Simplify Your Financial Processes with the Office 365 Invoice Template for NPOs

Office 365 invoice template for NPOs

back in the day when i first started working it was more like hey jared you've got this assignment go do your assignment and come back when it's done type of thing and now it's hey team go do this and let's collaborate it and work on it along the way we want to work on the same document we'll have eight or nine people working on one document in a meeting that has people from external you know clients we'll have a vendor on on the line and then we'll have internal people as well some in the office in the conference room and some at home and that's just the way we work today right so we need tools that kind of allow us to have that freedom and to be able to work that way we also have a diverse workforce and i don't really mean like the diversity um the way you normally think of it what i mean is like age differences and such you know we have people who are right out of college who absolutely use their their cell phone to do everything who will sit in a meeting working on a laptop and working on their cell phone at the same time and being productive and getting things done you know work never ends i'm out getting coffee it's at lunch i'm still checking my emails doing things editing a document all on my cell phone we need we have a mobile workforce that's doing these things but also people who've been around for you know since the beginning of the company like 25 years things like that and and some of them you know they know how to use a computer and they know how to do it the way you told them to do it we need to compensate for that as well and then there's everyone in between you know that that kind of just works uh the way you think a normal organization will work so all of that's in there and all that's something we need to be able to compensate for right and when you start thinking about that and breaking it down you know so i've got network drives but to get to those network drives how's someone on a cell phone going to get to that right do they have to vpn into an environment on their cell phone then to get to files that they need to be able to edit right now before they get back to the office because they're out at lunch right now how do we compensate for those things and we feel like office 365 and sharepoint kind of give us that that uh that edge up for this and that's where we're kind of going we also have uh employees and you know well we all have employees but i found that the more engaged our employees are the more we get back as far as return of investment from them as well you know and if i know in my daily job i'm in the it department but i know that the sales department is doing wonderful things they're meeting goals and things like that i'm more empowered on my side to do better and to do more and to keep my end of the bargain up right uh if i know that you know they they've talked to we have new clients and i i don't i don't have to interact with that new client but knowing that we had this new client that made a lot a lot of sense to me and now as i'm going throughout throughout my day i'm like i noticed these things i'm like oh wow if that type of client is out there you know what i have a friend that works for this other company and they'd be a good client for us too let me bring that to the table wasn't even my job but because i was more empowered and more informed i was able to do that and we find a lot of if we get them engaged they will produce more for us and that's amazing so how do i get how do we have invite environments that do all of this for us that's the way we work today right and so tara i mean tell me about your work week like how do you work in a normal week yeah so i am primarily i work remote but i do go into the office every once in a while and so for me having access to teams that's how i talk to everybody that's how i communicate um run a lot of meetings through teams and then just the collaboration on files the different versioning uh there's a lot of things that we need to go back and forth so having that remote that i can have everything with me at home but then yeah travel the office or even if i'm working out of a coffee shop i have everything right there and i'm able to um you know share that knowledge and continue to have those ideas with everybody and not be out of the loop i want to work at coffee shops that'd be awesome right ellie do you have anything to add how's your work how's your work week look well i would agree about a collaborating on files so a lot of times we'll have staff meetings and we'll bring our laptops with us and we can all open the same document and be working on it live or we can be putting it up on a screen and everybody can see the edits that are being made as we go so um that's that's a feature that we really love to use that's amazing so i feel like everyone here probably has that that same thing everyone online today probably works remote or has had their work remote at some point in time and likes those same features so excellent thank you so jared what is office 365 and how does it play in today's world all right so great question um it's a surprise question i didn't know you were going to ask that but i want to talk i'm going to talk about it for everybody i don't want to assume that everyone here knows exactly what office 365 is or even if you have office 365 or sharepoint or onedrive you may know that one piece of the puzzle but not know how the entire ecosystem works together so keep this at a very high level but but let's just talk about all the pieces of the puzzle there so everybody has email so you all know what email is right so we every organization kind of needs a mechanism to do email once you get to the organization level you know where there's more than five people inside your organization it's no longer a matter of everybody having their personal email address and we can use that for our company it's more we need all all we need to all be look like one company look like one organization and be able to work together now i need to start adding security logins all that kind of stuff in there so you need like active directory you don't need to memorize any of this you'll have the slides it's just it's just to further the conversation once i have that i'm also going to be able to give people access to like all those network drives right so those network shares we're restoring all those documents so those who haven't embraced the cloud yet you there's a server that needs to be in place for that you know there's a machine a physical a machine somewhere that has to be able to drive that right and hold on to all that data and then that guy has licensing for like its operating system and all that stuff it needs to be maintained you know why because operating systems go out of date got to keep that in mind it's likely that you need to be able to create documents right so you need some type of uh document creation tools right uh you also want to be able to collaborate like we said to be able to communicate with people online so we need some tool like aol instant messenger or something like that right and then a lot of you are actually sitting out there you have videos that either your clients or vendors or someone needs to see your audience needs to be able to see so you're using leveraging vimeo or or youtube or something like that to store videos out there it's just a part of everyday business now but then some of you are also taking your your internal videos and still storing them on a platform like like uh youtube which