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9. Planning for Success

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How to create a project plan with your key priorities and people in mind.

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9. Planning for Success

  1. 1. Planning your Approach
  2. 2. Use Cases  There are three types of Use Case: Basic Simple improvements Immediate benefits No training Easy to scale Low risk Big Business Benefit Tactical Quick to deliver Immediate benefits Deliver to small groups Easy to repeat Low risk Limited Business Benefit Strategic Longer term projects Long term rewards Affects whole organisation Customised approach Higher risk Huge Business Benefit
  3. 3. Your Approach Strategic Use Cases Tactical Use Cases Basic Collaboration Time
  4. 4. Basic Use Cases (Examples)  Quick Win Kits:  Web Meetings  Instant Messaging (Chat)  Files & Documents http://bit.ly/29f9f8z
  5. 5. Tactical Use Cases Better Management • Projects • Meetings Improving Communications & Engagement • Corporate Comms • Staff Engagement • Key Customer Engagement Finding things more easily • Expertise • Documents • Experience & Skills Standardizing Approaches • Document Management • Knowledge Capture Most organizations have similar tactical use cases, because they relate to how people handle information. Ask your customer if they could improve any aspect of their business in these areas, then ask who needs to improve most.
  6. 6. Strategic Use Cases Workplace Safety •Information Sharing •Reporting Incidents Recruiting & Onboarding •New hires acclimatisation •Off-boarding •Career Portal Mergers & Acquisitions •Joint Working Community •Integration of Processes Customer Service •External Customer Portal •Issue Tracking •Procedure Standardization Supply Chain •Reducing transaction friction •Standardizing Contracts Sales •Status Updates rather than Reports •Customer Collaboration Hubs Innovation •Idea Collection & Review Customer Engagement •External customer communities Organization Wants To Improve: Every Organization’s Approach is Unique. Generally, each Strategic Use Case is made up of smaller Basic or Tactical Use Cases
  7. 7. Use Case Prioritization  Explore with your customer the different use cases which need to be implemented in the organization.  Also discuss the groups of users who should receive each use case to come up with a table… Use Case Group Web Meetings Mobile Sales People Web Meetings Executives Web Meetings Research Dept in Locations A & B File Sharing Legal Department Secretaries File Sharing HR Department Managers Safety Documentation Safety Managers Product Knowledgebase Sales Product Knowledgebase Product Team
  8. 8. Use Case Prioritization  With a list of Use Cases, we need to prioritize them.  We want to show early success, get people used to the system and build confidence.  Therefore, we want to prioritize Basic Use Cases with a High Value to the business.
  9. 9. Use Case Prioritization Use Case Group Type Value to Business Score Web Meetings Mobile Sales People Basic High Basic (3) x High (3) = 9 Web Meetings Executives Basic High Basic (3) x High (3) = 9 Web Meetings Research Dept in Locations A & B Basic High Basic (3) x High (3) = 9 File Sharing Legal Department Secretaries Basic High Basic (3) x High (3) = 9 File Sharing HR Department Managers Basic Medium Basic (3) x Medium (2) = 6 Safety Documentation Safety Managers Tactical Medium Tactical (2) x Medium (2) = 4 Product Knowledgebase Sales Tactical Medium Tactical (2) x Medium (2) = 4 Product Knowledgebase Product Team Strategic High Strategic (1) x High (3) = 3
  10. 10. Use Case Prioritization Use Case Group Type Value to Business Score Implementation Order Web Meetings Mobile Sales People Basic High 9 1 Web Meetings Executives Basic High 9 2 Web Meetings Research Dept in Locations A & B Basic High 9 3 File Sharing Legal Department Secretaries Basic High 9 4 File Sharing HR Department Managers Basic Medium 6 5 Safety Documentation Safety Managers Tactical Medium 4 6 Product Knowledgebase Sales Tactical Medium 4 7 Product Knowledgebase Product Team Strategic High 3 8
  11. 11. Use Case Prioritization 8 1 2 3 4 6 7 Time Strategic Tactical Basic 5
  12. 12. Basic or Tactical Use Case Exercise  Choose 2 use cases, from either the Basic or Tactical Use Cases.  Write a Vision Statement to describe a problem expressed to you, and how it work be addressed by the Use Case.  Write a Business Case for the Vision, showing how, in theory implementing the Use Case would provide value for the customer.  Consider the impact of these Use Cases on your organization and prioritize the list.
  13. 13. Basic and Tactical Use Case Exercise • Describe the problem What • Define why this has arisenWhy • Define who is affected Who • Define when it needs to be doneWhen • Describe what success looks likeSuccess Remember the components of the Vision Statement? And the Business Case Proposal?
