Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
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Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
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Office 365 provides an incredible amount of value to individual employees, teams, departments and organizations. Much of this value is not realized immediately upon purchase or deployment of Office 365. The value is realized as more and more users understand, adopt and embrace the technology. So how do we drive faster, sustainable and effective adoption? Join Richard Harbridge as he shares real world experience, advice and activities that other customers are leveraging to get more from Office 365 and drive more meaningful adoption. Three lessons learned from attending this session: •Why delivering continuous value from a service requires additional strategy and consideration that may not have been as applicable when you have historically deployed a technology asset. •Visibility into the challenges other organizations have encountered around adoption and Office 365 and how they overcame those challenges. •What practical activities (50+) you can leverage to drive greater adoption in your own organization (immediately, overtime, and even by yourself)
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Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
- 3. ADOPTION MATTERS & IT ISN’T EASY… “Good, bad or indifferent, if you are not investing in new technology, you are going to be left behind.” - Philip Green
- 4. @RHARBRIDGE DRIVING ADOPTION TAKES TIME… Your success is measured by long term user adoption.
- 5. @RHARBRIDGE DEPLOYMENT ALONE ISN’T ENOUGH… Proper deployment is CRITICAL to success, but it’s not enough on it’s own.
- 6. @RHARBRIDGE Office Mix Office for iPad + 1.1 update Windows Azure Active Authentication Simplified Admin Center experience The New Office New Partner Admin Center Office 365 Adapter Multi-factor authentication Office 365 SSO with SAML 2.0 Identity Providers Updated Lync mobile clients Embedded Images OWA Policy Tips Service Pack 1 for Office 365 ProPlus SAP and Power BI and Power Query support Lync Online Integrated Reporting Office Online real-time co-authoring DirSync Scoping and Filtering Exchange Online Inactive Mailboxes PDF support for SharePoint Online OneNote for Mac, Android, iPhone, and iPad updates Office 365 operated by 21Vianet Admin App for iOS, Android, and WP OWA Calendar Search OneDrive for Business Storage increase Power Map for Excel SharePoint Newsfeed App for Windows 8 Office Mobile for iPhone & Android phones Lync meeting scheduling from OWA Rights Management Services OneNote for iPad Exchange Online Address Book Policies Message Center EXO: 50 GB Mailboxes Exchange group naming policy OWA for iPhone & OWA for iPad New SharePoint Workflows Simplified Yammer login Office Lens Power Map GA for all Excel 2013 users OneDrive for Business Improvements 90 Day message trace OneDrive for Business Sync for Windows Lync Online Remote PowerShell Lync mobile client updates Office 365 Switch Plans OneNote for iPhone and Android phones Azure AD Password Sync Lync and SharePoint Service Reporting Connecting Skype & Lync OneDrive for Business apps for Windows 8 & iOS People View in OWA 1 TB for OneDrive for Business Office 365 Developer APIs S/MIME Encryption Project Lite released CLOUD SERVICES ARE IN CONSTANT MOTION… So the work of driving meaningful adoption never ends.
- 7. THIS IS IMPORTANT FOR ALL OF US… The more people use the platform the more value the technology provides.
- 10. ACHIEVING BETTER ADOPTION… “What we find is that if you have a goal that is very, very far out, and you approach it in little steps, you start to get there faster.” - Mae Jemison
- 11. A Phased Approach to Drive Change Management and Manage Service Updates Scenario Spotlight (ex: OneDrive for Business) Dec Jan Feb March April May June July Buzz Day Buzz Day Buzz Day Buzz Day Roll-Out Buzz Day Onboarding Phase Run State Launch Day Scenario Spotlight Buzz Day Follow those steps for each Phase. Measure Results, Adapt and Iterate.
- 19. A Phased Approach to Drive Change Management and Manage Service Updates Scenario Spotlight (ex: OneDrive for Business) Dec Jan Feb March April May June July Buzz Day Buzz Day Buzz Day Buzz Day Roll-Out Buzz Day Onboarding Phase Run State Launch Day Scenario Spotlight Buzz Day Follow those steps for each Phase. Measure Results, Adapt and Iterate.
