ITS Recommendations - Communication, Collaboration and storage (STAFF)

A GUIDE FOR GETTING THINGS DONE

2019 IT SERVICES COLLABORATION, COMMUNICATION & STORAGE

GETTING THINGS DONE IT Services provides a range of solutions to support staff with getting things done.

So let’s dive into the most common ways and IT tools recommended for effective communication and collboration.

All recommendations are general in nature. Please ensure you are considering any obligations you may have in relation to the handling and storing of your Data.

To find out more, please consult the relevant policy information within the policy library.

COLLABORATION AND STORAGE OneDrive, Microsoft Teams and SharePoint are the recommended applications to support both collaboration and storage.

These enable sharing information across your team, department or the broader university.

ONEDRIVE Do I need a file storage location just for me?

Your OneDrive is a cloud-based My Documents folder. Being in the cloud means that every document or file you store in OneDrive is available, not only on your work computer, but also on any other device when you use the application e.g. on your mobile or tablet, or via a web browser for the online version of O365.

Even if you’re not online, OneDrive enables you to work on your ‘me’ documents offline, and then synchronise them with your cloud storage once you are connected to the internet again.

By default only you have access, with the ability to share documents with anyone else, including external to the University.

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TIP 1 In your computer’s settings, sync both your hard drive and your OneDrive, allowing an simple automatic ‘back-up solution’.

USBs, personal drives, and your computer’s hard drive are a good place for a backup solution but these are the most commonly corrupted, lost or damaged storage solutions.

TIP 2 When sharing files from your OneDrive or SharePoint for people to view or edit, share as a link rather then an attachment to take the hassle out of version control and enable real time co-authoring.

ONEDRIVE IS FOR YOUR ‘ME’ FILES Use OneDrive as your primary storage solution for your ‘me’ documents.

While most content is shared, early drafts or certain documents might just be ‘me’ work. These ‘me’ documents are best started and stored in OneDrive.

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MICROSOFT TEAMS Do I need more than just document management, such as communication and collaboration?

If yes, then Microsoft Teams (MS Teams) is likely the best solution!

MS Teams is flexible in supporting almost any collaboration need - big or small. It is a digital hub for teamwork that enables more productivity in a single and secure location.

MS Teams brings together everything you and your colleagues need such as chat, files and document management, team notebooks, easy co-authoring capability, planner and so much more.

MS Teams has a SharePoint backend for integrating document management, as well as communication and organisation methods in a single place.

Studies on the benefits of MS Teams, in both enterprise organisations and higher education examples, indicate improved engagement of more than 900%.

MS Teams really is a one stop shop for communication and collaboration needs!

DID YOU KNOW? MS Teams automatically creates a SharePoint site linked to your Team. You will get all the benefit of SharePoint for document management, however, you are able to integrate the full O365 stack of tools and other apps in the user friendly MS Teams.

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TIP 1 OneNote – for a regular work in progress or meeting agenda record, start a OneNote channel in your MS Team. This is one of the best digital notebook solutions on the market and a great way to get organised.

TIP 2 Integrate Microsoft Planner as part of MS Team for easy task and activity management.

TEAMS IS FOR YOUR ‘WE’ FILES Use MS Teams to communicate and centrally share your ‘we’ documents.

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SHAREPOINT Do I need document management and/or a place to provide centralised information?

If the primary purpose is to share and manage documents and/or one sided communication - SharePoint is the recommended solution.

SHAREPOINT FOR DOCUMENT MANAGEMENT SharePoint is recommended for managing and sharing documents with a group of people within the university. It can also be used to share with people external to the University.

It’s designed to make it easier for you and your colleagues, partners or peers, to work together by enabling real time collaboration and co-authoring of documents within a shared document library.

SHAREPOINT AS AN INTRANET SOLUTION SharePoint communication sites are similar to an Intranet page and are a great option for providing a place for people to view centralised information. A good example of this is the university’s staff newsletter The Loop or the new ITS Communication site.

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TIP 1 MS Teams automatically creates a SharePoint site linked to your Team. You will get all the benefit of SharePoint for document management, however, you are able to integrate the full O365 stack of tools and other apps in the user friendly MS Teams.

TIP 2 When deciding to use OneDrive, MS Teams or SharePoint, consider what you need to achieve - is it for ‘me’ (OneDrive) or ‘we’ (SharePoint / MS Teams).

SHAREPOINT IS FOR YOUR ‘WE’ FILES SharePoint is designed for centralising document management and sharing information as well as files. Documents that are created for collaboration and made available to all relevant stakeholders are ‘we’ documents.

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SO, HOW DO MS TEAMS, SHAREPOINT AND ONEDRIVE WORK TOGETHER? Each of these collaboration, communication and storage solutions is accessed independently but also link up behind-the-scenes to optimise the way they work.

In MS Teams, a SharePoint site is automatically created whenever a team site is set up. This is used to store files for collaboration as well as captures files which are shared using any of the MS Team communication channels.

WANT TO KNOW MORE? You can access a range of information on the serviceUON IT Services Knowledge Base by searching for a specific application.

Register for a range of training including face-to-face sessions such as OneDrive, SharePoint, MS Teams and Zoom on Discover.

For further guidance, speak with your IT Business Partner.

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FOUNDATIONAL TOOLS FOR COMMUNICATION

OUTLOOK

Use for formal or official communication needs. Email, calendar, contacts and My Tasks are all here.

EXAMPLE USES Schedule meetings with colleagues, book rooms and send official work correspondence.

ZOOM Zoom offers online video and audio conferencing. Host or join a virtual meeting, screen share and collaborate within the application or within the Zoom rooms available throughout the campuses. It has rich functionality to help you engage anywhere, anytime on any device. A great tool to ensure people working from home or at other locations can still attend and contribute, or even for those times when you are struggling to find a meeting room.

SOFTPHONE (JABBER) A softphone is an application that replicates your UON phone number and service on your computer and/or mobile phone.

It allows you to be more flexible and enables you to take calls whether you are at your desk, roaming around campus or working from another location.

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TIP Email should be used for formal or official communication needs – if the communication is a quick follow up or more informal, try using MS Teams chat to reduce your email clutter. Chat one-on-one or in groups, you can even send Gifs and other fun emojis.

EXAMPLE USES Internal and/or external meetings with one or up to three hundred participants.

Zoom is available from your computer, in a Zoom meeting room or via the Zoom tile in myUON.

TIP Zoom is best used with a headset which you can order through WINC.

EXAMPLE USES Making a audio call using a land line or mobile phone number.

TIP Jabber is best used with a headset which you can order through WINC.

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WHEN DO I USE WHAT? There is no one-size-fits-all scenario when collaborating with tools from ITS. To help you get started, here are some tips for deciding which tool to use when. Our advice is to break it down into three factors - audience, tone and speed.

TWO: TONE

What’s the obje communication

• Professional a Professional a • Informal tone conversationa • Any tone - Ap

ONE: AUDIENCE Who do you need to communicate or share with?

• Large audience - Broadcast to faculties, academics, schools and business units • Smaller audience - Chat with a direct team, project or working group and to individuals • Any audience - Appropriate for all audiences

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ONEDRIVE

TEAMS

SHAREPOINT OUTLOOK

ZOOM

JABBER

ective of your n?

and official tone and objective e - Personal and al ppropriate for all tones

THREE: SPEED How quickly do you need to communicate?

• High tempo - Fast and quick responses • Low tempo - Standard business response • Any tempo - Appropriate for any speed The University of Newcastle | 15

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by IT Services

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