Converting an eMail Culture into a SharePoint Culture
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All of us use eMail -- but are we addicted to it? Take two simple tests to determine whether you are -- or are not addicted to email -- and whether your organization is. also learn how to get your organization to make the move to SharePoint. You can download a newer version of this presentation now by visiting https://www.thorprojects.com/connect/gifts/presentations/converting-from-an-email-culture-to-a-sharepoint-culture.
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Converting an eMail Culture into a SharePoint Culture
- 1. Converting from an Email Culture to SharePoint Culture Robert Bogue (317) 572-5310 Shepherd@SharePointShepherd.com http://www.thorprojects.com/blog
- 2. Agenda • Why Does This Matter? • Email As an Addiction • Understanding Email • Converting Communication • Converting Collaboration • Fundamentals of Organizational Change
- 3. Introduction 14 Year Microsoft MVP Author of 25 books including The SharePoint Shepherd’s Guide for End Users 25 Years of Industry Experience Numerous Microsoft, CompTIA and other Certifications
- 4. Why Does This Matter?
- 5. … to me? • I helped to create the problem • I struggle with the same cultural issues with my clients
- 6. Half Way Across the World
- 8. One More Time: How Do You Motivate Employees? By Fredrick Herzberg January-February 1968
- 9. How Many of Your Colleagues are Gone?
- 10. How Much Does It Cost for Each Lost Employee?
- 13. Gallup has found that consistent communication – whether it occurs in person, over the phone or electronically – is connected to higher engagement.
- 14. Key 1: This problem is costing the organization money (~9% of annual payroll)
- 15. Knowledge Loss In 1997 when Dr. John Richter retired he had built and tested 42 warheads. China’s entire team had built and tested 45.
- 16. Email as an Addiction
- 17. Responsiveness Expectations Postal Mail Email Message Text Message Voice Mail Message Three Phone Calls, Back-to-Back
- 18. Carpet Bombing
- 19. What is an Addiction? “the state of being enslaved to a habit or practice…”
- 23. Email Addiction Test Have you checked your email more than every four hours – today? Do you feel anxiety when your phone battery is less than 20%? Was the last time you were disconnected from email for more than two days longer than a year ago? Does your preoccupation with email cause you to do dangerous or harmful activities?
- 24. Organizational Email Addiction Test Has your organization ever communicated a layoff, employee termination, or staff reduction via email first? Do you routinely have email conversations that include more than ten replies? Does your organization communicate emotionally charged information via email?
- 25. Why Email Addiction Matters • Rational messages won’t be sufficient to change behavior • Deeply ingrained • Addictions are hard to break
- 26. The Pharmaceutical Theory of Addiction • The most harmful substance discovered is alcohol. (The Lancet) • The most addictive substance is nicotine (US Surgeon General) • Only 17.7 percent of nicotine patch wearers were able to quit smoking
- 27. Key 2: Email can be an addiction
- 28. What’s in Email Anyway?
- 29. WithWhom?
- 30. Notifications • Systems • Success • Failure • People • Irrelevant • Wrong Location • Wrong Job • Relevant • SPAM • Newsletter • Unsolicited
- 31. Types ONE WAY
- 32. Learning OrganizationInternal Communication Communication • One Way Conversation • Two Way • Interactive Dialogue • Open Exchange • Relative Safety
- 33. Giving Orders
- 34. Pouting
- 35. Fights
- 36. Dialogue
- 37. Is Your Message Getting Through?
- 39. Signal to Noise Ratio (S:N)
- 40. Key 3: Keep good email, toss bad email
- 42. Digital Transformation Atoms Electrons Mail eMail Bulletin Board Digital Signage Posters Newsletter Intranet Procedures Manual Meeting Web Conference “While you were out…” Voice Mail Location Tour Videocast
- 43. Microsoft Internal Communication Options Urgency Scale One:ManyOne:FewOne:One One:All Collaboration Communication WheneverNow! OneDrive O365 Group Outlook Email Skype4B Chat Skype4B Call Yammer Department Group Skype4B Meeting SharePoint Intranet SharePoint Department Site O365 Group Outlook Company Wide Email Yammer Company Communication Teams?
- 44. Create Communication Guidelines • Set expectations for communication medium • Establish awareness of good email etiquette
- 45. Start in the Right Place • Set all users web browser home to the corporate intranet • Make the resources they need easy to reach from the home page
- 46. Restrict “All User” distribution lists • Create barriers in front of mass emails • Deter the use of email through light social shaming
- 47. Shift to Intranet • Stop sending emails with news • Start sending emails with links to news • Stop sending emails with news or links
- 48. Maintain “small” mailbox sizes • Users get small email inboxes to discourage the movement of file attachments • Requests for larger sized mailboxes are responded to by “crisis counselors”
- 49. Key 4: Put the Intranet Front and Center
- 51. Types of Collaboration • Directed – Business process driven work together • Undirected – Goal directed, non- repeatable
- 52. Build It For Them • Create a template for the business process • Implement features to automate the process (where appropriate)
- 54. Make it Easy • Eliminate Barriers • Provide Training • Provide Resources
- 55. Key 5: Make Collaborating in SharePoint Easy
- 57. John F. Kennedy, Special Joint Session of Congress, May 1961 I believe that this nation should commit itself to achieving the goal, before this decade is out, of landing a man on the moon and returning him safely to earth.
