Do more with Office 365!
•Download as PPSX, PDF•
2 likes•375 views
This document discusses driving user adoption of Office 365. It emphasizes the importance of middle management support and long-term communication and training to ensure adoption. It provides examples of usage scenarios and metrics that can be used to measure adoption of the different Office 365 tools like SharePoint, Yammer, Lync and OneDrive. Communication should continue even after rollout to fully realize the benefits of Office 365.
Recommended
More Related Content
What's hot
What's hot (20)
Similar to Do more with Office 365!
Similar to Do more with Office 365! (20)
Recently uploaded
Recently uploaded (20)
Do more with Office 365!
- 1. Do more with Office 365: new insights on driving user adoption Level: 100 Track: End-User, Business #SPSBE01 Marc Vanderheyden April 18th, 2015
- 2. PlatinumGoldSilver Thanks to our sponsors!
- 6. Project Team(s)Working Group(s) Department Business Process(es) E-mail Phone Documents & Files Enterprise Social Media Collaboration Contexts Tools Communities Back-end & ERP Data Tasks Team Productivity Personal Productivity
- 8. Outlook Mail Calendar Tasks Mails Meetings Appointments To Do’s Contacts People Search Communication Yammer Groups Networks Conversations Document storage Communication Surveys SharePoint Sites Libraries Task Lists Calendars Document storage Document sharing Intranet Project Site Team Site Wiki Surveys People Search Lync IM Groups Telephony Communication Meetings People Search Document sharing OneDrive Document storage Document sharing Office Document sharing Word Excel PowerPoint … Content Creation
- 9. Outlook SharePoint Yammer Lync OneDrive Mail Calendar Tasks Mails Meetings Appointments To Do’s Contacts People Search Sites Libraries Task Lists Calendars Document storage Document sharing Intranet Project Site Team Site Wiki Groups Networks Conversations Document storage Communication Communication Surveys Surveys IM Groups Telephony Communication Meetings People Search People Search Document sharing Document storage Document sharing Office Document sharing Word Excel PowerPoint … Content Creation
- 10. What about the Middle Manager? 3
- 11. Source: EXPLORING THE FACTORS AFFECTING EMPLOYEES’ ADOPTION AND USE OF INNOVATION, M. Talukder and A. Quazi Technology Adoption Model
- 12. Why is Middle Management important to Office 365 success?
- 13. The Long Tail
- 14. The Long Tail of Learning Amountofeffortintraining&communication Time Go-live “It ain’t over until the fat lady sings.”
- 15. Wrap-up 'Re-inventing Productivity': 1) Don't take it Personal 2) Look at he Small Picture 3) Make the Middle Manager happy 4) It ain’t over until the fat lady sings
- 17. Teamwork is King
- 18. “Instant ad-hoc Collaboration” Scenario ?
- 19. “Instant ad-hoc Collaboration” Scenario
- 21. Basic scenarios (to be adapted to organization’s context) Theme Usage scenario Focus Efficient meetings 1) Plan meeting in team calendar, meet, take minutes, follow up - Meet face-to-face and/or remote - OneNote for meeting minutes - To do’s Efficient meetings 2) Organize an ad-hoc meeting to discuss something on the spot with people outside the office - Lync Conference meeting - Sharing content - OneNote for meeting minutes Share documents and collaborate 3) Create a document on a team site and modify it jointly - Co-authoring - Team communication (Yammer) - Mobile and other Share documents and collaborate 4) Share a personal draft version of a document - OneDrive for Business - Mobile and other Transparant communication 5) Written communication in teams (Yammer) - Integrate communication and content Transparant communication 6) Oral communication with Lync - Sharing content Transparant communication 7) Internal interactive communication (1-to-many) - Social feedback Finding things 8) How to search and find - People, conversations, content
- 24. Communication resources Training resources and Tips & Tricks resources (*) Because classroom training is not always a viable option
- 25. + Various media + Various levels of detail + Various languages - Overload - Changing content - Changing locations (broken links)
- 28. Expectations
- 29. Drip Mails Announcement Get prepared Welcome Getting Started Did you know Trick 36 Etc. go
- 31. Measure
- 32. Example of rich e-mail Timing of the drip mail Picture to detect ‘read’ Call-to-Action Audience targeting
- 33. Tools for e-mail Marketing
- 34. a
- 35. Use Office 365 Metrics Different type of information for different tools Different level of detail Down to the user level or not Mainly through downloads Or using Powerscripts
