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Create Your End User Adoption Strategy - Office 365 Edition

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We all know that End User Adoption is an important area of focus in your SharePoint project.

In this session, we will take a closer look at the End User Adoption work stream on a SharePoint project, and the associated roles, responsibilities, and tasks for the project plan. We will also review case studies to demonstrate how these differ based on the size of the project and the specific needs of the organization.

You’ll walk away from this session with a tactical formula you can follow to create your end user adoption strategy and templates to support the process.

Published in: Technology
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Create Your End User Adoption Strategy - Office 365 Edition

  1. 1. Name Erica Toelle Title Email Product Evangelist Erica.Toelle@RecordPoint.com
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  7. 7. 8 Individual Change Valley of Despair How people feel Endings Transitions New Beginnings Phases of Transition The Kubler-Ross Change Curve MoraleandCompetence Time Shock Denial Frustration Depression Experiment Decision Integration
  8. 8. 9 Time LevelofChangeEffort Awareness Awareness: Sponsors, Stakeholders, and End Users are aware of the project objectives, activities, and timeline. Shared Understanding Shared Understanding: Sponsors, Stakeholders, and End Users understand the project and how the change it will impact them. Shared Commitment Shared Commitment: Sponsors, Stakeholders, and End Users agree with the objectives of the project and express their support for the change. Adoption / Ownership Adoption/Ownership: Sponsors, Stakeholders, and End Users demonstrate their commitment to the change initiative. They feel responsible and accountable for the project’s success.
  9. 9. 10 Stakeholder Understanding Communication Training Gain understanding and agreement from leadership and those affected that the change is in their best interest. Have them follow through on calls to action. Support with the Right Roles Define how job descriptions change once the project is implemented. This includes how the solution will be maintained and what training is needed for whom. Use existing communication channels to get the right message to the right people at the right time. Plan training on specific solutions and processes. Use a variety of methods and timing.
  10. 10. Define Design Build Launch Operate Organizational Culture Assessment Change Magnitude Assessment Leadership & Stakeholder Assessment Communication Plan Training Plan Stakeholder Meetings Manage Resistance to Change Operations Plan Ongoing Training Create Training Execute Training Execute Communication Plan Change Champion Interviews Change Champion Execution Change Inventory and Role Mapping Support with the Right Roles Stakeholder Understanding Communication Training Leadership & Stakeholder Strategy
  11. 11. Intake Meeting Estimate Commitment Assemble Team
  12. 12. https://fasttrack.microsoft.com/microsoft365
  13. 13. Get the Template Here
  14. 14. Time LevelofChangeEffort Awareness Awareness: Sponsors, Stakeholders, and End Users are aware of the project objectives, activities, and timeline. Shared Understanding Shared Understanding: Sponsors, Stakeholders, and End Users understand the project and how the change it will impact them. Shared Commitment Shared Commitment: Sponsors, Stakeholders, and End Users agree with the objectives of the project and express their support for the change. Adoption / Ownership Adoption/Ownership: Sponsors, Stakeholders, and End Users demonstrate their commitment to the change initiative. They feel responsible and accountable for the project’s success.
  15. 15. 25 Individuals or Groups Impact Current Commitment Level Future Commitment Level Project Risk Stakeholder Group Name Senior Executive High Awareness Shared Commitment High Sales Managers Medium Unaware Awareness Low Finance Workflow users High Unaware Ownership Medium Legend: Impact on Project – High, Medium, Low Current Commitment Level – Unaware, Awareness, Shared Understanding, Shared Commitment, Ownership Future Commitment Level – Unaware, Awareness, Shared Understanding, Shared Commitment, Ownership Project Risk – Risk if they don’t reach commitment level: High, Medium, Low
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  17. 17. Using Generic Training 28 Cost SizeofAudience 1:1 Training Office.com Materials Fast Track Materials Classroom Training Videos Customized for Solution In-Context Training Tools Webinars Quick Start Guides Written Instructions
  18. 18. Erica.Toelle@RecordPoint.com
  19. 19. Not as Complex Complex Very Complex 1 The number of stakeholder group affected 1-5 5-15 15+ 2 Impact to stakeholders on core competencies Low Medium High 3 Number of individuals affected by the change 1-25 25-150 150+ 4 Centralized or decentralized locations One 2-4 4+ 5 Number of International Users One Country 2 Countries 3+ Countries 6 Required simultaneous changes to strategy, process, technology and skills 1 2-3 All 4 7 Degree of cross functional collaboration and involvement 1-2 BUs 2-4 BUs 5+ BUs 8 The degree to which departments are siloed Not siloed Some silos Many silos 9 Users have been involved in system design All Some None
  20. 20. Not as Complex Complex Very Complex 10 Timeframe for implementation Extended Aggressive Compact 11 What is the business significance of the change? Non critical impact Important LOB impact Bottom line / mission critical 12 Involvement / presentence of multiple consultants, vendors and / or third parties Just You 1 other 2+ others 13 Degree of executive / leadership consensus regarding future vision Much Some Little or None
  21. 21. Not as Complex Complex Very Complex 1 The number of existing change initiatives for end users27 None 1-2 3+ 2 Degree of cultural transformation required14,15,16 Low Medium Extensive 3 Organization’s history of change26 Positive Neutral Negative 4 Quality and timely decision making within the organization8 Extensive Medium Low 5 Employees feel their voice is heard in their organization8 Definitely Sometimes Definitely Not 6 Degree of commitment from key stakeholder groups Much Some Little 7 There is a technology deterministic / isolation view in the organization9 Little Some Much
  22. 22. Not as Complex Complex Very Complex 8 Understand of need for and implications of change by end users22 Extensive Some Little 9 Effective methods of communication (formal and informal) are utilized in the organization21 Definitely Sometimes Definitely Not 10 Managers of the groups that will be affected are committed to the change8 Much Some Little 11 Measurable goals for the change have been developed1 Major Some Minor 12 A compelling need for change has been communicated by upper and middle management to end users23, 24 Extensive Some None 13 Employees in the organization perceive that leader “walk the talk”27 Much Agreement Some Agreement No Agreement 14 The change is viewed as an ongoing process, and not an event within a specific time period8 Yes Some Groups Not at all 15 The organization has an fatalistic culture, based on fear8, 11,12, 13 No Somewhat Yes

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