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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Much of Office 365's value is not realized immediately upon purchase or deployment. 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? You will learn : What activities you can do to drive adoption. What other people are doing to drive better adoption. Why adoption is so important and critical to plan and act on. Better awareness/understanding of Microsoft's strategy around adoption. Features Covered: SharePoint Online Exchange Online Skype For Business Delve Office Video Office 2016
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Over 50 Adoption Activities That Have Helped ORganizations Get More Out Of Office 365
- 1. @RHARBRIDGE
- 2. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
- 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 GETTING MORE PEOPLE TO USE THE TECHNOLOGY IS IMPORTANT… Often getting people to use more of the technology is just as important.
- 5. @RHARBRIDGE AT THE ORGANIZATIONAL LEVEL… Always an impact to productivity. We can accelerate to get positive results sooner.
- 6. @RHARBRIDGE THIS IS IMPORTANT FOR ALL OF US… The more people use the platform the more value the technology provides.
- 7. @RHARBRIDGE
- 8. @RHARBRIDGE
- 9. 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
- 10. @RHARBRIDGE
- 11. @RHARBRIDGE
- 12. @RHARBRIDGE
- 13. @RHARBRIDGE
- 14. @RHARBRIDGE
- 15. @RHARBRIDGE
- 16. @RHARBRIDGE
- 17. @RHARBRIDGE
- 18. @RHARBRIDGE
- 19. @RHARBRIDGE
- 20. @RHARBRIDGE
- 21. @RHARBRIDGE
- 22. @RHARBRIDGE
- 23. @RHARBRIDGE
- 24. @RHARBRIDGE LOOKING FOR MORE TARGETED ADVICE? It can be really hard to find ‘actionable’ ideas or things you can do…
- 25. REAL WORLD ADOPTION ACTIVITIES & MORE… Find great ideas for driving adoption in our latest book http://improveit.how/book
- 26. @RHARBRIDGE HERE IS A COLLECTION OF ADDITIONAL ADOPTION ACTIVITIES… Activities meant to help accelerate, improve, or compliment your adoption plan.
- 27. @RHARBRIDGE
- 28. @RHARBRIDGE BRINGING PEOPLE TO OFFICE 365… 20+ Ways of bringing them to Office 365.
- 29. @RHARBRIDGE LUNCH TAKE OUT MENUS & CAFETERIA MENU(S)… Menu’s from favourite lunch destinations or daily cafeteria menus bring people in.
- 30. @RHARBRIDGE ‘PEOPLE ON THE MOVE’: PROMOTIONS & NEW HIRES… Announcements of people who have found a new role in the organization.
- 31. @RHARBRIDGE MILESTONES, ANNIVERSARIES & YEARS OF EMPLOYMENT… Something you should do regardless and another connection back to the portal.
- 32. @RHARBRIDGE EVENT PICTURE SHARING… Share photos from employee events and create a tagged repository.
- 33. @RHARBRIDGE FAKE CELEBRITY OR HOLIDAY PROFILES… Mock profiles can be fun and encourage people to search or connect.
- 34. @RHARBRIDGE REAL ORGANIZATION PROFILES/USERS… Great way to curate, publish, engage or share ‘officially’.
- 35. @RHARBRIDGE INCORPORATE INTO EMPLOYEE SIGNATURES… In employee signature templates, or via example from leaders throughout the org.
- 36. @RHARBRIDGE INTERNAL ADVERTISEMENTS… Ads on the portal, posters, and more stuff from http://www.co-store.com/iw
- 37. @RHARBRIDGE SCAVENGER HUNTS, TRIVIA CONTESTS, AND COMPETITIONS… Planned contests can drive interest and awareness.
- 38. @RHARBRIDGE “FOR CHARITY” REWARDING CAMPAIGN… Based on a measured activity reward a set amount to a charity to encourage use.
- 39. @RHARBRIDGE BRAND KEY SHAREPOINT SITES WITH IDENTITIES… So that people can refer to them by name or vanity URLs etc.
