SharePoint Saturday Johannesburg 2019 - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
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We all want to be quicker, more productive and collaborate rapidly on any device at any time. The good news is that our technology continues to innovate at the speed of light. The bad news is true adoption is sorely lacking, we often stick to what we know. Join Heather Newman, Microsoft MVP and Chief Marketing Officer of Content Panda, as she uses real-world use cases to provide you the blueprint for a metamorphic change in employee productivity and simple tips and tricks for using Microsoft Teams and Microsoft Planner on the go. You’ll leave this session with a clear understanding of how your employees can leverage both Microsoft Teams and Planner together with OneNote, OneDrive and SharePoint. Shazam!
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SharePoint Saturday Johannesburg 2019 - Without Change, There Would Be No Butterflies or Superheroes: 8 Steps to Microsoft Teams & Planner Metamorphosis
- 1. Heather Newman Without Change There Would be No Butterflies or Superheroes – Microsoft Teams & Microsoft Planner @heddanewman
- 5. Tweet this Talk @heddanewman @contentpanda @SPSNashville #SPSNashville https://medium.com/@heddanewman Heather Newman
- 6. Steps for Successful Change Management 1. Planning and sponsorship 2. Awareness 3. Learning 4. Readiness and adoption Demo
- 7. https://aka.ms/O365Roadmap Microsoft Resource Cheat Sheet https://aka.ms/TechCommunity https://docs.microsoft.com https://developer.microsoft.com Developer Documentation • Training, documentation, samples & communities for developers IT Pro & Adoption Documentation • Learn how to plan, deliver, adopt and manage Microsoft 365 products Microsoft Technical Community • Product forums and blogs • Driving Adoption forum • O365 Champion’s Corner Office 365 Roadmap • All public feature delivery dates • Filter by product Sign Up
- 8. Manage your time & communications
- 12. The fact is that businesses do not have emotion. Products do not have emotion. Humans do. Humans want to feel something. And humans make mistakes. Which is why we make to-do lists and plans to execute
- 13. Focus on the “Why” Not on the “What” https://www.youtube.com/watch?v=UUDJoHeJbzw
- 14. Planning and Awareness Executive Sponsors Business Case Behavior Changes Success Criteria
- 15. Serves as a role model Articulate value proposition Issue future company-wide announcements and updates Executive Support
- 16. Business Cases Set the stage Explain the why Define your goals
- 17. Define Behavior Changes Be specific Call out the elephants What are the actions
- 18. Establish Success Criteria What should be measured How you’ll collect Be ready to pivot - agility
- 19. Awareness Inspire new behaviors Plan communication tactics Mobilize SharePoint champions Open feedback channels
- 20. Focus communications Lead with essential scenarios Tasks to learn Inspire New Behaviors
- 21. Plan Communication Tactics Create a set of plans Target audiences Diversify with multiple touch points
- 22. Mobilize Your Champions Innovators Early Adopters Early Majority Late Majority Laggards
- 23. Learning Know your audience Sketch out a training schedule Deliver training Open up feedback channels
- 25. Sketch Out a Training Schedule Create a schedule Understand budget Set up the phases
- 26. Deliver Training Show the how to Long term plan Multiple methods
- 27. Open Training Feedback Channels Set up beforehand Internal online group Build community & peer groups
- 28. Adoption Provide ongoing support Access user satisfaction Measure usage and adoption
- 29. Create an end user adoption campaign Establish an automated system Schedule out a check-in Provide On-Going Support
- 30. Access User Satisfaction User satisfaction surveys Regularly schedule meetings Gamify the data collection
- 31. Measure usage and adoption How do they use it Have they adopted it Decide on reporting cadence
- 32. Microsoft Teams is a platform that combines workplace chat, meetings, notes, and attachments. The service integrates with the company's Office 365 subscription office productivity suite, including Microsoft Office and Skype, and features extensions that can integrate with non-Microsoft products. Microsoft announced Teams at an event in New York, and launched the service worldwide on 14 March 2017.