- 21. Store, sync, share securely your content in the cloud and access it from virtually anywhere Announce the availability of OneDrive for Business to your employees and the top benefits for them with these customizable email templates. Raise awareness about the new feature using posters in the hallways, elevators, kitchen and cafeteria. http://aka.ms/o365kit http://aka.ms/o365kit
- 22. Store, sync, share securely your content in the cloud and access it from virtually anywhere These printable guides contain useful tips, shortcuts, and screenshots to help people find their way around Office 365. http://aka.ms/odfblearningcard The Getting Started Videos will introduce people to the key concepts and benefits of OneDrive for Business. http://aka.ms/odfblearningcard
- 23. Store, sync, share securely your content in the cloud and access it from virtually anywhere Use Policies & Best Practices Templates to educate people on the tools available, and how to take the most out of them. Leverage this guide to help get your Help Desk ready to troubleshoot Office 365 users. http://aka.ms/o365kit http://aka.ms/o365kit
- 26. FROM TRIAL TO DEPLOYMENT TO ADOPTION… We have resources from getting started (pilot/trial) to sustained adoption.
- 33. @RHARBRIDGE LOOKING FOR MORE TARGETED ADVICE? It can be really hard to find ‘actionable’ ideas or things you can do…
- 34. @RHARBRIDGE HERE IS A COLLECTION OF ADDITIONAL ADOPTION ACTIVITIES… Activities are meant to help accelerate, improve, or compliment your adoption plan.
- 36. @RHARBRIDGE BRINGING PEOPLE TO OFFICE 365… 20+ Ways of bringing them to Office 365.
- 37. @RHARBRIDGE LUNCH TAKE OUT MENUS & CAFETERIA MENU(S)… Menu’s from favourite lunch destinations or daily cafeteria menus bring people in.
- 38. @RHARBRIDGE ABILITY TO ORDER LUNCH… One organization enabled ‘delivery to your desk’ through their portal.
- 39. @RHARBRIDGE ‘PEOPLE ON THE MOVE’: PROMOTIONS & NEW HIRES… Announcements of people who have found a new role in the organization.
- 40. @RHARBRIDGE MILESTONES, ANNIVERSARIES & YEARS OF EMPLOYMENT… Something you should do regardless and another connection back to the portal.
- 41. @RHARBRIDGE BIRTH ANNOUNCEMENTS… To make the portal/Intranet more engaging and personal.
- 42. @RHARBRIDGE COMPANY & EMPLOYEE DISCOUNTS… Highlight and share the discount offers/opportunities employees have in a portal.
- 43. @RHARBRIDGE EVENT PICTURE SHARING… Share photos from employee events and create a tagged repository.
- 44. @RHARBRIDGE FAKE CELEBRITY OR HOLIDAY PROFILES… Mock profiles can be fun and encourage people to search or connect.
- 45. @RHARBRIDGE REAL ORGANIZATION PROFILES/USERS… Great way to curate, publish, engage or share ‘officially’.
- 46. @RHARBRIDGE INCORPORATE INTO EMPLOYEE SIGNATURES… In employee signature templates, or via example from leaders throughout the org.
- 47. @RHARBRIDGE INSPIRING QUOTES… Or add humour by picking common ‘filler words’ used often in your org.
- 48. @RHARBRIDGE INTERNAL ADVERTISEMENTS… Ads on the portal, posters, and more stuff from http://www.co-store.com/iw
- 49. @RHARBRIDGE SCAVENGER HUNTS, TRIVIA CONTESTS, AND COMPETITIONS… Planned contests can drive interest and awareness.
- 50. @RHARBRIDGE WEATHER & WORLD CLOCKS/ OFFICE LOCATION CLOCKS… Pops up often as a request and item on portals to help share ‘at a glance’.
- 51. @RHARBRIDGE “FOR CHARITY” REWARDING CAMPAIGN… Based on a measured activity reward a set amount to a charity to encourage use.
