O365 Adoption Presentation
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This document discusses strategies for adopting Office 365 in an organization. It recommends identifying key stakeholders and an adoption team, and treating adoption as an ongoing service rather than a one-time training exercise. Tactics for adoption include preparing users by staying ahead of new features, targeting training to user needs through an adoption center, and providing ongoing support through productivity champions and the IT help desk. The goal is to change user behavior by highlighting business benefits and making Office 365 tools part of daily workflows.
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O365 Adoption Presentation
- 1. A presentation by Joanne #wocintech
- 2. @JoanneCKlein joannecklein@nexnovus.com https://joannecklein.com Joanne Klein SharePoint/O365 consultant, Microsoft MVP Speaker , Trainer, Volunteer Saskatchewan SharePoint/O365 User Group
- 4. Why O365 Adoption? 3 Steps 10Tactics Feedback anytime!
- 7. It’s 100% about people 0% technology @buildbod aka Simon Denton You need to be able to answer the question from the business:What’s in it for me? @jasoosterveld aka Jasper Oosterveld Find a user’s ‘Ah Ha’ moment! @KirstyMcGrath13 aka Kirsty Find critical work to support w/O365 functionality.This incorporates it into daily workflow. Soon more work will follow @tgatte akaTreb Gatte Use O365 PowerBI end user adoption pack to measure user adoption and help focus efforts @CreanTim akaTim Crean Make it easy. If you don’t they will find something else that meets their needs and is easy for them to use. @percusn aka Liz Sundet **All replies shown at end
- 8. Don’t like it? Wait a day and it will change. @DanielGlenn aka Daniel Glenn
- 9. Adoptionofanew collaboration experienceisabout changinghuman behavior. This sounds simple but it’s not easy!
- 10. WhydoesO365Adoptionmatter? •Email, Chat & Documents are embedded in most organizations’ culture today •Used regardless of role and team •Opportunity for impact is high! •Poor adoption at-scale is $$$$
- 11. Firstthingsfirst Identify your stakeholders! The sponsor The face to the program Prioritize business scenarios Identify your Adoption team! TenantAdmin Collaboration “experts” In it for the long haul This is not a training exercise!
- 13. Preparing for it Training for it Working with it
- 14. StayingAhead of the Curve Avoid the ShinyThing Syndrome Organizational Change Management 1 2 3
- 22. @regarding365 - regarding365.com “The week that was” on the O365 Message Center
- 25. Supported per program Some public Some private SLA varies
- 28. TargetedRelease
- 29. Does the new feature address a need in your org? Will it replace an existing tool in your org? If new tool… do you have guidance/docs prepared?
- 32. HowcanOffice365makeusmoresuccessful? You need to leverage the Office 365 Advantages…
- 33. TheOffice365Advantages Collaboration tools Risk & Compliance Anywhere, anytime, any device Productivity Opportunities
- 34. LookforProductivityOpportunities! Project documents requiring approval from Project Review board. Tasks being tracked in an Excel Spreadsheet. Sign-up sheets for company events. Marketing photos being retained for company events. “Easywins”
- 35. Relate productivity opportunities/scenarios back to business goals Communicate and coordinate the change
- 36. Preparing for it Training for it Working with it
- 38. Not just aTraining Centre! Also share success stories
- 39. Office 365 Adoption Centre
- 40. Use lots of training ideas to build it Incorporate each in your Adoption Centre Minimize frustration with technology
- 41. Identify key scenarios to train for Tie these to the business value of Office 365
- 42. Keep a project team in sync and on schedule Meet and collaborate with ease Support new employees in onboarding faster Typical scenarios
- 43. Make training sessions virtual Create a new-hire handbook in OneNote Store and share training resources in a central location Create a new-hire mentor network
- 44. • How to navigate and use a OneNote notebook • How to navigate a SharePoint document library, use views, etc. • How to use tags to filter documents in a SharePoint document library • How to use the new-hireYammer network • How to create & organize section/pages in a OneNote notebook • How to upload training material into SharePoint document library • How to tag content in a SharePoint document library • How to add the new-hire as a member of theYammer network • How to share the site with a new employee
- 45. Share the “EasyWins” in the Employee Success Stories tile so others can learn about them.
- 48. Written “how-to” Videos 100 and 200 level sessions Ask the Experts Hands-on practice
- 49. Tip Campaigns Targeted Skills/Role Training White glove service Training Fair 3rd party providers
- 51. Share links to content on OfficeQuick Starts directly from your Adoption Centre!
- 53. Build an “Ask the Experts” page Add an Events web part to the page for upcoming “Ask the Experts” sessions. Add a Form to the page to request a topic for a future “Ask the Experts” session.
