Converting from an EMail Culture to Sharepoint Culture
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How to get off email for internal communication. You can download this presentation now by visiting https://www.thorprojects.com/connect/gifts/presentations/converting-from-an-email-culture-to-a-sharepoint-culture.
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Converting from an EMail Culture to Sharepoint Culture
- 1. Thank you Sponsors! Use #SPSOmaha in your tweets to thank them!
- 2. Converting from an Email Culture to SharePoint Culture Robert Bogue (317) 572-5310 Shepherd@SharePointShepherd.com http://www.thorprojects.com/blog
- 3. Introduction 13 Year Microsoft MVP Author of 25 books including The SharePoint Shepherd’s Guide for End Users 25 Years of Industry Experience Numerous Microsoft, CompTIA and other Certifications
- 4. The SharePoint Shepherd’s Guide for End Users: 2013 • Content • Background Information • Decision Trees • 116-181 Tasks • Available Forms • Book • Corporate Licenses available for deployment to your intranet.
- 5. Why I Care • I helped to create the problem • I see my clients struggle
- 6. Half Way Across the World
- 7. Agenda • Social Says Email is Dead • What is in Email? • Email is An Addiction • Barriers to SharePoint Adoption • Tools for SharePoint Adoption
- 9. By the numbers (2012)… • 400 Million Tweets • 2.2 Billion Email users • 2.7 Billion Facebook Likes • 144 Billion Email messages
- 10. What’s in Email Anyway?
- 11. Notifications • Systems • Success • Failure • People • Irrelevant • Wrong Location • Wrong Job • Relevant • SPAM • Newsletter • Unsolicited
- 12. Types ONE WAY
- 13. Giving Orders
- 14. Pouting
- 15. Fights
- 16. Dialogue
- 17. WithWhom?
- 18. Email as an Addiction
- 19. Responsiveness Expectations Postal Mail Email Message Text Message Voice Mail Message Three Phone Calls, Back-to-Back
- 20. Carpet Bombing
- 21. What is an Addiction? “the state of being enslaved to a habit or practice…”
- 25. Email Addiction Test Have you checked your email more than every four hours – today? Do you feel anxiety when your phone battery is less than 20%? Was the last time you were disconnected from email for more than two days longer than a year ago? Does your preoccupation with email cause you to do dangerous or harmful activities?
- 26. Organizational Email Addiction Test Has your organization ever communicated a layoff, employee termination, or staff reduction via email first? Do you routinely have email conversations that include more than ten replies? Does your organization communicate emotionally charged information via email?
- 27. Why Email Addiction Matters • Rational messages won’t be sufficient to change behavior • Deeply ingrained • Addictions are hard to break
- 28. The Pharmaceutical Theory of Addiction • The most harmful substance discovered is alcohol. (The Lancet) • The most addictive substance is nicotine (US Surgeon General) • Only 17.7 percent of nicotine patch wearers were able to quit smoking
- 29. Emotional-Rational- Environment • The Model • Elephant – Emotional powerhouse • Rider – Rational control • Path –Environment and habits • Implications • The rider has the illusion of control • The path has strong influence CC Flickr mckaysavage
- 30. Sorting the Good from the Bad
- 31. Things to Keep in EMail • Private Conversations • Time Sensitive Conversations • Ad-Hoc Communications
- 32. Things to Get Out of Email • Document Delivery • Status Updates
- 34. Microsoft Internal Communication Options Urgency Scale One:ManyOne:FewOne:One One:All Collaboration Communication WheneverNow! OneDrive O365 Group Outlook Email Skype4B Chat Skype4B Call Yammer Department Group Skype4B Meeting SharePoint Intranet SharePoint Department Site O365 Group Outlook Company Wide Email Yammer Company Communication
- 35. John F. Kennedy, Special Joint Session of Congress, May 1961 I believe that this nation should commit itself to achieving the goal, before this decade is out, of landing a man on the moon and returning him safely to earth.
- 36. SharePoint Vision • How will you know when you’ve achieved it? • Is it about the technology choices -- or the way the organization operates? • The clearer and more compelling the vision, the shorter the path
- 37. Creating Change
- 39. Kotter’s Change Model • Create Urgency • Form a Powerful Coalition • Create a Vision for Change • Communicate the Vision • Remove Obstacles • Create Short-term Wins • Build on the Change • Anchor the Changes in Corporate Culture
- 40. SystemsThinking
- 41. Changing Systems 12. Numbers 11. Buffers 10. Stock-and-Flow Structures 9. Delays 8. Balancing Feedback Loops 7. Reinforcing Feedback Loops 6. Information Flows 5. Rules 4. Self-Organization 3. Goals 2. Paradigms 1. Transcending Paradigms
- 42. Push/Pull
- 45. One More Time: How Do You Motivate Employees? By Fredrick Herzberg January-February 1968
- 46. Difficulty in Getting Started • Can’t figure out where to ask for a site • Don’t know how much it will cost the department • Don’t know who they need to get approval from • Is training required before a site can be created?
