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Copy file name to clipboardExpand all lines: docs/competencies/microsoft-maturity-model-how-to-people-communities.md
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A department, depending on the size and company culture, may also benefit from a Microsoft 365 Group. Large departments where all members are not actively collaborating may be best served by a Dynamic Distribution Group as communication is primarily one way and the smaller functions within the department are then collaborating with Microsoft 365 Groups.
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Begin to pilot open community spaces like Viva Engage or an org-wide Team. The "outer loop" is focused on sharing information widely across an organization outside the known working groups. There is not a known set of members as it can be fluid and communication is often focused on surfacing new ideas, gathering feedback, knowledge sharing, breaking down silos, and connecting the business with senior leaders. Focus on moving company-wide communication that seeks to foster two-way communication to Viva Engage or an org-wide Team ([depending on company culture and size](how-to-share-org-wide-communications-in-microsoft-365.md#company-culture)).
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Begin to pilot open community spaces like Viva Engage or an org-wide Team. The "outer loop" is focused on sharing information widely across an organization outside the known working groups. There is not a known set of members as it can be fluid and communication is often focused on surfacing new ideas, gathering feedback, knowledge sharing, breaking down silos, and connecting the business with senior leaders. Focus on moving company-wide communication that seeks to foster two-way communication to Viva Engage or an org-wide Team ([depending on company culture and size](/community-docs/articles/how-to-share-org-wide-communications-in-microsoft-365.md#company-culture)).
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### People (level 100 to 200)
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Reach out to your [SharePoint Champions](identifying-your-sharepoint-champions.md), Microsoft 365 business owners, and internal customer service functions (think Information Technology, Human Resources, Finance) to begin completing their profiles in [Delve](https://support.microsoft.com/office/what-is-delve-1315665a-c6af-4409-a28d-49f8916878ca) with more detail in addition to any contact information that may be populated from Active Directory or a synced Human Resource Information System. Focus on adding project and skills information to support search becoming a go-to place to identify people across the organization who provide internal customer service support (like answering benefits questions or providing support with a specific software), source knowledge and expertise.
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Reach out to your [SharePoint Champions](/community-docs/articles/identifying-your-sharepoint-champions.md), Microsoft 365 business owners, and internal customer service functions (think Information Technology, Human Resources, Finance) to begin completing their profiles in [Delve](https://support.microsoft.com/office/what-is-delve-1315665a-c6af-4409-a28d-49f8916878ca) with more detail in addition to any contact information that may be populated from Active Directory or a synced Human Resource Information System. Focus on adding project and skills information to support search becoming a go-to place to identify people across the organization who provide internal customer service support (like answering benefits questions or providing support with a specific software), source knowledge and expertise.
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## How to move from Managed to Defined (level 200 to 300)
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The guidance for what-to-use-when was created in partnership with the business and training was launched to align the business on the new community spaces for collaboration. The focus can shift to creating opportunities for feedback, iterative improvements, and strategic planning as the Microsoft 365 platform continues to evolve.
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- Meet with your existing [champions group](identifying-your-sharepoint-champions.md) or begin to form one in your organization for each of the community platforms (Teams, Viva Engage, and SharePoint). The champions are not necessarily only the top users of these platforms. Including end users who push your governance boundaries, ask lots of questions in training, open tickets for common issues, or who are in the project queue for IT support can all add value to this group by offering diverse perspectives. When forming the champions group, including a spectrum of viewpoints, roles, and technical abilities will ensure you do not come to a false consensus as a group for what works best for the entire organization.
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- Meet with your existing [champions group](/community-docs/articles/identifying-your-sharepoint-champions.md) or begin to form one in your organization for each of the community platforms (Teams, Viva Engage, and SharePoint). The champions are not necessarily only the top users of these platforms. Including end users who push your governance boundaries, ask lots of questions in training, open tickets for common issues, or who are in the project queue for IT support can all add value to this group by offering diverse perspectives. When forming the champions group, including a spectrum of viewpoints, roles, and technical abilities will ensure you do not come to a false consensus as a group for what works best for the entire organization.
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- Form a meeting and communication cadence with this group to share Microsoft announcements, project initiatives, and to serve as an open door for feedback. Staying closely aligned with the end users actively working in these systems will ensure you understand how people are working in Microsoft 365 and what they need to be productive. Your guidance will continue to evolve to meet their needs and as Microsoft makes shifts in their offerings.
