Ask the Microsoft Teams experts: How do we optimise task management in Teams and MS Planner?

As Teams-based collaboration gathers pace among our remote workers, what’s the best way to allocate and manage tasks so we can maintain progress against client work or other projects?

 This is a great question, and one with a happy answer in the form of Teams’ great companion tool, MS Planner.

Although Planner isn’t an inherent part of Teams, the two applications work fantastically well together so that intuitive, at-a-glance, ad-hoc task management becomes a natural part of routine Teams-based collaboration.

Repstor’s native Office 365-based solutions add to this ease of use, enabling instant task set-up as Teams are created and making light work of task allocation, status monitoring, and the issue of notifications as deadlines approach.

Here are 4 handy tips for capitalising on the combined benefits of Teams & Planner:

  1. Recognise the value of Planner.

Most teams, whether created around a given client or a particular project, will have tasks associated with them. So it is logical to have a means of organising this activity – with the ability to quickly call up status views, and automatically flag up outstanding activities.

Reliance on email for assigning and following up on tasks can be cumbersome and inefficient. MS Planner makes light work of ad-hoc task management and is a natural companion to MS Teams. Repstor joins the two seamlessly and boosts their combined impact.

  1. Use Repstor technology to pre-create tasks during Teams set-up.

Repstor’s software enhances Office 365 productivity, by making it easier and more instinctive to store, access and link content as it is created or brought into play across the Microsoft business software suite. We’re experts in Teams, and we love MS Planner – particularly the way it helps to keep Teams activity organised and well-paced, to sustain momentum and drive results.

One of the ways we add value for users is by inviting/prompting use of MS Planner as part of each new team’s set-up. With Repstor, team owners can automatically add common tasks linked to common types of team activity within an organisation, using pre-existing templates. In a legal matter management context, that might be routine tasks associated with high-volume workloads such as conveyancing. In professional services, it could be the steps required as part of an audit.

For people collaborating on documents frequently, an ad-hoc task management solution is normally much more appropriate than a dedicated, formal project/task management system.

  1. Use different task views to assign tasks easily.

We also make it easy to assign tasks to individual team members, exploiting Planner’s intuitive ‘drag and drop’ functionality. Managers/team owners can quickly look up current task allocations, due dates and the activity status, and balance workloads by assigning new tasks to those with less on their plate.

Rather than hoping team members have made their own notes about task deadlines and have added them to their calendars from initial email requests, Planner integrated with Teams – and boosted by Repstor – can ensure that timely prompts are issued to the people involved, keeping tasks and broader projects or client cases on track.

  1. Drill down into Planner’s analytics to see how tasks are progressing.

To see how workloads are progressing, team or task owners can use Planner’s analytics feature to see how close the team is to its goals. They can slice and dice performance information into different views too – to see where certain tasks, topics or people are up to at any given time.

With Repstor’s ability to designate tasks at the outset – and require that team members tick off their tasks as they complete them, and that notifications are issued when deadlines or next steps are due, we can help you maintain progress and ensure that teams deliver results reliably, time after time.

We know first-hand what an impact Teams + Planner can have on productivity and task organisation, because we use these tools every day at Repstor – where our people are used to collaborating and co-developing software at distance.

I’ll be expanding on these points in a new Microsoft Teams Bite-Sized Webinar on Tuesday 19th of May.  Register here to book your place.

Ask the Microsoft Teams experts: Should we be worried about external over-sharing?

Teams’ use has really taken off in our organisation since the lockdown, but we’re concerned that home-based workers using the platform to chat or share files with clients or external contractors may be exposing us to risk – if sensitive information is discussed or exposed beyone the boundaries of our business.  What’s the best way forward

This is an issue that will chime with many companies at the moment. Progressing projects, negotiating or renewing contracts, or discussing new requirements are among the numerous bases for discussions and information/file-sharing with external parties, and Teams is ideal for all of this.

Here’s what we suggest to keep employees’ externally-facing activities within safe boundaries, without curbing people’s productivity:

  1. Be confident that Teams is the right platform for all collaboration.

One of the great advantages of MS Teams is that it provides secure support for all kinds of collaboration activities – internal, external or a blend of both – via a platform which most businesses already have. A platform that is highly intuitive to use – hence Teams’ phenomenal success and still-soaring popularity for everyday business communications.

