Office 365 at the service of productivity

Installing Office 365 in your company aims to achieve better productivity. However in many projects this objective is only partially achieved because the uses of employees are not adapted to the tools at their disposal.

One of the rules most often used in the field of productivity is that of Pareto’s 80/20 (or 20/80): 80% of the effects are produced by 20% of the causes. We have found that the same is true for Office 365. Using the 20% most suitable for your job will provide you with 80% of the final result, greatly improving your productivity. Office 365 at the service of productivity

From an application point of view

Office 365 offers a large number of applications with SharePoint Consulting Services. (Teams, Yammer, Outlook, SharePoint, Azure, Intune, and Power BI, PowerApps…)

In order to better understand how useful these tools can be, let’s first see from a macro point of view how the use of Teams has simplified the work of Benoit, innovation project manager.

To communicate with his teams, Benoit used emails with attachments when he had a document to circulate. He sent it to his colleagues, who each answered him on their own and answered each other.

Team members were editing the file without always sharing it and deleting previous versions.

So much so that we ended up spending our time answering emails on topics that had already been discussed because the information was circulating badly in the group. Icing on the cake, we were never sure to work on up-to-date files.

When the working group had to advance on the development of the project, Benoit used to organize a physical meeting. For more information visit Article scroll.

Here again, organizing meetings could be a real headache. Reserve a room, invite the colleagues concerned, ensuring that everyone is free and on site the same day. As long as it takes a supplier or an external service provider to be present, the organization could take a lot of time and energy.

This multitude of small accumulated problems ended up slowing down the project and making it unnecessarily complex to carry out.

Analysis

The problem here was that it needed centralized communication and file sharing. So that every advancement was understood and visible to the whole group. In addition it is possible to organize meetings free from physical constraints but without this impairing fluidity.

In this example, the implementation of Teams would be an appropriate response to the problem.

This complete platform makes instant discussions possible which gives you a clear follow-up of everyone’s actions. It is possible to share files that can be modified in real time by members of the project team in order to keep only the correct version of the document for everyone. Linked to all other Office 365 applications such as SharePoint or the classic Office suite, you will find here a complete channel for collaborating effectively.

Teams also responds to the problems of meetings since it is possible to easily invite your contacts (internal and external) and work with them remotely as if you were in the same room. No more repeated trips, a nice CO2 saving in perspective and increased efficiency.

It is by observing these uses in the company that we have developed our Drive offer. Based on a support method that takes into account business issues through the uses of employees. It makes it possible to find for each the applications that will be most useful for these needs.

From a functional point of view

From a more functional point of view, there are a number of important features in all Microsoft applications that can make your life easier. However. If they remain unknown to you, you will not gain in efficiency. Using Word as a typewriter would not make sense. For example because its value is contained in the set of tools that add up to make it a complete word processor. Office 365 at the service of productivity.

Let’s see as an example a feature of Teams that can save you time. If you have never asked yourself the question of its usefulness, it is likely that you do not use it and waste time performing the action it allows.

For example if I want to know the activity of a collaborator on the groups where I am present. With just a few clicks, rather than manually sifting through all the chats one by one, I can activate a feature that will do it for me in seconds.

This is what the main Teams interface looks like

You might think out of habit that the central bar is a classic search bar, but if you take a closer look it’s actually a little more than that!

Once the contact has been selected in a few seconds. I have access to their recent activities much easier than searching all the groups.

Of course this functionality is only an example of what is possible. The goal here is to understand that when you acquire Office 365, being accompanied on the uses of these applications can help you make the most of the features that are most suitable for you.

Proof by the numbers: the impact of Teams

We have used Teams as an example, but it is only an application and could not summarize the potential offered by Office 365 on its own.

We have responded here to a specific problem of communication and collaboration. But your company may encounter other issues such as security or data management, for example, where other tools will be necessary. It is to master this complexity that we recommended in our previous article to define a clear development roadmap from the start.Office 365 at the service of productivity

Provide employees with the tools and services that will meet business needs and train them to acquire good practices. The objective is to allow the use of only what will be most useful for a specific use. It is in this logic of optimized deployment and support that we have created the Drive offer.

Choose a digital transformation designed around business uses and processes

One of the phases that will make all the difference in the effectiveness of your digital transformation project is its upstream reflection.

In the classic project vision, the transformation is based on successive projects centered on the tools and their configuration. We set up solutions to respond to a specific problem that we deploy service by service. First Outlook, then SharePoint, then OneDrive and so on.

This method takes a long time to set up and quickly demotivates your employees. The result ? your ROI will not meet your expectations because adoption will be difficult.

The Drive approach is more global , it allows to deploy all Office 365 services and to define business needs in collaboration in order to train and adapt to specific uses. You don’t learn to use a tool just to use a tool, you understand which ones are the most effective in responding to a problem. For example to collaborate or communicate.

 

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