- 33. Microsoft Planner, was generally available in June 2016 for Office 365 Enterprise E1–E5, Business Essentials, Premium and Education subscription plans. This team collaboration software allows users to visually: Organize plans, assign tasks, share files, chat by using boards, cards, buckets and due dates.
- 34. The Planner Hub shows you every plan you are working on and plan tiles showcase key metrics on your favorite plans.
- 35. You can now copy an existing plan (Be aware that some elements of a plan such as description, attachments members, and assignments won’t be copied to the new plan.)
- 36. Microsoft has just announced a new “Multiplan” feature for Planner. With Multiplan, it’s finally possible to create multiple Plans inside the same Office 365 Group (previously, creating a new plan created a new Office 365 Group). To get started, you’ll just have to create a new Plan from Planner and then click the “Add to an existing Office 365 group” button, right below the field for the Plan name.
- 38. Integration with Planner is in development, but in the meantime you can use Microsoft Flow to bring tasks from Planner or Teams to To-Do, although again, checking the tasks off in To-Do doesn't mark them as complete in Planner yet.
- 39. Your Planner Tasks now in Outlook
- 41. To launch Planner, click the Planner tile in the Office 365 App Launcher.
- 42. To add a task, type the name of the task in the box, press Enter, add your due date (you can add a start date too), assign the task to yourself or another team member. Note the board view shows all the tasks in columns under each “task”. You can attach files and links to tasks to make it easy for your team members to find and collaborate on them.
- 43. To add members to your plan, click add members and type in your team members name.
- 44. Start a conversation with your team about the plan, and use the labels to highlight your plan.
- 45. My Task shows you all your tasks assigned to you across all of your tasks.
- 46. Click New Plan to add a new plan.
- 47. Board view shows all tasks of a plan in column format. Chart show the tasks of the plan in bar chart per member.
- 48. To add a task, type the name of the task in the box, press Enter, add your due date (you can add a start date too), assign the task to yourself or another team member. Note the board view shows all the tasks in columns under each “task”. You can attach files and links to tasks to make it easy for your team members to find and collaborate on them.
- 49. To add members to your plan, click add members and type in your team members name.
- 50. Start a conversation with your team about the plan, and use the labels to highlight your plan.
- 51. You can access all your plans, tasks, task assignments via the internet on any mobile device. There is a native IOS and Android App. You can view email notifications in Outlook.
- 52. Q&A
- 54. Microsoft 365 Adoption Guide: https://aka.ms/M365AG Planning Workbook: https://aka.ms/M365AGWorkbook
- 55. Microsoft Teams Toolkit – https://aka.ms/TeamsToolkit
- 57. Teams on Air Podcast https://itunes.apple.com/us/p odcast/a-day-in-the-life-on- teams-mobile- client/id1342881671?i=100041 1520145&mt=2
- 58. Coffee in the Cloud @CITCTV https://aka.ms/CoffeeintheCloud Get more from Azure & Office 365 Business Solutions Best Practices & How-To’s For Admin’s and Champions
- 59. Short Video Tidbits End User Training: https://docs.microsoft.com/en- us/microsoftteams/enduser-training This has a great list of short snackable videos for many tips and tricks for using Microsoft Teams.
- 60. Team Academy for ITPros After consuming the module, the audience will understand to what how Teams leverages Office 365 and what the requirements are for an optimal user experience. The PowerPoint can also be used to run a workshop with infrastructure teams before rolling out Teams. Foundations – Core components: Video | Deck https://www.youtube.com/playlist?list=PLaSO UojkSiGnKuE30ckcjnDVkMNqDv0Vl
- 61. Heather Newman CMO, Co-Founder, Maven, Speaker Heather.newman@contentpanda.com Panda Blog: https://www.contentpanda.com/blog/ Marketing Blog: www.creativemaven.com/blog Twitter & Instagram: @heddanewman
Notas del editor
- Thank you to the speakers!