We would certainly advocate using Office 365/Teams over special third-party portals for all forms of collaboration and content sharing. But that’s as long as some basic boundaries can be set to protect employees – and the company – against unwitting ‘leaks’ of sensitive information or documents.

  1. Build in ‘boundaries’ from the outset.

Although MS Teams’ default setting is for internal collaboration only, it’s very easy to switch those settings with a couple of clicks, giving users more freedom than might be palatable when it comes to inviting or adding external users to new or existing chat/content-sharing groups.

Through our software we support a number of easy-to-configuration options, allowing organisations to strike the right balance between user freedom and risk prevention.

The most conservative/’safest’ option is to pre-determine who can create certain types of team, and who can be added to them – and how. Another possibility is to require an approvals process each time a new member asks to join or is added to a team, as an extra step to make sure that external collaborators aren’t added to discussions or project groups by accident.

  1. Provide clear prompts for team creators.

Rather than rely on users keeping Teams settings as they are (defaulting to internal use only), it is a good idea to make access permissions an explicit part of a team’s set-up process. That is, each time someone creates a new team chat or content-sharing group, they must specify its purpose and user boundaries – including whether the team is for internal participation only, or whether external visibility, membership and sharing is acceptable.

Our software supports a good level of granularity in this respect, encouraging a team’s creator/owners to consider up front what will happen in a team and what sensitivities might apply, before they decide how open to make the current group activity.

In summary, the optimal way to approach external sharing is to make it intuitive and seamless for team creators/owners to configure policies that manage external access sufficiently discretely to keep sensitive information and content safe, yet without hampering productivity.

Certainly Office365/Teams, in combination with Repstor’s solutions, offers all of the controls organisations need, without the need to invest in separate, dedicated content-sharing services potentially costing 10s of £s per Gb of storage capacity.

I’ll be expanding on these points in our new Microsoft Teams Bite-Sized Webinar Series. Take a look here and find a webinar to suit you.

Digital transformation of the legal function has never been more urgent

As legal teams adapt to the ‘New Normal’, the urgency around digital transformation of everyday processes is starker than ever.

In particular there is now a heightened need for dispersed teams to be able to collaborate productively and efficiently from home – using tools they already have. It’s why we are seeing so many legal professionals embrace platforms like Microsoft 365 – including MS Teams and MS Planner – more broadly. It’s proving the ideal means to collectively organise and process matters in a secure and managed way.

We know this is happening, because of the very high levels of interest in our current bite-sized webinar series. Each week, our CTO Fergus Wilson provides practical tips on using Teams to maximum effect for remote collaboration during the ongoing lockdown. (A recent session addressing a common question from legal teams can be played back here.)

Introducing Panoram: our exciting new legal digital transformation partner

In the current state of market upheaval, the announcement of Repstor’s partnership with Panoram – an exciting new legal digital services start-up – could not be timelier.

Panoram is a brand new legal transformation specialist, which has deliberately brought forward its business launch during the Covid-19 lockdown, in response to the growing sense of urgency around digital transformation in the sector.

Poignantly, Panoram shares Repstor’s belief that harnessing existing technology investments is the surest way to adapting to the current climate with enhanced content management & collaboration; to enabling new digital ways of working immediately, and without disruption to everyday activity.

It’s why Repstor was the obvious technology partner for matter lifecycle management. Panoram will recommend and implement Repstor Custodian for Legal™ as its default matter management offering, linked to Microsoft 365 (the Office 365 subscription service). Custodian for Legal is ideal for corporate legal departments and law firms anxious to accelerate their digital transformation initiatives, because it builds on a software investment many legal teams have already made. It’s no coincidence that the software has become a firm favourite for transforming matter-related document and email management, as well as legal matter-based collaboration.

A meeting of minds: legal visionaries & technology heavyweights

Panoram’s founders are respected experts in legal technology and legal practice. They include Rick Seabrook, a digital transformation leader and formerly a Partner at Accenture. He believes strongly that law firms and in-house legal teams have no choice but to embrace digital technologies and new delivery models if they want to survive, and stay relevant and agile.

