tackling office 365 & sharepoint adoption like a service

TACKLING ADOPTION LIKE A SERVICE WITH OFFICE 365

Presented By: Richard Harbridge (@RHarbridge) #VisualSP

@RHarbridge #SPSNH

RICHARDHARBRIDGE

My twitter is @RHarbridge, I’m super friendly & I am proud to work at 2toLead.

CTO & MVP | SPEAKER & AUTHOR

DIGITAL WORKPLACE STRATEGY…

Great, we know who you are Richard, but what do you do on a daily basis?

- Intranets?

- Extranets?

- Departmental Portals?

- Project Sites & Team Sites?

- Enterprise Social Networks?

- Document Management?

- Records Management?

- Process Improvement?

- Centers Of Excellence &

Technology Adoption?

- And much more….

Let’s discuss a simplified view of why Adoption like a service makes sense in theMicrosoft 365 and Office 365 world.

WHY USE A SERVICE MODEL?

Adoption Projects

• Typically oriented around a launch.

• Typically uses point in time metrics (before & after).

• “Tragedy of the commons” risk.

Adoption Services

• Works better with continual launch.

• Works better with continual metrics.

• Joint ownership and collaborative nature of a

service model makes opposition obvious and

public.

Spend the majority of your efforts providing individual and group guidance.

Individual

Group

Organizational

Individual

Group

Organizational

ADOPTION PLANNING HAS MULTIPLE LEVELS…

Organizational Checklist

So what is critical at an organizational level?

Individual

Group

Organizational


Role Resources Communication Coordination Engagement Trend

Office 365

Project Manager 4 - Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing

Business Owner 4.5 – Managed 5 - Optimizing 5 - Optimizing 5 - Optimizing

Executive

Sponsors 4.5 – Managed 5 - Optimizing 5 - Optimizing 4 - Managed

Champions 4 - Managed 4 - Managed 5 - Optimizing 4 - Managed

Departmental

Leads 3.5 – Defined 4 - Managed 4 - Managed 2 – Opportunistic

Education Leads 4 - Managed 4 - Managed 4 - Managed 2.5- Opportunistic

IT Leads 4 - Managed 4.5 – Managed 5 - Optimizing 4.5 – Managed

HR Manager 3 – Defined 3.5 – Defined 3.5 – Defined 3 – Defined

Communication

Leads 5 - Optimizing 5 - Optimizing 5 - Optimizing 5 - Optimizing

Community

Managers 0 - None 1 – Ad Hoc 1 – Ad Hoc 0 - None

SharePoint Site

Lead 4 - Managed 4 - Managed 5 - Optimizing 4.5 – Managed

Do you have people who own and lead key roles, do you have the resources that

support a role? Does the role communicate, coordinate and engage effectively?

ENSURE YOU HAVE THE RIGHT ROLES…

As an example during performance reviews do your key questions connect back

to things that benefit and exemplify digital best practices? Provide examples!

HOW DIGITALLY COLLABORATIVE AND INTEGRATED ARE PEOPLE?

# Need Current

State Notes & Recommendations

Support

1

Office 365

Champion

Coverage &

Selection Plan

Current State

No, Champion coverage and/or selection plan exists which identifies

champions per business unit, office, department, team, or floor nor one that

outlines how new Champions can/should be identified or nominated to

improve Office 365 adoption.

Current Champions were selected based on their role within the different units

and to get a good cross section of individuals (executives, reception area, field

and office workers)

Recommendations:

Ensure there is an accessible list of these active champions.

Ensure you have shared the details of how you select champions,

remaining champion gaps/needs, and how users can sign up to be one

in your Campion Coverage and Selection Criteria guidance.

2

Champion

Commitment

Guide

Current State

No, Champion Commitment Guide exists that articulates the value of

champions and the champion’s community while outlining champion

commitments and benefits

Recommendations:

Draft an Office 365 Champion Guide detailing the value of Champions

and their community within your organization, the required

commitments necessary to be a Champion and the associated benefits.

3 Champion Fact

Sheet

Current State

No, the Champion community does not have a fact sheet that can be provided

to a champion’s manager to support or help in attaining buy-in.

Recommendations:

Draft an Office 365 Champion Guide with a Champion fact sheet

regarding getting support or help in attaining manager buy-in.

4

Office 365 User

Satisfaction

Survey

Findings/Results

Current State

No, Office 365 user satisfaction surveys findings/results are available for

leaders, managers or users to see.

Currently there is no organized way to conduct and archive user satisfaction

surveys and to compare with baseline data. User satisfaction surveys are

done at an ad-hoc basis.

For example, the OneDrive survey is the first IT specific survey. Currently not

clear what is done with the survey results by the business team.

# Icon Description

1

Does Not Exist: The starting point of usage and guidance. There is no plan being

followed.

2

Partially Defined/Started: An approach may have been decided upon and is being

opportunistically applied. The approach has not been widely accepted nor adopted. It may

be informally defined.

