Office 365 provides an incredible amount of value to individual employees, teams, departments and organizations. Much of this value is not realized immediately upon purchase or deployment of Office 365. The value is realized as more and more users understand, adopt and embrace the technology. So how do we drive faster, sustainable and effective adoption?
Join Richard Harbridge as he shares real world experience, advice and activities that other customers are leveraging to get more from Office 365 and drive more meaningful adoption.
Three lessons learned from attending this session:
•Why delivering continuous value from a service requires additional strategy and consideration that may not have been as applicable when you have historically deployed a technology asset.
•Visibility into the challenges other organizations have encountered around adoption and Office 365 and how they overcame those challenges.
•What practical activities (50+) you can leverage to drive greater adoption in your own organization (immediately, overtime, and even by yourself)
Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
1.
2.
3. ADOPTION MATTERS
& IT ISN’T EASY…
“Good, bad or indifferent, if you are not investing in
new technology, you are going to be left behind.”
- Philip Green
5. @RHARBRIDGE
DEPLOYMENT
ALONE ISN’T
ENOUGH…
Proper deployment is CRITICAL to success, but it’s not enough on it’s own.
6. @RHARBRIDGE
Office Mix
Office for
iPad + 1.1
update
Windows Azure Active
Authentication
Simplified Admin
Center experience
The New
Office
New Partner Admin
Center
Office 365
Adapter
Multi-factor
authentication
Office 365 SSO with
SAML 2.0 Identity
Providers
Updated Lync mobile
clients
Embedded
Images OWA Policy Tips
Service Pack 1 for
Office 365 ProPlus
SAP and Power BI and
Power Query support
Lync Online Integrated
Reporting
Office Online
real-time co-authoring
DirSync Scoping
and Filtering
Exchange Online
Inactive Mailboxes
PDF support for
SharePoint Online
OneNote for Mac,
Android, iPhone, and iPad
updates
Office 365
operated by
21Vianet
Admin App for iOS,
Android, and WP
OWA Calendar Search
OneDrive for Business Storage
increase
Power Map for Excel
SharePoint
Newsfeed App
for Windows 8
Office Mobile
for iPhone &
Android phones
Lync meeting
scheduling from OWA
Rights Management
Services
OneNote
for iPad
Exchange Online
Address Book
Policies
Message Center
EXO: 50 GB
Mailboxes
Exchange group
naming policy
OWA for iPhone &
OWA for iPad
New SharePoint
Workflows
Simplified Yammer
login
Office Lens
Power Map GA for all
Excel 2013 users
OneDrive for Business
Improvements
90 Day message
trace
OneDrive for Business
Sync for Windows
Lync Online Remote
PowerShell
Lync mobile
client updates
Office 365 Switch Plans
OneNote for
iPhone and
Android
phones
Azure AD
Password Sync
Lync and SharePoint
Service Reporting
Connecting
Skype & Lync
OneDrive for Business apps for
Windows 8 & iOS
People View in
OWA
1 TB for
OneDrive for
Business
Office 365
Developer APIs
S/MIME
Encryption
Project Lite released
CLOUD SERVICES
ARE IN CONSTANT
MOTION…
So the work of driving meaningful adoption never ends.
7. THIS IS
IMPORTANT
FOR ALL OF
US…
The more people use the platform the more value the technology provides.
8.
9.
10. ACHIEVING
BETTER
ADOPTION…
“What we find is that if you have a goal that is very,
very far out, and you approach it in little steps, you
start to get there faster.”
- Mae Jemison
11. A Phased Approach to Drive Change Management and Manage Service Updates
Scenario Spotlight
(ex: OneDrive for Business)
Dec Jan Feb March April May June July
Buzz Day Buzz Day Buzz Day
Buzz Day
Roll-Out
Buzz Day
Onboarding Phase Run State
Launch Day
Scenario Spotlight
Buzz Day
Follow those steps for each Phase. Measure Results, Adapt and Iterate.
12.
13.
14.
