This document provides guidance on training an organization on a new platform like Office 365. It recommends: 1. Training users is important to drive adoption, increase productivity, and reduce mistakes. Different audiences and generations require different training approaches. 2. A combination of classroom training for key users, short video tutorials, on-demand coaching, and a learning portal with documentation is most effective. Training should be just-in-time and tailored to each user's needs. 3. Stories from real customers, examples of common mistakes, and repeating content in different formats helps reinforce learning. Champions from each business unit can also help spread adoption.

1. Training your
organisation

2. SAY THANK YOU TO OUR SPONSORS!

3. SPONSOR RAFFLE!!!
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4. SOCIAL
• Make sure you tweet on #spscambridge or #sqlsatcambridge
• During the event we have Giant Jenga, Sack races and Conker Fights!
• After event, join us for a post event SharePint/ SQLPint from our bar
• Don’t forget to thank Sponsors,Volunteers and Speakers!
• The event will close at 6.30pm

5. @marijnsomers
• Business consultant, Project Manager @ Balestra
• Speaker, Trainer, Coach
• MBTI-type: ENTJ
• Antwerp -> Amsterdam
• Licensed clock and watchmaker

6. • Bloom.report
• We deliver the documents you need to get your Office 365 project
started. Sourced directly with information provided by the business so you can
focus on delivery
• Governance, adoption, training, communication, infrastructure and migration
document
• Based on surveys and interviews

7. Take aways
• Why train users?
• How ?
– Different kinds of people require different ways of training
– How to roll out a complete training package in your
organisation
• What ?
– Use stories
– Customer example
– Mistakes

8. Why train your organisation ?

9. Why ?

10. Result

11. New apps added to the
platform
– Teams / ToDo / PowerApps / Flow / groups / planner
– Forms

12. New functionality
• Modern lists / libraries / pages in SharePoint
• Focused inbox
• Share documents via link
• Login experience
• Skype -> Teams ???

13. # apps for same purpose
• Task management ?
– ToDo - Outlook tasks
– Planner
– SharePoint tasks
• Work together on a document ?
– Shared in OneDrive
– Shared in SharePoint
– Groups / teams

14. Advantages of a trained
user
• Drive user adoption
• Make fewer (critical) mistakes
– Less calls to help desk
– Less calls to IT departments
• Higher productivity
• More confidence = happier employees

15. Extra benefits on training
• Spread the word!!
• Learn
• Get feedback from users
• Change management
• Emphasize on important topics

16. A company approaches you to
guide the rollout / training

18. Audiences

19. Generations

20. Different ways of training
• Classroom training
• Coaching
• Train the trainer
• On demand video’s
• Wiki / blogs
• Textbook
• Playground environment
• Performance support

21. Classroom training
• Big “glop” of one or multiple days
• Immersive:
– new location and no access to emails
• Terrible for: teaching people a whole new way of working
• Good for: key users
– Pre-existing knowledge: Deepdive
– Extend on that

22. Short training burst
• 10 – 15 people max
• 2 hour max
• Practical excercises
• Good for:
– Readers
– Members
– Owners
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23. Provide multiple repetitions
• Early repetition may involve recall of the fact or a different
presentation of the fact.
• Later repetitions
– should allow for greater elaboration
– apply the fact to a context or a specific setting
• Don’t do the same training 5 times
– Tell them, show them, excercise

24. Coaching
• Expensive (1-1)
• Made to measure
– Answer the coachee’s questions
– Build something together
• Deep dive
• Perfect for: early adopters / Management

25. Train the trainer
• Viral way of training
– Train 10 trainers who can each train 10 more people
• Excellent for basics
• Will not always be able to answer questions
• Will not always feel comfortable
• Make sure they get your message across!

26. On demand video’s
• Scenario based visual training
• Short chunks
• 2 flavors:
– Online video’s
– Own video’s
• Large audiences
• Majority

27. On demand video’s
• Create your own
– Focus on business goals
– Align with your message
• As expensive as you want
– voice artists
– Multilanguage
• Video’s from business people handling 1 task
• Default online video’s
– Easy to find them
– No focus on your message
– Not your own branding
– Not your own specific tools
• Cheaper
• Youtube, MS

28. Wiki / blog / text books
• Support
• Text books
– Global overview
– Changes
• Blogs
– Versions
– Not always showing best way

29. Playground environment
• Site owner access rights
• Test things out
• Doesn’t matter if you break it
• similar to production
• Great for
– Support
– Owners / designers

30. Performance support
• Context based help functionality
• Ex. Visualsp / Content Panda

31. Champions
O R R O C K S TA R S, A M B A S S A D O R S, H E R O E S, J E D I M A S T E R S,
C A P TA I N S, …

32. Why champions ?
• IT is too disconnected from the business
• Business should drive IT
• Letting IT do all the work around adoption and implementation
doesn’t scale

33. What is a champion ?
• An Office 365 Champion is a business representative who sees
the advantage of using Office 365 in their team and find new
ways to produce better results and help move their
organization forward.
• They are not administrators and should not be technical
experts. They work with other champions in a cross functional
network to support the use of Office 365 and help drive up
user adoption throughout their business.

34. Benefits for the champions
• Visibility to senior management
• Opportunity to meet and collaborate with people from other
areas of the organization
• Improved business insight into their function gained from being at
the focus of any business-related matters associated with Office
365
• Improved skills through support
• As a core contact on the Office 365 adoption team the
Champion has priority contact to the Project and Support teams
who expect feedback on any issues and associated problems
they have for resolution.

35. How to distribute / inform users on
training?
• Use SharePoint
• “Academy” or “learning center”
• Easy to use / digest
• Contains:
– Vision / mission
– Product / template catalog information
– Documentation / training per target group (new in the organisation?)
– Training dates
– Help & FAQ (knowledge base)
– Site requests
– Timeline (what are we working on ?)

36. Example

37. Example

38. Technology adoption lifecycle
Coaching
Short burst training
Video training with forum
Academy site with plethora of
training solutions
Support docs: wiki / blogs / video’s
FAQ
Q&A forum
Video’s
Playground environment

39. Stories, mistakes
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40. • We use it all the time
• Data about data
• Example:
– Title
– Brand
– Weight
– Calories
– Ingredients
– Expiry date
Stories: Metadata

41. SharePoint in plain
English
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42. Business practices that
refuse to die

43. Case from a customer
• 50K+ users
• BA 1: no training
• BA 2: only classroom training
• BA 3: default Microsoft 4 hour training
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44. Live example for customer
• 2 hour training for ‘early adopters’
• Coaching afterwards
• Rollout phase:
– Online training (short chunks) for readers, members, owners
• Owner training mandatory before you can request a site
• Key user trainings on “advanced topics”

45. Training mistakes
• Trying to teach too much at once to minimize the amount of
required training
• Leave training out of the governance plan
• Have single way of training for whole company
• Wait for 2 more weeks to give a site after training

46. Key take aways
• Don’t do full day training (a waste of time for them and you)
• Better:
– Introduction (email, short video,…)
– Awareness sessions with tips/tricks in short/lunch sessions
– On demand coaching / help
– Portal with
• Texts
• Video’s and tutorials
• Tip sheets

47. Key take aways
• Training should always be
– Just in time
– Just enough
• People have different ways to learn optimally (nlp)
• Repeat repeat repeat
– Tell them what you are going to say
– Tell it
– Tell what you have said

48. Have fun and look cool
doing it
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