Tag Archives: M365

Living the Digital Transformation We Preach

AI, Digital Dexterity, SLT, Thoughts, UTET, , ,

As the IT leaders at UT Austin, we spend a lot of time talking about digital transformation. We encourage campus to embrace modern tools, work smarter, and take advantage of the technology investments we’ve made. But here’s the real question, are we practicing what we preach? If we want to lead the university into a more digital, connected, and efficient future, we need to start with ourselves. We need to live in the environment we’re asking others to adopt, not dismiss it, not just support it, but fully commit to it.

Right now, we’re operating in a fragmented digital world. Some teams use Slack, others use Teams. Files are scattered across OneDrive, SharePoint, Box, Wikis, and more. Some meetings are on Zoom, others on Teams. We are juggling platforms when we could be harnessing the power of our enterprise-supported ecosystem and putting Copilot to work for us.

When groups on campus reach out for help improving their digital workflows, we should be the experts they turn to. But how can we do that if we aren’t fully invested ourselves? If we don’t know Teams inside and out, how can we teach others to maximize it? If we’re not using OneDrive and SharePoint to store our work, how can we expect others to move away from Box? This isn’t just about efficiency, it’s about leadership. The best way to drive change across campus is to lean into the change. And imagine the stories we can share with the community as we do!

Here’s our challenge, we need to standardize our own workflows before we can credibly push others to do the same.

  • Teams over Slack. All our internal communications should happen on Teams—chats, channels, file sharing, and collaboration. We can’t ask campus to make the switch if we haven’t fully embraced it.
  • OneDrive & SharePoint over Box. Moving documents to a single, integrated storage platform makes collaboration easier and security more resilient. I am not talking about engineering new workflows that support campus operations, I am primarily concerned with our internal workflows.
  • Teams Meetings over Zoom. We already have a robust, enterprise-supported meeting platform in Teams. It integrates with our calendars, our files, and our workflows. Let’s stop defaulting to Zoom when Teams can do the job. I completely understand that incoming meetings are often up to the organizer, but once we can start to show value in the automation that Copilot in Teams meetings provide, we have a reason for other groups on campus to make the change.
  • Microsoft Forms over Qualtrics. I am honestly tired of responding to basic questions using our most powerful enterprise survey tool. MS Forms should be used for all lightweight data collection.
  • AI & Automation with Copilot. Microsoft Copilot is already here, and it should be changing the way we work. But we won’t understand its full impact unless we actively use it. How can AI streamline our daily tasks? What reports, emails, and meetings can we automate? The only way to know is to test, learn, and apply. The SLT has decided that we are providing M365 Copilot to the entire organization.

I want to be clear, every time we use tools outside our enterprise systems, we create more work, more risk, and more fragmentation. We make it harder to secure data, harder to collaborate, and harder to support the very systems we advocate for. If we want campus to streamline their tech stack, we have to start with our own teams. That means cutting out redundant tools and fully investing in M365, not just because we’re told to, but because it makes our work more effective.

Digital transformation isn’t just about technology, it’s a cultural shift. It’s about building habits that make work easier, faster, and more connected. But culture change starts with us. I am asking us to set the example.

I want us to create a comprehensive plan for making this the new normal within Enterprise Technology. I know who some of the people are who can help lead this, but I am actively looking for people who can help and will take some responsibility in leading this.

OpenAI generated image showing people working together in a UT themed room.

Image created by OpenAI.

Change for Progress.

AI, Thoughts, UTET, , ,

The history of IT here at UT is something I am still learning. Great decisions we made at the time often look foolish by today’s metrics. At the time we made a specific decision, we were certainly looking into the future and often betting that the legacy approach would work out or the shiny new thing that is replacing legacy is the best move.

When we invested in Box as a cloud storage solution the rest of the world was playing catch up to the ideas of what a cloud storage solution would even mean to them. We were ahead of the curve. But did we choose the right pony in that race? At the time of the decision, yes! Now, with the rise of Microsoft’s integrated approach to collaboration, the idea of a disconnected storage solution seems almost quaint by comparison, a more modern mechanical Turk of the file cabinet age. We now live in a world where the promise of AI and modern collaboration approaches have started to take root, our decision looks like it was shortsighted — even though at the time it put us in front of many.

So, what should we do? How do we convince the community that this is the right time to make the shift? How do we depreciate something that has existed as a stable practice for so many years? Even if we forget the whole community for a moment, convincing our own teams to make the move is complex.

Illustration of moving data from one box to another.

I think there are compelling reasons for us to attack this. The first is simple — we must model the right behavior. The transition from Box to SharePoint for organizational data storage is not just a technical upgrade; it’s a strategic move that can significantly enhance our operational efficiency. The primary driver behind this shift is the greater adoption of M365 Copilot across campus, which promises to advance the way we work by leveraging the full potential of the integrated suite of tools.