maybe we can have an alternate solution there for that right and then over the years i've collected so much data that i need to start breaking down what that data means how many people did we serve last year um what's the uh what's the type let's break that down by the type of of client that they are let's see where we're getting the main revenue streams from let's break all that information down and pivot charts and you know and tables and and and you know little pie charts and things like that right we need to get reporting done on it and then at some point in time you need to share something with somebody who's not in your organization so i can't just put it over on the shared drive right let them go get it i have to do what either email it to them or i have to have it go to you know one of one of your employees went out and got dropbox right and now everybody's using that one employee's dropbox which is really you know possibly still under their personal information what happens when they leave the company right what that the weird things can happen there i have less control um where i want to see that right so microsoft says hey let's put all that under one big roof office 365. so it's handling that email portion in exchange online it's handling that active directory portion or syncing synchronizing your on-prem active directory to the cloud through something called azure ad don't commit that to memory because you don't need to know too much about that at this point okay but then here's where sharepoint comes in and i'm going to talk more about sharepoint as a whole but this is where it comes in those shared drives it's kind of where we get introduced to sharepoint in two ways oh hey you can use sharepoint as an internet or oh hey i have all these these files i need to store them somewhere and sharepoint is like a document management system right so we can move that over to sharepoint that's where sharepoint comes into play i'm going to talk about that in more detail a little bit later but once i move all my stuff over into sharepoint and i start using it in sharepoint i get more that i can do other tools that are in office 365 that can help me out like microsoft flow which is called power automate but creating workflows uh power apps to create little applications and apps that i could use on my cell phone or my desktop and be able to interact with data that we have inside the company awesome stuff right and then you know either skype or which is older but teams is what is newer so instead of that old mechanism or foreign mechanism or third-party mechanism for being able to communicate back and forth teams makes it still uh ties into the same security that i have for everything else that i'm using that's good you know and gives me opportunity i'm gonna talk a little bit more about teams in this session as well then microsoft stream okay which is like your internal youtube okay so just think of it that way and that's as much as i'll go into that but very very powerful if you haven't looked at it yet you absolutely want to look at what stream can do for you it's going through some changes as well so where those changes are going to end up i'm not really sure part of that's going to be moved into sharepoint part of it into onedrive so there's some changes going on right now for with a stream but then for that reporting piece you already have a tool in office 365 available for you to do end-user reporting and such it's called power bi super powerful imagine a report yes you could create that report imagine something huge yes you can create it in power bi it's so powerful so amazing but so easy to learn so i have taken uh clients have come to us and said hey we have this power bi could you teach us how to use it and literally it with a three hour ramp up we've told them all taught them all the things that they needed to know about power bi to be able to start playing with it and start using it in one of the sessions that i did by the end of it i said well was this helpful to everybody and one guy says oh yeah it's so helpful that i just created two reports sent them out to my team while we were doing the class and now the team's already responded back said oh wow these are super powerful and useful that's that's how easy it is to to to get to now just a caveat let's just say you want to create your own reports you already have licensing for that but let's say i want to create a report and i want to share that with with tara and have her be able to manipulate that report and look at it as well well you might need an additional license for that called power bi pro so it is possible that licensing might go up for that but everything but everyone has access to what the free version i call it power bi basic that's not its real name okay so and then there's this one drive and we had some questions um from you as well from the audience about onedrive so what we're gonna see is that i've got this one drive i've got teams i've got sharepoint i've got this thing called planner out there and i've got a couple of other places where microsoft's allowing me to store documents which one do i use right plus we have our shared drives if we haven't cut those off which one should where should i where should i put my information and then once you figure out well where should i be putting it or if you haven't figured that out everybody's asking where's that document where's that document well i thought i put it over here it's supposed to be over here we got to get control over all these little pieces of the puzzle as we go forward so hopefully that makes sense here's one more thing that i find that my clients don't know about what they already have or what they have access to i should say and it's called azure information rights protection or management so it's also called uh arm it's also called a couple of different things but it's found inside of the security and compliance center inside of your office 365 environment i don't want you to memorize this i just simply want you to know that this is possible it is possible that you might need additional licensing to be able to do this as well but know that it's possible to do okay if it if it becomes something that's important to your organization then this is something you need to know about what is that jared what are you talking about so have you ever had the problem where you thought gosh here's an internal document we have i want to make sure that never gets out to anyone other than who's in the company okay so that's not necessarily about security stopping tara from seeing the document internally right it's not that it's stopping jared who has access to the document from accidentally sending it to someone externally right or from leaving the company and i had it on a thumb drive and i i wasn't doing anything malicious but two years later i said oh i still got that document of information let me open it up i don't want them to be able to open it up when they're not with the company anymore right being able to keep my internal information internal that's huge right that's huge and very important so being able to avoid using outdated documents as well so imagine you have like uh here's our our list of procedures or a standard operating procedure or even a price list or anything like that where my sales people are using and they had a copy of it over on their drive so they're using an old copy right i want to make sure that they're always using the current copy i can make sure those documents can't be used after a certain period of time right there's things that i can do inside this environment