites and Groups support classification in Office 365.  Being able to take action such as not listing a group or site in a directory, or using a flow to approve a site based on the need to support external guests can allow one to have a much better handle on HR data vs Finance or Legal data as an example.  It can also lend itself to support putting sites in Hubs based on department, division or location.

Hubify – Hubs are a new type of site, but really they simply roll up the documents and provide search scopes.  It’s running a Windows Powershell that makes a site into a hub site.  In this post we’ll dig into the how and why with samples.

Groupify – Groups is all the buzz.  Groups gives you all storts of stuff you never asked for, but the approach does have some merits especially in relation to adoption.  Much of the new tools will never be used until people experience them.  Teams and Groups expose these new tools.  The Group OneDrive and Group Inbox and Group Calendar are fantastic as is Planner for a team.

Modernify – The Modern UI is out, but there’s no one big switch to take your classic site all the way to a Modern SharePoint Site, but you can do it in 3 pretty basic steps.

CulturifyHow are you going to handle branding and incorporating company culture? We’ll look at the best approaches available today the answer is slightly different in Modern and Classic sites.

10 Things to Remember from 2017 Office 365 Year End Recap

I hope you enjoyed my 2018 future of Office 365/ SharePoint predictions.  2017 Was filled with a lot of releases and many new technologies to learn and grow with.  It’s a good day for reflection.  In fact the Tech Community Blog posted 2017 year roundup.

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1. Microsoft Teams released with integrated Bot Framework and SharePoint document integration

2. SharePoint Framework SPFx released for Office 365 and for on premise with Feature Pack 2.

3. Teams announced it would replace Skype for Business online.

4. Communication sites & Modern Team Sites released

5. Over 200 data previews formats

6. Modern List improvements

7. StaffHub, Office 365 Education,

8. Flow Released – Integration with Office 365 libraries.  Announcements for more on prem integration in SharePoint 2019.

9. PowerApps Released – Integration with SharePoint libraries.  Announcements for more on prem integration in SharePoint 2019.

10. OneDrive on Demand (Improved sync on demand files for SharePoint doc libraries) with Windows 10 Fall Creators Update.

Ignite 2017 SharePoint Cliff Notes

Cliff Notes from Microsoft Ignite on SharePoint, OneDrive, and Office 365 and SharePoint 2019

  • Microsoft 365 == Office 365 ++
  • Bing for Business – data from both on-premises and cloud resources can be embedded in the same search results list using Microsoft Graph and AI to connect relevant contextual data from Office 365 and Internet based Bing results based searches. There is a preview.  When you search for a file, regardless the file type, you can preview the file directly in the search result without opening or downloading it.
  • Linkedin data coming to profiles in Delve and Graph, more to be announced for developers
  • New Office 365 App Launcher
  • Teams is the new shizz. It is taking front and center as intelligent communications.  It is getting call in support for meetings, better SharePoint integration, better everything integration and development support for much more.
  • New Yammer Vision/Roadmap think of it as the outer ring of communication.
  • Flow deeper SharePoint integration including column list access and support in SharePoint 2019
  • SharePoint 2019 TAP and Preview is open. https://aka.ms/sptap (Code: SPT232).
  • OneDrive announcement – When you share a document with outside users, they will receive one email with the shared document and one email with a one-time passcode. Then they can access, view, or edit the document even if they don’t have an Office 365 account.
  • OneDrive Files On-Demand is also now generally available which allows you to sync OneDrive files to File Explorer and manage your files directly through File Explorer without utilizing any of your device’s storage.
  • Microsoft’s SharePoint Migration Tool was also launched today. This allows users to migrate home directories, file shares, and document libraries to Office 365
  • SharePoint Hub sites were announced. This allows you to organize your intranet bringing associated sites together and create cohesion with shared navigation and look-and-feel.
  • New Security Controls – site classification, conditional access based on location and device
  • OneDrive UI improvements including sharing files from explorer
  • New Templates and Designs – SharePoint Mobile Natively – Communication Sites improvements

Still Using Excel Spreadsheets for Project Management?

