Microsoft 365 Community Community Demos, 5 Nov 2020

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From YouTube: Introducing: New Employee Onboarding - a Microsoft Teams app template

Description

In this 15-minute Site Admin focused demo, Nidhi Sharma shows a New Employee Onboarding (NEO) – a out-of-box solution based on customer input, and a collaboration between the SharePoint team’s new employee onboarding hub template in look book (including cost-effective content back-end and lists), and Microsoft Teams NEO app front-end. Onboarding is broken into a series of User Flows – that organize, remind, update, prompt, track, route, close tasks to efficiently deliver a structured and complete onboarding experience – day 1 to 90+.This PnP Community demo is taken from the General Microsoft 365 Development Special Interest Group (SIG) - Bi-weekly sync call recorded on October 15, 2020.

Demo Presenter: Nidhi Sharma (Microsoft) | @nidsonbirdie

Supporting materials:
• Documentation - App Templates for Microsoft Teams | https://docs.microsoft.com/microsoftteams/platform/samples/app-templates?WT.mc_id=m365-15744-cxa
• New employee onboarding Microsoft Teams app template in Github - https://github.com/OfficeDev/microsoft-teams-apps-newemployeeonboarding
• Look book template - New Employee Onboarding Hub - Connect, Engage, Inform | https://lookbook.microsoft.com/details/75e60a32-9849-4ed4-b83e-b2b08983ad19?WT.mc_id=m365-15744-cxa
Learn more:
• Learn more about the Microsoft 365 Patterns and Practices community at: http://aka.ms/m365pnp
• Visit the Microsoft 365 Patterns and Practices community YouTube channel: https://aka.ms/m365pnp-videos

A

This is actually under the microsoft catalog for app templates, microsoft teams. This is our first collaboration with the sharepoint team. We are collaborating with one of the solutions, that's already on their lookbook, which is called new, employee and boarding. So what we did is used sharepoint as a back end, so that it's very cost effective and it's structured in any way. It's kind of like the what previous demo covered already in the new employee onboarding list, and then we built like a teams app on top of that.

A

So let me show you the sharepoint solution really quickly, and then we will go to the teams, part of it. What we are trying to achieve here is to make new employees really productive uh in a matter of time and also especially in the kobe 19 situation, it's harder for them to connect to the existing teams, to make that simple to nudge them and to also have uh them relate training so that they can get inverted quickly. So let me start this is what the solution looks like for sharepoint.

A

This is a complete sharepoint site of the shelves that you can deploy and then, if you go here, you can find the welcome to your next adventure and the new hire checklist. So this is essentially um a very easy to maintain way of like the whole uh day, one to like, whatever, like normally uh new employees, do a 90 a day period for training. So this is day one to like week.

A

12 of that training that you can define, you can define it and classify it by a topic um as well, and then you can just paste the resource link here, whether it's a video, whether it's a deck, whether it's an external link, you can paste that link here, paste an image and then teams app will pick it up. So let me show you some of that magic uh yeah there we go, I'm already logged in so once an admin sets that up or an hr team.

A

That's why we kept sharepoint in the first place, so that it's very, very easy uh for, like a learning coordinator team or an human resources team to manage the content which is going to new employees.

A

So this once the sharepoint is set up. This is the welcome card on team spot once you install it and then, um as a new employee, you would see like these helpful buttons that you can introduce yourself, so a quick fun activity which is very common for all customers that you can do before you get into the whole. Oh, my god, I have to do this training uh type of thing and then there is also a take a tour so that new employees can understand what this app is about.

A

um For example, it shows that okay, you can write a quick introduction about yourself.

A

You can do a new employee checklist, which is where the sharepoint part of it comes in, and the app helps out new employees in um sort of notifying them in a structured manner. So every week you will get your tasks for um the new employee checklist and then you can complete those tasks and mark them as done um and the last, but not the least, very important thing that hr teams usually do, which is that send a pulse survey and uh ask new employees for feedback.