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- Continue training and showcase the efforts of end users utilizing self-service opportunities. Share case studies of teams who created their own communities by following the training and guidance. Include specifics around their starting point, pain points that drove the change, and improvements while using new solutions to communicate.
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## Related documents
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-[People and Communities Competency- Microsoft 365 Maturity Model](microsoft365-maturity-model--people-and-communities-competency.md)
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-[How to Share Org-Wide Communication in Microsoft 365](how-to-share-org-wide-communications-in-microsoft-365.md)
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-[The Evolution of Company-Wide Email Communication to SharePoint News](evolution-of-company-wide-email-communication-to-sharepoint-news.md)
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-[How to Share Org-Wide Communication in Microsoft 365](/community-docs/articles/how-to-share-org-wide-communications-in-microsoft-365.md)
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-[The Evolution of Company-Wide Email Communication to SharePoint News](/community-docs/articles/evolution-of-company-wide-email-communication-to-sharepoint-news.md)
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-[Principles of Communication](principles-of-communication.md)
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-[Manage Dynamic Distribution Groups](/Exchange/recipients/dynamic-distribution-groups/dynamic-distribution-groups)
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-[Welcome to Microsoft Teams](/microsoftteams/teams-overview)
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## Introduction
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The [Collaboration Competency article](microsoft365-maturity-model--collaboration) provides an overview of communication concepts within Microsoft 365 and details for each of the five maturity levels from Initial to Optimizing (100 through 500). It adopts a broad, technology-agnostic approach to the business characteristics of communication plus the expected benefits.
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The [Collaboration Competency article](microsoft365-maturity-model--collaboration.md) provides an overview of communication concepts within Microsoft 365 and details for each of the five maturity levels from Initial to Optimizing (100 through 500). It adopts a broad, technology-agnostic approach to the business characteristics of communication plus the expected benefits.
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This article explores how organizations at any level could use the Microsoft 365 suite (and associated technologies) to reach a higher maturity level.
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## How to move from Initial to Managed (Level 100 to 200)
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## Introduction
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The [Communication Competency article](microsoft365-maturity-model--communication) provides an overview of communication concepts within Microsoft 365 and details for each of the five maturity levels from Initial to Optimizing (100 through 500). It adopts a broadly technology-agnostic approach to the business characteristics of communication plus the expected benefits.
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The [Communication Competency article](microsoft365-maturity-model--communication.md) provides an overview of communication concepts within Microsoft 365 and details for each of the five maturity levels from Initial to Optimizing (100 through 500). It adopts a broadly technology-agnostic approach to the business characteristics of communication plus the expected benefits.
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This article explores how organizations at any level could use the Microsoft 365 suite (and associated technologies) to reach a higher maturity level.
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## How to move from Initial to Managed (Level 100 to 200)
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At this level you can expect the following:
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- ✨ Content is strongly managed across business applications and processes, feels largely seamless to users and is easy for them to recognize value in and adopt. Staff focus on task completion, contributing to content management consistently, recognizing that their contributions benefit other parts of the system.
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- In many cases, content storage is a function of the type of content and not at the discretion of staff; ["putability"](glossary.md#putability) decisions are driven by well-established principles that staff are fluent at applying.
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- In many cases, content storage is a function of the type of content and not at the discretion of staff; ["putability"](/community-docs/articles/glossary.md#putability) decisions are driven by well-established principles that staff are fluent at applying.
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- Productivity is consistently high and metrics are in place to identify and act on exceptions. Rework and errors are rare.
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- Staff intuitively use definitive reference content; they know how to validate that they are using appropriate information and are collectively confident of decisions based on their sources.
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- Content driven systems are routinely improved; feedback and monitoring mechanisms at granular and aggregate level continuously identify areas for improvement and enable programs of work to maintain productivity as the business landscape evolves.
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##### 500 Storage
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- ✨ There is a wide reaching, flexible and inclusive strategy for storage of all types of content which ensures everything is available to staff and partners who need it, regardless of location, device, region etc. ["Putability"](glossary.md#putability) is actively guided or fully automated, based on AI classifiers.
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- ✨ There is a wide reaching, flexible and inclusive strategy for storage of all types of content which ensures everything is available to staff and partners who need it, regardless of location, device, region etc. ["Putability"](/community-docs/articles/glossary.md#putability) is actively guided or fully automated, based on AI classifiers.
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- Storage is largely "invisible" to staff. Content is created, stored and accessed without a need to learn the storage structures.
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- There are effectively no limits to the volume of storage or type of content that can be stored and accessed.
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