- 54. “How to use Delve” “Become a OneNote super-hero” “How to organize your Planner board” “Tips &Tricks in Outlook” “SharePoint Basics 1 and 2”
- 55. Record presentations, store in Stream! Record all questions during the presentation Have Q&A in aYammer Group to capture audience questions for others to see!
- 56. Embed the video (Streams web part) for your recorded sessions. Embed the Q&AYammer web part on the home page.
- 57. Learn best by doing! Make sure they know the support channels Prepare the Service Desk
- 58. Curate the content and assign a team Add a challenge to each tip Reward quick action with prizes 1. Tip sheet 2. Annotated screen shots 3. Step-by-step walkthrough 4. Short video “30 days of SharePoint” Gamification!
- 59. Dedicate a tile to the “Tip of the Day” Announce the prize winner here too!
- 60. 1 Identify roles and skills you want to train for 2 3 Build modern pages for content Tag pages with roles and skills 4 Show related training on one page “SharePoint Skills” “Skills for Customer-facing employees”
- 64. Advertise upcoming training fair Have a form for demo suggestions from employees
- 72. Have a “Best Practises” tile to assist in breaking old habits! Tag all pages with “Best Practises” to show together
- 73. Migrating from shared network drives? Migrating from another cloud provider? Migrating from another client app? G-suite to O365 Lotus Notes to Outlook
- 74. Search for “Switch to Office 365” on support.office.com
- 75. Create relevant tiles on the Hero web part: “Moving from Google Docs to OneDrive” “Moving from Gmail to Outlook mail”
- 76. Preparing for it Training for it Working with it
- 77. IT Support for Office 365 Productivity Champions Use your voice Demonstrate ROI 7 8 9 10
- 78. Teach a man to fish
- 79. Hello, helpdesk. How can I assist you today? Hi Bob, it’s Mary. I’ve got a huge problem. Yes Mary, what is the problem? I haven’t been able to do my reports for a week! Why do you say that Mary? Give me more detail. My Excel program is missing. I think it was deleted. Hold on Mary. Let me remote into your machine and fix it for you. Bob Mary Credit: @tracyvds –Tracy van der Schyff
- 80. Credit: @tracyvds –Tracy van der Schyff
- 81. Credit: @tracyvds –Tracy van der Schyff
- 83. 1 Assist co-workers 2 4 Help w/ “What’s in it for me/my team?” Feedback channel to O365 team 3 Welcome new team members
- 84. 1 Comfortable with change 2 4 Resourceful They have the time 3 Technically savvy
- 86. Sign up for the Global Office 365 Champion program! fasttrack.Microsoft.com/office/champion
- 87. Create a tile showcasing your Productivity Champions! Allow a spot for people to nominate Productivity Champions
- 95. • Attention views (Oct. 2017) • Custom column formatter (Oct. 2017)
- 97. • Attention views (Oct. 2017) • Custom column formatter (Oct. 2017) • Word SharePoint property pane (Jan. 2018) • Files on Demand (Windows 10 Fall Creators Update)
- 100. Preparing for it… Training for it… Working with it… Preparing for it Training for it Working with it
- 101. @JoanneCKlein joannecklein.com joannecklein@nexnovus.com Thank you! Questions?
Editor's Notes
- Additional Q to ask at some point: Have you used the FastTrack resources yet?
- - Talk about the honourable mentions
- - Admiral Akbar from Star Wars
- - Admiral Akbar from Star Wars
- You have to leverage the benefits of O365 To do this, you must first understand why you brought O365 into your org in the first place Then you can identify your own organizational business challenges and address them with O365 solutions. Then ensure employees in your organization understand the benefits and embrace these solutions. They need to know “what’s in it for me?”
- Not necessarily the CIO or CTO
- O365 Public Roadmap: public is notified of significant updates on this roadmap (http://fasttrack.microsoft.com/roadmap) O365 Message Center: accessible from the O365 Admin Center and displays upcoming changes to your tenant. Standard Release: updates will roll out to your organization a few weeks after its been released. First Release: you can choose for either the entire organization or select people to receive updates early. This will allow you to engage first release people to try out releases early and to prepare your org for changes. Its done thru the O365 Admin Center.
- O365 Public Roadmap: public is notified of significant updates on this roadmap (http://fasttrack.microsoft.com/roadmap) Updates range from being “in development” to rolling out to customers to being GA for customers world-wide.
- O365 Public Roadmap: public is notified of significant updates on this roadmap (http://fasttrack.microsoft.com/roadmap) Updates range from being “in development” to rolling out to customers to being GA for customers world-wide.
- O365 Public Roadmap: public is notified of significant updates on this roadmap (http://fasttrack.microsoft.com/roadmap) Updates range from being “in development” to rolling out to customers to being GA for customers world-wide.
- O365 Message Center: accessible from the O365 Admin Center and displays upcoming changes to your tenant.