A

So we have enabled that as a separate command that anytime new employees want to share something, they can share it using this, so it will expand and then your feedback can be routed yeah. So there we go. Sorry I've done that already. So this is test and this can be submitted, and then this goes to the hr team directly. They get notified whenever they have the feedback, and they can also download this as a report.

A

So, let's start with the actual introduction, let's see what happens when I click on introduce myself, so this app is beautiful in that way that, like as an admin person when you are deploying the app you're installing the app in your company, all you really need to do is create a list for all of the new employees. We pick up the mapping for the managers uh using your active directory like if you're using that already, and you can also pick up the description and everything which is editable here.

A

All of these questions are configurable, so you, these are again coming from the same sharepoint solution that I just showed here so that like, if for like another customer wants like instead of favorite food, uh you want to have a different question. You can actually configure that as an hr team as well. So let me just put like pizza who.

B

A

Pizza, oh sorry, it's capital.

A

Okay and then movie of your choice for some reason I saw me and then slogan.

A

Always so then, let's see this will give you a feedback that okay thanks so much I've shared it with your manager and as a new employee, you don't need to worry about, like notifying your manager, that hey I've posted this introduction and as a manager. Also, you don't need to notify the new employee that please write something about yourself, so that I can share your introduction with the extended team. So then, let's test this out, um I already logged in as the manager uh in interest of time.

A

So as a manager, you can instantly get notified that okay, this is the person and then, as you can see like pizza and inception, so show here. So I can, if I'm not happy with this like this- is uh maybe as a manager, you want more meaty uh introduction or you have some ideas that could really excite the extended team in knowing you better. uh So you can actually type comments here and then.

A

So like this will now go back here and then I will receive a notification as a new employee that okay, your introduction is not great so like, let's edit it quickly and then let me add, like pizza and really unhealthy options.

A

Okay and then again it went back to the manager so that, as a manager now I can see like these.

B

Introductions updated.

A

This is a very common practice where, as managers, we want to post um these new higher introductions in a channel in a team so that we can get the engagement started and get them introduced to the extended team. So you can easily do that, like all of the teams that the manager is part of will automatically populate the channel, so you can post it this in a channel and then it will appear in that particular team. And then the extended team can comment. uh Do a one-on-one chat with this person?

A

So, let's see if this works, uh I should get caught in.

B

The notification.

A

All right, I'm logged in in a different account: okay,.

B

A

As a manager, you can also do this in your team and you post it. uh What else can you do uh so there is this new employee checklist share feedback and review introductions as a manager like. It is also important that you don't get bombarded with this request all the time. So what we have done to uh take care of that is that you can actually use these bot commands.

A

This will not show right now anything because you have no introductions to review, but if you had multiple people in your team reporting to you who joined, you can actually see all of these introductions as a list so that you can approve them in one shot and post them in one shot in a team that you want to. So let's go to our new employees again. um There is also a nice help. Button like anytime, a new employee is stuck.

A

um They can just ask for help and you can customize like what you put here as well. Like all of these, um the the logo, the app name, everything is customizable. So if I click on new employee checklist, I land to the sharepoint site, um so that I can see that okay, this was my day one. This is my day two. If I actually go back in the app, then um it actually shows me the entire weekly plan, one by one.

A

So if I click on new employee checklist through the bot command, it will actually just show me all of the tasks that I need to do in week. One and not bombard you with like week, uh want to like say we get plan. This definition, some of the important configurations that we have kept um very friendly for like hr admin teams, so that they don't require like much configuration much maintenance of this app. For example, uh one of them, which is very useful, is the definition of new hire like as a new employee.

A

You get this app right, but um definitely after some time, you're, not a new employee anymore, so say, for example, and on an average it's the frequency is 90 days. So after 90 days, say you're not in new employee anymore, that variable that time period is configurable very easily, so that the app will stop notifying and bugging that employee. After that time period has passed.

A

So these are some of the good things about this app one thing which I could not show in the demo, because I couldn't log into one more hr account which I would like to cover really quickly. Is this one? So this hr feedback piece that I was also showing you is also configurable, uh which is a very, very common ask for us. uh Let me just show you that quickly. So, uh as I was mentioning before, that feedback is also really really important.

