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Driving Office 365 And SharePoint Adoption In The Real World

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Intranets, SharePoint and Office 365 provide an incredible amount of value to individual employees and organizations, but that 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 are helping organizations drive more meaningful adoption. He’ll provide:

Guidance on what you should measure and how you should measure it to improve adoption, especially in intranets

Visibility into the challenges other organizations have encountered around adoption and how they overcame those challenges
What practical activities you can leverage to drive greater adoption in your own organization (immediately, overtime, and even by yourself)

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Driving Office 365 And SharePoint Adoption In The Real World

  1. 1. Drive SharePoint Adoption Using Real World Activities & Metrics
  2. 2. Poll 1 Question 1: What is the biggest challenge you have with your SharePoint intranet within your organization? • Ensuring security & privacy of content • Getting employees to actually use it • Keeping content up to date & relevant • Measuring & proving the value to the organization 1
  3. 3. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
  4. 4. Perception vs Reality
  5. 5. SOMETIMES WHAT WE ARE TOLD ISN’T BASED IN REALITY… Does everyone have the right expectations?
  6. 6. Common IT Perception vs Reality 1. People will adopt it on their own…
  7. 7. PEOPLE WILL ADOPT IT ON THEIR OWN… Now that we have implemented it correctly we don’t need to do anything else.
  8. 8. @RHARBRIDGE POSITIVE CHANGE RARELY HAPPENS WITHOUT HELP… Even when people have the tools, vision, and an understanding of the risks.
  9. 9. Common IT Perception vs Reality 1. People will adopt it on their own…
  10. 10. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort.
  11. 11. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. Driving usage isn’t IT’s problem…
  12. 12. DRIVING USAGE ISN’T THE IT GROUP’S PROBLEM… Why would it be IT’s responsibility to drive adoption? Isn’t that a business issue?
  13. 13. GETTING MORE PEOPLE TO USE THE TECHNOLOGY IS IMPORTANT… Often getting people to use more of the technology is just as important.
  14. 14. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. Driving usage isn’t IT’s problem…
  15. 15. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value.
  16. 16. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can’t track adoption effectively…
  17. 17. WE JUST CAN’T TRACK ADOPTION EFFECTIVELY… Adoption is complex and there aren’t good ways to track it right now.
  18. 18. BETWEEN OOTB REPORTS AND USAGE DATA & 3RD PARTY TOOLS YOU CAN ABSOLUTELY TRACK IT! SharePoint usage reporting, Office 365 reporting, great tools like Webtrends…
  19. 19. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can’t track adoption effectively…
  20. 20. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon.
  21. 21. Poll 2 Question 2: What would you say is the most important measure of success of your SharePoint environment within your organization? • Volume of document views & downloads (consumption) • Volume and quality of content published • Level of collaboration that occurs between employees • Availability of the service 27
  22. 22. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Everyone approaches adoption differently…
  23. 23. @RHARBRIDGE Everyone approaches adoption differently and every organization is unique. EVERYONE APPROACHES ADOPTION DIFFERENTLY…
  24. 24. @RHARBRIDGE You can (and should) use outside guidance to accelerate and improve adoption! THE KEY STEPS IN APPROACH ARE ALMOST ALWAYS THE SAME…
  25. 25. @RHARBRIDGE Scenarios Methodology Communities Resources
  26. 26. @RHARBRIDGE By creating it together a greater sense of ownership and tailoring is possible. CREATING AN ADOPTION PLAN ALSO DRIVES COMMITMENT AND ACCOUNTABILITY…
  27. 27. REAL WORLD ADOPTION ACTIVITIES & MORE… Find great ideas for driving adoption in our latest book http://improveit.how/book
  28. 28. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Everyone approaches adoption differently…
  29. 29. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan.
