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How To Improve Office 365 & SharePoint Adoption In The Real World

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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 even deployment of Office 365. The value is realized as more and more users understand, adopt and embrace the technology that has been implemented. So how can organizations drive faster, sustainable and effective adoption? They perform campaigns, run activities, and take action.

Join Richard Harbridge as he shares industry leading real world experience, advice, and activities that other customers are leveraging to get more from Office 365 and drive more meaningful adoption.

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How To Improve Office 365 & SharePoint Adoption In The Real World

  1. 1. @RHARBRIDGE
  2. 2. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
  3. 3. SOMETIMES WHAT WE ARE TOLD ISN’T BASED IN REALITY… Does everyone have the right expectations?
  4. 4. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  5. 5. PEOPLE WILL ADOPT IT ON THEIR OWN… Now that we have implemented it correctly we don’t need to do anything else.
  6. 6. @RHARBRIDGE POSITIVE CHANGE RARELY HAPPENS WITHOUT HELP… Even when people have the tools, vision, and an understanding of the risks.
  7. 7. 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?
  8. 8. GETTING MORE PEOPLE TO USE THE TECHNOLOGY IS IMPORTANT… Often getting people to use more of the technology is just as important.
  9. 9. @RHARBRIDGE Changing the way people work will have a negative impact on productivity. WE DON’T WANT TO HAVE A NEGATIVE IMPACT ON PEOPLES WORK…
  10. 10. @RHARBRIDGE WE NEED TO MANAGE AND INTRODUCE CHANGE… Always an impact to productivity. We can accelerate to get positive results sooner.
  11. 11. WE JUST CAN’T TRACK ADOPTION EFFECTIVELY… Adoption is complex and there aren’t good ways to track it right now.
  12. 12. BETWEEN OOTB REPORTS AND USAGE DATA & 3RD PARTY TOOLS YOU CAN ABSOLUTELY TRACK IT! SharePoint usage reporting, Office 365 reporting, and great 3rd party tools…
  13. 13. BRINGING ANALYTICS TO THE FOREFRONT… We need to implement Office 365 solutions in a way that doesn’t just empower leaders with analytics/insights but empowers everyone.
  14. 14. We need to support and invest in our users equally. NO USER SHOULD BE PRIORITIZED OVER ANOTHER…
  15. 15. Depending on the technology and workload this can be significant. (80/20) SOME USERS ARE MORE IMPACTFUL THAN OTHERS…
  16. 16. @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.
  17. 17. @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.
  18. 18. @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
  19. 19. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  20. 20. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  21. 21. @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.
  22. 22. @RHARBRIDGE THIS IS IMPORTANT FOR ALL OF US… The more people use the platform the more value the technology provides.
  23. 23. @RHARBRIDGE THERE IS NOTHING I CAN DO… I don’t have authority, influence, budget, or the ability to drive adoption alone.
  24. 24. @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).
  25. 25. Send a link, use external sharing, attach a OneDrive file (OWA+), and more… STOP EMAILING ATTACHMENTS!
  26. 26. THEMEETING INVITE COMESTO YOU… 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?
  27. 27. YOUSENDA MEETING INVITE… Why not add a Shared OneNote to your recurring meeting? Why not make every meeting better by doing visual note taking?
  28. 28. 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…
  29. 29. Sometimes the most value social can provide is visibility and connection… TRYNARRATING YOURWORK…
  30. 30. @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.
  31. 31. @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.
  32. 32. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  33. 33. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  34. 34. @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.
  35. 35. @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.
  36. 36. @RHARBRIDGE INCORPORATE INTO NEW HIRE ORIENTATION… Not just the intranet/sites but how to use the tools effectively.
  37. 37. @RHARBRIDGE INCORPORATE INTO ANNUAL TRAINING OR SKILLS VALIDATION… Some organizations have mandated one ‘in person’ class by a set date.
  38. 38. @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.
  39. 39. @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, AND MORE… There are many ways to uncover and identify champions in your organization.
  40. 40. @RHARBRIDGE WE ALREADY GET FEEDBACK FROM OUR USERS… We run polls, surveys and solicit feedback from users all the time.
  41. 41. @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.
  42. 42. @RHARBRIDGE WE ARE ALREADY DOING EVERYTHING… We are doing lots around adoption, there really isn’t anything more we could do.