that are amazing but in their everyday everyday scenarios that office 365 and sharepoint can solve so just keep that in mind don't commit that to memory just know in the back of your brain that that can actually um that's something that can happen so that's good stuff all right so i want to take a look at some of the office 365 applications and then i'm going to talk a little bit about some of them as we go through okay so let's just jump out here to our actual environment all right so here i am in office 365. i logged in to office.com or i just went to portal.office.com that's my preferred way to do it but it always still takes you to the office.com site and inside of here on the left hand side you would see basically applications that you have access to in your environment so if you have environment you can open it up today you'll see all these same things if you see less than i do that's okay because i may have a different level of of um access and then you saw all those letters after my name that's because microsoft gives me free stuff because i have all those letters after my name and so i see some things that you may not see like microsoft project i have in here but that's not normal for office 365. but let's talk about what i do have inside of here right here are some tools like bookings not sure if you've ever heard of it you should look into it if you have a scenario where you constantly have to uh email back and forth to see what time would be good for this particular meeting right for someone to come and meet with you you can use bookings and basically you can share your your parts of your calendar with someone the available your availability with someone and allow them to just choose which time they want to meet with you know and then it'll report it back to your calendar that's a cool little tool right not everybody here is going to need that but for some people that might be awesome there are actually other tools out in the world that do that same thing microsoft just built one inside of office 365. calendars excel outlook all those things are pretty much things that you guys are familiar with so i won't go over those but i will stop here and talk about microsoft forms so if you haven't used microsoft forms yet definitely investigate it i think it's worth your time if you do surveys if you use things like surveymonkey right if you're paying for a survey monkey right or paying for some third-party tool that does this this is free it's already in your environment right and it allows you to do surveys and quizzes and polls and all that kind of good stuff so really take a look at it see if it meets your need and if it does maybe you save some money by not having to have that third party item as well uh one drive i'm going to talk about onedrive sharepoint and teams all together so i'll skip over that for just a second but i'll just say up front that it's really your your place to store personal business documents okay keep that thought in mind as we go forward i'll let you chew on that for just a few minutes okay one note so uh there was a couple of questions about you know like can we get some more information on onenote and such that's a common question that i get right like hey i've got one note i love onenote i started using it before we even got to sharepoint i want to be able to use it in in conjunction with office 365 or sharepoint things like that and so we we end up training a lot of clients on how to use onenote and some things that onenote can do so we also though see on a bigger scale companies say well i don't know if we want them to use onenote because of how powerful it is because i inside of onenote i can do amazing things like attach a document and put an email inside of that inside of onenote and some other really cool things that are just absolutely fascinating but then i lose some control over what should be in that onenote document and what can be in that onenote document and so what companies were finding is things that should have been actually placed into a sharepoint department site were actually end up ended up in somebody's onenote or in in a onenote that was not accessible by all the people that need to to be able to access it so you re my point here is that powerful tool i personally love it but governance is needed there meaning let's figure out the best way to use onenote for the organization or is it actually the tool that we should be using instead of like say sharepoint or one of the other pieces that we have so keep that in mind all right outlook again you guys know about people planner uh i'm gonna uh show you planner next um which is just a place that i can track tasks so project management task management very agile very friendly very easy to learn and use right power apps creating little mobile apps and such for to use inside of your organization uh automation so doing automation i'm going to talk a little bit about that or what automation is uh power automates the tools built in here that can do automation not just for like say sharepoint but imagine uh you know someone fills out a survey of microsoft forms we take the data from that and we use a a uh workflow to pull that over into sharepoint so we can track that data then based upon the data that was entered in the form we send out an email to someone you know or to a different department to let them know that something happened and then when that when that department responds we then go and take their response and send it back to the originator of the of the microsoft form request well you know that's workflow that's stuff that you can do right so that's amazing pieces of a puzzle and it doesn't have to be just sharepoint or even just office 365 it can be through anything that has a connector which is most of the things inside the world so adobe sign things like that automating some of those processes all that is absolutely possible i'm going to show you power bi in just a second for reporting uh and then there's all these other things that are here as well right so lots of of items that are inside of here if you're a social company then you might you might grasp yammer and like yammer it's a tool that's available let me just key in on a few things if you guys don't mind okay so here is um a planner for those who haven't seen planner again it's a place to go in and create tasks and do some um uh uh task tracking project management those types of things right it's very easy to use so you could come in here and say oh you know what i need to add a new task click on a button add in whatever the task is you know uh meet with tara you know and just hit enter and that task is entered in there right it's all good so then i can click on that task and i can add all the information inside there that i want to let me assign that so i'll assign it to you know jared and then i'll go ahead and put a label in it right so what labeling is one of the things that makes it flexible and uh for your organization i can use it one way in my organization you guys can use it a completely different way in your organization because i can customize what all these labels are for each project that i'm working on right so i could say in my project i need to be able to mark things as you know urgent or approved to continue or on hold or whatever else you can come up with and think of right microsoft doesn't think of it for you you guys get to choose and a cool thing is i've seen people use this for many things project tracking but also things like uh stage gate so anyone out there in the audience who knows what a stage gate is then uh you may you