- 37. SharePoint • Within O365 admin center: Metrics to quantitatively measure adoption of Sharepoint: o #team sites deployed over time (active/inactive) o Team site/tenant Storage over time (daily/weekly/monthly) • Within Sharepoint: Usage Metrics on site collection and on site level (not accumulated) o Popularity and search reports: (unique users per day and month) o Query results (search info) o Audit results (Actual info on library/site usage)
- 38. • Analytics dashboard: ◦ Growth rate ◦ User Engagement ◦ Group activity • Leaderboard (app) ◦ Most active users/groups • Custom EXCEL dashboard ◦ From CSV export Yammer
- 39. Lync Lync Server http://technet.microsoft.com/en-us/library/gg558614.aspx • User Registration Report • P2P Activity Summary Report • Conference Summary Report • PSTN Conference Summary Report • Response Group Usage Report • IP PHone Inventory Report • Call Admission Control Report Lync Online http://blogs.office.com/2013/10/03/visualize-lync-usage-for-your-business-with-new-reports/ • O365 Admin Center Active Users (P2P / Conference) Total audio or video minutes Total audio/video conferencing minutes P2P session report: Conference report: Total # of P2P sessions # of IM sessions # of audio sessions # of video sessions # application sharing sessions # file transfer sessions Total # of conferences # of IM conferences # of AV conferences # of application sharing conferences # of web conferences # of telephony conferences
- 40. Lync Server: Example of Usage Report
- 41. Lync Server
- 42. Lync Server
- 43. Lync Server
- 44. Lync Server
- 45. OneDrive
- 46. OneDrive
- 47. Groups
- 48. b
- 49. The Long Tail
- 50. When will the fat lady sing?
- 52. Thank you!
- 53. Contact information • marc.vanderheyden@spikes.be • @mceev11 • spikesnv.wordpress.com • lifeatspikes.wordpress.com
Editor's Notes
- Template may not be modified Twitter hashtag: #spsbe for all sessions
- The BusinessFirst approach helps to avoid the ‘trough of disillusionment’, flatten the ‘slope of Enlightenment’ and bring it at a higher level.
- In 1981 the personal computer was introduced in busiensses. Since then all users learned how to organize information around themselves in stead of around the organization.
- An major downside of Personal Computing is that each individual employee must get organized: each employee has to design a structure to store e-mails per subject, documents per subject, tasks per subject, etc. This is very inefficient from an organizational viewpoint and from the perspective of the knowledge worker’s productivity: this way of working is counter-productive in collaboration context.
- In the past we have always considered the Office 365 tools as silos. We have also taught them to users in silos by explaining all features to all users and let them sort out what to use in which context. This leads to disappointments because the probability that users collectively choose the right features in the right context is virtually zero.
- By defining usage scenarios for the most commonly used scenario’s across the organisation, Office 365 functions are used more efficiently from the start and users will experience the advantages more quickly in stead of sseing only disadvantages. This means also that in stead teaching all features of each technology to users, you teach them only what they need to know to get the benefits of the selected usage scenarios.
- Investment decisions for Office 365 are taken high up in the organizations hierarchy. And although top management understands and communicates how the initiative support the overall vision and objectives of the organization, it is not always easy for Middle Management to appreciate how Office 365 can support their objectives at their level in the organization. And if they don’t see any benefits for them, they are less likely to supprt the initiative.
- The overall vision and objectives of the Office 365 implementation needs to be translated to the objectives of Middle Management. Therefore the ‘ROI’ of each Usage Scenario is evaluated at the level of that individual Usage Scenario and discussed with the Middle Managers that may benefit from it (Head of Department for Departments, Project Managers for projects, Chairmen for Committees, etc.). At the same the usage secanrios must also improve the personal productivity of each employee.
- Academic research on technology adoption has acknowledged the importance of management support to drive user adoption. Even when all other parameters are optimal, new technology will not be accepted if the manager of the user doesn’t encourage and support it. And would he support it, if he doesn’t see the benefits for his span of control? ‘Managerial supprt’ is often translated by employees in ‘getting time to learn the new technology’ and ‘being rewarded’ for using it.