  43. 43. @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!
  44. 44. PLANNING FOR ADOPTION… We need to invest in key areas to enable and accelerate adoption.
  45. 45. PLANNING FOR ADOPTION… We need to invest in key areas to enable and accelerate adoption. Governance Policies & Guidance
  46. 46. EVALUATE YOUR ROLE AND RESPONSIBILITY READINESS… There are many leadership roles that impact Office 365 success. Do you have named individuals in key roles? Are they doing the activities they should be doing?
  47. 47. EVALUATE YOUR POLICY AND GUIDANCE READINESS… There are many policies and guidance materials that should exist and be in use for Office 365 or a modern digital workplace strategy to be effective.
  48. 48. @RHARBRIDGE Everyone approaches adoption differently and every organization is unique. EVERYONE APPROACHES ADOPTION DIFFERENTLY…
  49. 49. @RHARBRIDGE You can (and should) use outside guidance to accelerate and improve adoption! http://FastTrack.Microsoft.com/Office THE KEY STEPS IN APPROACH ARE ALMOST ALWAYS THE SAME…
  50. 50. PLANNING FOR ADOPTION… Who will adopt Office 365 and when will they adopt it? “We Need It To Be The Norm / Expectation” Adopters Coordination&Investment These Adopters need help understanding the value change provides. Why should they change? Sharing change stories, benefits, contest winners, business impacts of the technology will be important to this group. “We Need To Understand Value” Adopters These Adopters need help understanding how to change. How can they use the technology? How should they use it? Help, coaching, how to tips, training, contests and challenges help this group of users the most. “We Need Support” Adopters Early Adopters will adopt and begin using new technology once it has been shown to them, or once they are aware it is available. Making these users aware of the technology and it’s capabilities is important. Often ‘did you know’ tips and pre-launch communication can accelerate this groups adoption. The biggest need for this group is helping them share and influence others to change along with them. Early Adopters Everyone Adopting (As Fast As Possible)
  51. 51. PLANNING FOR ADOPTION… We need to invest in key areas to enable and accelerate adoption.
  52. 52. Adoption Campaigns PLANNING FOR ADOPTION… We need to invest in key areas to enable and accelerate adoption.
  53. 53. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  54. 54. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  55. 55. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  56. 56. PLANNING FOR TIPS… When each day’s Yammer tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.
  57. 57. PLANNING FOR CHALLENGES… Each week (or along with the tips) we need to create clear action items or Challenges that users can accomplish to put what they learned in practice.
  58. 58. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  59. 59. PLANNING FOR CONTESTS… The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value).
  60. 60. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  61. 61. PLANNING FOR TRAINING… Since you are already doing a time boxed campaign consider providing targeted training sessions that are hands on and participatory. Even if you are performing training remotely if the group is small enough you can create exercises and track completion.
  62. 62. PLANNING FOR ADOPTION… Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!
  63. 63. PLANNING FOR COMMUNICATION… Define a comprehensive communication plan along with the messaging for key Email, Intranet posts, Yammer posts or communication for the campaign.
  64. 64. PLANNING FOR MEASUREMENT… With each campaign clear reporting should be identified to track success of the Campaign. This reporting will also include baseline measurements as needed.
  65. 65. PLANNING FOR ADOPTION… We need to invest in key areas to enable and accelerate adoption. Governance Policies & Guidance Adoption Campaigns
  66. 66. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  67. 67. IT Perceptions vs Reality HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  68. 68. IT Has An Important Responsibility HOWTOIMPROVE ADOPTION INTHEREALWORLD… Individual Perception vs Reality Leadership Perception vs Reality
  69. 69. IT Has An Important Responsibility HOWTOIMPROVE ADOPTION INTHEREALWORLD… This Matters To Us & We Can Do Something Leadership Perception vs Reality
  70. 70. IT Has An Important Responsibility HOWTOIMPROVE ADOPTION INTHEREALWORLD… This Matters To Us & We Can Do Something Leadership Needs To Do More: Policies, Guidance, Campaigns & More
  71. 71. Thank You! Organizers,SponsorsandYouformakingthispossible. 100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge WhenToUseWhatWhitepaper.. WhenToUseWhat.com IntranetsonO365Whitepaper.. Office365Intranets.com ExternalSharingWhitepaper.. Office365Extranets.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.

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