Ensuring Adoption with a Successful Office 365 Migration

Ensuring Adoption with a Successful
Office 365 Migration
Sergio Mion
Corey Roth
Better.We Make it Happen.

© 2016 Hitachi Consulting Corporation. All rights reserved. Proprietary and confidential.
Agenda
 Planning
• Perform content rationalization
• Define migration approach
 Migration Tools
• Pre-Migration Checks
• Performance Testing
 Lessons Learned

Planning

We have seen great success with this in scenarios where we are
merging content between multiple systems and / or companies.
Benefits Include:
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Content Rationalization & Migration Approach
 Automate the Content Audit Process – crawl content sources and
conduct detailed analysis on the current state of content
 Provide Reports on Key Content Issues – provide actionable
reports and recommendations on metadata manipulation, removing
duplications, archiving and expiring content, ongoing management,
etc.
 Provide Tools to Enable Content Owners to Clean &
Rationalization Content – facilitate the content clean up effort by
content owners and knowledge workers
 Automate Content Migration – migrate quality content with the right
metadata to the target platform
Processes - Systematic, streamlined approach to
rationalizing and migrating enterprise content
Tools - Automated tools for crawling, analysis and
manipulation, and migration efforts
People – Skilled resources with experience with the target
platform and content best practices
Reports - Standardized and custom reports to provide data
about enterprise content and strategic recommendations
Content Migration Framework
People
ReportsTools
Processes

Content Rationalization & Implementation Approach
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Content
Rationalization
&
Implementation
Approach
Analyze
Identify
Report
Impact
Analysis
Technology
Manipulate
Documents, Email, PDFs, Images,
Web Pages
Duplicate Content, Out-of-date
content, content for archiving
Structured and Unstructured
Content Reports
Application of Information
Architecture and Taxonomy
Evaluation of Tools and
Technologies
Content Management Policy
Changes, Create Content
Rationalization and Archiving
Strategies

Information Architecture
6
Information architecture is intertwined throughout all of these areas and each must be addressed during
a migration engagement to be successful.
User Experience: Intuitive navigation, search, and
logical access to relevant and current content. Look
and feel / branding and governance to promote
consistency.
Content: Content types, metadata models, and
controlled vocabularies across the enterprise to
power search results and “findability”
Process: Workflows, content ownership and creation
processes, as well as lifecycle management play
into the overall information architecture
Configuration: Site templates, site structures,
document library and list settings, search tuning
and other standardization to support the long-
term implementation.
Security: Site structures and navigation models
are driven by security and ownership as well as
physical architecture impacts. Discussion of
sites vs. site collections vs. site container
(document library, list, etc.) impact the IA.
Process Content Security Configuration
User
Experience
Information
Architecture

A define / design phase establishes the project foundation and
technical architecture as the basis for a successful
implementation.
Executing a planning phase now will build consensus and
organizational alignment, as well as allow for the implementation
activities to begin seamlessly following.
Activities will identify, clarify, prioritize, and build consensus for
key areas such as:
 Personas & Usage Models
 Backlog Development and feature prioritization
 Content analysis and rationalization
 Organizational readiness for change
 Business Case and Investments
 Technical Strategy
10/17/2016 7
Migration Approach
Multi-phased approach
Usage Models
Business
Requirements
and
Prioritization
Governance
and Adoption
Implementation
Strategy
User Centered
Design & User
Experience
Solution
Architecture
Roadmap
Definition and
Implementation
Planning

Approach & methodology: Delivery
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• Identify impacted users
• Enable right communications at the
right time from the right people
• Identify training needs, build materials,
delivered appropriately
• *Information Architecture
• Visual Design & brand
• Usability experience
• Taxonomy Development
Inventory analysis & mapping
• Consistent and repeatable tool driven
approach to content inventory analysis
• Findings and recommendations and
approach
User Centered Design Organizational experience
Training assessment
Training plans
Communication plans
Findings and recommendations
Content maps
Brand development
Wireframes
IA & Taxonomy

Migration
Tools

SharePoint Migration Analysis Tool
 Free tool from Microsoft to analyze your on-premises SharePoint environment
 Provides details on the following:
 Add-ins
 Alerts
 Checked-out files
 Customized Pages
 Full Trust Components
 Large lists and sites
 Master Pages
 Sandbox Solutions
http://bit.ly/2def3CL

Do you need a migration tool?
 Define your requirements before picking a tool
 Determine what you need to migrate
 Determine how much content you have
 Trials available for most vendors

Lessons
Learned

Business challenges to implementing OCM
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Transformational challenges Project challenges
 Executive commitment and attention
 Agreement on standards
 Loss and gain of control
 Mismatch of organizational capabilities to
transformational needs
 Time to absorb changes
 Available information to commit to change
 Communication fatigue
 Stakeholder engagement and voice
You should provide:
 Organizational change management partner to assist with cultural and people transformation
 Organizational change management methodology to support your technology implementation
Challenges exist no matter how positive the organization perceives the change or how well the project is managed.

