Something changed!
The working world morphed in the last few years. Collaboration in Microsoft Teams exploded - 280 million daily active users can’t be wrong! Leading practices meet people where they are and support dynamic workflows – inside Teams! Data, reports and alerts all in Teams – What about utility maps?
Pat Hohl: Ray, how did you start integrating maps into Teams?
Ray Neel: We've always worked to bring the enormous benefits of GIS to larger audiences. That means bringing down the barriers to entry and adding practical value to the experience. For example, the expression "Bring GIS to people where they work" used to have a physical meaning; make sure leaders and workers can access map products and data at their workplace.
Post-COVID, it means Teams.
Many companies and agencies had existing investments in Microsoft's office platform at the start of 2020; from March to June of that year, Teams experienced 894% growth. The usage trajectory continued to climb, up to the present. It became abundantly clear we needed to do whatever we could to integrate Esri's ArcGIS directly into Teams, so that we could put GIS to work for people working at all levels of an organization.
Pat Hohl: What does working within one environment mean, and how does it change the user experience?
Ray Neel: People who manage operations or emergency response don't have time to become a master of multiple platforms and systems. Yet, Microsoft Teams has become most organizations' day-to-day collaboration and communications choice. So it makes sense to seamlessly embed valuable tools in a way that doesn't interrupt the user as they work.
A well-engineered integration means a user can log into their enterprise Teams environment for the day and immediately access the geospatial data critical to their operations. If single sign-on is a part of their integration, their work won't be disrupted by additional requests for credentials.
It also means they can have contextual, persistent conversations about what GIS tells them with their organization's peers. Sharing information and conversations with folks from outside their company or agency can also be shared using Teams' Guest User and Shared Channel capabilities.
Pat Hohl: I see potential benefits from situational awareness, context chat conversations, data inputs, alerts, and built-in reporting and record keeping. Where do users report the most value?
Ray Neel: Users want to be able to quickly select a tab within a Teams channel and easily access helpful information products. That has great value, but no one has to stare at a dashboard all day, "waiting for something to happen." A skillful, well-thought-out combination of ArcGIS and Teams can arrange for a "tap on the shoulder" when something important is happening in the GIS data.
This capability is achieved using tools such as Microsoft's Power Automate or Make, which is triggered by events happening in the real world. It can then notify stakeholders of those events through email, Teams channel posts, or Adaptive Cards.
Users also value the ability to have custom reports generated automatically. Data is summarized on-demand or on a schedule, using methods available in the Esri and Microsoft platforms. Then they can be sent to interested parties via email or stored in Sharepoint/OneDrive.
Pat Hohl: Without getting too technical, what functionality powers this integration?
Ray Neel: Critical building blocks to the integration include Power Automate, Power Apps, SharePoint Lists, and Azure Active Directory on the Microsoft side. On the Esri side, we make ample use of the many application options provided by the platform, including Survey123, ArcGIS Dashboard, and Experience Builder. We embed them within Teams tabs -- available to users as part of their day-to-day experience. In addition, incorporating single sign-on between Microsoft's Active Directory and ArcGIS Portal/Online further enhances the user experience.
The most important part of the integration is a thorough and holistic understanding of the customer's processes. The use and placement of these technology elements aren't arbitrary or random; they need to answer the user's question in a way that assists and streamlines their work. Any number of custom workflows involving GIS, approvals, notifications, or reports can be tailored to the organization's needs.
Pat Hohl: Tell me a bit about your current customers. In what type of workflow is this most valuable? How do end-users react?
Ray Neel: Our utility customers appreciate workflows that save precious time during periods of stress -- such as storm season. For example, a workflow that prevents a supervisor from picking up the phone and dialing 20 different phone numbers to prepare and inform his team provides an immediate benefit. It's also worth noting that an integration that works well on mobile devices tends to get very positive customer feedback.
Pat Hohl: This opens up opportunities to rethink and optimize workflows. What is the first step in implementing this type of integration?
Ray Neel: The first step to a useful Esri-Teams integration is to work towards a thorough, documented understanding of the organization's business processes. This means getting input from supervisors, managers, and the folks interacting with those processes daily. Once this is complete, it becomes manageable to discover where integration technology can "fill the gaps" and streamline the tasks with valuable workflows. Bent Ear Solutions has excellent experience and success in this realm.
Pat Hohl: Thank you for a thought-provoking look at Teams integration for utility companies. Where can readers learn more?
Ray Neel: Bent Ear Solutions is a good place to start or on LinkedIn.
Ray Neel, GIS Services Manager, is an engineer with 30 years of experience using technology to create solutions for clients across numerous industries. The Bent Ear team of consultants and technologists is experienced and well-positioned to guide companies and agencies to their goals. Bent Ear Solutions offers the comprehensive capabilities and deep industry knowledge necessary to help our clients solve their most complex issues.