Best practices for successful technology transitions to the cloud

Change Management Be Productive on Day One

At Cloudbakers we specialize in messaging and

collaboration solutions. Specifically, we find that

Google Apps for Work and Microsoft Office 365

deliver the tools businesses need to be more

productive. Each of these platforms brings with it an

array of software and potential applications to

utilize.

Each also brings with it a degree of change.

New workflows, internal processes, operating

systems, sales tools--these things can be intimidating

to users and admins alike.

Luckily for our clients, Cloudbakers employs a

trusted change management methodology that

guides clients through the transition and prevents

disruptions of business. Let’s run through it.

Introduction

Change Management Checklist

❏ Admin Training

❏ Email Campaigns

❏ Help Site

❏ Email & Messaging Essentials

❏ File Storage Essentials

❏ New User Training

❏ Go Live support

❏ Town Hall

❏ White Glove

❏ Additional Sessions & Engagements

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Admin Training

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All projects need leaders, and all leaders need training.

Start your project off strong and invite your IT

administrative team to meet with one of our expert

Deployment Engineers. We will focus on the following:

● Guide you through the process of configuring your

domain settings and managing your platform assets

● Walk you through and explain all the available

settings to tailor your domain to fit your company's

business policies and rules

● Show your administrative team how to manage

users, groups, and mobile devices through the admin

panel

With your leadership team inspired and enthused, the next

step is to prepare your many users for the changes to

come.

Email Campaigns

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While having strong leadership is important, so is having a well-informed user base. Make

sure your users know what is happening throughout the entire migration process by

leveraging our customized Change Management Email Campaigns:

● Initial letter to your users to kick off the process and explain the reasons for the

migration

● Engage your users from the moment the project begins

● Include any instructions for users spaced out in a easy to follow pace

● Clearly communicate any actions your users need to take

Customized Training Site

In addition to consistent emails, Cloudbakers provides a Help Site complete with your

company branding. The site features a message to all users explaining the business

justification for transitioning to the new platform, as well as:

● Tips & tricks

● New features

● Mobile setup

● Guided courses for

each major application

● Training videos

All this information lives in

one convenient location for

your users. The site lives on

your domain, so it is yours to

keep and modify for as long

as your company is on the

new platform.

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Email & Messaging Essentials

With users on board and resources readily

available, we dive into the heart of our trainings. It

is now time to give your users a head start to

becoming email power users. Our Email &

Messaging Essentials trainings will cover:

● All the basics of using Email, Contacts, and

Calendars

● In an engaging 90 minute lecture our

Deployment Engineer will explain how

everything works in a live environment● We relate features and functions from your

legacy client

● Q&A from your users on how to make their

workflows fit the new experience

Your users will leave feeling like they have a good

grasp on the new platform, and they will be

grateful we don’t using boring slide shows!

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File Storage Essentials

Our File Storage Essentials trainings relay

all the information your admins and users

need to know about storing data in the

cloud. In addition to introducing cloud

based file storage and relevant terminology,

we explain:

● Non-native file usage and limited

collaboration

● Creating native files○ Sharing Permissions○ Collaboration○ Key features within each type of

native file○ Converting non native files

● Folder hierarchies and permission

propagation

● Using Sync tools as opposed to the

web interface

○ Setup and initial configuration

● Extensions and add-ons applicable to

your process

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New User Training

One of the beauties of Cloudbakers Change

Management is its permanence. The resources

we create for you are yours to keep, and we are

just a phone call away should you need further

assistance. This is especially applicable to

onboarding new users. Should your IT team find

they don’t have the time to do the training

themselves, we are here to:

● Provide in-person or video conference

trainings

● Supply additional training videos or

webinars

It is important that your solutions are both long

lasting as well as not overly taxing on your time

and resources. We are here to ensure that

remains the case.

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Go Live Support

When it finally comes time to put all

your hard work into effect, we are

fully available. Cloudbakers can be at

your office or on call on Go Live Day to

help your users get acclimated to the

new platform. Our team can augment

your help desk by assisting with many

of the common questions we

encounter on Go Live. Having

Cloudbakers on-site or on-call can

help give your executive team peace

of mind as we work to make sure

everything goes as smoothly as

possible so your users can be

productive on day one.

Furthermore, as your newfound

solutions transition into being your

standard business process, we

recommend specific follow up

sessions aimed at relieving hiccups

and issues as they arise.

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Town Hall

We recommend conducting a Town Hall style training

several weeks after Go Live. This allows users to

gather enough questions that are not urgent and gives

them the experience to start thinking how they can

augment their workflow. A training like this can be on

site or in a virtual conference room for users to ask any

questions they want.

White Glove

Let experts walk your executives through their inbox

in a one-on-one training session. This relaxed training

setting allows your executives to ask any questions

regarding how they can update their legacy workflow

to be better suited to the new platform while also

helping them get acquainted with the product at their

own pace.

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Additional Sessions & Engagements

There are numerous additions to the standard array of change management practices

that can further increase adoption of your new platform:

● 1:1 Training Sessions

○ Advertised exclusively to executives and senior managers to generate

excitement, engagement, and add competency that will quickly trickle down

○ Sessions are scheduled as needed

○ Duration and content will vary depending on the individual

● “Tip of the Week”

○ Cloudbakers will assemble a series of 52 files, which the client will easily be

able to copy/paste or attach to an email and distribute

○ The tip of the week will be sent to all users and will showcase one small

feature or “Did you know” tip

○ Example: Drag and Drop Labels

● Incentive Program

○ Employees could receive ‘points’ for attending a training session,

creating a workflow in the new platform, or simply for usage activity

○ The top tier of employees based on all of the combined data and

represented on a bell curve, will receive a prize (perhaps a day off!)

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www.cloudbakers.com

312-380-6838

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