{"id":4741,"date":"2019-02-25T10:49:22","date_gmt":"2019-02-25T15:49:22","guid":{"rendered":"http:\/\/lisa.rushworth.us\/?p=4741"},"modified":"2019-02-25T10:51:56","modified_gmt":"2019-02-25T15:51:56","slug":"4741","status":"publish","type":"post","link":"https:\/\/www.rushworth.us\/lisa\/?p=4741","title":{"rendered":"Choosing A Communication Tool"},"content":{"rendered":"<p>There are a lot of communication tools available, how do you know which one to choose? There are a few situations that require a specific tool &#8212; if you want to host a conference call with PSTN dial-in, use HD Meeting &#8212; but <em>generally<\/em> there are an array of options to consider.<\/p>\n<p>Most simply, think &#8220;<strong>I, We, Us<\/strong>&#8220;.<\/p>\n<ul>\n<li><strong>I<\/strong> need to work on this = OneDrive<\/li>\n<li><strong>We <\/strong>(work group)\u00a0need to collaborate on this = Teams (SharePoint)<\/li>\n<li><strong>Us<\/strong> as a company needs to know this = Jive (the internal company home page)<\/li>\n<\/ul>\n<p>A slightly more complex rubric considers \u201cHow many people need to access this information?\u201d <em>and<\/em> \u201cHow soon do they need to see this information?\u201d And I made a convenient chart showing where our communication tools fall on this spectrum.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><a href=\"http:\/\/lisa.rushworth.us\/?attachment_id=4743\" rel=\"attachment wp-att-4743\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4743\" src=\"http:\/\/lisa.rushworth.us\/wp-content\/uploads\/2019\/02\/CommTools-1.png\" alt=\"\" width=\"625\" height=\"483\" srcset=\"https:\/\/www.rushworth.us\/lisa\/wp-content\/uploads\/2019\/02\/CommTools-1.png 625w, https:\/\/www.rushworth.us\/lisa\/wp-content\/uploads\/2019\/02\/CommTools-1-300x232.png 300w\" sizes=\"auto, (max-width: 625px) 100vw, 625px\" \/><\/a><\/p>\n<p>Which isn\u2019t to say you <em>cannot<\/em> use OneDrive to share super-urgent information to the entire company \u2013 provided you use some <em>other<\/em> method to let everyone know the document is available, sharing a file on OneDrive will work. But when I\u2019m <em>already<\/em> writing a Stream post about my document, including the document in the Stream post is convenient (and my document shows up in Stream searches!).\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p>This chart is still an oversimplification of the question \u2013 there are additional factors that can make one platform more suited to your specific needs.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><strong><em>Interactivity<\/em><\/strong>: When you need to communicate information to the entire company (like with these blog posts), Stream is a good platform. Employees see the Stream home page frequently, anyone using the search on Stream will find my articles, and you don\u2019t have to do anything special to allow <em>everyone<\/em> to see the posts. But if I want to interact near real-time \u2013 take questions from the company and provide answers \u2013 then comments on a Stream post don\u2019t suffice. I\u2019d want to use some type of real-time broadcast: a conference call or a web broadcast meeting. Similarly, having a highly interactive conversation with a smaller group via e-mail can become inundating \u2013 replies to various messages stack up in your mailbox \u2013 and moving the discussion into Teams provides a better experience.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><strong><em>Formality<\/em><\/strong>: The content of your communication conveys a tone, but so does where you publish it. E-mail messages and Teams posts are informal \u2013 they are quick and easy for everyone to use, and your message is going to be viewed between a lunch invitation and a quick project status check-in. SharePoint sites and Stream posts are more formal.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><strong><em>Identifiability: <\/em><\/strong>Do you <em>know<\/em> the people who need to receive the communication? This could be knowing the individuals <em>personally<\/em> or being able to identify a rule to select recipients. Some communication platforms <em>require<\/em> specific recipients be specified \u2013 I cannot send an e-mail to \u201cany developer who needs to add single sign-on functionality to their application\u201d because I don\u2019t know who that would be. Based on job title and department, I could identify <em>all developers<\/em> (or development managers) and e-mail <em>them<\/em> \u2026 but I cannot send an e-mail to an unknown audience, so published my single sign-on guides on Stream even though my audience is small. Similarly, HR cannot send a form to every employee contemplating adoption to detail the adoption assistance benefit \u2013 that would require some impressive psychic abilities \u00a0 Even if the target audience is small, communication platforms like Stream allow information to be accessible to a nebulous \u201cwhoever needs it\u201d audience.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><strong><em>How the recipients work:<\/em><\/strong> I am posting this information to Stream because it is accessible and searchable by all employees; the Stream web site comes up every time we open a browser, so it\u2019s highly visible. Similarly posts in Teams will be accessible and searchable to the group, and the messages are highly visible if everyone has the Teams client running all day. If the recipients are just starting to use Teams but have Outlook open all day, Outlook may be a more effective communication method.\u00a0<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><strong><em>Individual Preference: <\/em><\/strong>And, of course, some consideration will be given to what platforms <em>you<\/em> prefer using.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>There are a lot of communication tools available, how do you know which one to choose? There are a few situations that require a specific tool &#8212; if you want to host a conference call with PSTN dial-in, use HD Meeting &#8212; but generally there are an array of options to consider. Most simply, think &hellip;<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[677],"tags":[760,759,675,691,729,666,686,757,758],"class_list":["post-4741","post","type-post","status-publish","format-standard","hentry","category-office-365","tag-collaboration-tools","tag-communication-tools","tag-did-you-know","tag-microsoft-office","tag-microsoft-office-365","tag-microsoft-teams","tag-ms-teams","tag-one-drive","tag-one-drive-for-business"],"_links":{"self":[{"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/posts\/4741","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=4741"}],"version-history":[{"count":2,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/posts\/4741\/revisions"}],"predecessor-version":[{"id":4745,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=\/wp\/v2\/posts\/4741\/revisions\/4745"}],"wp:attachment":[{"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=4741"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=4741"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.rushworth.us\/lisa\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=4741"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}