Another co-founder Greg Wildisen, is a technology visionary who, before Panoram, co-launched the European arm of AI automation software company Neota Logic with Rick. And Martin Bonney, one of the world’s leading eDiscovery managed services experts, brings over 25 years’ experience gained in ‘magic circle’ law firms, eDiscovery service providers, and global consulting organisations.

At Repstor, we’re delighted at this obvious, timely and powerful match. Panoram offers a unique combination of law firm heritage, deep digital/technology expertise, and independence (because the company isn’t owned by an IT vendor or a law firm). Together, our two companies offer something very special – which this market is clearly hungering for.

Exciting Legal Digital Services Start-up, Panoram Selects Repstor Custodian for Legal™ as its Default Platform for Information & Matter Management

Launching during the lockdown, in response to legal teams’ growing sense of urgency around digital transformation, Panoram shares Repstor’s belief that harnessing existing technology investments is the surest way to adapting to the ‘New Normal with enhanced content management & collaboration

Belfast, April 28th, 2020 – Repstor, the Content Services and Microsoft 365 matter management specialist, has today announced a timely partnership with exciting new legal digital services start-up, Panoram. It will see Panoram implement Repstor Custodian for Legal™ for corporate legal departments and law firms anxious to accelerate their digital transformation initiatives.

Panoram is a brand new digital services provider to the UK legal sector, which has brought forward its launch plans in response to intensifying enquiries via LinkedIn as word has spread about the company’s plans.

Panoram’s founders are respected experts in legal technology and legal practice. Rick Seabrook is a digital transformation leader and formerly a Partner at Accenture. Along with Panoram co-founder, Greg Wildisen, he launched the European arm of AI automation software company Neota Logic.

“We are establishing Panoram at a time of great disruption, from which a ‘new normal’ will quickly emerge: one in which old rulebooks are torn up and new ways of working are adopted,” Rick says, explaining Panoram’s vision to modernise professional services through digital technologies and new service delivery models. “To survive and stay relevant and agile, law firms and in-house legal teams have no choice but to embrace digital technologies and new delivery models.”

The imperative is to enable new digital ways of working immediately, and without disruption to everyday activity, he adds. It was this ethos that made Repstor the obvious technology partner for matter lifecycle management. Repstor’s Custodian for Legal platform – designed to run natively within Microsoft 365 (the new name for Microsoft’s Office 365 subscription service) – harnesses the investment legal teams have already made in the Microsoft 365 platform whilst transforming matter use cases such as document & email management, collaboration and matter lifecycle management.

“We’ve known of Repstor for a long time, and our visions and values are very closely aligned,” Rick says. “Too often legal teams have got in a mess trying to implement specialist IT systems which cost a lot of money and take an age to roll out, without ever really transforming operations in the way that’s needed. Like Repstor, we firmly believe it doesn’t have to be that way – particularly when established systems that are already widely in use – most notably Microsoft 365 and its inherent collaboration platform, Teams – offer everything legal teams need. It’s just a case of optimising the platform for everyday legal use via solutions like Repstor Custodian for Legal.”

The partnership with Repstor will see Panoram offer Custodian for Legal as its default matter management solution, linked to Microsoft 365. Under the value-added reseller relationship, Panoram will offer the full range of consultancy, build, execution/delivery and cloud/SaaS-based system hosting, depending on clients’ requirements. Panoram also provides eDiscovery solutions, via technology company Nuix, and broader digital strategy and transformation services for legal teams. It also plans to build additional applications on top of Custodian for Legal, for enhanced compliance and risk management.

Panoram’s impressive legal sector and digital credentials make the company an ideal value-added solutions partner for Repstor.

Greg Wildisen is a technology visionary who believes in a digital future for legal services. A third co-founder, Martin Bonney, is one of the world’s leading eDiscovery managed services experts with over 25 years’ experience gained in ‘magic circle’ law firms, eDiscovery service providers, and global consulting organisations. Other co-founders are yet to be announced and believed to include senior hires from the UK legal transformation sector.

“Our two companies are a powerful combination,” comments Sheila Gormley, Repstor’s Executive VP of Legal Solutions and co-founder. “What makes Panoram stand out in the market is its unique combination of law firm heritage, deep digital/technology expertise, and its independence – in that it is not owned by an IT vendor or by a law firm. Despite – or rather because of the current market conditions, this is a very timely alliance, and we are thrilled that Panoram has brought forward its launch, as the digital transformation needs of this sector are urgent, and mounting.”

