Office 365 User Adoption Roadmap Step by Step - A Case Study / Karoliina Kettukari / SharePoint Saturday Warsaw Online / 3.4.2020

1. 03.04.2020
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2020
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Case study: Office 365 user
adoption roadmap step by step
Karoliina Kettukari @kettukari

2. Join us on September 12
… and let’s celebrate 5th Anniversary!
SPS Warsaw Team
Tomek, Edyta, Marcin

3. 03.04.2020
12.09.2020
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Sponsors and Partners

4. 03.04.2020
12.09.2020
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Karoliina Kettukari
Office 365 & Microsoft Teams
User Adoption & Change
Management
@kettukari
kettukari.fi

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Case organisation
• Large Finnish organisation
• Locations around Finland
• Mostly white collar workers with
company laptops and phones
• E-mail and meeting driven
organisational culture
Technical baseline
• SharePoint 2013 workspaces
• Local storage drives
• Office 365 environment ready
• E3/E5 licences
@kettukari

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#Office 365 user adoption: what we did?
1. Enabling
working in the
cloud
2. Finding
internal owners
3. Current state
analysis
4. Management
engagement
5. Challenges &
solutions pilots
6. Technical
trainings &
support
7. Best practises
& Teamwork
development
8. Process
development
1-3/2018 3/2018 3-6/2018
8-12/2018 9-10/2018 11-12/2018 → 1/2019 →
@kettukari

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E-mail migration
• Everybody wants
the calendar in the
cloud
Document migration
• Goodbye to local
storages....
• ...or so would you
think!
Teams governance &
lifecycle management
• From Wild Wild
West to Law and
Order
1. Enabling working in the cloud
Pro tip: Teams only ASAP
@kettukari

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2. Finding internal owners
The impossible task?
One is not enough:
• Products and solutions
(Teams, Power Apps etc)
• User adoption &
modern ways of work
• Process development
@kettukari

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#3. Current state analysis
• You can use formal tools and processes,
e.g. Readiness Assessment, Prosci
• Or you can just have interviews, make a
questionnaire or utilise shadowing
Pro tips:
• Don’t skip this
• Do not let customer do this by
themselves
@kettukari

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#4. Management engagement
Workshops for executive committee,
business units managers and secretaries.
What’s changing
when we’re
moving to
the cloud?
Office 365
overview with
emphasis on
modern work
Challenges &
solutions
gathering
and prioritizing
Objectives:
• Inspire & engage
• Development list
@kettukari

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5. Challenges & solutions pilots
• Modern teamwork pilots based on
prioritised development list
• ~2 months, 6 different pilot groups
• Active pilots need continuous
support
Pro tip:
• Always have the management as
one of your pilot groups!
Needs & goals
Owner workshop
Feedback &
Conclusion
Team workshops
Status meetings
@kettukari

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6. Technical trainings & support
• Webinars and face to face
• Different starting levels
• Active internal
communication where it
reaches the most people
Pro tips:
• Process or role based
instructions
• Support group is your new
best friend!
@kettukari

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7. Best practises & Teamwork development
• Best practises from pilot groups
• Learning center focused on
modern work
• A simple model for teamwork
development workshops
Pro tips:
• First come first served
• Empower the customer to
survive on their own
@kettukari

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8. Process development
• The real business value 💰
Pro tips:
• Governance model for Power BI
and Power Apps
• Need a case? Have a Power
Platform case workshop!
Work
smarter,
not harder
;)
@kettukari

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Teams active users:
86%
@kettukari

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The most beautiful moment in history
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
2018/08 2018/09 2018/10 2018/11 2018/12 2019/01 2019/02 2019/03 2019/04 2019/05 2019/06 2019/08 2019/09 2019/10
Teams Skype
@kettukari

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• Technical readiness
• Internal engagement
• Real life use cases
• Organisational change > tools
• ...internal engagement partly
vanished
• No feedback questionnaires
• No 2020 user adoption roadmap
Aftermath
@kettukari

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03.04.2020
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Thank you! 🖤
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feedback!
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