- A butterfly starts life as a very small, round, oval or cylindrical egg. The coolest thing about butterfly eggs, especially monarch butterfly eggs, is that if you look close enough you can actually see the tiny caterpillar growing inside of it. This is the beginning of the journey of metamorphosis in business this is where we get out ducks in row – secure support like on this leaf and define use cases, behavior and success.
- I’ve written about the importance of executive sponsorship before, but it bears repeating: change starts at the top. Of the companies who report having failed SharePoint deployments, lack of senior management support was one of the top three reasons. Find someone with a SVP or C-level title next to their name to drive “top-down” messaging and act as an active communicator on the value and benefits SharePoint offers throughout your implementation. Once you have your executive sponsor in place, have a project team including executives and department leads across the organization so that this is a truly enterprise change management initiative.
- I can’t stress this enough: SharePoint must be seen as a business solution, not just a new technology. SharePoint isn’t a new card access key to your office building – treat it the respect that it deserves. Clearly explain why you are moving to SharePoint so you can frame the rest of your change management initiatives within this context. The business case will set the stage for the rest of your change management project – the goals you set and the actions you take. You’ll want to start by defining goals that will give you the greatest return on your investment. What are the quick wins you can show to the rest of the business that will inspire and excite them to use SharePoint? Once you’ve defined your goals, they are the foundation for a subsequent awareness campaign.
- If you are completely overhauling the technology employees use on a daily basis to do their jobs, you must spell out the actions you want them to start doing, stop doing, and continue doing. Common fears I’ve heard from Content Panda customers include fear of change, looking stupid to their peers if they ask too many questions, and a decline in their job performance because the learning curve is too steep. These fears cause a lot of stress, which then turns into conversations amongst themselves sapping time and draining business productivity. That’s why you must be very, very specific. Call out the elephants in the room – not only will employees read these behavior changes and nod their head in acknowledgement, it will mean they know you know exactly what it is they are doing and why it’s not working. This will help you focus awareness and training materials on the actual tasks you need your users to learn on SharePoint.
- When you develop these goals and objectives, it’s important to have a formal set of success criteria to measure the impact of your deployment. Determine what should be measured, and how you’ll collect this quantitative and qualitative information. While your success criteria will depend on your specific business needs, there are several you should always include such as user satisfaction, employee engagement, and adoption velocity. By measuring changes that occur as a result of rolling out SharePoint, you will have a way to quickly track what’s working, what’s not, and what you need to fix. Surveys are great for this.
- Butterfly larvae are actually what we call caterpillars. Caterpillars do not stay in this stage for very long and mostly, in this stage all they do is eat. In business this is where we fuel up just like a caterpillar – gather our team, open feedback channels and determine our communication tactics.
- You already established which key behaviors you want employees to exude last week – now is the time to focus your communications on the essential scenarios and subsequent tasks they will need to learn. Studies find it can take at least 21 days – three weeks – for someone to truly break or adopt a new habit. If you have employees used to working a particular way for years, one email and a training session won’t perpetuate lasting change. Develop your initial plan, and then think about how you can revisit your communications throughout a prolonged period of time – say, one year – and keep interest high.
- You can’t just send one email announcing SharePoint and expect that it will promote lasting change. Create a set of communication tactics reinforcing your key messages over a period of time – and in different channels – that will inspire, inform, and motivate your target audiences to use SharePoint. As you plan out your communication tactics, make sure that you identify your target audiences, diversify the different ways (e.g. email, video, in-person events) you communicate to your audiences, and how often you will send out these communications.
- Just as you should diversify your communication strategy, you also need to diversify who you have inspiring employees to adapt to change. This means recruiting SharePoint champions, employees who provide informal training and support to others in your company, to create a learning community. You’ve heard of “early adopters” who always have the latest Apple gadget – but SharePoint champions help penetrate the “never adopters” who absolutely refuse to ever use a new thing, as evidenced by their flip phone with no connection to the Internet. The beauty of having SharePoint champions is they can support these employees on a peer-to-peer level.