- You can choose to get a weekly digest of the message if you want. New “Major Updates” section to highlight anything that requires administrator attention.
- O365 Message Center: accessible from the O365 Admin Center and displays upcoming changes to your tenant.
- - Azure Information Protection
- Targeted Release: you can choose for either the entire organization or select people to receive updates early. This will allow you to engage targeted release people to try out releases early and to prepare your org for changes. Its done thru the O365 Admin Center.
- - Select users or full tenant What’s the feature: How does it affect current users? How to prepare for the change?
- Make sure you don’t put an essential business function in to one of the new tools you might be trialing. (Eg. Microsoft Teams) Does the new feature address a need in your org? Will it replace an existing tool in your org? If new tool … guidance is required “What to use when…”
- Envision: identify stakeholders, scenario-based training, create success plan Onboard: talking about both technical and people onboarding as well as execution of the success plan. Drive value: boost user engagement, drive adoption, manage and prepare for change, “Measure, Share, Success, and Iterate” The OCM role in your organiation can be less structured all the way to the complete ITIL model of plan, build, release.
- Co-authoring: multiple people can be editing a document at the same time. Can the same happen with Office Web Apps? Version history: instead of naming files with v1, v2, final, final final, etc. use version history Findability: you can search for documents including metadata and content regardless of its location. Mobile & remote workers: documents can be available to edit from anywhere on any device Productivity Opportunities: automate a business process around document collaboration
- Cost: if you’re already paying for disk space in SharePoint, you may as well have all your content in there. This may be a wash though depending on type of disk ad amount. Simplicity: users only want one place to go to find their content Data Protection controls: in SharePoint we can apply protection and retention on the content SharePoint advantage: can apply versioning, workflows, retention, additional metadata, etc. You can’t do this on a network drive.
- This is how the OCM Role can help The OCM team should be able to tie the tools to the business value for the organization. They are the face of change. - I will talk about “Scenario-based” training – this ties back to translating the business goals into specific scenarios.
- - One of the key techniques to driving business value of O365 is to tie key scenarios to business value. As a result of this, scenario-based training is a recommended approach.
- Use a SharePoint Communication site template Highlight employee success stories, FAQs, How-To’s, etc. Highlight how this makes it more than just the technical “how-to” of working in O365
- People not digitally literate will become frustrated with their inability to use the tools made available to them I’ve got many training ideas (there are likely many others) How to incorporate these into the Adoption Centre: links, advertise events on calendar, stream video, Yammer Group, Microsoft Form for session feedback, PowerApps form for signing up to be a Productivity champ, etc.
- - One of the key techniques to driving business value of O365 is to tie key scenarios to business value. As a result of this, scenario-based training is a recommended approach.
- For those new employees that can’t attend the training, make sure you record it so they can view it later You can create a notebook with separate pages for specific role training, and update it as job requirements change. Create a SharePoint site to store all training material Create a Yammer group to connect new-hires with company mentors
- - New: https://www.microsoft.com/en-US/microsoft-365/success/productivitylibrary/transform-teamwork-in-your-organization
- Best success? Don’t take a cookie-cutter approach.
- Talk about the different ways of learning Anecdotal story about person sitting beside me on a plane – they were a trainer in a global company and they were training on their internal sales system. Their technique is to train multiple times using different techniques until the user’s ‘ah ha’ moment happens.
- Explain what it is Drop-in style training “Ask us anything” style of training
- - 100 and 200 level training sessions presented thru Skype meetings. They aren’t require to do the job but they will add value over time. “How to use OneDrive” “How to use OneNote” “How to organize a Skype Meeting” “Tips and Tricks for using Outlook”
- - You can even “plant” some questions in the audience
- This could be something more organized (Daily Tip Campaign) or something less formal (Tech Tuesday) Daily Tip campaign; share a tip for 20 days over the upcoming month Tech Tuesday: every Tuesday share tips (could be ‘themed’ tips) What medium will you use to share the tip? Yammer? Tip can be: short video, annotated screen shots, a step-by-step walk-thru, or a tip sheet
- You can build a skills roadmap in-house with these basic IA concepts Important to understand how you want to deploy the roadmap (by skill, by role, by product, etc.) Build your pages tagging each one with the above tags Roll up
- Demos, Q&A Booths for each Office 365 service Staffed with product experts in each
- Take a quick intake survey and tailor training based on job title, work style and skill level Custom skill paths – perhaps tailor one for mobile workers Earn points, badges as you develop skills, answers questions, etc.
- These 2 groups are not necessarily mutually-exclusive. when talking I could mention that another group requiring training is IT folks. Don’t assume they know how to use these tools just because they’re technical. Highly Technical – its counter-intuitive that this group will automatically know how to use these tools. (IBM, Oracle, Open-Source technologies) People used to Microsoft are guilty of having a blind-eye to other technologies.