  30. 30. Poll 3 Question 3: Do you have an Adoption Plan in place for your SharePoint intranet? • No we do not, and have no plans to put one in place within the next 12 months • No, but we have plans to put one in place within the next 12 months • Yes we have an adoption plan in place 36
  31. 31. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. All users should be treated equal…
  32. 32. We need to support and invest in our users equally. NO USER SHOULD BE PRIORITIZED OVER ANOTHER…
  33. 33. Depending on the technology and workload this can be significant. (80/20) SOME USERS ARE MORE IMPACTFUL THAN OTHERS…
  34. 34. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. All users should be treated equal…
  35. 35. Common IT Perception vs Reality 1. Change won’t happen without help and pro-active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. Invest more in champions and users who are having the biggest impact.
  36. 36. Common IT Perception vs Reality 1. Change won’t happen without help and pro- active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. Invest more in champions and users who are having the biggest impact. 6. People will decide how to best use the technology…
  37. 37. @RHARBRIDGE PEOPLE WILL FIGURE OUT THE BEST WAYS TO USE THE TECHNOLOGY… Our people will optimize the way they work and the technologies they use.
  38. 38. @RHARBRIDGEScenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ● Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕ Remind The Team Of An Important Deadline ◑ ◔ ● ● ● PROVIDE GUIDANCE ON WHEN TO USE WHAT… People will use what is easy or familiar – even when something better exists.
  39. 39. @RHARBRIDGE DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! It goes into much greater depth and can be found at WhenToUseWhat.com
  40. 40. Common IT Perception vs Reality 1. Change won’t happen without help and pro- active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. Invest more in champions and users who are having the biggest impact. 6. People will decide how to best use the technology…
  41. 41. Common IT Perception vs Reality 1. Change won’t happen without help and pro- active effort. 2. To get value from technology investments usage is needed. More usage = more value. 3. We can track adoption with OOTB, 3rd party tools and more coming soon. 4. Leverage the work of others to implement a proven approach and build a great plan. 5. Invest more in champions and users who are having the biggest impact. 6. We need to both drive and guide users around how to better leverage the technology.
  42. 42. Common Individual Perceptions vs Reality 1. If some people don’t adopt it, they just won’t get the benefit – it won’t effect me…
  43. 43. @RHARBRIDGE IF OTHER PEOPLE DON’T ADOPT – IT’S NOT GOING TO EFFECT ME… If some people don’t adopt – that’s their problem. They don’t get the benefits.
  44. 44. @RHARBRIDGE THIS IS IMPORTANT FOR ALL OF US… The more people use the platform the more value the technology provides.
  45. 45. Common Individual Perceptions vs Reality 1. If some people don’t adopt it, they just won’t get the benefit – it won’t effect me…
  46. 46. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides.
  47. 47. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There is nothing I can do alone…
  48. 48. @RHARBRIDGE THERE IS NOTHING I CAN DO… I don’t have authority, influence, budget, or the ability to drive adoption alone.
  49. 49. @RHARBRIDGE THERE IS PLENTY YOU CAN DO ALONE… Add links to employee signatures, purposefully omit certain information to drive readers to sites/systems (baited email hooks).
  50. 50. Send a link, use external sharing, attach a OneDrive file (OWA+), and more… STOP EMAILING ATTACHMENTS!
  51. 51. THEMEETING INVITE COMESTOYOU… Take back your meeting time and make meetings meaningful! What if you responded tentative “love to help and would like to know more”? What if you just IM messaged the meeting originator to clarify?
  52. 52. No the answer isn’t always LetMeBingThatForYou (though too often it is)… What if you answered via Yammer? What if you answered with a SharePoint search? IFSOMEONEASKS YOUAQUESTION…
  53. 53. Sometimes the most value social can provide is visibility and connection… TRYNARRATING YOURWORK…
  54. 54. @RHARBRIDGE REPORT & SHARE WHATEVER YOU CAN… Aggregating reports and sending them to leaders can be good to drive visibility.
  55. 55. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There is nothing I can do alone…
  56. 56. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There are many things you can do to help inspire, encourage and embrace adoption.