Panoram’s preliminary web site, outlining its vision and proposition, can be found at https://panoramdigital.com/

Want to know what Repstor could do for you? Fill in the form below NOW:


Ask the Teams’ Experts: Keeping track of content as remote teams proliferate

We’ve been surprised and delighted at how readily remote employees have taken to collaboration using MS Teams, given the sudden need to let people work from home. For now, we’re just letting them get on with it. With teams popping up all over the place, though, we’re wondering how we’ll manage to consolidate all of this current remote activity with the carefully-ordered document and content systems we use internally?

This is a question that’s cropping up a lot on Office 365/Teams and information management forums at the moment, and which we’re going to make the subject of our next MS Teams webinar. It’s important to get this right, even if – out of necessity – much of this happens after the fact. Here are 3 tips to minimise the long-term chaos of these ‘feel our way’ times.

    1. Sow the seeds of good practice now.

If your people have switched from Skype for Business to Teams with more than a little exuberance, then by all means let them continue to experiment with all that the platform can do to support planned and ad-hoc chat and collaboration. These are crazy times and if good work is happening at home, don’t rush to put a stop to it. Microsoft is encouraging widespread experimentation with Teams, and even the analyst community has joined the chorus, promoting the positives of collaboration over the risks that need to be guarded against.

But it isn’t a bad idea to usher users in the right direction, by giving them a few tips that will make life a lot easier later – when they’re hunting back for a recent discussion that mentioned a client, for instance; or across team activity where colleagues were sharing the latest edits to a group document.

    1. A bit of planning now will ease efforts later.

Make team creators and owners aware from the outset that simple choices they make now – about how they name teams; the privacy settings they put in place; and the information they set down about a team – will have a direct bearing on their ability to refer back to that content and activity in future. Being hasty or slapdash when forming a new team or chat group might result in a rapid resolution to a query or problem in the short term, but if the haphazard approach makes it hard to retrace steps or locate information later, any upfront time savings could be surrendered further down the line.

MS Teams is very intuitive to use without any formal training, so asking users to pause and think about naming conventions, security setting/team membership, and other bits of essential housekeeping, before they create a new team shouldn’t impede their progress. For them, and for information managers, this is a strong case for a ‘stitch in time’ saving nine. That is, there will be less work to do later, whether in trying to find and archive useful content, or in making sure that sensitive conversations are locked down appropriately.

    1. It’s never too late to restore information lifecycle management.

If these good intentions don’t come to fruition, try not to worry. Our software is very good at ‘discovering’ teams and all related information and displaying this in a dashboard – to support teams lifecycle management (security checks, information archiving, and so on). If information about certain teams is lacking, a quick look at who set them up will make it possible to track down missing information, so that administrators/information managers can edit settings and process rules as appropriate.

Our next Microsoft Teams Bite-Sized Webinar is on May 5th and focuses on making light work of Teams Security for Home Workers.   Sign up here to find out more.

Boels Zanders introduces modern, flexible working with Repstor Custodian for Legal from Transform Data

Boels Zanders is a full-service law firm, based in the south of the Netherlands with an international reputation. With offices in Eindhoven, Venlo, and Maastricht, the firm services the day-to-day legal needs of entrepreneurs, business leaders and administrators of SMEs, large corporates, public sector, healthcare and non-profit organizations.
Boels Zanders maintains its leading position in this fast-changing market by using IT to enhance its client service. Together with Transform Data, Boels Zanders continuously explores new ways to maximize the use of its existing platforms in order to meet business goals and optimize processes. Recent years have seen a significant transformation in the IT landscape with a migration to the Cloud and the introduction of Custodian for Legal.

Click HERE to read the full case study. 

Boels Zanders Advocaten switches to Office 365 based Custodian for Legal

Want to know more about how Repstor can help you? Fill out the form below NOW and one of our team will be in touch with you shortly.

Ask the Microsoft Teams Experts: Make light work of Teams security for home workers

Most of our staff need to work from home now, and Teams seems the obvious means of collaboration. It’s important we don’t curb people’s productivity, but at the same time we’re concerned about information privacy and security protocols being breached if users are unwittingly careless. How can we achieve a safe middle ground?