- 58. SharePoint Vision • How will you know when you’ve achieved it? • Is it about the technology choices -- or the way the organization operates? • The clearer and more compelling the vision, the shorter the path
- 59. Emotional-Rational- Environment • The Model • Elephant – Emotional powerhouse • Rider – Rational control • Path –Environment and habits • Implications • The rider has the illusion of control • The path has strong influence CC Flickr mckaysavage
- 60. Changing the Status Quo
- 61. Kotter’s Change Model • Create Urgency • Form a Powerful Coalition • Create a Vision for Change • Communicate the Vision • Remove Obstacles • Create Short-term Wins • Build on the Change • Anchor the Changes in Corporate Culture
- 62. SystemsThinking
- 63. Changing Systems 12. Numbers 11. Buffers 10. Stock-and-Flow Structures 9. Delays 8. Balancing Feedback Loops 7. Reinforcing Feedback Loops 6. Information Flows 5. Rules 4. Self-Organization 3. Goals 2. Paradigms 1. Transcending Paradigms
- 65. Knowledge, Attitudes, Practices Practices • Personal Commitment Attitudes • Close Connections Knowledge • Mass Media
- 66. Key 6: Organizational Change is Emotional
- 67. Things to Keep in EMail • Private Conversations • Time Sensitive Conversations • Ad-Hoc Communications
- 68. Things to Get Out of Email • Document Delivery • Status Updates
- 70. Flow • Highly productive state (>5x) • Difficult to get into • Easy to get distracted from • Leads to lingering positive thoughts
- 71. Disable Email Notifications • On Computers • On Phones
Editor's Notes
- Pee in both oceans at once
- Woods – Chinese sourcing story eMail is what users know Trying to get them to stop sending attachments
- Fax machines – kind of like dial tone – most folks don’t know what it is these days. China @ Woods
- RB:
- RB: Fredrick Herzberg “Make ‘em do it.” More are becoming a member of the creative class… they need different motivations…
- BLS ~40%/yr, ~20% is voluntary
- RB: SHRM estimates range from 30%-150% … Mean 90%
- RB: How much is 18% of the annual payroll? Is that worth doing something about? What if you can save a quarter of that? Half of it? But how???
- RB: Comparing high/low performance on factors including Turnover
- RB: This report is from 2015 We’re talking about RELATIONSHIPS – Relationships are built on communication
- http://www.lasg.org/LifeAtTheLabs/knowhow.htm
- Communications Satisfaction - Communication Satisfaction Questionnaire (1977) Downs and Hazen Employee Satisfaction – “One More Time: How Do You Motivate Employees” (1987) Herzberg Employee Replacement – “Employee Replacement Costs” (2010) Institute for Research on Labor and Employment, University of California, Berkeley
- Maybe you’re upset… (not responding) … or maybe you’re just being passive-aggressive Three Phone calls… you’re trying to get me to be Charlie Sheen (‘Roid Rage.) Multiple contact attempts? Email, Lync/Skype, Drop by? Postal – 1 Week Email – 24-27 hrs Text – 2-8 hours Voice mail – 4-24 hours
- Trying every communications method in sequence Or … copying the entire world on an email.
- Focus on the word enslaved (without a choice) Addition test: Obsessive or Compulsive
- SharePint… drinking problems… Alcoholics can stay away (out of a bar) Functional Alcoholics vs. non-functioning alcoholics.
- Thanksgiving/Christmas dinner
- Coffee … or Starbucks Coffee
- Step 1 is to admit you have a problem. Asking individuals to own their email addiction Reading or responding to email while driving? Reading or responding to email while in a meeting?
- Emotionally charged – changes in benefits… Cascading communications (managers telling their reporting)
- Have you ever had your children make something for you to eat? Have you ever been scared about what’s in it? Child: “Daddy, I made you breakfast!” Dad: “Why does it have anchovies in it?”
- Little Sable, MI Things look different from the inside. There are chips on the inside that don’t show… We’re not talking about eliminating all email. We’re talking about REDUCING internal email.
- Systems – We begin to filter out the success; we don’t notice the failures. We have a very hard time as humans noticing something is missing – except for our paycheck. People – Irrelevant – Location -> Cake in the breakroom - Job -> Hourly workers need to complete their timecards by …
- RB:
- “Yes, I would like fries with that…” Instructing people
- “Why do I have to?”
- A disagreement (or pouting) that escalates
- With everything crowding the channel are our messages being heard?
- It was Dr. Daniel Levitin. The Organized Mind: Thinking Straight in the Age of Information Overload. He said that in 1976, there were 9,000 products in the average grocery store. Today – more than 40,000. Therefore, we have to ignore a lot to achieve our targeted grocery list of – say – 150 items.
- RB
- Where does teams fit into this? Really this should have overlap on it.
- Intranet favorites
- Remove alcohol from the house…
- Note that on Office 365 this isn’t easy to pull off.
- The concept of ‘ba’ – Shared space for emerging relationships Look to the book Demand for making them WANT it. For now just do some of them until there’s more demand than you can solve.
- Speak to the elephant Laydown the right path -> Set the right defaults References: Switch – Chip Heath / Dan Heath Happiness Hypothesis – Jonathan Haidt
- And there’s still an estimated 70% failure rate
- Time: 2 minutes Diffusion of Innovations – Everett Rogers Relative advantage is measured in the eyes of the beholder… i.e. what’s the relative advantage of a Rolex? Status
- Flow – Mihalyi Csikszentmihalyi