BrightWork Collaborative Project Management Framework Overview

By Joel Oleson

Executive Overview

I have the privilege of seeing so many great projects and solutions. BrightWork Collaborative Project Management Framework and software are no exception. I first was introduced by BrightWork by Éamonn McGuinness, who has the vision of making successful project and portfolio management possible and easy for every organization. BrightWork has been providing project management solutions with SharePoint since SharePoint 2001. I learned more about BrightWork through the free downloadable Collaborative Project Management Handbook. Immediately I found some very useful insights including an open process for managing post mortems. I’ve been in some companies who fear failure and met many in those companies who would never willingly admit their mistakes. In one company we had regular post mortems whenever there were outages, but also a moment after every project where we took time to reflect on the project and talked about highlights and low lights. Let me tell you just how different the experience is when you’re on a team where collaborative project management processes are implemented. Everyone has a voice. Failure is not an ultimate risk that plagues someone never to be trusted every again. All members of the team can provide leadership through collaborative mechanisms and have their voices heard. Instead mistakes will happen, and as a result we’ll all learn from those and find growth through making changes and recognizing ways to improve and evolve through processes for collaborating on what went well and not so well. BrightWork provides a safe environment for company and individual growth through a collaborative project management framework with three guiding principles, as well as free templates for SharePoint that make doing project management straightforward, consistent, easy, and possible.

Overview of BrightWork Collaborative Project Management Framework

First let me introduce you to the framework’s “Three Guiding Principles,” 1) Collaborate to Innovate – Projects deliver the innovations groups need to progress and projects are best delivered in a collaborative fashion with the entire team. 2) Lead to Succeed – The most successful projects get real leadership from both the project manager and all of the team members. 3) Evolve to Grow – Successful collaborative project management is not a capability acquired in a day; it evolves and develops in time.

The Three Guiding Principles and Stages of the Collaborative Project Management Framework

Learn Collaborative Project Management

It’s amazing to me just how many companies are simply using Microsoft Excel for managing projects. I understand it is the most common project manage tool on the planet by far. Beyond that it’s amazing to me how unstructured nearly all companies are in their approaches to project and portfolio management. While it’s not always possible to have a clear scope of work and clearly defined roles and responsibilities at the beginning of each project, there are some simple guidelines that can be followed to ensure everyone on the team is on the same page with milestones and the approach. Without an agreed upon approach to project management, chaos ensues as deliverables are not met, timelines continuously slip, and budgets are quickly overrun. That being said, I’ve seen many companies attempt to swing the pendulum to the other side to not only add structure, but add competency to their project managers and exist perpetually in analysis paralyses where speed and agility was the desire. You can’t snap your fingers and everyone is performing project management. It requires an agreed upon approach.

The Collaborative Project Management Handbook outlines the practices, stages, and leadership needed to deliver collaborative projects successfully. Each chapter includes practical exercises and tips to help you get started.

The Framework is built on a foundation of collaboration and leadership with an emphasis on evolution at the speed of the organization.

  • Collaborate to Innovate
  • Lead to Succeed
  • Evolve to Grow

Business Value

  • Organizational alignment across projects and project managers
  • Get started quick on projects and save time over time saved on simple status reports
  • Consistent reporting through rollup of dashboards
  • Customization of templates for flexibility in adding additional tracking for less on lite and more on larger projects
  • Portfolio rollup across department alignment with corporate strategic vision and plan
  • Intuitive Insights and reports can tell at any moment where a project is in progress
  • Visibility and control including transparent point of reference across the organization
  • Start where you are and evolve
  • Take advantage of your Office 365/SharePoint investment for Project Managers
  • Templatized approach to deliver project, portfolio and work management

What people are saying… “BrightWork has given us the opportunity to maximize how efficiently and effectively we manage a vast array of projects across our geographically dispersed organization.”

The current situation across the industries is the demands on teams for producing more with less has increased. In fact, according to a recent Microsoft study, the average employee works on 2x more teams than they did 5 years ago. Essentially our ability to deliver has not gone up, but the need to deliver has. How do you keep track of what you’re getting from these teams, document, excel, maybe a task list? What dates are they due? Keeping this in a spreadsheet? How do you provide status reports? How is this tracked at a team, group, department and/or for organizational reporting? You’re starting to see what happens when hundreds of employees are trying to keep track of all these tasks on their own, in dozens or hundreds of different ways. You can also see how collaboration and transparency are so important in providing the ability to share simple reporting interfaces with technology the organization already owns.

BrightWork has focused on this area of building a framework that is easy to learn, understand, and use as a mechanism. There are templates provided both for free and enhanced reporting that you can get started with today. These SharePoint based templates for collaborative project management will run on Office 365 and all recent versions of SharePoint 2016, 2013, and 2010.

SharePoint Templates for Project and Portfolio Management

I remember a time when templates were the rage in SharePoint. Instead of creating a blank site, you’d get further with a team template that already had a number of lists ready to go. The same with the document center, set with version control, and designed with metadata search in mind. BrightWork takes the SharePoint template model and extends it past the old project template SharePoint delivers, including solving some typical SharePoint problems!

Dashboard Focused Project Templates

BrightWork provides enterprise-ready project management application that leverages your investment in Microsoft SharePoint. There are a set of best-practice templates for project, portfolio and work management that help you to focus on the right things as you learn about the things that are most important in successful projects.