Given companies’ haste to get employees up and running on Teams from home, information and security managers are right to be concerned about where sensitive details might be shared. Here are some pointers on maximising users’ freedom and productivity, without creating new and lasting risk.

  1. Don’t panic.

If the business has already embraced Teams with gusto, and without adequate controls being in place to determine who can see or share what, this isn’t an irretrievable situation. Be assured that you will be able to restore order retrospectively: bringing sensitive content within acceptable accessibility and ensuring that the latest information and documents are stored in the right place.

  1. Weigh up your needs: open/discoverable vs closed/private or combinations thereof.

Set some basic security parameters as soon as you can. Take advantage of the settings Microsoft offers ‘out of the box’ with Teams and Office 365, and then add some simple additional parameters if you want to hone these criteria further (see points 3-5).

To encourage widespread Teams take-up, Microsoft has put in place default settings that make teams open and discoverable, ready for anyone to find and join. But it is very easy to amend these settings, as needed. All teams are designated Public (open for others to join without approval), or Private (requiring membership for users to gain access). Essentially, wherever there might be a need to control access to certain topics or related information/documents, team creators/owners should select the private option – ensuring that no one else can enter without seeking permission first.

However, even private teams are set by default to be searchable and discoverable (by title and description) by non-members. If a team is set up to discuss a sensitive internal project, client case or legal matter, the name of the chat or collaboration topic could be sufficient to compromise required secrecy. Our software helps guard against that (MS Teams will have this capability natively soon too). If a team owner doesn’t want activity to show up in search results and suggestions, they can simply select the alternative option at set-up. This will hide all the metadata linked to a team so that it won’t appear in theme-related searches.

  1. Add additional control steps, as needed.

To make absolutely sure that non-members can’t see any content they shouldn’t, consider adding in some other simple steps – for example, requiring two owners per team who can approve new-joiners; or requiring requestors to enter a code to verify their approved status.

  1. Link to and re-use existing content controls, as reflected in other systems.

Given that you may have established privacy and security controls and information access rights within other systems such as project or practice management applications, it would be a great time-saver and confidence-booster if you could simply carry across these controls to use in Teams. Our software lets you do exactly that.

So if you’re concerned about sensitive information being shared with external users via Teams, why not link access controls to people’s Office 365 credentials to ensure that certain content goes no further? As well as ensuring that sensitive documents aren’t shared with ‘the wrong Jenny’, such measures will help ensure there is no accidental transgression of GDPR and other regulatory restrictions around data management.

  1. Auto-create teams with pre-set security controls.

For even greater reliability and speed of set-up, you could pre-populate certain types of Team with agreed parameters. So that, for a given project, case or matter, the right members are pre-assigned, and the appropriate levels of content lockdown are already defined – as per the parameters set down in other business systems.

Our solutions make this kind of thing easy, for example making it easy to assign a whole group to a team instead of having to invite members individually, and pre-defining appropriate security settings. Our software can also define and enforce enhanced approval processes, for particularly sensitive Teams.

Importantly, we make all of this very intuitive and user-friendly, so that these additional measures do not stand in the way of people using Teams productively from day one. By linking to the fine-grained controls specified in existing policies and systems, we make it possible for organisations to roll out Teams confidently and at speed.

I’ll be expanding on these points in next week’s Microsoft Teams Bite-Sized Webinar. It’s is on April 21st with a UK and USA time slot. Sign up here to find out more.

Ask the Microsoft Teams experts: expediting Teams rollouts

How can we get people up and running on Teams quickly so they can work effectively from home, without storing up information management and compliance issues for later?

Microsoft Teams use continues to soar as more employees are called to work from home, to help slow the spread of Covid-19. According to Microsoft’s latest figures, there are now 44 million daily users of Teams globally, who generated 900 million meeting and calling minutes collectively via the platform – per day – over the last week[1].

But where does the surge in demand for Teams leave IT/information managers? To preserve productivity, the immediate priority must be to get users up and running quickly on Teams (assuming they are not already habitual users of the collaboration and chat platform as part of their everyday Office 365-based activities).

Fortunately, this needn’t mean sacrificing information management. By setting a few simple housekeeping rules up front, IT administrators can reinstate information compliance after the fact.

Here’s how.

