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8. Drive Adoption Iteratively

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Originally coined by Alan Hamilton, the term Iterative Adoption concerns how to implement complex or comprehensive changes to your organization at different levels - personal, team, department and organization - through a process of iterating.

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8. Drive Adoption Iteratively

  1. 1. Iterative Adoption of your Use Cases
  2. 2. Announce Integrate Customize EngageMentor Measure Review Iteration Stage Description Announce Who will we announce the implementation of the use case to? i.e. who are the users? Integrate What do we need to do to integrate the use case into what they are doing? How would we do this a the beginning, middle and end of the iteration? Customize What customization steps do we need to take to make the use case work for our users? Governance What rules and restrictions do we need to apply? Engage What’s the best method for engaging the end users? Are they located in one place? All mobile, all remote? Mentor What style of mentoring works for this group of users? Are they executives? Reverse mentoring? Measure With our baseline of the business case, what improvement will be aim to measure? Review What went well / badly with this implementation? For the next group, what do we need to change?
  3. 3. 1 2 3 4 5 6 7 UseCase 1 UseCase 2 UseCase 3 User Group 1 User Group 2 User Group 3 User Group 4 Implementation Order Decide on the order of implementation and complete one iteration per group.
  4. 4. Worksheet: Our Use Cases Priority Description Business Area Owner If we improved this we could…
  5. 5. Overview
  6. 6. Define the problem
  7. 7. Identify the users Identify the Users
  8. 8. Find a sponsor • Committing time and resource requires approval. • Sponsor participation is essential to build credibility. • Define the business case to help convince the sponsor.
  9. 9. Planning
  10. 10. Worksheet: Our Use Cases Let’s go back to our list of use cases and pick one to plan out
  11. 11. Priority Description Business Area Owner If we improved this we could… Iteration Stage Description Action Plan Announce Who will we announce the implementation of the use case to? i.e. who are the users? Integrate What do we need to do to integrate the use case into what they are doing? How would we do this a the beginning, middle and end of the iteration? Customize What customization steps do we need to take to make the use case work for our users? Governance What rules and restrictions do we need to apply? Engage What’s the best method for engaging the end users? Are they located in one place? All mobile, all remote? Mentor What style of mentoring works for this group of users? Are they executives? Reverse mentoring? Measure With our baseline of the business case, what improvement will be aim to measure? Review What went well / badly with this implementation? For the next group, what do we need to change?
  12. 12. Deploy Iteratively Each Iteration is like a mini project that you complete before going onto the next. Announce Integrate Customize EngageMentor Measure Review
  13. 13. Communicate  The focus of your communication plan is probably on making people aware of what you will be doing, i.e. T-30, T-15 etc.  Don’t forget that you need to keep communicating during the iteration.  Personal emails to the users, offering help, and making sure that people are engaged are essential.  Confidence amongst users comes from your communication.
  14. 14. Integrate  Integrate is where you apply the use case to the Connections Cloud tools.  You need to be confident using Connections Cloud to be able to map the requirements to the tools.  Use “What Can Connections Cloud do for my Business” presentation (in the community) for some examples.
  15. 15. Integrate – Some Guidelines Requirement Connections Cloud Tool Comments A place to centrally store our documents & information Community Try not to over-use Sub Communities as it can lead to a lot of admin. Standardize Documentation IBM Docs, or a Wiki, or Files Your choice depends on the confidence and need for external sharing of the documents. Wikis are very efficient, but not externally shareable. IBM Docs provides best of both worlds. Track Issues Activities Consider using activity templates to standardise approaches for issues Standardize a Process Activities Improve communications Blog. Status Updates Its important to use a call to action in every communication to drive engagement. Work flexibly anywhere Meetings, File Sync, Instant Messaging Mobile apps can be customized to make it easy for mobile workers to engage Work more closely with external organizations External Communities Guest users can be added free of charge to make it easy to draw people in.
  16. 16. Customize  It’s very important to make sure that the place people will work reflects their terminology and working practices.  Connections Cloud has some simple customization steps you can use to make it feel like home:
  17. 17. Customize  Consider changing the home page of a community to be a wiki page which allows you to be more flexible with content: Edit this in Community Settings
  18. 18. Customize More complex menus like this are constructed outside of Connections and pasted in when previewed in a browser: 1. Upload the images you need into the files area of the community. 2. Write HTML in an external editor and use the URLs of the images in the Community. 3. Preview the results in a browser. 4. When you are happy, copy the entire preview into the Community Information.
  19. 19. Governance  It’s important to define the rules by which your Community or other tool will be used.  Use a Wiki to document what rules you want, for example:  File naming  Folder structure  Membership  Deletion rights
  20. 20. Engagement  You should expect a spectrum of enthusiasm amongst your users.  Some will be very enthusiastic, others skeptical.  Adjust how you engage with the different types of people accordingly. • You must try to avoid falling into the chasm. • Recognize that the the majority of people are either • Pragmatists – will go along with it when they see how to do it • Conservatives – will take time to win over. • Don’t base your success on the participation of the enthusiasts or visionaries
  21. 21. Engagement - Exercise Devise a strategy to win over the following groups of users: • Pragmatists • Conservatives • Skeptics
  22. 22. Mentor  Use your early adopters and enthusiasts as mentors for the pragmatists and conservatives.  The pragmatists and conservatives will be engaged more easily by their peers.  Use a conservative, who has been won over, to mentor a skeptic.  When you have a “converted” skeptic, encourage them to be a mentor for the next iteration – their “conversion” is important for the next group of skeptics.
  23. 23. Measure  Back at the beginning we proposed business benefits. These are often:  Time saved  Space saved  Try to measure what benefit the implementation of the iteration has had:  Can people find information more quickly? If so, can you estimate how much?  Publicize any metrics you can generate and feed them into future business cases.
  24. 24. One more step…  Review  At the end of each iteration, review what went well, and what didn’t  Adjust your plans with these results.  Improve your process.  Think about making the deployment more scalable by involving new staff, making it more self-service, etc.  Doing so will speed the delivery of the benefits. Communicate Integrate Customize Governance Engagement Mentor Measure

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