A

Right, like uh as a new employee, you want to see uh and get that pulse feedback.

A

So as a um hr or admin person, you can actually just create a forms, link or any other survey tool that you use put that link inside the teams app and then it will notify the new hires on a frequency which is again configurable, so whether you want to notify them weekly or bi-weekly or monthly, is configurable and then, as an hr person, you will get like notified in your team and then you can download all this feedback as well. The last thing I would like to show you is also this like.

A

Let me click on like new iron running. So if I do the new employee checklist.

A

Yeah, let me actually go to this one. I I went into the manager account instead of the new employee, account yeah. So you can also see your week. One plan like right now I just refreshed the whole view, so it is just week one and then you can see in week one. I have like two things to do. What we have also kept configurable is this um differentiation between a mandatory activity versus an optional activity like if something is in help resource.

A

You can clearly state that in the sharepoint uh list here and then we can actually pick that up and show it as that, and then you can see each and every of these learning um expanded into a card of its own and then, if you click on view learning right now, we just put an image here, but it could be a presentation. Any asset that can open inside teams will open inside teams uh any asset. An external link which you put here uh will open in a browser.

A

So at any point of time again, you can share feedback on this particular item as a new hire and it will be routed to the hr team. um Some more goodness uh is that that it comes with a full, getting started guide. So let me show you that so some things that we come across is that. Can I integrate with my existing system? Absolutely you. Can you don't need the uh full-fledged uh sharepoint solution like if you do have a sharepoint or an existing onboarding site of some nature? You can actually integrate with that site.

A

What you can also do, additionally, is that if any of these pages, like another common ask, was uh like yaml communities or my leadership pages, if I want to pin them inside the app, you can do that as well um yeah. So, let's go back to this, the app and the storage of it cost of it. Everything is in your environment. All really we need is that um one public url here to hit teams as a cloud so that we can actually hit teams um and use this app on teams.

A

It comes with the full setting guide that okay, this is the step-by-step procedure um of going through setting up the sharepoint site and the team side, uh but the sharepoint site like if there is an existing solution is optional, so you can also just go with teams only, but we really like how the sharepoint site is structured and we really hope that our customers benefit from it.

A

These are the variables uh that are configurable and so they're very easy to understand when you configure like in the previous screenshots, as I was showing you the last, but not the least, very important question uh cost estimate. So how much does this app cost so um as with all app catalog in there? I think, like some 40 of those, this is only charge for the users that actually have the app so for a company like say if I have 10 000 people in my company, um only 10 of that is new higher.

A

So that is like about thousand users. If they have the app and only the managers have the app and the hrt, then it does not cost that much because you don't need the app really for everybody in your company. So we have like a full detailed description that you can share with your id, but ultimately it boils down to around 75 dollars for a thousand thousand users um per month. So this is the cost. um But having said that, like the app is also very customizable, so you can also extend it.

A

What we have seen our customers do is that um club this with another app template, which is for uh frequently asked questions so that all the questions that new hires normally ask to hr team can be preempted here and then they can have their training plan structured. So the course goes a little up there, but essentially sharepoint is already in your plan, so it doesn't cost that much for installing this app and the deployment is really easy. It takes about like half an hour to deploy this.

A

If you follow the guide, so I'll just stop here. I hope uh you really like the employee onboarding solution. um It's really popular right now, um so would love feedback on this. Thank you.

B

Excellent, thank you, unity and, and just to pinpoint that the example estimate there was 75 dollars overall, not per user, so so that was basically because of the azure usage. Yes, yes indeed, but thank you niti and really really really great stuff, and it's it's I'm just a recap. On the on the microsoft teams: app templates, those are production, ready, free reference solutions, so you can and they're open source. You can pull them down. You can use them. You can use them anyway.

B

You want, you can install them them as they are or you can take them and use them for innovation, for your own implementation as well. So that's really really.

A