  1. First enable, then control.

Try not to panic about uncontrolled Teams take-up. While remote-access systems are creaking under the strain, cloud-based Teams is ideal for high numbers of people suddenly needing to work remotely (and Microsoft is investing heavily in data centre expansion to keep pace with demand).

Many organisations already have Teams cued up and ready to go as part of their Office 365 package, even if the application hasn’t been used extensively until now. Although it might have been preferable to plan the rollout and give users some preliminary training, the software is intuitive and easy to use from day one. So get them up and running first; you can introduce any information policy compliance and security measures retrospectively. (Our software can help with this.)

  1. Create structure through meaningful Team/chat names.

The more casual ‘chat’ element of Teams could invite problems later if discussions are about specific projects or customer cases, and they involve document sharing. Ideally, people should create proper ‘Teams’ to keep discussions and content linked and coordinated.

To cover all eventualities, encourage creators of discussions or Teams to use meaningful names to describe them. This will make it easier to ‘tidy up’ content later – simplifying the process of searching for and filing documents and updated information. If a Team or discussion relates to a client case number or project name, for instance, including that reference information in the name will make it possible to map conversations and files to related pieces of work, and store them in the correct document/content repository back at base.

Rather than name a chat or Team after the people involved, then, encourage employees to name them after the given topic/client/project ID.

  1. Reassure rather than restrict users.

Considerations should as whether to restrict external sharing, and other security and privacy measures, can be dealt with once users are up and running and using Teams confidently and productively. In the meantime, maximise the Teams set-up to influence how people use it, and to build their confidence that they are ‘doing it right’. This will help to reassure employees as they experiment with the software and discover how it can help them do their jobs more effectively.

Tabs such as Conversation View and Files View will be displayed by default, but consider which other features you want to add on the start-up page – for example Planner, to aid task management; and/or OneNote for free-form information gathering and multi-user collaboration. Setting out a clear structure for users to follow will help ensure that the Teams rollout goes the way you want it to, even if the opportunity to ‘train’ employees has been compromised by the need for speed.

A tailored ‘welcome screen’ is a good idea for steering users towards preferred practice. You could include guidance and useful links in an initial conversation topic as part of a new Team, for instance. Microsoft suggests a page like this, which you could adapt with your own messaging/tips:

Welcome to Microsoft Teams for <insert_company_name>. Teams is a chat-based workspace that brings together chat, files, people, and tools in one place.

We created a team called “Get to know Teams” to get you started. Use it to experiment, ask questions, and discover the possibilities of Teams.

To join, click <link to the team>.

I’ll be expanding on these points in a new Microsoft Teams Bite-Sized Webinar. Sign up here to find out more.

[1] Microsoft cops to 775% Azure surge, quotas on resources and ‘significant new capacity’ coming ASAP, Then Register, March 29th, 2020: https://www.theregister.co.uk/2020/03/29/microsoft_azure_usage_surge_coronavirus/

Ask the Microsoft Teams experts: empowering home workers – Legal Teams

How can we empower our legal teams to collaborate on matters at home using Teams, without undermining our office document management system where all content resides?

MS Teams usage, already at dizzy heights, is going through the roof as a result of the call for more people to work from home. In recent days, MS Teams activity has soared by 500 per cent, a trend that is likely to continue as people adapt their working habits to the ‘new normal’. The surge in Teams use is not surprising: the platform is designed for remote collaboration – supporting both formal and ad-hoc communications and document-sharing to maximise productivity.

In this new series of short, practical articles, I’ll be addressing some of the common questions information managers have as they try to strike the right balance between rapidly providing flexible support for the way people need to work, and maintaining information policy compliance. Continue reading “Ask the Microsoft Teams experts: empowering home workers – Legal Teams”

Give your Corporate Legal Department the Matter Lifecycle Management system it deserves – built exclusively on Microsoft 365

Join our experienced presenters demonstrating with real use cases how corporate legal departments are using Repstor Custodian for Legal to meet productivity challenges head-on and transform the way they deliver legal services.

During the webinar we provide an end to end tour including: –

  • New instruction intake, triage, allocation
  • Document and email management through the familiar Outlook and Mobile applications
  • Document automation and self-service
  • Enhanced internal and external collaboration with Microsoft Teams©
  • Matter Reporting and Analytics

See all our Microsoft Webinars.