may have uh you could use this for stage gate so stage gate basically is i have a set of things that need to happen and then it gets to a state to a gate where then i need approval to move to the next stage so that's stage gate stage gate right and so uh if you could do things like set up a bunch of um uh labels for you know what stage it goes to which gate you're at those types of things so i'm going to mark this as approved to continue and then here we have what's called buckets so i can create buckets for all the different things that i want to have i'll show you what that looks like in a second but you just easily go in and say oh that's going to be next week that i need to meet with tara i just need to set it up and get it all done uh put a priority on it yep it's it's important type in some notes for it meet at lunch you know and then i could also go in and add a bunch of checklist items to it as well you know so i don't know what the steps might be but say step one and then step two you know you'd put in real things in here like you know have a kick off meeting and do all those other things and you can see over here it's actually adding those to that little uh card that's sitting out here so i can see those on the card or i can remove them from the card if i wanted to so it's kind of cool but note there's a place here to add attachments and that's kind of where we get in a little bit of trouble right should i be storing attachments here that's a good question so maybe you know i have this this guideline that she's supposed to go through when we meet right or some agenda items is this the place to store that or is it that i should store those in a department site or is it microsoft teams where should it really be and what's the usage of it going to be right so you got to think about some of that otherwise you'll let this loose people start using it and you have a bunch of documents will end up in here that maybe shouldn't actually live here maybe should live other places right so be careful about that have some planning around that as well so let me just go ahead and close that and uh and then i could say hey you know what that's not technology it's not hr it's actually part of the marketing piece i'll just grab it over here and move it over into marketing so these are my buckets that i have really cool stuff then i can look here and say hey i've got charts for all of this so it actually tells me you know how much of the work is done or i can look at it in a whole bunch of different views so you can play with that and see i can also see schedule so i've got lunch with tara already scheduled out here for some some of those times i have another meeting with tara on here you can even take those and move them to a different time just very flexible calendar so very neat stuff but this is all tied to something called an office 365 group i want you to be aware of that right and learn a little bit more about that because when i created this plan when i added all these members to this plan very easily by just clicking a button to add them right it not only created the planner for me but it also created a place for conversations uh which is actually an outlook a uh a outlook or a um an email address for my entire team um it created um a place to store files which is actually in a sharepoint site behind the scenes it attached a onenote notebook to it right which again i could store stuff in the onenote notebook right a little bit confusing and it also created a site a sharepoint site behind the scene as well so that's that's key to understand because now i've got a bunch of things that are here that i may not have even needed but what if now i started using what that site that was in the background right and all of a sudden i invited somebody else to that site they also see my plan so we need to be careful about it and get some understanding around what office 365 groups are and how they interact it's i'm not telling you it's not safe i'm not certainly not saying that i'm just saying understand it as you go forward so you can give good guidance to everyone else as they're using it right and let's figure out how do we lock it down so that you know only certain people can create certain things so let's let's see if we can do some of that as well so planner an excellent tool okay so here i have uh power bi so those who haven't seen power bi don't know what power bi is again it's a reporting tool right which allows me to do things like create executive dashboard so i have a couple of dashboards here these are id or widgets visualizations from or charts from other reports that i have out there so it's just a bunch of reports i just sum them all up on my dashboard and i can do really nice things with it once i've got it into my dashboard my personal dashboard but those reports are basically like profitability reports or whatever you want to create so i can create reports from from an excel document so my data could be in an excel document it could be in a sql server database somewhere or an oracle database or it could be in some cloud database it could be a list that i have in sharepoint it could be anything anything that can hold data i can connect to and create reports so that's that makes it super powerful right and these reports are absolutely interactive so i can click here and you'll see the report actually move i can drill into different things so i can come down here and say oh i want to see those those numbers don't look right to me i want to see the data for that you right click on it show that as a table please and then here's the data that made it and you can drill further into some of that as well so these are very interactive you can do filtering you do all kinds of stuff everyone can create these they can create them for themselves but like i said when you get to the point where you need to have one person create it and multiple people be able to interact with it you may need additional licensing for that so keep that in mind but still extremely powerful this is beautiful stuff right amazing and again the learning curve on this if you're already in excel you know excel really really well you've done some charts in excel this is also going to make sense to you when someone shows you all the steps they'll just give you the steps for how to do it or look nice little ramp up so then there's this other tool which i'm sure all of you are familiar with okay which is microsoft teams okay in microsoft teams a fantastic tool um also presents some issues because again it allows me to store files so where can it where can it where can i store files i feel like all of you are probably familiar if you're using teams at all you're familiar with the chat functionality and a lot of times what you'll do is just open up a chat and talk to someone or you'll add more than one person to a chat and talk to them you know and you can just type in your messages it's all it's all real really cool stuff hi there you know i spelled it wrong but still it's okay and it puts a message out and she can respond to me whenever she gets that right so amazing right we use it for chat but what we'd like to push you towards is focusing those chats into memorable conversations right so how often have you chatted with somebody and you like we agreed on some things in the chat but that was like a week ago going back and finding a week old chat well that's pretty hard right even if you use the search feature at the top you say those words a lot it's it's a lot right so what you can do is you can say hey i'm going to create a team so here i have a team for my