  57. 57. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There are many things you can do to help inspire, encourage and embrace adoption. 3. Helping others directly won’t make much of a difference…
  58. 58. @RHARBRIDGE HELPING OTHERS AS AN INDIVIDUAL WON’T MAKE MUCH DIFFERENCE… I am only one person and there are plenty of better ways for people to get help.
  59. 59. @RHARBRIDGE 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% Self-learning is largely ineffective, but currently part of learning process for many Learning via Co-Workers is among the most effective and most used methods These methods are under- utilized (low usage, but have high effectiveness) Percent Using Learning Method vs. Helpfulness YOU HELPING OTHERS IS EXTREMELY EFFECTIVE… Learning via Co-Workers is among the most effective and most used method.
  60. 60. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There are many things you can do to help inspire, encourage and embrace adoption. 3. Helping others directly won’t make much of a difference…
  61. 61. Common Individual Perceptions vs Reality 1. The more people who use the platform; the more value the technology provides. 2. There are many things you can do to help inspire, encourage and embrace adoption. 3. Helping others by coaching, teaching, or supporting other users is the most used and most effective method of learning.
  62. 62. Common Leadership Perceptions vs Reality 1. It’s up to the users, there is nothing the leadership team can do…
  63. 63. @RHARBRIDGE IT’S UP TO THE USERS, THERE IS NOTHING LEADERSHIP CAN DO… We know that adoption is driven from a grass roots approach, it’s up to them.
  64. 64. @RHARBRIDGE Be proud; you rock superstar Share ideas and docs in OneDrive Look in Search & Delve Ask others for help via Lync Kick email butt with Exchange LEADERSHIP CAN TAKE SIGNIFICANT AND MEANINGFUL ACTION TOO… As a start the leadership team can mandate usage, or remove alternatives.
  65. 65. @RHARBRIDGE INCORPORATE INTO NEW HIRE ORIENTATION… Not just the intranet/sites but how to use the tools effectively.
  66. 66. @RHARBRIDGE INCORPORATE INTO ANNUAL TRAINING OR SKILLS VALIDATION… Some organizations have mandated one ‘in person’ class by a set date.
  67. 67. Common Leadership Perceptions vs Reality 1. It’s up to the users, there is nothing the leadership team can do…
  68. 68. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down.
  69. 69. Poll 4 Question 4: What department is responsible for ensuring your Intranet is providing value to your employees and your company? • IT • HR • Corporate Communications • Marketing • Other 75
  70. 70. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. We can’t find or identify champions in our organization…
  71. 71. @RHARBRIDGE WE CAN’T FIND OR IDENTIFY CHAMPIONS IN OUR ORGANISATION… It’s not clear who the champions are, or how to get them engaged.
  72. 72. @RHARBRIDGE 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55% Self-learning is largely ineffective, but currently part of learning process for many Learning via Co-Workers is among the most effective and most used methods These methods are under- utilized (low usage, but have high effectiveness) Percent Using Learning Method vs. Helpfulness USAGE PATTERNS, SURVEYS, POLLS, INTERVIEWS, CONTESTS/CHALLENGES, AND MORE… There are many ways to uncover and identify champions in your organization.
  73. 73. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. We can’t find or identify champions in our organization…
  74. 74. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is.
  75. 75. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. We already solicit and get plenty of feedback from users…
  76. 76. @RHARBRIDGE WE ALREADY GET FEEDBACK FROM OUR USERS… We run polls, surveys and solicit feedback from users all the time.
  77. 77. @RHARBRIDGE DO YOU ACTUALLY TAKE ACTION BASED ON THE FEEDBACK? DO YOU SHARE WHAT ACTION IS TAKEN? When you collect info ensure you share the results, actions & result changes.
  78. 78. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. We already solicit and get plenty of feedback from users…
  79. 79. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. Taking action and sharing the results of feedback is just as important as collecting feedback.
  80. 80. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. Taking action and sharing the results of feedback is just as important as collecting feedback. 4. We are already doing everything we can…
  81. 81. @RHARBRIDGE WE ARE ALREADY DOING EVERYTHING… We are doing a ton around adoption, there really isn’t anything more we could do.
