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Converting from an Email
Culture to SharePoint Culture
Robert Bogue
(317) 572-5310
Shepherd@SharePointShepherd.com
http://...
Agenda
• Why Does This Matter?
• Email As an Addiction
• Understanding Email
• Converting Communication
• Converting Colla...
Introduction
14 Year Microsoft MVP
Author of 25 books including
The SharePoint Shepherd’s
Guide for End Users
25 Years of ...
Why Does This Matter?
… to me?
• I helped to create the problem
• I struggle with the same cultural
issues with my clients
Half Way Across the World
Communication is Key
One More Time:
How Do You
Motivate
Employees?
By Fredrick Herzberg
January-February 1968
How Many of Your Colleagues are Gone?
How Much Does It Cost for
Each Lost Employee?
Voluntary
Turnover
~20%
Cost to
Replace
~90%
Annual
Payroll
* = ~18%
Gallup says…
Engagement
reduces
turnover
Gallup has found that
consistent communication
– whether it occurs in
person, over the phone or
electronically – is
connec...
Key 1: This problem is costing the
organization money (~9% of annual payroll)
Knowledge Loss
In 1997 when Dr. John
Richter retired he had
built and tested 42
warheads. China’s
entire team had built
an...
Email as an Addiction
Responsiveness Expectations
Postal Mail
Email Message
Text Message
Voice Mail Message
Three Phone Calls, Back-to-Back
Carpet Bombing
What is an Addiction?
“the state of being
enslaved to a habit or
practice…”
Alcohol Addiction
Disordered Eating
Email Addiction Test
Have you checked your email more than every four
hours – today?
Do you feel anxiety when your phone b...
Organizational Email Addiction Test
Has your organization ever communicated a layoff,
employee termination, or staff reduc...
Why Email Addiction Matters
• Rational messages won’t be
sufficient to change behavior
• Deeply ingrained
• Addictions are...
The Pharmaceutical Theory
of Addiction
• The most harmful substance
discovered is alcohol. (The
Lancet)
• The most addicti...
Key 2: Email can be an addiction
What’s in Email Anyway?
WithWhom?
Notifications
• Systems
• Success
• Failure
• People
• Irrelevant
• Wrong Location
• Wrong Job
• Relevant
• SPAM
• Newslet...
Types
ONE WAY
Learning OrganizationInternal Communication
Communication
• One Way
Conversation
• Two Way
• Interactive
Dialogue
• Open E...
Giving Orders
Pouting
Fights
Dialogue
Is Your Message Getting Through?
Information Overload
Signal to Noise Ratio (S:N)
Key 3: Keep good email, toss bad email
Converting Communication
Digital Transformation
Atoms Electrons
Mail eMail
Bulletin Board
Digital Signage
Posters
Newsletter
Intranet
Procedures Ma...
Microsoft
Internal
Communication
Options
Urgency
Scale
One:ManyOne:FewOne:One One:All
Collaboration Communication
Whenever...
Create Communication Guidelines
• Set expectations for
communication medium
• Establish awareness of good
email etiquette
Start in the Right Place
• Set all users web browser home
to the corporate intranet
• Make the resources they need
easy to...
Restrict “All User”
distribution lists
• Create barriers in front of mass
emails
• Deter the use of email through
light so...
Shift to Intranet
• Stop sending emails with news
• Start sending emails with links to
news
• Stop sending emails with new...
Maintain “small” mailbox
sizes
• Users get small email inboxes to
discourage the movement of file
attachments
• Requests f...
Key 4: Put the Intranet Front and Center
Converting
Collaboration
Types of Collaboration
• Directed – Business process
driven work together
• Undirected – Goal directed, non-
repeatable
Build It For Them
• Create a template for the
business process
• Implement features to automate
the process (where appropr...
Application Backlog
Make it Easy
• Eliminate Barriers
• Provide Training
• Provide Resources
Key 5: Make Collaborating in SharePoint Easy
Fundamentals of
Organizational Change
John F. Kennedy,
Special Joint Session of Congress,
May 1961
I believe that this
nation should
commit itself to
achieving ...
SharePoint Vision
• How will you know when you’ve
achieved it?
• Is it about the technology
choices -- or the way the
orga...
Emotional-Rational-
Environment
• The Model
• Elephant – Emotional powerhouse
• Rider – Rational control
• Path –Environme...
Changing the Status Quo
Kotter’s Change Model
• Create Urgency
• Form a Powerful Coalition
• Create a Vision for Change
• Communicate the Vision
•...
SystemsThinking
Changing Systems
12. Numbers
11. Buffers
10. Stock-and-Flow Structures
9. Delays
8. Balancing Feedback Loops
7. Reinforcin...
Adoption
Relative
advantage
Compatibility
ComplexityTrialability
Observability
Knowledge,
Attitudes,
Practices
Practices
• Personal Commitment
Attitudes
• Close Connections
Knowledge
• Mass Media
Key 6: Organizational Change is Emotional
Things to Keep in EMail
• Private Conversations
• Time Sensitive Conversations
• Ad-Hoc Communications
Things to Get Out of Email
• Document Delivery
• Status Updates
Stop Grenade
Throwing
Flow
• Highly productive state (>5x)
• Difficult to get into
• Easy to get distracted from
• Leads to lingering positive
t...
Disable Email Notifications
• On Computers
• On Phones
Thank You
Rob Bogue
Shepherd@SharePointShepherd.com
(317) 572-5310
Converting an eMail Culture into a SharePoint Culture
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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.