- 52. @RHARBRIDGE BRAND KEY SHAREPOINT SITES WITH IDENTITIES… So that people can refer to them by name or vanity URLs etc.
- 53. @RHARBRIDGE SURVEYS, POLLS & FEEDBACK… When you collect information ensure you share the results, actions & result changes.
- 54. @RHARBRIDGE BAITED EMAIL HOOKS… Purposefully omit certain information to drive readers to sites/systems.
- 55. @RHARBRIDGE TOP SEARCHES & FAILED SEARCHES… Easy to do and useful to publish not just use for tuning/improving search.
- 56. @RHARBRIDGE REPORT USAGE PATTERNS… Aggregating reports and sending them to leaders can be good to drive visibility.
- 57. REMOVE ALTERNATIVES & MAKE MANDATORY… Share ideas and docs in OneDrive Look in Search & Delve Ask others for help via Lync Kick email butt with Exchange Be proud; you rock superstar It’s never the nicest option, but from leadership down can be effective.
- 60. HELPING PEOPLE VALUE OFFICE 365… 10+ ways of helping people discover value in Office 365.
- 61. @RHARBRIDGE HELP CONNECT & TEACH CHAMPIONS… 45% 40% 35% 30% 25% 20% 15% 10% 5% 0% Learning via Co-Workers is among the most effective and most used methods Percent Using Learning Method vs. Helpfulness Self-learning is largely ineffective, but currently part of learning process for many These methods are under-utilized (low usage, but have high effectiveness) 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% Learning via Co-Workers is among the most effective and most used methods.
- 62. @RHARBRIDGE INCORPORATE INTO NEW HIRE ORIENTATION… Not just the intranet/sites but how to use the tools effectively.
- 63. @RHARBRIDGE INCORPORATE INTO ANNUAL TRAINING OR SKILLS VALIDATION… Some organizations have mandated one ‘in person’ class by a set date.
- 64. @RHARBRIDGE ANNOUNCE NEW FEATURES / CAPABILITIES… Including ones Microsoft adds for you. Take credit for it – really!
- 65. @RHARBRIDGE SUCCESS STORIES… Add an option to submit success stories about how 365 helped. Then highlight.
- 66. USE DISCOVER SHAREPOINT… Quite a lot of thought went into the development of this content…
- 67. SharePoint End-Users Study, April 2013 4 4 6 800 End Users Focus Groups (8 people/each) IT Pros Focus Groups (8 people/each) IT Pros IDIs (1:1) Online Survey (users)
- 68. Top Benefits (800+ users) QUALITATIVE Importance Rating A new and simplified user experience Store and sync your documents Keep projects Organize and keep on track Share your stuff teams in sync Find what you need Find the right people Access your stuff from anywhere 225 200 175 150 125 0% 10% 20% 30% 40% 50% 60% QUANTITATIVE Appeal Rating
- 69. Top Tasks & Needs Differ by Functions Engineering, Research & Development Operations, Manufacturing & Logistics Sales, Marketing, PR & Communications Share best practices across geographies HR & Legal Services Accounting, Finance & Procurement Administration Gather & process forms from employees Improve and monitor business processes Pull data and build financial reports Align Sales and Marketing teams Organize teams and manage calendars
- 70. Top Tasks by Departments (detailed) Engineering, Research & Development Stay on top of things (insights, monitoring) 72% Meet your deadlines and stay on your timelines 68% Share best practices across geographies 47% Improve and monitor business processes 45% Organize teams, and manage calendars and training assignments 31% Operations, Manufacturing & Logistics Meet your deadlines and stay on your timelines 41% Stay on top of things 40% Improve and monitor business processes 37% Store, sync and share your documents 36% Find and organize your stuff in one place 33% Sales, Marketing, PR & Communications Access your stuff from anywhere 48% Align your company's Sales and Marketing teams 38% Hit your quotas and efficiently manage your forecasts 32% Manage and respond to leads 32% Review and publish external communications on-time 31% Administration, HR & Legal Services Ensure consistency and uniformity 44% Organize teams, and manage calendars and training assignments 40% Store, sync and share your documents 30% Gather data and process forms from employees 29% Keep your projects on track 25% Accounting, Finance & Procurement Pull data and build financial reports 43% Manage budgeting and forecasting 35% Scan documents and securely store digital assets 31% Manipulate data and share your insights, all from one place 29% Share your stuff, knowledge, and expertise 25% Other Departments Ensure consistency and uniformity 46% Share your stuff, knowledge, and expertise 46% Organize teams, and manage calendars and training assignments 45% Store, sync and share your documents 45% Keep your projects on track 44%
- 71. Getting Started Use cases by functions 1. HR 2. 3. 4. R&D, Production & Operations 5. 6. Sales & Marketing Finance & Accounting Legal Information Technology Resulting Proposed Scenarios
- 72. TRY LEVERAGING DISCOVER SHAREPOINT… Also consider the Discover SharePoint app!