15.
16.
17.
18.
19. A Phased Approach to Drive Change Management and Manage Service Updates
Scenario Spotlight
(ex: OneDrive for Business)
Dec Jan Feb March April May June July
Buzz Day Buzz Day Buzz Day
Buzz Day
Roll-Out
Buzz Day
Onboarding Phase Run State
Launch Day
Scenario Spotlight
Buzz Day
Follow those steps for each Phase. Measure Results, Adapt and Iterate.
20.
21. Store, sync, share securely your content in the cloud and access it from virtually anywhere
Announce the availability of OneDrive for Business to your
employees and the top benefits for them with these customizable
email templates.
Raise awareness about the new feature using posters in the
hallways, elevators, kitchen and cafeteria.
http://aka.ms/o365kit http://aka.ms/o365kit
22. Store, sync, share securely your content in the cloud and access it from virtually anywhere
These printable guides contain useful tips, shortcuts, and
screenshots to help people find their way around Office 365.
http://aka.ms/odfblearningcard
The Getting Started Videos will introduce people to the key
concepts and benefits of OneDrive for Business.
http://aka.ms/odfblearningcard
23. Store, sync, share securely your content in the cloud and access it from virtually anywhere
Use Policies & Best Practices Templates to educate people on
the tools available, and how to take the most out of them.
Leverage this guide to help get your Help Desk ready to
troubleshoot Office 365 users.
http://aka.ms/o365kit http://aka.ms/o365kit
24.
25.
26. FROM TRIAL TO
DEPLOYMENT TO
ADOPTION…
We have resources from getting started (pilot/trial) to sustained adoption.
33. @RHARBRIDGE
LOOKING FOR MORE
TARGETED ADVICE?
It can be really hard to find ‘actionable’ ideas or things you can do…
34. @RHARBRIDGE
HERE IS A
COLLECTION OF
ADDITIONAL
ADOPTION
ACTIVITIES…
Activities are meant to help accelerate, improve, or compliment your adoption plan.
49. @RHARBRIDGE
SCAVENGER
HUNTS, TRIVIA
CONTESTS, AND
COMPETITIONS…
Planned contests can drive interest and awareness.
50. @RHARBRIDGE
WEATHER &
WORLD CLOCKS/
OFFICE LOCATION
CLOCKS…
Pops up often as a request and item on portals to help share ‘at a glance’.
51. @RHARBRIDGE
“FOR CHARITY”
REWARDING
CAMPAIGN…
Based on a measured activity reward a set amount to a charity to encourage use.
52. @RHARBRIDGE
BRAND KEY
SHAREPOINT
SITES WITH
IDENTITIES…
So that people can refer to them by name or vanity URLs etc.
53. @RHARBRIDGE
SURVEYS,
POLLS &
FEEDBACK…
When you collect information ensure you share the results, actions & result changes.
54. @RHARBRIDGE
BAITED
EMAIL
HOOKS…
Purposefully omit certain information to drive readers to sites/systems.
55. @RHARBRIDGE
TOP
SEARCHES &
FAILED
SEARCHES…
Easy to do and useful to publish not just use for tuning/improving search.
56. @RHARBRIDGE
REPORT
USAGE
PATTERNS…
Aggregating reports and sending them to leaders can be good to drive visibility.
57. REMOVE
ALTERNATIVES
& MAKE
MANDATORY…
Share ideas and
docs in OneDrive
Look in Search
& Delve
Ask others for
help via Lync
Kick email butt
with Exchange
Be proud; you
rock superstar
It’s never the nicest option, but from leadership down can be effective.
58.
59.
60. HELPING
PEOPLE VALUE
OFFICE 365…
10+ ways of helping people discover value in Office 365.
61. @RHARBRIDGE
HELP CONNECT & TEACH
CHAMPIONS…
45%
40%
35%
30%
25%
20%
15%
10%
5%
0%
Learning via Co-Workers
is among the most
effective and most used
methods
Percent Using Learning Method vs. Helpfulness
Self-learning is largely ineffective, but currently
part of learning process for many
These methods are under-utilized
(low usage, but have
high effectiveness)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55%
Learning via Co-Workers is among the most effective and most used methods.