spin med projects for every project we do through what we call spin men this is all fictional um we have a channel inside of it so using teams with channels allows us to focus those conversations so i can go here to you know the east kaufman and i can see what conversations we've had lower house see what conversations we have and then breeze mount west see what conversations we've had and i can keep those targeted there in those in those areas but in addition to being able to have those conversations inside her either start a new conversation or just continue to reply to an existing conversation nice right so being able to do that in addition to being able to do that i can also store files here right and so i could but again maybe you want some governance around that like what files should i be storing inside of a microsoft teams environment versus inside of a department site for sharepoint right where is that line that we draw and what's the governance that we give to our individual users as they're going through building these things right so it's important i'm gonna talk more about that okay so in addition to that though remember some of the things i just saw on those other tools like here's that location onboarding that i was looking at over inside of my planner it's the same plan there's the one that i just added a minute ago with those two steps on it perfect right uh and so my team can work on it from here i can focus everything that team is doing to just this and that's awesome they go to teams opened up and all the things they need to do are right there inside of teams that's that's amazing i also had that power bi report because it's important to this team there's my customer profitability right and they can see it they can still interact with these reports sitting over here absolutely wonderful all the same functionality and you can add a bunch of other things inside of here as well so i added the actual spin med search for that sharepoint site uh the brd that we have that contains all the project information and some other stuff so you can add all those things in fact you can add thousands of things inside of here too much for me to ever tell you but you'll notice some note names that you might notice right box uh google google google docs google's whole suites inside of here survey monkeys actually in here you know adobe signs inside of here so you can add a lot of connectors to a lot of different sets of data that's that makes teams super powerful and uh when you look at it in the context of a team and then separating those conversations in there it makes it even more powerful so we want you to kind of grasp that and just know that that can happen right know that that can happen and start looking more into that so those are the apps that i kind of wanted to look at with um office 365. i do want to talk more about sharepoint um but let's just go through and i added some slides inside of here so you guys will have this in your slide deck so you'll you'll be okay sound good all right cool so it's on me there thank you so much sharon that was great information about office 365. uh can you go and tell us a little bit more now about sharepoint but we did have a question from the audience um about the difference between sharepoint and onedrive can you help us out with that yep that's a great question so we've been kind of leading up to that along the way so that's a great question so i added this slide in to kind of help with that and i wanted to expand that question out though to actually include teams and some of those other tools that we've been talking about and we get this all the time i'm confused i've got so many places to store documents i don't know where to put them you know this is very very common so i feel like every every company is probably out there asking this question and that's where the importance of governance comes into play because figuring out what the best practices are and what stumbling blocks are going to be for each of these roads that's important so if i had to define one drive i would define it by saying it is the place that you're going to store your personal business documents there right so what do you mean by that jared well if i have a document that i'm working on with my team and i might be the one who created a document but i'm working on it with my team of people my group of people and it's just our working notes right i put that into a sharepoint site where all the rest of those people could have access to it automatically right and they could go in and continue to edit when i when it's when i'm not there as well right or i don't have to share it out with them because it's already be available for that team but if i had a document that was just my personal thoughts like these are all my thoughts about where we need to go no one really needs to see this i'm just trying to get it organized in my head that's certainly a document that belongs like in my onedrive i wouldn't want that in my department site where everybody else could see it because it's just rambling this doesn't really it's not cohesive it's not finalized it doesn't make any sense right so what we commonly see people adopt is training around what should be what you go in your one drive and what makes sense for your organization and a lot of that would end up being you know personal business documents things that only i really should see that i should never really have to share out with anybody but jared i can share from onedrive that is true you can share from onedrive if your organization allows that but it's possible and many organizations stop that from happening they stop you from sharing external they allow you to share internal so there's different scenarios that could be there and that's all fine but they also put some governance around it like i don't want what what i don't want to happen is a key person had a key file and they were working on that and they shared it out with everybody else in the department so people had access to it at that particular point but then that user left so then what are we going to do we're going to turn off that user's account what's going to happen to their onedrive eventually it's going to go away right and now my admin's got to have to have to go in there and look through everything and kind of see what's available and kind of clean it out so that becomes a problem so maybe department information should be in sharepoint versus over in your onedrive so then where's that lead teams for that conversation same thing you know who has access to that team who will have access to that team in the future and can i should i be storing documents there or over in a sharepoint department level site if that's who it's for but what if we have a bunch of cross-functional sites jared we call those projects right so i'm working on a project it's not just hr it's hr and marketing together right how do we how do we then work on that teams is a great place for having that collaboration between those two i think it's just important to note for them that when they are creating and generating documents there maybe we're not with we have the intent of not making that the final resting place for those documents so when we finish we get the final wise documents they end up going to where they're supposed to live because we don't want people to have to come to teams to search for those we want that in the richness of all the other things that we're doing over in sharepoint right so jared how do we get from not knowing anything about where i should put all this to having all this governance and guidance