- Middle Managers play an even more crucial role throughout any period of change. They have the greatest influence on the day-to-day work of employees and their support is essential in driving employees’ adoption of new technologies. Employees crave also a sense of appreciation during times of change, and organizations that secure Middle Management sponsors to actively support the value and benefit of Office 365 are more likely to be successful with their rollout. Because Middle Management is heavily involved in the day-to-day operations, Middle Management support is an essential aspect of driving end-user adoption. It's important that Middle Management sees a direct link between the usage of Office 365 and their own responsibilities.
- The Long Tail of Learning We tend to concentrate on the blue part and develop a relative small amount of information and training material that targets a large audience. Therefore the content of this material is general and represents the union of all features and pieces of information that everyone should know. It is the result of a ‘planned’ and ‘scheduled’ effort. However, the Learning Experience shows that at least half of the learning effort is in the long tail. The long tail reacts to weaknesses left by the Planned approach. The long tail is an ad-hoc approach that offers learning content as a reaction to monitored usage patterns.
- BusinessFirst is an approach that is based on these 4 observations: Every employee must become a Champion Togetherworker (as opposed to an individual worker) The benefits of the new technology must be prepared and explained to the users by defining usage scenarios that illustrate these benefits The support of the Middle Manager is even more important than the support of Executive Management. Adoption measures must be conrinued until the additiol cost is higher than the potential productivity gains
- All information and training on Office 365 should be team-focused and should point to solutions that are based ona combination of tools. (Microsoft is integrating productivity tools to support team collaboration: e.g. Groups in Outlook)
- A short video to demonstrate the usage scenario “Instant ad-hoc collaboration” that can be used to set up a team to collaborate on a specific topic. This scebario makes use of ‘Groups’ in Outlook rather than SharePoint and Yammer.
- Het eerste deel van de demo betreft een filmpje. Hierin voltrekt zich het volgende verhaal; Frederik, een PM bij Spikes, ontvangt de RFP in zijn mailbox. Binnen Spikes wordt er gebruik gemaakt van het krachtige Microsoftplatform Office 365. (Reden waarom in outlook aanhalen!) Nadat hij de RFP aandachtig heeft doorgenomen, navigeert hij naar de O365 omgeving. Omwille van het feit dat hij additionele expertise kan gebruiken, stelt hij een multi competent team samen. Hiervoor gaat hij naar de outlook omgeving. In Outlook maakt hij gebruik van de Office Groups. Hij maakt de nieuwe group “Contoso Project” aan. Hij gebruikt de search functie om de juiste mensen te zoeken. Eens het team is samengesteld, kan de RFP worden beantwoord. Het filmpje toont met andere woorden: Hoe vanaf het O365 op een eenvoudige manier een efficiënte samenwerking kan worden opgezet. (NIEUWE FUNCTIONALITEIT OUTLOOK) Daarnaast zien we dat niet alleen SharePoint gebruikt kan worden om een betere collaboratie te verwezenlijken. En ten derde is het niet noodzakelijk om alles van alle tools te kennen.
- Success.office contains tons of material to support an adoption approach.
- We can learn a lot from the marketing professionals to make sure Office 365 and its potential is known and understood by the organization. Even the dissemination of training material can be based on marketing tecgniques.
- Based on the experienbce they have with web services and tools, users expect more and more to receive welcome mails, tips mails, etc. If we don’t start to offer this internally, the solution will be perceived as ‘old’.
- In all our communication we must address top management, middle management and end-users in a different way.
- Marketing tools also allow to monitor who actually opened or read the mails we send.
- Highest level: O365 reports: fixed and accumulated on top level, no possibility to change views or drill down to f.e. department usage.. In Sharepoint; also high level, but possibility to monitor per site instead of site collection. No individual user data however additional: when audit enabled (takes away storage space) also info on who views content (still to test) When looking for user data (who are they: google analytics webpart) To followup: usage statistics based on Delve? Custom reports based on search analytics component?
- Default dashboards already measure quite a lot of possible adoption metrics
- The adoption approach should be continued until the additional cost becomes higher than the potential additional productivity gains.
- Simple tools allow to calculate the cost versus the benefits of additional adoption initiatives.