62. @RHARBRIDGE
INCORPORATE
INTO NEW HIRE
ORIENTATION…
Not just the intranet/sites but how to use the tools effectively.
63. @RHARBRIDGE
INCORPORATE
INTO ANNUAL
TRAINING OR
SKILLS
VALIDATION…
Some organizations have mandated one ‘in person’ class by a set date.
64. @RHARBRIDGE
ANNOUNCE NEW
FEATURES /
CAPABILITIES…
Including ones Microsoft adds for you. Take credit for it – really!
67. SharePoint End-Users Study, April 2013
4 4 6 800
End Users
Focus Groups
(8 people/each)
IT Pros
Focus Groups
(8 people/each)
IT Pros IDIs
(1:1)
Online Survey
(users)
68. Top Benefits (800+ users)
QUALITATIVE Importance Rating
A new and simplified
user experience
Store and sync
your documents
Keep projects
Organize and keep on track
Share your stuff
teams in sync
Find what
you need
Find the right
people
Access your stuff
from anywhere
225
200
175
150
125
0% 10% 20% 30% 40% 50% 60%
QUANTITATIVE Appeal Rating
69. Top Tasks & Needs Differ by Functions
Engineering, Research & Development Operations, Manufacturing & Logistics Sales, Marketing, PR & Communications
Share best practices across geographies
HR & Legal Services Accounting, Finance & Procurement Administration
Gather & process forms from employees
Improve and monitor business processes
Pull data and build financial reports
Align Sales and Marketing teams
Organize teams and manage calendars
70. Top Tasks by Departments (detailed)
Engineering, Research & Development
Stay on top of things (insights, monitoring) 72%
Meet your deadlines and stay on your timelines 68%
Share best practices across geographies 47%
Improve and monitor business processes 45%
Organize teams, and manage calendars and
training assignments
31%
Operations, Manufacturing & Logistics
Meet your deadlines and stay on your timelines 41%
Stay on top of things 40%
Improve and monitor business processes 37%
Store, sync and share your documents 36%
Find and organize your stuff in one place 33%
Sales, Marketing, PR & Communications
Access your stuff from anywhere 48%
Align your company's Sales and Marketing
teams
38%
Hit your quotas and efficiently manage your
forecasts
32%
Manage and respond to leads 32%
Review and publish external communications
on-time
31%
Administration, HR & Legal Services
Ensure consistency and uniformity 44%
Organize teams, and manage calendars and
training assignments
40%
Store, sync and share your documents 30%
Gather data and process forms from employees 29%
Keep your projects on track 25%
Accounting, Finance & Procurement
Pull data and build financial reports 43%
Manage budgeting and forecasting 35%
Scan documents and securely store digital
assets
31%
Manipulate data and share your insights, all
from one place
29%
Share your stuff, knowledge, and expertise 25%
Other Departments
Ensure consistency and uniformity 46%
Share your stuff, knowledge, and expertise 46%
Organize teams, and manage calendars and
training assignments
45%
Store, sync and share your documents 45%
Keep your projects on track 44%
71. Getting Started Use cases by functions
1.
HR
2.
3.
4.
R&D, Production & Operations
5.
6.
Sales & Marketing
Finance & Accounting
Legal
Information Technology
Resulting Proposed Scenarios
77. SOLUTIONS
SHOWCASE…
Build solution summaries for business built solutions or IT ones and share them.
78. Find a Person/
Expert
PROVIDE USERS
GUIDANCE ON
WHAT THEY
CAN DO…
Post and discuss a
topic and/or
content
Manage a meeting
or event
Ask/ answer a
question
Make an
announcement
Find a Document
Produce/manage
content
Send/exchange
information/
documents
Tag content
Poll/survey a group
? of people
Rate or otherwise
infer sentiment (e.g.