- 40. @RHARBRIDGE SURVEYS, POLLS & FEEDBACK… When you collect info ensure you share the results, actions & result changes.
- 41. @RHARBRIDGE BAITED EMAIL HOOKS… Purposefully omit certain information to drive readers to sites/systems.
- 42. @RHARBRIDGE REPORT USAGE PATTERNS… Aggregating reports and sending them to leaders can be good to drive visibility.
- 43. @RHARBRIDGE REMOVE ALTERNATIVES & MAKE MANDATORY… Be proud; you rock superstar It’s never the nicest option, but from leadership down can be effective. Share ideas and docs in OneDrive Look in Search & Delve Ask others for help via Lync Kick email butt with Exchange
- 44. @RHARBRIDGE
- 45. @RHARBRIDGE
- 46. @RHARBRIDGE HELPING PEOPLE VALUE OFFICE 365… 10+ ways of helping people discover value in Office 365.
- 47. @RHARBRIDGE HELP CONNECT & TEACH CHAMPIONS… Learning via Co-Workers is among the most effective and most used methods.
- 48. @RHARBRIDGE INCORPORATE INTO NEW HIRE ORIENTATION… Not just the intranet/sites but how to use the tools effectively.
- 49. @RHARBRIDGE INCORPORATE INTO ANNUAL TRAINING OR SKILLS VALIDATION… Some organizations have mandated one ‘in person’ class by a set date.
- 50. @RHARBRIDGE ANNOUNCE NEW FEATURES / CAPABILITIES… Including ones Microsoft adds for you. Take credit for it – really!
- 51. @RHARBRIDGE SUCCESS STORIES… Add an option to submit success stories about how 365 helped. Then highlight.
- 52. @RHARBRIDGE HOLD A FEW YAMJAMS! USE #YAMWIN & CREATE STARTER YAMMER GROUPS… Create a help group, a yammer ideas group, and more to drive engagement.
- 53. @RHARBRIDGE BEST IN CLASS SHOWCASES… Recognize champions and educate on how others can improve/emulate.
- 54. @RHARBRIDGE SOLUTIONS SHOWCASE… Build solution summaries for business built solutions or IT ones and share them.
- 55. @RHARBRIDGE Find a Person/ Expert Post and discuss a topic and/or content Manage a meeting or event Ask/ answer a question Make an announcement Find a Document Send/exchange information/ documents Produce/manage content 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 PROVIDE USERS GUIDANCE ON WHAT THEY CAN DO… Make it simple and easy to understand all the things they can do today…
- 56. @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
- 57. @RHARBRIDGE PROVIDE GUIDANCE ON WHEN TO USE… This is a starting point; create your guidance based on your technology landscape. Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business SharePoint Team Sites SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Delve Boards
- 58. @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… This is a starting point; create your guidance based on your technology landscape.
- 59. @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
- 60. @RHARBRIDGE “INVITE ONLY” INITIAL SOCIAL ROLLOUT… Ensuring people have business reasons and that the initial content is valuable.
- 61. @RHARBRIDGE
- 62. @RHARBRIDGE
- 63. @RHARBRIDGE BUILD PEOPLE SOLUTIONS FOR OFFICE 365… 10+ ideas for simple to complex solutions that provide value in Office 365.
- 64. @RHARBRIDGE PROVIDING INTERNAL CLASSIFIEDS… Effective way to re-distribute business/personal assets or services.
- 65. @RHARBRIDGE ACRONYM FINDER & WIKI… Glossary of terms, acronym wikis, and/or specialized search scenarios.
- 66. @RHARBRIDGE PRESENTATIONS SEARCH & SHOWCASE SITE… Create a search experience, add ‘highlighted presentations’ w/ ability to submit.
- 67. @RHARBRIDGE USABILITY TESTING, DIARY STUDY, CARD SORTING… Lots of design, info architecture, and feedback activities can improve adoption.