around it you need a plan that's some talking we need to do some discussing figure out how we're supposed to use our sharepoint and then train our users in the way that we want them to use our sharepoint environment onedrive environment and teams environment so that's a great question whoever asked that and sent that in fantastic question i'm happy we had a chance to to talk about that a little bit what is sharepoint though so if i had to give you i think giving you a definition of what sharepoint is and what it can do will help answer those other questions too like what should what should onedrive be used for and what should teams be used for so if we think about what sharepoint actually is it is a place to store documents it's a website really it's really all it is so you can use it as a website so many people use it like as an intranet site and things like that i find it to be a cure so if you're still on one drives all those things that you have problems with on one drives like oh my gosh you know i i don't know how to i have i need this document somebody else has that document currently and i can't edit it that's a problem we get rid of some of that in sharepoint because we can do co-authoring inside of sharepoint that makes it a little bit better so it's a cure for certain things like that you can also use it as a application platform which i'm going to show you an example of what i mean by that so having sharepoint then become you know have workflow behind it and be able to to track a process or do a process for you that's amazing now you're using sharepoint as an application being able to separate departments or keep departments to bring departments together also important think about it um so just everyone knows what hr is it kind of gets a general idea of what hr departments actually do right so if we think about what an hr's needs would be around documents you could say this they need a place to share documents with everyone in the company right because they have to share like benefits information here's some policies here's the employee handbook we want a place where everyone in the company can get to that so hr might control it but everyone should be able to get to it hr can read and write to it everyone else can just just read right but then also you have a place where uh uh hr would need that only they can get to right because they have stuff they're gonna store like you know uh employee information you know uh uh you know reviews uh uh evaluations all those types of things and what we don't want is the rest of the company to even have the accidentally get to right so they may need a subside or a site that's locked down just for hr so to get to that point that means we need some planning again right we need to plan where we're going to be putting documents at which documents go where what's the security going to be around those documents so there's a lot of pieces of the puzzle there right it's not that it's hard to figure out it's just a matter of planning it to make sure we get it to work okay all right so that's what sharepoint really is it's a place that actually allows you to do all of those things to hold on to company information imagine when you have these subject matter experts when they what happens when a subject matter expert leaves the company does all the information leave with them or can we retain that information in an environment like sharepoint so as they're doing their daily job let's have them deposit some of that information in sharepoint and now we've got it in a place where we can keep it for the company what about being able to find information i know everyone here has had problems uh trying to search for documents right how do i find it how do i find it well i looked for contract but i've got 10 000 contracts out here oh what i really wanted was the contract that was for this specific client that was during this material specific period of time how do i narrow things down like that sharepoint can help you with that because it has a lot of searchability in there a huge a great search engine but also we're gonna allow you to put um you know uh uh useful metadata and things like that around your sharepoint documents and i'll show you what that means so what i want my sharepoint to be is like one true source of information or a one-stop shop or you know i want it to be i want to make sure that i know that it's secure so let me let me jump in and kind of show you a little bit of that if we could so i'm going to go here to just a basic sharepoint site so hopefully all of you have seen sharepoint site but if you haven't that's okay so you your organization size might be uh at the size where you don't necessarily need to use sharepoint as an intranet like as far as hey here's what's going on today here's some news here's some information from the executives because you're like under 10 or under 20 users and everybody meets every day and you all see each other so maybe that's okay you don't really need that piece of the puzzle although you could use sharepoint as a place to put a bunch of links to everything that you guys need to get to so use it as a launch pad right so that'd be a scenario like this or you might be at the size company where yeah we do need to have a place where people can come to to see information and news and get to important links and all those and be able to search through our environment and such so you know on this particular page these are all just test pages i've got this beautiful uh you know um video that's stored over in stream so microsoft stream i'm leveraging it uh that shows you know here's from the leadership every every month or every quarter they update it and boom i can find it right there i got yammer because our company is a very social company and we like using yammer and people like to to communicate back and forth and through uh about different different topics that are going on so we have a yammer feed over here where we do praises to people and things like that hey sally did a great job you know tara was she sold 10 000 units this year i don't know whatever it is uh but then we all have all these launch pads again so you know how do i get to the new hire center having a new hire center on your on your website might be awesome right so that person can go there and find everything they need as a new person uh videos training how to do stuff whatever they need projects we have maybe have projects on our site as well uh on one you know a part of our sharepoint so i can get straight over to the projects list and see all that stuff maybe a very popular popular thing day by day we figured out oh everyone's always trying to go here to get the expense report so boom i just put it as a link right there on the home page those are things that you can do you can leverage sharepoint for that but then you also might want to have news and i can take news from all my departments and roll it all up to one place if i want to so that everybody's contributing to news and we all kind of get to see it in the same place events things like that so you can be very imaginative but really i could have you know here's a bunch of links to get to all the different things that i need to get to for an employee so that those links show up on every single page that i'm on in sharepoint easy for people to to find intuitive very nice you know doing the same thing here it's just another slight different approach um we have some some of our clients have are very into making sure that their employees are recognized and their employees are pieces of the puzzle they're all engaged right