One of the most compelling reasons to make this move is the seamless integration that SharePoint offers with the rest of the Microsoft 365 ecosystem. Unlike Box, which operates as a standalone solution, SharePoint is designed to work in harmony with tools like Teams, Outlook, and OneDrive. This integration means that our data is not siloed in separate applications but is instead part of a cohesive, interconnected environment. This interconnectedness is where M365 Copilot truly shines, as it can access and analyze data across all these platforms to provide insights and automate tasks that would otherwise require manual effort.

For people, this means less time spent switching between applications and more time focused on meaningful work. Imagine a scenario where you need to prepare a report for a meeting. With Box, you might have to manually gather data from various sources, but with SharePoint and M365 Copilot, the data is already at your fingertips, ready to be synthesized and presented. This not only saves time but also reduces the risk of errors and ensures that everyone is working with the most up-to-date information.

For entire workgroups, the benefits are even more pronounced. SharePoint’s collaboration features allow teams to work together more effectively, regardless of their physical location — a key for us. Documents can be co-authored in real-time, feedback can be provided instantly, and version control ensures that everyone is always on the same page. M365 Copilot enhances this collaboration by providing intelligent suggestions and automating routine tasks, freeing up team members to focus on strategic initiatives.

Moreover, SharePoint’s advanced security features provide peace of mind that our data is protected. With built-in compliance tools and the ability to set granular permissions, we can ensure that sensitive information is only accessible to those who need it. This level of security is crucial in today’s environment, where data breaches can have severe consequences snd ther atack vectors are at an all time high.

The move to SharePoint is not just about adopting new technology; it’s about embracing a new way of working that prioritizes efficiency, collaboration, and security. By making this transition, we position ourselves to take full advantage of M365 Copilot’s capabilities, driving operational efficiency and enabling us to achieve our organizational goals more effectively. Let’s lead this transformation and leverage the power of our investments to propel our organization forward.

Moving forward together on this transition to SharePoint will require a collective effort and a commitment to learning and growth. To ensure a smooth and successful migration, we will offer comprehensive training and guidance to all our teams. This will include hands-on workshops, detailed tutorials, and ongoing support to help everyone get comfortable with the new system. This added layer of growth will allow our team to fully leverage the capabilities of SharePoint and M365 Copilot, ensuring that they feel confident and supported throughout the transition. Together, we can embrace this change and unlock new levels of productivity and collaboration within our organization. Let’s take this journey together and make the most of the opportunities that lie ahead and in the process, we will lead campus into this future.

Is it Possible to Embrace a Common Digital Platform?

Digital Dexterity, Thoughts,

In today’s fast-paced academic and professional environments, our ability to effectively leverage technology is more important than ever. As a campus community, we have an opportunity to take a transformative step forward by embracing a shared approach to digital tools, specifically through the adoption of Microsoft 365 (M365). This is not simply about using software—it’s about creating a consistent, collaborative, and accessible framework for how we work together.

I talk about the notion of Digital Dexterity quite a bit, but I don’t think I have ever really defined it from my point of view. I see it as the ability to adapt to new technologies and workflows to achieve our goals. For faculty, it means enhancing teaching and research capabilities. For staff, it means streamlining workflows and improving service delivery. At its heart, digital dexterity empowers all of us to innovate and collaborate effectively in support of our shared mission.

In my mind, achieving this goal requires alignment. I am not one to be prescriptive, but when I look around campus, I see a need for us all to be ready to commit to a common set of tools and practices to really move our collective digital dexterity forward. By consolidating our efforts, we can reduce fragmentation in the tools we use, simplify training and support, and ensure that everyone has access to secure, reliable, and accessible technology. Oh, and we would save the university a lot of money.

Coming together offers more than just productivity — it is a platform that enhances:

  • Workflow Efficiency: Integrated tools like Teams, SharePoint, and OneDrive enable seamless transitions from ideation to execution.
  • Collaboration: Whether across departments or with external partners, we have to fosters dynamic, real-time collaboration.
  • Consistency: A shared platform standardizes how we work, reducing confusion and promoting best practices.
  • Security: Built-in compliance features protect our data and ensure alignment with institutional policies.
  • Accessibility: Tools like Immersive Reader and real-time transcription services empower all users to engage fully, regardless of ability.

Moving toward a common approach is a decision we must make together. It’s an opportunity to rally around a shared vision of digital transformation that serves teaching, learning, research, and productivity. By committing to a common platform, we can focus our resources on training and support, ensuring that every member of our community feels confident and capable in using these tools.

I recognize that change can be challenging, but it is also necessary. As we embark on this journey, we will ensure robust training, accessible resources, and ongoing support. Together, we can create a culture where technology serves as a foundation for creativity, connection, and success.

I am inviting every member of the campus community to join us in moving closer together in the use of the tools we pay for within our larger ecosystem. This is not just a technical shift but a cultural one—a commitment to collaboration, innovation, and a shared future. If anyone out there wants help in moving forward with a platform shift within your organization, please reach out!