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Converting an eMail Culture into a SharePoint Culture

  1. 1. Converting from an Email Culture to SharePoint Culture Robert Bogue (317) 572-5310 Shepherd@SharePointShepherd.com http://www.thorprojects.com/blog
  2. 2. Agenda • Why Does This Matter? • Email As an Addiction • Understanding Email • Converting Communication • Converting Collaboration • Fundamentals of Organizational Change
  3. 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. 4. Why Does This Matter?
  5. 5. … to me? • I helped to create the problem • I struggle with the same cultural issues with my clients
  6. 6. Half Way Across the World
  7. 7. Communication is Key
  8. 8. One More Time: How Do You Motivate Employees? By Fredrick Herzberg January-February 1968
  9. 9. How Many of Your Colleagues are Gone?
  10. 10. How Much Does It Cost for Each Lost Employee?
  11. 11. Voluntary Turnover ~20% Cost to Replace ~90% Annual Payroll * = ~18%
  12. 12. Gallup says… Engagement reduces turnover
  13. 13. Gallup has found that consistent communication – whether it occurs in person, over the phone or electronically – is connected to higher engagement.
  14. 14. Key 1: This problem is costing the organization money (~9% of annual payroll)
  15. 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. 16. Email as an Addiction
  17. 17. Responsiveness Expectations Postal Mail Email Message Text Message Voice Mail Message Three Phone Calls, Back-to-Back
  18. 18. Carpet Bombing
  19. 19. What is an Addiction? “the state of being enslaved to a habit or practice…”
  20. 20. Alcohol Addiction
  21. 21. Disordered Eating
  22. 22. 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?
  23. 23. 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?
  24. 24. Why Email Addiction Matters • Rational messages won’t be sufficient to change behavior • Deeply ingrained • Addictions are hard to break
  25. 25. 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
  26. 26. Key 2: Email can be an addiction
  27. 27. What’s in Email Anyway?
  28. 28. WithWhom?
  29. 29. Notifications • Systems • Success • Failure • People • Irrelevant • Wrong Location • Wrong Job • Relevant • SPAM • Newsletter • Unsolicited
  30. 30. Types ONE WAY
  31. 31. Learning OrganizationInternal Communication Communication • One Way Conversation • Two Way • Interactive Dialogue • Open Exchange • Relative Safety
  32. 32. Giving Orders
  33. 33. Pouting
  34. 34. Fights
  35. 35. Dialogue
  36. 36. Is Your Message Getting Through?
  37. 37. Information Overload
  38. 38. Signal to Noise Ratio (S:N)
  39. 39. Key 3: Keep good email, toss bad email
  40. 40. Converting Communication
  41. 41. 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
  42. 42. 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?
  43. 43. Create Communication Guidelines • Set expectations for communication medium • Establish awareness of good email etiquette
  44. 44. 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
  45. 45. Restrict “All User” distribution lists • Create barriers in front of mass emails • Deter the use of email through light social shaming
  46. 46. Shift to Intranet • Stop sending emails with news • Start sending emails with links to news • Stop sending emails with news or links
  47. 47. 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”
  48. 48. Key 4: Put the Intranet Front and Center
  49. 49. Converting Collaboration
  50. 50. Types of Collaboration • Directed – Business process driven work together • Undirected – Goal directed, non- repeatable
  51. 51. Build It For Them • Create a template for the business process • Implement features to automate the process (where appropriate)
  52. 52. Application Backlog
  53. 53. Make it Easy • Eliminate Barriers • Provide Training • Provide Resources
  54. 54. Key 5: Make Collaborating in SharePoint Easy
  55. 55. Fundamentals of Organizational Change
  56. 56. 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.
  57. 57. 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
  58. 58. 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
  59. 59. Changing the Status Quo
  60. 60. 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
  61. 61. SystemsThinking
  62. 62. 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
  63. 63. Adoption Relative advantage Compatibility ComplexityTrialability Observability
  64. 64. Knowledge, Attitudes, Practices Practices • Personal Commitment Attitudes • Close Connections Knowledge • Mass Media
  65. 65. Key 6: Organizational Change is Emotional
  66. 66. Things to Keep in EMail • Private Conversations • Time Sensitive Conversations • Ad-Hoc Communications
  67. 67. Things to Get Out of Email • Document Delivery • Status Updates
  68. 68. Stop Grenade Throwing
  69. 69. Flow • Highly productive state (>5x) • Difficult to get into • Easy to get distracted from • Leads to lingering positive thoughts
  70. 70. Disable Email Notifications • On Computers • On Phones
  71. 71. Thank You Rob Bogue Shepherd@SharePointShepherd.com (317) 572-5310

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