and so to do that they do things like put anniversaries um right on the the home page birthdays right on the home page uh it news that's important not just to the company but news that's about the people as well they do a lot of things like that and i think that's kind of key and cool as well so i can do all types of things inside of my shared import environment as far as using it as an intranet but what about those documents right and so i've got a bunch of stuff over my shared drive how do i get it over to my sharepoint let's just say that you picked it all up and moved it over to sharepoint and then dropped it right you would still get a benefit out of sharepoint because now you've got things like versioning which you didn't have on your shared drives right it's automatically turned on so what that solves is a person overwrites a document no big deal we can roll back to the previous version of that document i can secure it a little bit better as well my security level is going to be better over here inside of sharepoint i can assign someone the ability to be able to edit a document and i can assign other people only to be able to read the document so i can highly control the way that security makes works inside of here and then also have it very auditable as well and that's pretty that's what we want let's just say that some of you are are you know you cater to like either clients or vendors or something like that you're wondering well jared our data's been all over the place in the past but i want to move it under a sharepoint i want it to be a little bit cleaner and have better document hygiene how can i do that well some of you like folders you know and some of you hate folders because you didn't create the folder structure somebody else did you're like oh my gosh who created this folder structure it doesn't make any sense you know i'm going to show you a way that you could come in and say well i want to have it so there's more flexible than folders or i want to use um you know something that's more powerful than folders even so here's an example of using something we call document sets so write that one down because a lot of people have sharepoint don't know the document sets exist and aren't taking advantage of what they do so a document set looks like a folder and i know we're about 15 minutes out so uh document sets um look look like folders they act like folders but they're like folders on steroids and they can have folders inside them as well so here's a scenario where i have clients that i need to take care of right with a client i have financial information well that's the finance department's piece of the puzzle i've got maybe my it team maybe does something for the client so i've got the it team portion of it right i've got maybe a contract that goes along with it that everyone needs to see not just the finance department i've got different pieces of the puzzle and we've been storing those all over the place so to get the real picture of a client i had to go to five different locations to see the full picture of a client here what i'm doing is using uh document sets for this what i what i can do with a document set that i can't do with a folder is put metadata with it so additional column information so not only do i have a title for this but over here i have who the client is and i have the status of it and you can think of more things that you might want to add because i made those up right and then inside of these you could go in let me find one that has actual folders inside of it let's find a better one it's probably the first one that's there nope that's probably a little house there we go so i have it so i could have folders set up inside of it as well so inside of one client folder i could have here's all their contracts here's documentation here's imaging here's some invoices here's procedures that we have for those clients and every time i add a document to any of these what happens is all that metadata also gets assigned to them which is really really cool so i don't my users don't have to continually enter that metadata over and over what does that do for me jared it makes it more searchable so when i'm out in the search environment i can say oh search for everything about this client and all these documents are tagged with that client's name so they're all going to show up in the in the search that's amazing amazing stuff that's just one scenario here we are at the 15 minute mark so here's here's uh here's another another scenario where i've got documents inside of here but i'm not using folders but since i'm using metadata it allows me to be able to go in and say oh i want to you know do things like i do in excel sort it by this filter it by this group it by the contract type and then look at it separately look at it differently so i'm not tied into a folder structure i can do more with that keep that in mind know that it's possible that's all we're asking okay so then let me talk about searchability real quick and i'll jump back over into some slides so check this out i've got um a bunch of information out here my sharepoint and think about i don't want you to think about one day's worth of information or just this year's once you think about when you're at five years of sharepoint 10 years of sharepoint all the data and documents you're going to have inside of here well i just built a search page that i could go in and say oh let me search for a person patty so i found patty here's all of her information about patty and then over here here's things that patty and i have in common that we can actually look at so things i have permissions to see and then over here i'm able to break it down by what i'm looking for so i had some contracts earlier i'm looking for contracts that patty and i worked on boom i click that and it narrows it down to just those you can enhance sharepoint search to be that level of a search those are cool things that you can be that you'll be able to do and then last but not least what i'm going to show inside of here is just a little bit of what we did for for a specific client they used that oops they used to have an excel document that they worked out of that basically looked something like this okay it had you know the name the project name they were working on the contact for it some additional information like phone number and stuff like that what phase they were at notes about what they were working on the last time they communicated with them and then when the next time they were supposed to communicate with them they were keeping all that in an excel process right you may have excel processes that you're doing too things like oh uh you know i'm i'm working on um uh uh credential tracking or so all of our people have to be certified at a specific time you know uh or i'm working on you know projects and i have tasks that i'm that i'm that i'm tracking all those things can be could be put into sharepoint as a list instead of an excel document and then can be automated as well so we have some automation that goes on inside of here like when a new client is activity is added um when the reminder date comes up we actually send out an email saying hey this is past due for being able to contact that person we keep track of that stuff imagine if you had contracts right and you needed to to be have a reminder of when that contract was up for renewal boom you can automate those things inside of sharepoint so that's pretty cool stuff that you can do and even out of all that out of automating all that stuff i even have a nice home page for it as well to where anyone my team