Organizational change management approach
Conduct a top-down, bottom-up approach to organizational change management; there is just as much effort placed on end
users as there is on middle management, leadership, and executives within the organization in order to truly transform.
10/17/2016 15
We purposefully manage and track individual transitions – pushing
impacted stakeholder groups along the change curve by:
 Building awareness and common understanding early on
 Highlighting ‘big changes’ and end-to-end processes prior to training
 Continuing with communications and measurement after
implementation
We place a heavy emphasis on leadership involvement – aimed at senior
and middle management with goals of:
 Supplying leaders with relevant and timely information during the
entire project lifecycle
 Predicting employee reactions and proactively arming leaders with
successful mitigation strategies
Leadership Stakeholders

Core principles of our approach
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Align to business strategy Consider the cultureDemonstrate need for change Develop stakeholder buy-in
Business strategy drives the
scope of the business
transformation; the success of
organizational change
management process is
directly related to employee’s
ability to commit to the
business’ objectives
Ability to deliver an effective
change program is impacted
by the organization’s culture;
it is essential to design a
program that takes into
consideration cultural norms
and understand where culture
influences resistance
Developing a clear and
compelling rationale for
change that is rooted in
current pain points and
painting a vision for the future
instills confidence and support
in the solution
Stakeholder buy-in and
comprehensive
communication planning are
critical for an organization to
withstand, accept, and
embrace changes in the
process and system rollout

Risk diagnostic
The risk diagnostic assesses the level of
change the organization/department will go
through and their preparedness for the change
Change management roadmap
Aggregates activities and communications by
stakeholder group, to ensure appropriate
information sharing across all relevant
stakeholder groups
Readiness assessment
Monitors the identified risks and status for the
perceived adoption risks
Assess capacity for change Monitor ongoing risks to adoptionDevelop roadmap for change
17
Organizational landscape
Build infrastructure for sustainable change
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Stakeholder analysis
Lists the groups of stakeholders involved, with
the key group members listed. The document's
are used to track current and targeted adoption
levels
Champion framework
Documents a network of people who are
explicitly mobilized to champion the change
effort throughout the organization
Leadership engagement series
Enable change Leaders to demonstrate strong,
visible and effective sponsorship
Define stakeholders; monitor adoption Prepare change leadersDetermine champions, change leaders
18
Leadership and stakeholder commitment
Coach leadership to actively lead change transition
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Assess training needs
Training assessment
By assessing training needs and establishing the appropriate audiences,
content and delivery, participants will learn about more effectively
understand and influence organisational processes and initiatives
Develop training plan
Training plan
Outline training and readiness plan for key stakeholders audience.
Identifies existing training vehicles and gap where new vehicles need to
be created
19
Learning
Develop knowledge, skills and behavior
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Business case for change
To drive consistent messaging across all
communication (face to face, online, etc.).
Includes information on why the change is
needed, what the plan is, how stakeholder will
be affected and receive value
Communications flow
To provide an effective communications flow
between meetings, encouraging:
 Structured meetings / communications with
clear, predictable agendas, key takeaways
and relevant action items
 Valuable feedback to reach the
management team
 Key messages to reach audience and
stakeholder groups
Detailed communications plan
Detailed content outlining communication
messaging, delivery, creator , sender, vehicle,
for regular stakeholder meetings and additional
communications, such as surveys and
newsletters.
Drive consistent messaging Create impactful communication planDesign appropriate communication flow
20
Communication
Delivering the right message at the right time
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Future of
SharePoint

Future of SharePoint
 Hitachi Consulting understands the future of SharePoint
 Members of Hitachi Consulting have been plugged into the Office 365 roadmap and
communicate with the product teams regularly
 Hitachi Consulting can deliver a modern solution based on the current direction of SharePoint
 Hitachi Consulting can recommend the right customizations to avoid reinventing features that
will be delivered by Microsoft in the near future
 Some key changes that might have an impact on the Knowledge Management System are
highlighted in the following slides

Modern Team Sites
Key Improvements
 Natively responsive – removes need to
create custom solutions for use on mobile
devices
 Integrated with Office 365 groups
 Built-in team and organizational news and
announcements
 Support for data classification by business
impact
 Fast site creation
Timeline
 By end of calendar year 2016
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Modern Pages Experience
Key Improvements
 All new editing canvas
 Natively responsive
 Integrated into SharePoint mobile app
 Usable in team sites
Timeline
 By end of calendar year 2016
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SharePoint Mobile App
Key Improvements
 New mobile app for iOS, Android, and
Windows
 Provides access to documents and activity
on team sites
 Search for employee information on-the-go
 Eliminates need for custom development to
support mobile users
Timeline
 iOS – Q2 2016
 Android and Windows – End of year 2016
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SharePoint Home
Key Improvements
 New entry point for SharePoint users
 Shows documents and activity from sites
that a user frequents
 Suggests sites relevant to the user
 Capability to provide links
Timeline
 Deploying Now - available to First Release
10/17/2016 26

Ensuring Adoption with a Successful Office 365 Migration

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