“Like”)
Establish relationships
with people,
information and sites
Form serendipitous
connections via affinity-based
relationships
View activities across
team, community, or
network
Post/view/comment
on content and
media
View profile,
manage profile
Make it simple and easy to understand all the things they can do today…
79. PROVIDE
GUIDANCE ON
WHEN TO
USE…
This is a starting point; create your guidance based on your technology landscape.
80. “INVITE ONLY”
INITIAL SOCIAL
ROLLOUT…
Ensuring people have business reasons and that the initial content is valuable.
81.
82.
83. @RHARBRIDGE
BUILD PEOPLE
SOLUTIONS
FOR OFFICE
365…
10+ ideas for simple to complex solutions that provide value in Office 365.
101. Thank You
Organizers, Sponsors and You for Making this Possible.
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
100+ SharePoint Presentations at.. SlideShare.net/RHarbridge
User Adoption Activity Listing.. RHarbridge.com/?page_id=565
Sign Up For Yammer at.. about.Yammer.com
Office 365 Success Center.. Success.Office.com
#CTSPUG @RHarbridge
Notas del editor
User subscription based licensing: If our customers’ users aren’t using Office 365… why would they continue paying for it?
Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
My assumption is that you know this and are approaching Office 365 in this planned way to drive meaningful sustained adoption.
My assumption is that you know this and are approaching Office 365 in this planned way to drive meaningful sustained adoption.
Other customers and partners have tons of experiences they are willing to share.
Congratulating employees for their years of service in an extremely public and sharable way on the portal can really help improve employee engagement and provides one more reason to come to the portal/intranet.
To make the portal/Intranet more engaging and personal you can add these announcements for the company to share, comment, and congratulate.
Many organizations have discounts through the relationships they have with various vendors and institutions. Highlighting and sharing these in an accessible way on the portal/intranet can bolster adoption.
After a significant organizational event it can be useful to share photos of the event. This leads to many people (typically those who attended the event, or know other employees who attended) reviewing and interacting with the photo content.
If key people add their internal profile link to their yammer profile or an intranet link to their email signature (when emailing internal people) it can help encourage people to visit and view each other’s profiles, or shared content.
To make the portal feel more engaging you can cycle famous quotes keeping content fresh, adding to motivation, and providing one more reason for employees to visit the portal/intranet.
One of the common difficulties users have when interacting in a global company is determining what time it is in other offices. Rather than them navigating/exploring Lync contact cards or needing to ask which time zone Office XYZ is in, by using a third party component or free options you can easily create world clocks on your portal giving users one more reason to visit.
Based on a measurement (such as the number of yammer profiles completed or for users sharing at least one document etc.) provide a dollar or a set amount in donations to a Charity. Division, department or team with the highest rate of completion may even earn the ability to select the targeted charity that would benefit.
Not only running surveys, but also announcing/sharing when survey responses are acted on or used to assist a major decision.
Most organizations run employee satisfaction surveys – which often are done with organizations that can reward things like ‘best place to work’ or other external programs. Some of these programs will allow you to send collected results or give access to them if they can be collected in the same way they would.
Notice I said leaders – not necessarily site owners etc – this is important. You want the leaders of a site/initiative to know how frequently it’s being used, by what departments/users etc.
This stance can make many companies uncomfortable, but doesn’t normally escalate to anything more than a closed door conversation or two. You may ask yourself, “Why is it so important to get everyone on board?” There are quite a few reasons…
User subscription based licensing: If our customers’ users aren’t using Office 365… why would they continue paying for it?
Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
Not only introducing the Intranet, but also introducing how to fill out the user profile, or interact with content in various sites.
By adding into the annual training or skills validation process you are showing leadership support and authority around the importance of the new technology or system.
Providing regular improvements means there is always something new to try or new uses to share and spark/cultivate curiosity. Even announcing major and minor releases can add a sense of continued investment in the platform from the business.