- 73. HOLD A FEW YAMJAMS! USE #YAMWIN& CREATE STARTER YAMMER GROUPS… Create a help group, a yammer ideas group, and more to drive engagement.
- 74. BEST IN CLASS SHOWCASES… Recognize champions and educate on how others can improve/emulate.
- 75. COMMUNITY SHOWCASE… Recognize communities and educate on how others can improve/emulate.
- 76. EMPLOYEE SHOWCASE… Spotlight an employee in the org and help people connect over shared passions.
- 77. SOLUTIONS SHOWCASE… Build solution summaries for business built solutions or IT ones and share them.
- 78. Find a Person/ Expert PROVIDE USERS GUIDANCE ON WHAT THEY CAN DO… Post and discuss a topic and/or content Manage a meeting or event Ask/ answer a question Make an announcement Find a Document Produce/manage content Send/exchange information/ documents Tag content Poll/survey a group ? of people Rate or otherwise infer sentiment (e.g. “Like”) Establish relationships with people, information and sites Form serendipitous connections via affinity-based relationships View activities across team, community, or network Post/view/comment on content and media View profile, manage profile Make it simple and easy to understand all the things they can do today…
- 79. PROVIDE GUIDANCE ON WHEN TO USE… This is a starting point; create your guidance based on your technology landscape.
- 80. “INVITE ONLY” INITIAL SOCIAL ROLLOUT… Ensuring people have business reasons and that the initial content is valuable.
- 83. @RHARBRIDGE BUILD PEOPLE SOLUTIONS FOR OFFICE 365… 10+ ideas for simple to complex solutions that provide value in Office 365.
- 84. @RHARBRIDGE PROVIDING INTERNAL CLASSIFIEDS… Effective way to re-distribute business/personal assets or services.
- 85. @RHARBRIDGE ACRONYM FINDER & WIKI… Glossary of terms, acronym wikis, and/or specialized search scenarios.
- 86. @RHARBRIDGE USABILITY TESTING, DIARY STUDY, CARD SORTING… Lots of design, info architecture, and feedback activities can improve adoption.
- 87. @RHARBRIDGE BUILD COMMUNITIES AND USER GROUPS… Help people connect and sponsor/support sharing practices/ideas.
- 88. @RHARBRIDGE TRACK TIME REPORTING… For organizations that manage and track time provide a way of doing it in 365.
- 89. @RHARBRIDGE FAQS & FAQ FINDERS… Consistently employ FAQs for new policies, processes, technologies, and more.
- 90. @RHARBRIDGE VANITY URLS… Enable site owners to create simple and quick URLs to get to their sites.
- 91. @RHARBRIDGE PRESENTATIONS SEARCH & SHOWCASE SITE… Create a search experience, add ‘highlighted presentations’ w/ ability to submit.
- 92. @RHARBRIDGE PROVIDE CONTENT SERVICES SUPPORT INTERNALLY… Whether it’s migrating content, permissions planning, or IA planning support.
- 93. @RHARBRIDGE BUILD AN OFFICE VIDEO PORTAL… Wait… we did that for you! So all you have to do is start leveraging it!