  • Projects and Work Tracker
  • Never lost, easy to use navigation with simple Site Map
  • Metric Tiles preconfigured out of the box and easy to configure
  • Score Card Dashboard
  • The 3-minute Status Report
  • Project Scheduling Dashboard
  • Wizard based Project Creation
  • Project Request Manager
  • Built in Side Bar Help

A few of the key features demonstrated to me include the 3-minute status report, which is designed as a quick report that requires little time to produce and yet powerfully answers the key questions stake holders have in any status call or portfolio review. Think about that. How can it get easier than that? Boom! Answer the 3 key foundational questions and your report lights up. The tile based scorecards make reporting simple and focused on the key metrics in a project and can easily be configured to display what the stakeholders are asking for.

First imagine a lightning fast simple task of bringing in all of the status spreadsheets from each of your project managers to then simply use quick edit in a very similar excel like interface. This quickly gets the data where it can be reported on and tracked. All parties will quickly see the value.

Once the data is aggregated and reported on for each of the projects. The Project Tracker can now do its job of rolling up the data with the simple red yellow green on the most important KPIs “Is it healthy? on time? on budget?” in a simple red yellow green with a simple Gantt view. Seriously powerful.

Many companies struggle to get out of seeing SharePoint beyond a next generation file sharing platform, but these templates do an incredible job tying together the data it gathers from the projects into a robust reporting dashboard. Not only does it keep the project managers honest about their work, but also provides transparency to the stakeholders and allows resources to log their own status and provide milestones.

The range of BrightWork templates enable organizations to start fast with an amount of project management appropriate to the level of project management maturity and project complexity that exists in the organization.

The project reporting built into BrightWork gives senior executives and program managers the visibility and control they need to deliver project success across the organization and ensure happy customers.

The easy customizability of the templates enables organizations to easily evolve organizational project management to their desired level of maturity. Project and portfolio report as complex or as simple as you want to be.

The approach of BrightWork is really in the approach of start simple, and evolve as you gain experience and maturity in the process.

BrightWork Templates Spectrum: Project based Site Templates requirements of time and complexity

Portfolio Management Templates – The BrightWork templates for portfolio management give senior executives high-level visibility into the status and health of multiple projects across the organization, resource allocation and new project requests.

Project Management Templates – Site templates for SharePoint allow project managers to deliver successful projects with simple and collaborative project management templates with streamlined reporting.

Advanced Reporting Dashboards – Project and Portfolio templates provide powerful project and portfolio management reporting dashboards so you have the visibility to keep projects on track. They take the guesswork out of putting together powerful dashboards.

Smart Project Management – In the templates are several enhanced features for Smart Project Management, all designed to make project and portfolio management on SharePoint as easy as possible.

Template Management – You can customize BrightWork templates, just like a SharePoint site and can pull that changes into sites created from that template.

What are their customers saying?

“Deploying BrightWork has exceeded expectations from a consistency and accountability perspective; both the number of project requests and active projects have more than doubled since deployment and we have eliminated approximately 40% of work that was historically being done off to the side.”

– PMO Managers at Ascend Performance Materials

“BrightWork provided us with an economical, scalable solution for managing our project portfolio. We now have better standards for collecting project data and an intuitive tool that makes the work visible and accessible.”

– Senior PMO Director at GroupHealth

“Using the BrightWork templates, we now have a much better understanding of all projects underway, as well as a system to review and manage new project requests. We have greater visibility into what is on track and what is falling behind.”

– Head of SharePoint Team at Siemens Healthcare Diagnostics

The list of customers go on, but AmSurg used the BrightWork Collaborative Project Management Framework to standardize their processes with the SharePoint templates.

The key things many customers are doing is looking to standardize project management with templates, leveraging SharePoint to manage processes, organization wide portfolio management, establishing a framework for reporting.

Conclusion

Very happy with what I found from BrightWork. Incredibly helpful team with a simple way to get started. I recommend a project manager struggling on a team read the Collaborative Project Management Handbook. It’s helpful not only for project managers, but also team members that are trying to collaborate. I found it helpful for having a common vernacular to collaborate with the team. The book is free and the tips are perfect for a team that hasn’t adopted a structured project management methodology or framework. Even an agile team needs a tool to share their status, reporting, and project based portfolio rollups. Personally I think there’s a lot of reasons to look at these templates and read the about the framework. Who couldn’t use better collaboration? Who couldn’t use better reporting and transparency. I highly recommend you check out the links for getting started.

Getting Started with Collaborative Project Management Framework

Looking for more? There are a few resources that will help you get started.