By adding a button or option to allow users to submit success stories (related to the portal/intranet) it can lead to many people initiating the submission or sharing of success messages (which shows the value, and helps provide real personal stories of how it helps).
As your coworkers use Yammer, ask them to think about ways that Yammer has helped them. Then, encourage them to describe their experience and post their stories to the company network with the hashtag #YamWin. Afterwards, find the best YamWins and post them to the Yammer Help Group as examples to inspire your entire company.
Yammer Ideas Group. Create another group, called the Yammer Ideas Group. Use this group to brainstorm ways that your company can use Yammer to improve how work gets done. Ask your coworkers to share their ideas in the group. Then, test out the ideas to see how they do. Showcase examples of success. Brainstorm ways to improve ideas that need more work.
YamJam. Engage one or more executives or department heads to participate in 30-60 minute, live discussions using Yammer. Discussion topics will be predefined and a Yammer community manager will help facilitate and moderate.
As your organization matures and begins to engage with external communities or builds and fosters its own internal communities it can be useful to promote these and highlight them with other employees. This can lead to more adoption of both the community and the portal as a hub for many of these formal and informal community activities.
When new solutions are developed by IT or the business that leverage SharePoint it can be extremely useful to showcase the solution. Who owns it, what its purpose is, what benefit it has provided (ROI would be great), screen shots, and more. This often leads to two useful things:
Users engage with one another (the owner of the solution is often a business person) which decreases cost of ownership for IT and expedites the requirements gathering process (when the business user says I want ‘that’).
It encourages those who have adopted or are using the platform to share their successes, be proud of them, and to have them articulated in a consistent way.
Often within organizations there is business value in organization units such as divisions in a manufacturing company trading and buying equipment from one another. Of course there are many other uses for this application. Since it revolves around a social notice for buying or selling often it goes beyond the sale of physical assets and can even be used for sharing babysitters, neighborhood restaurants, or any other networking information that could be useful for employees.
Every organization has Acronyms that not every employee understands or knows. Create an Acronym Wiki or Acronym Finder that purposefully provides users with both the acronym explanation as well as relevant documents, teams, contacts, and more within the company.
There are lots of organizations that have sophisticated solutions for time tracking. This isn’t for them.
Often it can be daunting and troublesome learning a new system, process, or technology. By adding simple and easy to read Frequently Asked Questions you can remove some of the confusion and help reduce the amount of simple reactive question support you provide (to focus this energy on more pro-active and useful tasks). What’s more if you implement content types and consistently enable or encourage the creation of FAQs across various systems, processes, policies and teams in your organization you can create ‘FAQ collections’ or FAQ finders,
As your organization matures and begins to engage with external communities or builds and fosters its own internal communities it can be useful to promote these and highlight them with other employees. This can lead to more adoption of both the community and the portal as a hub for many of these formal and informal community activities.
Often within organizations there is business value in organization units such as divisions in a manufacturing company trading and buying equipment from one another. Of course there are many other uses for this application. Since it revolves around a social notice for buying or selling often it goes beyond the sale of physical assets and can even be used for sharing babysitters, neighborhood restaurants, or any other networking information that could be useful for employees.
explain the value of Power BI, benefits of the Data Catalog and the importance of both to us as a company.
Viral marketing campaign used with emails sent to teams, communities of practice, etc. Subsequent adoption driven by team and community leaders
When introducing anything new it is important to have useful and relevant information already there so that users know it is safe to share, what they can share, and have another reason for accessing/using the system. You can also seed key content that will drive search suggestions with metadata input and keywords – improving the search experience or tagging experience.
The most popular document for a new portal is often the phone listing.
Many organizations have employee mentoring processes. Often you can use collaborative or social technology to support this mentoring process in both finding mentors and mentees, measuring their progress, and sharing things between one another in a way that adds value for future mentees (or multiple mentees).
Remember adoption planning and activities never end – as there are always new features and opportunities for maximizing your SaaS investment in Office 365.
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.
It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.
Thank You for Reading/Listening