Office 365 User Adoption Roadmap Step by Step - A Case Study / Karoliina Kettukari / SharePoint Saturday Brussels Belgium / 19.10.2019

1. Office 365 user adoption
roadmap step by step
A case study
Karoliina Kettukari | @Kettukari
SharePoint Saturday
Belgium 19.10.2019
#SPSBE

2. Platinum
Gold
Silver
Community
Thanks to our
sponsors!

3. • Consultant at Digital Illustrated
• Co-creating organisational
change
• Planning digital workplace user
adoption journey together
• Developing internal
communications and enhancing
teamwork with Office 365
Karoliina Kettukari
@kettukari
LinkedIn

4. Hello from the Finnish user adoption scene!
• Cloud first
• Microsoft first
• Low hierarchy
• Skills > titles
• Perpetual
motion
machine

5. Let’s learn Finnish!
(Part of) user adoption: implementing
new IT systems to an organisation via
trainings and other activities.
Widely hated term amongst
Finnish IT consultants.
J A L K A U T U S

6. 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

7. 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 →

8. E-mail migration
• Everybody wants
the calendar in
the cloud
Document migration
• Goodbye to old
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

9. In order to meet our high profit targets we have
to work in efficient and profitable ways. We
have the tools to support this development.
Business Unit Manager

10. 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

11. 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

12. 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

13. 5. Challenges & solutions pilots
• Modern teamwork pilots
based on prioritised
development list
• 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

14. Office 365 has significantly improved
communication between teams. Sharing
information and knowledge has become easier.
People don’t have to be physically at the same place.
Teams meetings are handy.
Business Unit Manager

15. 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!

16. 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

17. You have to be able to stop and think at work. Are
you doing the right things – and if things are done
right. If you are running from a meeting to another
the whole day, there is no room for creativity.
HR Manager

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

19. Teams active users in last 3 months:
86%

20. 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

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

22. Let’s learn Finnish!
K Ä S I T Y S
Perception, viewpoint
”Jalkautusta ei voi käsittää.” =
You just can’t understand user adoption.

23. Thank you!
Questions, comments?
Karoliina Kettukari
@kettukari
LinkedIn