- 94. @RHARBRIDGE BI @ COMPANY COMMUNITY & SERVICES… Build a data driven culture, explain the value of power BI & importance to company.
- 95. @RHARBRIDGE
- 97. @RHARBRIDGE
- 98. http://aka.ms/getfasttrack http://success.office.com http://aka.ms/officetraining http://aka.ms/o365learning www.yammer.com/itpronetwork http://aka.ms/lyncrask https://about.yammer.com/success/ http://www.co-store.com/iw http://www.discoversharepoint.com/ http://aka.ms/dspapp https://onramp.office365.com/onramp/ http://office.com/roadmap http://www.rharbridge.com/?page_id=565
- 99. http://aka.ms/TryImmersion https://deploy.office.com/email-migration-offer https://deploy.office.com/deployment-planning-services https://www.microsoft.com/learning/en-us/ software-assurance-benefits.aspx https://deploy.office.com/onboarding-center
- 101. Thank You Organizers, Sponsors and You for Making this Possible. Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 100+ SharePoint Presentations at.. SlideShare.net/RHarbridge User Adoption Activity Listing.. RHarbridge.com/?page_id=565 Sign Up For Yammer at.. about.Yammer.com Office 365 Success Center.. Success.Office.com #CTSPUG @RHarbridge
Editor's Notes
- User subscription based licensing: If our customers’ users aren’t using Office 365… why would they continue paying for it? Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
- My assumption is that you know this and are approaching Office 365 in this planned way to drive meaningful sustained adoption.
- My assumption is that you know this and are approaching Office 365 in this planned way to drive meaningful sustained adoption.
- Other customers and partners have tons of experiences they are willing to share.
- Congratulating employees for their years of service in an extremely public and sharable way on the portal can really help improve employee engagement and provides one more reason to come to the portal/intranet.
- To make the portal/Intranet more engaging and personal you can add these announcements for the company to share, comment, and congratulate.
- Many organizations have discounts through the relationships they have with various vendors and institutions. Highlighting and sharing these in an accessible way on the portal/intranet can bolster adoption.
- After a significant organizational event it can be useful to share photos of the event. This leads to many people (typically those who attended the event, or know other employees who attended) reviewing and interacting with the photo content.
- If key people add their internal profile link to their yammer profile or an intranet link to their email signature (when emailing internal people) it can help encourage people to visit and view each other’s profiles, or shared content.
- To make the portal feel more engaging you can cycle famous quotes keeping content fresh, adding to motivation, and providing one more reason for employees to visit the portal/intranet.
- One of the common difficulties users have when interacting in a global company is determining what time it is in other offices. Rather than them navigating/exploring Lync contact cards or needing to ask which time zone Office XYZ is in, by using a third party component or free options you can easily create world clocks on your portal giving users one more reason to visit.
- Based on a measurement (such as the number of yammer profiles completed or for users sharing at least one document etc.) provide a dollar or a set amount in donations to a Charity. Division, department or team with the highest rate of completion may even earn the ability to select the targeted charity that would benefit.
- Not only running surveys, but also announcing/sharing when survey responses are acted on or used to assist a major decision.
- Most organizations run employee satisfaction surveys – which often are done with organizations that can reward things like ‘best place to work’ or other external programs. Some of these programs will allow you to send collected results or give access to them if they can be collected in the same way they would.
- Notice I said leaders – not necessarily site owners etc – this is important. You want the leaders of a site/initiative to know how frequently it’s being used, by what departments/users etc.
- This stance can make many companies uncomfortable, but doesn’t normally escalate to anything more than a closed door conversation or two. You may ask yourself, “Why is it so important to get everyone on board?” There are quite a few reasons…
- User subscription based licensing: If our customers’ users aren’t using Office 365… why would they continue paying for it? Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
- Not only introducing the Intranet, but also introducing how to fill out the user profile, or interact with content in various sites.
- By adding into the annual training or skills validation process you are showing leadership support and authority around the importance of the new technology or system.
- Providing regular improvements means there is always something new to try or new uses to share and spark/cultivate curiosity. Even announcing major and minor releases can add a sense of continued investment in the platform from the business.