- 68. @RHARBRIDGE BUILD AN OFFICE VIDEO PORTAL… Wait… Microsoft did that for you! So all you have to do is start leveraging it!
- 69. @RHARBRIDGE
- 70. @RHARBRIDGE
- 71. @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
- 72. @RHARBRIDGE MORE RESOURCES TO HELP YOU BE SUCCESSFUL… These are a few of the resources you should check out. Available Programs (Applicability Varies): Customer Immersion Experience: http://aka.ms/TryImmersion The Microsoft Experience Center provides you a facilitated hands-onenvironment to experience Microsoft’s productivity solutions through a series of simulated, every day scenarios. Adoption Offer (New 150+ Seat): https://deploy.office.com/email-migration-offer Software AssuranceDeployment Planning Services: https://deploy.office.com/deployment-planning-services Software AssuranceTraining Vouchers: https://www.microsoft.com/learning/en-us/software-assurance-benefits.aspx Onboarding Center: https://deploy.office.com/onboarding-center 100+ PowerPoint Presentations on SlideShare: http://www.SlidesShare.net/RHarbridge RichardHarbridge & Kanwal Khipple via LinkedIn or 2toLead.com
- 73. 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.
Editor's Notes
- In your organization has anyone ever suggested that you only use a percentage of the functionality or a percentage of what’s possible with Microsoft Office 365? How about just one technology like Outlook? Do you think you or your users are using most of the functionality that exists in Outlook today? What about SharePoint? Do you use more than 50% of what’s available in SharePoint? Are they using it at all? Its okay if the answer is no, we don’t use all that Office 365 can provide. No, not all of our users are actively using Office 365 yet. No, not only do I not know all of the things you can do with Outlook or SharePoint but our users definitely aren’t aware of what they could do. What’s not okay is to do nothing about it. To not have a plan for helping your users adopt, understand and leverage the full suite of Office 365 available to them. You should do something about it. That’s why white papers like this exist. To help you and your organization improve. Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet you can think of some that would make a world of difference if your whole organization adopted their use. How much more value could your organization realize if users universally used 20% more of the robust document management features SharePoint provides? Getting more people to use a technology is important. But so is and getting them to use more of the technology.
- There is always SOME loss of productivity when implementing new productivity systems that provide new ways for people work. This is ALWAYS the case. It also makes sense when you think about it at an individual user level, at a group level or even at an organizational level. When you introduce new systems you need time to recap the original level of productivity you had before you introduced the change. Then there is a continued productivity gain until the technology’s potential has been exhausted or the organization introduces new change. There is plentiful research on this subject as it’s often called the change curve. Where users go through different states. The goal is to accelerate the change and get to the positive impact and outcomes quicker and to reduce negative consequences that the change can have.
- Behavioral change doesn’t happen on its own. We’ve seen the traditiontal ‘if we build, they will come.’ Doctors told heart patients that they will absolutely die in 6 months if they don’t change their habits around lifestyle, diet, and exercise. Those individuals certainly had the motivation, and a sense of urgency. They even had the tools and the vision as well as an understanding of the end state. Yet in this situation only 1 in 7 or 14% could manage to carry out the change on their own. Desire and motivation aren’t enough on their own: even when it’s literally a matter of life or death, the ability to change remains maddeningly elusive. Think about that. If 1 in 7 people with an absolute need to change can’t change, what chance do we have of individuals in our organizations changing how they collaborate or communicate on their own? What are the odds of them adopting Office 365 and new ways of working without our help? The answer? Very low odds indeed. Kegan, R., & Laskow Lahey, L. (2009). Immunity to change. How to overcome it and unlock the potential in yourself and your organization. Boston: Harvard Business Press. ISBN 078796378X. OCLC 44972130 - http://www.amazon.com/Immunity-Change-Potential-Organization-Leadership/dp/1422117367
- 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).
- 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.
- 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.