- 47. Mounting Challenges • Lack of training • Lack of resources • Difficulty requesting and getting help • Lack of licensing • Product limitations
- 48. Lack of Training • Why • Curse of Knowledge (It’s harder than you think) • Why Not? • Time out of role • Training material costs
- 50. Build It For Them • Create a place for them to get their needs met • Allow every department access to post on the home page
- 51. Start in the Right Place • Set all users web browser home to the corporate intranet • Make the resources they need easy to reach from the home page
- 52. Restrict “All User” distribution lists • Create barriers in front of mass emails • Deter the use of email through social shaming
- 53. Create Communication Guidelines • Set expectations for communication medium • Establish awareness of good email etiquette
- 54. Maintain “small” mailbox sizes • Users get small email inboxes to discourage the movement of file attachments • Requests for larger sized mailboxes are responded to by “crisis counselors”
- 55. Disable Email Notifications • On Computers • On Phones
- 56. Changing Metrics
- 57. LeadingvsLagging
- 58. Lagging Indicators • Should • Represent business value • Examples • Increased number of sales wins • Reduced service desk costs • Improved project profitability
- 59. Leading Indicators • Should • Reasonably predict result • Be changeable • Examples • Response time for RFPs • Reduced service desk call times • Reduced project issue closure time
- 60. Transition to Intranet Communication • “Embrace and Extend” • Send out links to Intranet via email • Stop sending out emails
- 61. On the Right Track • Set clear responsiveness expectations • Get urgent out of Email • Get the pull-able out of Email • Discourage Carpet Bombing
- 62. Thank You Rob Bogue http://www.thorprojects.com/blog Shepherd@SharePointShepherd.com (317) 572-5310 Twitter: @RobBogue Linked in: Tell me you were at SPSOmaha
Editor's Notes
- Does your culture belong in a petri dish?
- Why I did it… having trouble timing training and user need... Relates to governance – I believe that we need to GUIDE and SUPPORT not OPRESS and CONTROL
- Woods – Chinese sourcing story eMail is what users know Trying to get them to stop sending attachments
- Fax machines – kind of like dial tone – most folks don’t know what it is these days. China @ Woods
- Digital Natives Generation X, Y, Z
- Have you ever had your children make something for you to eat? Have you ever been scared about what’s in it? Child: “Daddy, I made you breakfast!” Dad: “Why does it have anchovies in it?”
- Systems – We begin to filter out the success; we don’t notice the failures. We have a very hard time as humans noticing something is missing – except for our paycheck. People – Irrelevant – Location -> Cake in the breakroom - Job -> Hourly workers need to complete their timecards by …
- “Yes, I would like fries with that…” Instructing people
- “Why do I have to?”
- A disagreement (or pouting) that escalates
- Also known as a sorority house…
- Little Sable, MI Things look different from the inside. There are chips on the inside that don’t show… We’re not talking about eliminating all email. We’re talking about REDUCING internal email.
- Maybe you’re upset… (not responding) … or maybe you’re just being passive-aggressive Three Phone calls… you’re trying to get me to be Charlie Sheen (‘Roid Rage.) Multiple contact attempts? Email, Lync/Skype, Drop by? Postal – 1 Week Email – 24-27 hrs Text – 2-8 hours Voice mail – 4-24 hours
- Trying every communications method in sequence Or … copying the entire world on an email.
- Focus on the word enslaved (without a choice) Addition test: Obsessive or Compulsive
- SharePint… drinking problems… Alcoholics can stay away (out of a bar) Functional Alcoholics vs. non-functioning alcoholics.
- Thanksgiving/Christmas dinner
- Coffee … or Starbucks Coffee
- Step 1 is to admit you have a problem. Asking individuals to own their email addiction Reading or responding to email while driving? Reading or responding to email while in a meeting?
- Emotionally charged – changes in benefits… Cascading communications (managers telling their reporting)
- Speak to the elephant Laydown the right path -> Set the right defaults References: Switch – Chip Heath / Dan Heath Happiness Hypothesis – Jonathan Haidt
- Time Sensitive != Urgent
- Time: 2 minutes Push = Email Pull = SharePoint
- Time: 2 minutes Diffusion of Innovations – Everett Rogers Relative advantage is measured in the eyes of the beholder… i.e. what’s the relative advantage of a Rolex? Status
- Demand – Zip Car story 5 minute walk instead of 10 minute walk -> tipping point By … Adrian Slywotzky, Karl Weber
- What motivates people to action? Can you compel them to do something?
- Q: What can you do to make the process of getting started easier?
- Q: Why do sites get abandoned?
- Windows Phone experience from an iPhone… Dial tone used to be normal, but isn’t any longer The Art of Explanation by Lee LeFever
- The concept of ‘ba’ – Shared space for emerging relationships
- Intranet favorites
- Remove alcohol from the house…
- Flow – Mihalyi Csikszentmihalyi