- This is the most intriguing stage of butterfly development, which appears catastrophic from the perspective of the caterpillar. When the little crawler is fully grown and can eat no more, it simply dangles from a branch and spins a protective cocoon around itself so it can safely rest and digest all the food that has been consumed in the previous stage. Though the chrysalis appears unchanged from the outside during this stage, there is dramatic transformation taking place inside: the body of the caterpillar is slowly dissolving while the previously dormant precursor cells of the emerging butterfly (“imaginal cells”) gradually develop, migrate together and create a brand new being. In business this is where we truly develop the relationship with our audience prepping them for change – learn about them, mapping out a training schedule
- This seems obvious, but considering training is the top reason why SharePoint implementations fail, start with the basic who (your audience), what (employees’ specific tasks), where (employees will use SharePoint), when (timeline for training), how (SharePoint will prompt change in how your employees work), and why (reason change is happening and why employees should care) of training.
- Every company is different, but there are consistent guiding principles for creating a training schedule. Account for the time necessary to create multiple phases and understand that it will take several months to implement. Expect to go through the following training phases: planning, pilot, awareness, training, follow-up and support.
- Training comes in all shapes and sizes. It’s important to remember to strike the right balance between showing the “how to” and supporting the training long after it’s completed. Depending on the amount of time, facilities, equipment, geography, and money you have, you could consider using some of the following methods: classroom-style, small group presentations, virtual/online, and on-the-job training. We’ve found the most successful training incorporates all of these different methods, with a clear method for employees to request help or further information after the training is completed
- Just as you did when you started communicating awareness around your SharePoint implementation, make sure you keep the lines of communication open after you’ve completed your training so users continue to feel supported. Consider having an internal online group – you can use Yammer, Office 365 groups, or integrate SharePoint community features – that gives you an outlet to share best practices, establish topics of interest, participate in discussions, and build community among users.
- At last in this final stage, the fully developed butterfly is ready to emerge from the chrysalis. After breaking free, the butterfly’s wings are still folded and wet and more rest time is necessary to allow blood to flow into the wings. Finally when the unfurled wings are fully dry, the butterfly is ready to take flight and share its beauty with the world. During this stage there is an intentional “breaking free” that has to occur with proper timing before “flight” is undertaken. When I have gone through the other stages and am finally ready to display my new project or growth to the world, I have to leave behind the old way of doing things and move forward with courage and some risk-taking, while recognizing the fragility of my new “wings.” In business this is where we support, assess and measure all the things that have happened before – we provide ongoing support, and measure success
- Your support and help desk is the first line of defense against users encountering SharePoint problems. It’s vital to empower and inspire these teams to do their best work, as the level of support a new user receives can directly impact just how satisfied they are with SharePoint – and how deeply they adopt the platform. Expect to receive a lot of questions as users start to really dig into SharePoint. We understand that for your support and help team, this may be only part of their job. Establish an automated system so you can reduce the total number of inquiries support teams receive.
- Consider it a requirement to regularly assess just how satisfied new SharePoint users are, as satisfaction has a direct correlation to adoption and usage. Throughout your pilot and live rollout, distribute user satisfaction surveys to gather data about your users’ knowledge and experience with SharePoint. This way, you can quickly understand where you are succeeding and failing, and even better, iterate rapidly so you can improve the experience for the next waves of users you onboard to SharePoint.
- Satisfaction is important, but at the end of the day the success or failure of your SharePoint deployment will hinge on two factors: how often are employees using the platform and how many of them have actually adopted it. Usage and adoption metrics take time to become truly digestible – it will take six months or longer, since user adoption will not happen overnight. It’s best to match your reporting timelines with how you report other major impacts to your business, which could be either monthly or quarterly. Use feedback and survey forms, product-related games, and standard usage reports available to SharePoint and Office 365 customers to measure the success of each phase of your roll-out with quantitative and qualitative data.
- All users with eligible subscription plans will automatically see the Planner tile appear in the Office 365 app launcher when it is available for them to use. No specific action by Office 365 admins is needed. Users access the Hub to track overall progress of plans and see who’s on time and who’s behind. Users are able to filter down to see personal tasks and assignments.