- By adding a button or option to allow users to submit success stories (related to the portal/intranet) it can lead to many people initiating the submission or sharing of success messages (which shows the value, and helps provide real personal stories of how it helps).
- As your coworkers use Yammer, ask them to think about ways that Yammer has helped them. Then, encourage them to describe their experience and post their stories to the company network with the hashtag #YamWin. Afterwards, find the best YamWins and post them to the Yammer Help Group as examples to inspire your entire company. Yammer Ideas Group. Create another group, called the Yammer Ideas Group. Use this group to brainstorm ways that your company can use Yammer to improve how work gets done. Ask your coworkers to share their ideas in the group. Then, test out the ideas to see how they do. Showcase examples of success. Brainstorm ways to improve ideas that need more work. YamJam. Engage one or more executives or department heads to participate in 30-60 minute, live discussions using Yammer. Discussion topics will be predefined and a Yammer community manager will help facilitate and moderate.
- As your organization matures and begins to engage with external communities or builds and fosters its own internal communities it can be useful to promote these and highlight them with other employees. This can lead to more adoption of both the community and the portal as a hub for many of these formal and informal community activities.
- When new solutions are developed by IT or the business that leverage SharePoint it can be extremely useful to showcase the solution. Who owns it, what its purpose is, what benefit it has provided (ROI would be great), screen shots, and more. This often leads to two useful things: Users engage with one another (the owner of the solution is often a business person) which decreases cost of ownership for IT and expedites the requirements gathering process (when the business user says I want ‘that’). It encourages those who have adopted or are using the platform to share their successes, be proud of them, and to have them articulated in a consistent way.
- Often within organizations there is business value in organization units such as divisions in a manufacturing company trading and buying equipment from one another. Of course there are many other uses for this application. Since it revolves around a social notice for buying or selling often it goes beyond the sale of physical assets and can even be used for sharing babysitters, neighborhood restaurants, or any other networking information that could be useful for employees.
- Every organization has Acronyms that not every employee understands or knows. Create an Acronym Wiki or Acronym Finder that purposefully provides users with both the acronym explanation as well as relevant documents, teams, contacts, and more within the company.
- There are lots of organizations that have sophisticated solutions for time tracking. This isn’t for them.
- Often it can be daunting and troublesome learning a new system, process, or technology. By adding simple and easy to read Frequently Asked Questions you can remove some of the confusion and help reduce the amount of simple reactive question support you provide (to focus this energy on more pro-active and useful tasks). What’s more if you implement content types and consistently enable or encourage the creation of FAQs across various systems, processes, policies and teams in your organization you can create ‘FAQ collections’ or FAQ finders,
- As your organization matures and begins to engage with external communities or builds and fosters its own internal communities it can be useful to promote these and highlight them with other employees. This can lead to more adoption of both the community and the portal as a hub for many of these formal and informal community activities.
- Often within organizations there is business value in organization units such as divisions in a manufacturing company trading and buying equipment from one another. Of course there are many other uses for this application. Since it revolves around a social notice for buying or selling often it goes beyond the sale of physical assets and can even be used for sharing babysitters, neighborhood restaurants, or any other networking information that could be useful for employees.
- explain the value of Power BI, benefits of the Data Catalog and the importance of both to us as a company.
- Viral marketing campaign used with emails sent to teams, communities of practice, etc. Subsequent adoption driven by team and community leaders
- When introducing anything new it is important to have useful and relevant information already there so that users know it is safe to share, what they can share, and have another reason for accessing/using the system. You can also seed key content that will drive search suggestions with metadata input and keywords – improving the search experience or tagging experience.
- The most popular document for a new portal is often the phone listing.
- Many organizations have employee mentoring processes. Often you can use collaborative or social technology to support this mentoring process in both finding mentors and mentees, measuring their progress, and sharing things between one another in a way that adds value for future mentees (or multiple mentees).
- Remember adoption planning and activities never end – as there are always new features and opportunities for maximizing your SaaS investment in Office 365.
- A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal. It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint. Thank You for Reading/Listening