01732 759725 18 WORKPLACE Andrew Smith, Chief Information & Strategy Officer at Kyocera Group UK picks the tools he uses every day and couldn’t do his job without I couldn’t do my job without... 3 OneDrive OneDrive is the central hub for all my data, it’s the way I collaborate and share information. O365’s document libraries are indispensable – I use them to organise projects, and ‘privately’ share files or folders of information to team members. But instead of sharing files, we’re working on live documents collaboratively which is quickly becoming the new norm. Co-editing documents and seeing changes in realtime is a big change and a massive aid to development. 4 SharePoint My department’s one-stop shop and a key way IMHO to bring a large, dispersed team together. It’s so simple to share information and communicate and everyone gets involved. We’ve implemented SharePoint across the business and every function has its own central repository of documentation, lists, and libraries – most use it for intranet, some use it quite visually, my teams make great use of centralised Wikis which are brilliant for our service desk and support response. It’s a great self-serve tool, which allows our service technicians and other field-based communities in Kyocera to keep in touch at their convenience. O365 has spades of flexibility as it allows you to work the way you like to work. This is good for multi-site organisations like Kyocera with a varied workforce demographic embracing the hybrid working culture. It provides us with reliable access to customer or business information 24/7/365 from any location with confidence in the security that Microsoft delivers alongside our advanced security suite. 1 Office 365 This is the go-to tool at Kyocera. Like most, I specifically rely on MS Outlook, Teams, OneDrive and SharePoint. I heavily use planner to manage priorities across our teams and project workstreams; and regularly check our service dashboards, which pull operational information in a visual format from PowerBI. I think the key element for me is O365’s use as an ecosystem. It’s easy to switch between all of the day-to-day apps and access them on the go from wherever I’m working. Security is a top priority at Kyocera and one of the reasons we standardised on O365, coupled with our security suite. In terms of compliance, we love the DPA features and the ability for us to choose where our data sits, confident that it’s mapped across multiple locations, which I believe is vital for business continuity. 2 MS Teams Jumping on Teams is a must for agile communication, meetings and internal and external calls. Walk into any Kyocera office and you will see all departments using Teams for virtual 1-to-1s, training sessions, customer webinars, collaboration etc. Teams has really made collaboration and hybrid working easy post-pandemic. But it’s become second nature. We now have to make the effort to have F2F conversations rather than rely on the software - especially when we are working together in the same place! We use Teams to reduce email traffic and communicate in a more agile way via IM, Team chats and Teams apps. I also use Teams to livestream our QBR and facilitate discussion with chat, reaching more than 450 Kyocera online participants. 5 Power Apps/Power Automate No one can park at work without consulting the Kyocera Desk & Parking Booking app which my IT team developed using O365’s development tools. The app integrates with Outlook and posts your confirmed booking to calendar, essentially telling me which bay to park in. I am really enthusiastic about using this tool to automate the more mundane tasks, especially those that need complete governance, compliance or sign-off elements. In this day and age, it’s essential. 6 Kyocera Cloud Print Scan Our very own cloud solution. KCPS allows me to print and scan at anytime from anywhere. This is especially useful for those times when a digital document won’t do and I’m short of time. KCPS integrates with third-party cloud storage, like OneDrive, so I can print and scan direct from my central hub. It also gives me the flexibility to print on the go, on my way to our London showroom for instance, and securely release the document from any one of our MFPs or printers when I get there. 7 ToDoist If you’ve not heard of ToDoist, it bills itself as the ‘world’s #1 task manager and to do list app’ and promises to bring clarity and calm to your life. I’m a big fan, I use this tool to organise my personal life. It’s the perfect zen antidote to work, it allows me to manage my personal tasks and follow ups. It’s easy to get absorbed by work in my type of role and Todoist helps me stay in control of my work-life balance and well-being. Above all else it helps me sleep! www.kyoceradocumentsolutions.co.uk Andrew Smith
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