can come in and see from a managerial view to say oh look here's all these things we have we need to get contacted because they're overdue here's all the ones that are due for today and so forth so that's pretty neat stuff that you could do inside of your sharepoint environment as you go through and start customizing and doing some of those things so really nice things let's go back over and take a look at where we are here inside of sharepoint so i'm just going to stick down some slides and share this screen all right thanks jared for sharing all that stuff about sharepoint um there was a lot of cool stuff and a lot to learn there could you narrow it down and tell us if we have sharepoint in office 365 how can that benefit me today or you guys today so what am i going to get out of it today that's a great question right so how can i leverage your point today to make it better for me right so you're going to get better document management if you are not in sharepoint and you move over to sharepoint from like say share drives and such you get better document management so you're going to have better a better chance to have more organized files secure files be able to apply permissions the right way versioning of documents is going to be there automatically more searchability everybody wants that out of the box things that people don't think about document retention so if you have things that say oh this document needs to be here five years from now as well like i can't remove this document i can't delete it for five years and then once it's five years old then i can move it to a recycle bin or move it to an archive or terminate that dot or get rid of that document that's document retention you can't get that with share drives right so you can get that with sharepoint in office 365 is something that's built into the product right you just have to make sure you configure it set it up the correct way and then automation so contract management customer and client relations stuff feedback you know document review processes onboarding processes imagine all the steps that are in onboarding putting that into an automated process inside of your sharepoint all that would be awesome and then with office 365 which you get out of the box of course is really the microsoft office suite so you're going to get that that's that's a plus then you get microsoft teams so you can collaborate and do all those different things you get all those other cool tools that i showed you planner microsoft forums power bi and all those other things right out of the box you have them there and they're already working for you and you can take advantage of them so that's really cool so the thing here that's very important is i want to make sure that we you you handle this properly you may have noticed that all the way through this i've said in order to make sure that it doesn't go wrong you need to make sure you have a plan right and that's the answer to several of the questions that came over as well how do i get from from not having anything to having a great sharepoint experience one of the questions was i have we have field offices all over the country how do i what's the best way to organize that data well if i had two companies that were exactly the same and both of them hadn't had you know we have field offices all over the country should i how should i structure all these sites and where should i be putting data if i interviewed both of those companies i may find that both of them have a different approach to it it could be things like their culture is a little bit different it could be things like you know the the need and how often those documents are accessed could be different uh it could be that we're trying to avoid duplicating documents and that we see common needs between those field offices and things like that so really what it is is having those discussions up front and and really making sure that we key in on on best practices so still being able to protect the company have the best practices in place and then cater to those users being able to do all that properly is going to be with with the where the benefit comes in right and all that's just sitting down getting the best practices in place and having those conversations we don't want sharepoint to become this beast we don't want to become something that people don't like to use right and that can happen jared has anyone ever come to you and said their sharepoint was horrible yes absolutely the first questions we asked them is did you have governance no are you using content types one of the best practices no don't even know what those are are using managed metadata no don't even know what that what that is you're not doing any of the best practices and you're not you didn't have any plan in place that's why your sharepoint existence wasn't really good and so have had some a plan you know uh uh talk about it you know through yourself to figure out how it should be set up or engage someone to do that for you figure out what the best practices are not just that microsoft says but what's best practices for your organization you are different than microsoft right microsoft's microsoft says give them teams and let it organically grow everyone else says that's insane don't do that right so microsoft's not always right about it it just they tell they're telling you what works for them at their organization we've worked with microsoft before on on some projects and the way they actually do their work is different than any other company i've seen they're all they change in a heartbeat you don't do that you're stable so keep that in mind training you need to put that in place if you're going to migrate documents from sharepoint over into or from onedrive's over into sharepoint let's use a migration program to do that and let's have a very planned migration okay there's several steps that'll be inside of there like figuring out what we want the new sharepoint to look like figuring out where the old data is how to get it to where it needs to be how to make sure it has proper context and best practices around it and then also allowing people to still work in the old environment while you are setting up the new environment that takes multiple days to do not just one day it's it's weeks right and then getting that all right in the end and synchronizing that's several steps involved in in migrating data so keep that in mind it has to be planned uh and then uh customize your sharepoint if if necessary try to stay out of the box if possible but it's okay it can't be customized uh and then find some value adds inside of there so to keep people engaged in sharepoint find some things that everybody uses that you can automate for them and they let them see the benefit of that and then you'll continue to see seek out more benefit there so all that's very important all right so real quick i'm just going to go through some of the advantages and i've been talking about these the whole time so these will all sound familiar to you okay so financially how does sharepoint or office 365 make sense to me because you're it's a it's a more of a um a per month per user type cost versus having to have a capital expense of several hundred thousand dollars to buy equipment and all those other pieces of puzzle that go into setting up environments internally server costs licensing and things like that you get to spread that out over over a long period of time so predictable cost plus if you're nonprofit you should be looking for either no cost or low cost that's what you should be looking for from microsoft and that is possi