  82. 82. @RHARBRIDGE HAVE YOU TRIED USABILITY TESTING, CARD SORTING, DIARY STUDIES, INNOVATION GAMES AND MORE? There are always ways to further improve usage, adoption and value realization!
  83. 83. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. Taking action and sharing the results of feedback is just as important as collecting feedback. 4. We are already doing everything we can…
  84. 84. Common Leadership Perceptions vs Reality 1. Beyond leading by example the leadership team can drive adoption from the top down. 2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is. 3. Taking action and sharing the results of feedback is just as important as collecting feedback. 4. There is always more we can do. More awareness, more understanding, more targeting, and more advanced techniques.
  85. 85. Thank You! Organizers,SponsorsandYouformakingthispossible. 100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge WhenToUseWhatWhitepaper.. WhenToUseWhat.com ImproveItBook.. ImproveIT.How/Book Office365SuccessCenter.. Success.Office.Com Message Me On LinkedIn or Email Richard@2toLead.com SPEAKER | AUTHOR | SUPER FRIENDLY Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.
  86. 86. • Built in cooperation with Microsoft’s product team and aligned with Microsoft’s product roadmap • Supports Office 365, SharePoint 2013 and SharePoint 2010 • Each version of SharePoint Analytics designed for each specific version of Microsoft SharePoint • e.g. SharePoint Analytics for Office 365 designed specifically for Office 365 to take into consideration that offerings unique architecture. • Uniquely delivers detailed user, content, and action level data and reporting • Helps drive user adoption and engagement, provides validation for the investment • Over 400 Clients • Extension Partner Ecosystem with Established Microsoft Gold Partners 92 Webtrends Analytics for SharePoint Overview
  87. 87. Call-to-Action and Panel Discussion Call-to-Action • Webtrends SharePoint Analytics Demo • 2toLead SharePoint Migration Assessment • 2toLead SharePoint Success As A Service For More Information • SharePoint@Webtrends.com Panel Discussion 93 Jean-Marc Krikorian Webtrends Alliances Director Richard Harbridge 2toLead CTO and Founderhttp://improveit.how/book GET YOUR COPY:
  88. 88. @RHARBRIDGE RESOURCES TO HELP YOU BE SUCCESSFUL… These are a few of the resources you should check out. Get started today with:  FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack  Office 365 Success Center: http://success.office.com  Office 365 Training App: http://aka.ms/officetraining  Office 365 for Business Learning Center: http://aka.ms/o365learning  Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork  Lync 2013 Rollout & Adoption Success Kit http://aka.ms/lyncrask  Yammer Success Center: https://about.yammer.com/success/  Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw  Leverage Popular Use Cases: http://www.discoversharepoint.com/  Discover SharePoint App: http://aka.ms/dspapp  OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/  Office 365 Roadmap: http://office.com/roadmap
  89. 89. @RHARBRIDGE MORE RESOURCES TO HELP YOU BE SUCCESSFUL… These are a few of the resources you should check out. AvailablePrograms(ApplicabilityVaries):  CustomerImmersionExperience:http://aka.ms/TryImmersion TheMicrosoftExperienceCenterprovidesyoua facilitatedhands-onenvironmenttoexperienceMicrosoft’sproductivity solutionsthroughaseriesofsimulated,everydayscenarios.  AdoptionOffer(New 150+ Seat): https://deploy.office.com/email-migration-offer  SoftwareAssuranceDeploymentPlanningServices:https://deploy.office.com/deployment-planning-services  SoftwareAssuranceTrainingVouchers:https://www.microsoft.com/learning/en-us/software-assurance-benefits.aspx  OnboardingCenter:https://deploy.office.com/onboarding-center  100+ PowerPointPresentationsonSlideShare:http://www.SlidesShare.net/RHarbridge  RichardHarbridge& KanwalKhippleviaLinkedInor2toLead.com

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