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Converting an E-mail Culture into a SharePoint Culture by Robert Bogue - SPTechCon
This document discusses converting from an email culture to using SharePoint. It notes that while email usage remains high, social media says email is dead. Email acts as an addiction for many due to expectations of rapid responses. Barriers to adopting SharePoint include lack of training and resources. Changing culture requires creating urgency, forming coalitions for change, and removing obstacles to build a new corporate culture anchored in SharePoint rather than email.
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Converting an E-mail Culture into a SharePoint Culture by Robert Bogue - SPTechCon
- 1. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Converting from an eMail Culture to SharePoint Culture Robert Bogue (317) 572-5310 Shepherd@SharePointShepherd.com Agenda Why I Care • Social says eMail is • I helped to create the dead (Jim) problem… • eMail is an addiction • I struggle with the same • Why eMail is bad cultural issues with my • Barriers to SharePoint clients… adoption • The psychology of change • Tools for SharePoint adoption Copyright 2013 AvailTek LLC – All Rights Reserved 1
- 2. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 What’s Your Outlook? • First application started in the morning • The application that runs the longest Is eMail dead? By the numbers (2012/day)… • 400 Million Tweets • 2.2 Billion Email users • 2.7 Billion Facebook Likes • 144 Billion Email messages eMail as an Addiction Copyright 2013 AvailTek LLC – All Rights Reserved 2
- 3. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Responsiveness Expectations What is an Addiction? • Postal Mail – 1 week “the state of being • Email Message – enslaved to a habit or normally 24 hours, no practice…” more than 72 • Text Message – normally 8 hours, no more than 24 • Voice Mail Message – normally 4 hours, no more than 24 • Three Phone Calls, Back- to-Back - Immediate Alcohol Addiction Disordered Eating Copyright 2013 AvailTek LLC – All Rights Reserved 3
- 4. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 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? • Reading or responding to email while driving? • Reading or responding to email while in a meeting? Organizational eMail Addiction Why eMail Addiction Matters Test • Has your organization ever communicated a layoff, • Rational messages employee termination, or staff reduction via email won’t be sufficient to first? change behavior • Do you routinely have email conversations that • Deeply ingrained include more than ten replies? • Addictions are hard to • Does your organization communicate emotionally break charged information via email? Copyright 2013 AvailTek LLC – All Rights Reserved 4
- 5. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Emotional-Rational-Environment • The Model • Elephant – Emotional powerhouse • Rider – Rational control • Path –Environment and What’s Wrong With habits • Implications eMail? • The rider has the illusion of control • The path has strong influence CC Flickr mckaysavage It’s used for everything Where did I put that? • Short messages and • Which version is the long monologues current version? • Urgent and • Does it have comments unimportant in it? • It’s in your face (pushed • Does it have everyone’s to you) changes integrated? Copyright 2013 AvailTek LLC – All Rights Reserved 5
- 6. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Who has access? • Email is a personal repository • What happens when the person is on vacation? • Who cleans up the mess when they leave the company? Barriers to SharePoint Adoption Difficulty in Getting Started Mounting Challenges • Can’t figure out where • Lack of training to ask for a site • Lack of resources • Don’t know how much it will cost the • Difficulty requesting department and getting help • Don’t know who they • Lack of licensing need to get approval • Product limitations from • Is training required before a site can be created? Copyright 2013 AvailTek LLC – All Rights Reserved 6
- 7. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Lack of Training • Why • Curse of Knowledge (It’s harder than you think) • Why Not? • Time out of role The Psychology of • Training material costs Change John Kotter’s 8 Steps Creating a Real Sense of Urgency • Create urgency • Break the existing • Form a powerful coalition solution • Progressively make the • Create a vision for change mailboxes smaller • Communicate the vision • Reduce the maximum • Remove obstacles attachment size that can be sent via email • Create short-term wins • Build on the change • Anchor the changes in corporate culture Copyright 2013 AvailTek LLC – All Rights Reserved 7
- 8. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Clear Vision / Message Inertia and Momentum • In the face of confusion • Remove barriers and nothing happens break inertia • Make it easy • The devil is in the • Give them a push details • Get small wins in first • Pick the most enthusiastic supporters and make them successful • Sell the small wins to bigger opportunities Power Tranquility Independence Relative advantage Physical Curiosity Activity Eating Acceptance Observability Compatibility Romance You Order Adoption Vengeance Saving Status Honor Trialability Complexity Family Idealism Social Contact Copyright 2013 AvailTek LLC – All Rights Reserved 8
- 9. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Knowledge, Attitudes, Practices Breaking Bad Habits 1. Really want to change Practices (not just hope) • Personal Commitment 2. Make the habit conscious Attitudes 3. Bait and Switch – Find • Close Connections something else whenever you are tempted Knowledge 4. Stay Committed – • Mass Media Don’t waiver or say “just this one time” Build It For Them • Create a place for them to get their needs met • Allow every Tools for SharePoint department access to post on the home page Adoption Copyright 2013 AvailTek LLC – All Rights Reserved 9
- 10. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Start in the Right Place Restrict “All User” distribution lists • Set all users web • Create barriers in front browser home to the of mass emails corporate intranet • Deter the use of email • Make the resources through social shaming they need easy to reach from the home page Create Communication Guidelines Maintain “small” mailbox sizes • Set expectations for • Users get small email communication inboxes to discourage medium the movement of file • Establish awareness of attachments good email etiquette • Requests for larger sized mailboxes are responded to by “crisis counselors” Copyright 2013 AvailTek LLC – All Rights Reserved 10
- 11. Converting from aneMail Culture to a SharePoint Culture 3/3/2013 Disable Email Notifications Review • On Computers • eMail is not dead • On Phones • eMail is an addiction • Barriers slow the adoption of SharePoint • Organizational psychology can be used to change behavior Thank You Rob Bogue Shepherd@SharePointShepherd.com (317) 572-5310 Copyright 2013 AvailTek LLC – All Rights Reserved 11