- Log them into office.com Show them the basics (syncing their OneDrive, Navigation in O365, OWA client , Online clients) Tailor the training to how we do things here (send a link instead of attaching a document, etc.) Tell them about the Genius bar, Resource Centre
- “Set up specific training for users to tell them how to do a task they used to do in the old service in the new service.” Migrating from: Shared Network drives: What are the paradigm shifts that need to occur to successfully make the move? Will you use the same folder structure? Will you use any metadata? If so, TRAIN YOUR USERS or USERS WILL HATE THIS! You must show them the value in metadata or else they won’t see it. Another Cloud provider: Give SaskTel example (4000 employees, coming from Gmail and Google Docs to O365 – 1 pager on how to migrate documents)
- - IT alone cannot fill this niche - Promotes organic growth of O365 Help translate O365 into the reality of their team Organic growth is more controlled with trained resources throughout the organization
- “Set up specific training for users to tell them how to do a task they used to do in the old service in the new service.” Migrating from: Shared Network drives: What are the paradigm shifts that need to occur to successfully make the move? Will you use the same folder structure? Will you use any metadata? If so, TRAIN YOUR USERS or USERS WILL HATE THIS! You must show them the value in metadata or else they won’t see it. Another Cloud provider: Give SaskTel example (4000 employees, coming from Gmail and Google Docs to O365 – 1 pager on how to migrate documents)
- https://support.office.com/en-us/article/Switch-to-Office-365-11aff781-f035-4434-9eea-da4b5f9e657f?ui=en-US&rs=en-US&ad=US “Set up specific training for users to tell them how to do a task they used to do in the old service in the new service.” Migrating from: Shared Network drives: What are the paradigm shifts that need to occur to successfully make the move? Will you use the same folder structure? Will you use any metadata? If so, TRAIN YOUR USERS or USERS WILL HATE THIS! You must show them the value in metadata or else they won’t see it. Another Cloud provider: Give SaskTel example (4000 employees, coming from Gmail and Google Docs to O365 – 1 pager on how to migrate documents)
- Yammer Group, O365 Outlook Group, Microsoft Teams, SharePoint library w/Outlook Come up with you own organization’s “What to use When” guidelines Generational and Personal Preferences for Collaboration More than just generational as there are exceptions all over the place Instead: Are you comfortable using a chat-based workspace to collaborate at work? Are you more comfortable sending an email to communicate at work? Although tapping into the generational tendencies is something that organizations can easily segregate their population for, the need for staff to be able to self-select the appropriate tool to use is far more important. Therefore, it is important they know how to use all of the tools so they can pick the right tool for the right job. Generation is underneath, but a layer on top of that is understanding of the options. Chat, Email One size doesn’t fit all – Teams versus Outlook Groups Show the “When to Use What” picture - Empower employees to choose their own method of collaboration and productivity
- - IT alone cannot fill this niche - Promotes organic growth of O365 Help translate O365 into the reality of their team Organic growth is more controlled with trained resources throughout the organization
- They are the first-line of influence with the O365 suite of products They can assist with the employee onboarding process Provide guidance – they are NOT a replacement for the help desk
- - Resourceful: committed to furthering their expertise
- Access to Microsoft SMEs Regular email updates Peer networking and sharing Partnerships with Microsoft at premier events
- - IT alone cannot fill this niche - Promotes organic growth of O365 Help translate O365 into the reality of their team Organic growth is more controlled with trained resources throughout the organization
- Example is from planner.uservoice.com If you vote on an idea, you can subscribe via email and get updates on the idea
- Leverages the usage reports already in the Admin Center Combines this with the interactive reporting capabilities of Power BI You can pivot by location and department
- Leverages the usage reports already in the Admin Center Combines this with the interactive reporting capabilities of Power BI You can pivot by location and department Shows the past 12 months (user-specific info only available for the past month)
- Adoption: How many users have been assigned a license Adoption: How many users are using the product (both first time and returning users) Adoption: This helps Admins decide where they should target their training to drive adoption. Communication: How are users using O365 to communicate (Skype, Yammer, Outlook) Communication: Eg. Average # of emails sent, # of Yammer posts read, avg # of time spent using Skype Collaboration: How are users using OneDrive and SharePoint to store and collaborate on documents Collaboration: Eg. How many documents are shared both internally and externally Activation: Helps show Office ProPlus, Project and Visio activations Activation: # of users, # of devices they’ve activated it on and what type of device
- Where you are at on your digital transformation journey and recommendations to take action Insights by scenario and maturity level Scenarios: document collaboration, team work, meetings, data protection
- Leverages the usage reports already in the Admin Center Combines this with the interactive reporting capabilities of Power BI You can pivot by location and department
- - low-code capability that allows non-developers to customize the look-and-feel of columns in a view using JSON script. (you can copy this from the PnP site)