  14. 14. Establish a Vision Seek Leadership Approval Define Use Cases Plan Deploy Iteratively Focus on Planning
  15. 15. Planning  Several Types of Plans Are Needed:  Project Plan  Iterations Plan  Communications Plan  Engagement Plan  Support Plan
  16. 16. Planning Hierarchy Overall Project Plan Use Case 1 Project Plan Iteration 1 Plan Communication Plan Engagement Plan Support Plan Iteration 2 Plan Communication Plan Engagement Plan Support Plan Iteration 3 Plan Communication Plan Engagement Plan Support Plan Use Case 2 Project Plan Iteration 1 Plan Communication Plan Engagement Plan Support PlanIteration 2 Plan Use Case 3 Project Plan
  17. 17. Use Case Project Plan Overall Project Plan Use Case 1 Project Plan Iteration 1 Plan Iteration 2 Plan Iteration 3 Plan
  18. 18. Use Case Project Plan Some Points To Note about the Plan: 1. Customers expect to see something like this! 2. Iteration 1 is longer because it’s the first run of use case, requiring 1. New Comms Plan 2. New Engagement Plan 3. New Support Plan 3. The delivery runs in a linear, sequential manner. 4. Iteration 2 is shorter because we review the last set of plans, adjust, and go. 5. Implementation is also shorter because we are better at it! We discuss the iteration steps themselves in the next section.
  19. 19. Iteration Plan Overall Project Plan Use Case 1 Project Plan Iteration 1 Plan Communication Plan Engagement Plan Support Plan Communication Plan T-30 Introducing What’s Going to Happen T-15 Reminder about what’s coming T-5 Next Week We’ll Be… T-1 Tomorrow… T+1 Tip #1 T+3 Tip #2 T+7 Tip #3 …. Engagement Plan T-30 Email About What’s Coming T-20 Posters in Kitchen announcing initiative T-10 Novelty items at reception T-2 Lunchtime briefing T+1 Floor-walking / Mentoring T+3 Lunch & Learn T+5 Affected Users Conf Call … Support Plan Introduction Videos? Frequently Asked Questions Expert Training Mentoring Training Support Email Or Community?
  20. 20. Example Communication Plan Point in Iteration Precise Date Title Contents T-30 01/06/2018 Exciting News for Our Mobile Sales Team We will soon be introducing an exciting way of holding meetings from any ….. T-15 16/06/2018 Web Meetings are coming in 2 weeks Are you looking forward to the arrival of web meetings? In just over 2 weeks…. T-5 26/06/2018 Join us next Tuesday at lunchtime to learn about web meetings We’ll be delivering web meetings for you in a little over a week. Join us for lunch on Tuesday to ….. T-1 30/06/2018 Are you coming to lunch tomorrow? Join us tomorrow for a lunch and learn session about how you get make the most of the web meetings… T+1 02/07/2018 Tip #1 – How to Share Your Screen Thanks for being part of our rollout of web meetings. Here’s the first of the tips we’ll be sending you…. T+3 05/07/2018 Tip #2 – Recording a Meeting Here’s Tip #2 ….. Don’t forget to reach out to your mentor John Doe (1-800-555-2001) if you have….. T+7 09/07/2018 Tip #3 – Handing Discussions Here’s Tip #3 …. Have you contacted a mentor? Do you have any questions, feedback or comments?.... T-30T-29T-28T-27T-26T-25T-24T-23T-22T-21T-20T-19T-18T-17T-16T-15T-14T-13T-12T-11T-10T-9 T-8 T-7 T-6 T-5 T-4 T-3 T-2 T-1 T-0 T+1 T+2 T+3 T+4 T+5 T+6 T+7
  21. 21. Engagement Plan  The Engagement Plan follows a similar structure to the Communications Plan.  The focus of the Engagement Plan is indirect communication to raise awareness.  The Engagement Plan is sometimes combined with the Communications Plan on smaller projects. Engagement Plan T-30 Email About What’s Coming T-20 Posters in Kitchen announcing initiative T-10 Novelty items at reception T-2 Lunchtime briefing T+1 Floor-walking / Mentoring T+3 Lunch & Learn T+5 Affected Users Conf Call …
  22. 22. Support Plan  The purpose of the support plan is to make you think about what support the users will get.  Recommendations:  Consider and implement, but don’t rely on on-demand enablement materials. Only the most motivated people use them. Use them as backup materials for most users.  Try to keep a log of who has been helped and compare it to those in the iteration. Those who have not been helped should be contacted towards the end of the iteration – to make sure they are up and running and happy. Support Plan Introduction Videos? Frequently Asked Questions Expert Training Mentoring Training Support Email Or Community?
  23. 23. Planning Exercise For the two use cases you defined earlier, decide on the groups of users who will receive Connections Cloud and sketch out a sample: • Project Plan • Use Case Plan where the total number of users are split across several iterations. Consider which users will be first: “friendly” users or executives? • Design a communications plan, a support plan with specific actions, like a schedule of emails, types of support you will offer. Consider the work involved in these – are these in your proposal?

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