3

Defined: The approach has been reviewed and accepted within the organization. There

has been buy-in to the documented approach and the approach is often followed. The

way this area is implemented is defined and/or standardized, but not in use across the

entire organization. Some governance is defined but may not be widely

understood/followed.

4

Defined & Managed: This area is centrally supported, standardized, and implemented

across the organization. It is defined and understood/followed. Metrics may be gathered

and reported.

5

Optimized & Managed: This area is functioning optimally and continuous improvement

occurs based on defined and monitored metrics or feedback. Assets are pro-actively

maintained to ensure relevancy and correctness. Leadership in this area is demonstrable.

Resources can be even more complex. Do you have common and expected

policies, guidance, or content available and up to date today?

POLICIES AND GUIDANCE CAN BE EASILY MEASURED…

Success readiness is something you can evaluate and it spans roles, programs,

policies, guidance, even incentives and rewards. http://Office365Resources.com.

AT AN ORGANIZATIONAL LEVEL HOW READY ARE YOU?

http://office365resources.com/


So start by ensuring your organization has what it needs to be successful. Do thisat least twice a year to ensure you can track your improvement over time.

Individual

Group

Organizational


Review Success Readiness Twice A Year

Here is an example of the technique we often use when creating objective maps

for our customers. See more at http://Office365Metrics.com.

ALIGN WITH BUSINESS OBJECTIVES…

http://office365metrics.com/


Define specific and measurable business objectives and align those with what your adoption service provides at a minimum on a yearly basis.

Individual

Group

Organizational



Align With Business Objectives Yearly

It doesn’t need to be really difficult.

MEASUREMENT MATTERS…

http://Office365Metrics.com contains guidance on ways to measure Office 365

& samples of common business impacts it can drive.

WHAT ABOUT BUSINESS IMPACT?

http://office365metrics.com/

It doesn’t need to be really difficult.

MEASUREMENT MATTERS…

Benefit Overview

Benefit ID OH-B6

Benefit Title Improved Employee Engagement For Leadership Communication

Benefit Owner [Removed From Sample]

Benefit Description Yammer and our news engine offer a direct channel for Leadership/Employee interaction. Use this opportunity to help company

executives gather insight into employee feedback or to stimulate conversation between them.

Related Business

Impacts

Improved Employee Engagement, Improved Leadership Engagement

Solution Tool Yammer

Measurement

Technique

Manual import of analytics data from news provided by the analytics solution and Yammer post/conversation analysis either

manually accomplished or based on the yammer analytics solution (based on exported conversations).

Metric(s) Per leader metrics would be the preference while an aggregate can provide averages and broader measurement of progress.

Number of articles from company leadership correlated with the number of views, employee responses, likes and likes.

Number of Yammer posts from company leadership and the number of employee responses per leadership post in Yammer.

Baseline

Measurement

[Removed From Sample]

Target [Removed From Sample]

Determine trailing baseline then determine company goal…

Supporting Activities 1. Provide employee Yammer access – desktop and/or mobile

2. Organize leadership Yammer-driven Question and Answer sessions

3. Encourage employee participation through Adoption Campaigns

4. Assign resources to monitor and facilitate the Question and Answer sessions

Define benefits in a manner that can be realized with simple analysis and initiatives,

helping drive business improvement faster w/ minimized additional investment.

HOW DO YOU PROFILE A BENEFIT?

Mark Complete once Evaluation is Complete, Analysis is Complete, and Results are Escalated to Appropriate Channels

ID Benefit May 2017 Jun 2017 Jul 2017 Aug 2017 Sep 2017 Oct 2017 Nov 2017 Dec 2017 Jan 2018 Feb 2018 Mar 2018 Apr 2018

ID Benefit Benefit Owner(s) Measurement

Activities

Key Metrics Time

Horizon

Frequency of

Analysis

Suggested Inferences Suggested Actions

This isn’t a new concept and there are lots of examples of benefits realization

across the industry. The important thing is to actually track these!

TRACK WITH A BENEFITS REALIZATION PLAN…

Individual

Group

Organizational




Measure & Review Impact Quarterly

Measure and review the business impact digital excellence is having in the business by measuring the impact from technology and the adoption of users.


Ensure you build a meaningful and active digital center of excellence to providea singular place you funnel users towards for improvement and change.

DIGITAL CENTER OF EXCELLENCE…

Don’t forget to continually share new guidance on “how to best use” your digitaltechnologies. Especially as they continually change and improve over time.

Individual

Group

Organizational




Measure & Review Impact Quarterly

Improve Digital Center Of Excellence


Building off of organizational guidance we can easily tackle the group / leader /champion level and the individual user level. Let’s find out how…

Individual

Group

Organizational


Group/Individual Checklist

BREAKING DOWN ADOPTION…

Who will adopt Office 365 and when will they adopt it?

“We Need It To Be The Norm / Expectation”

Adopters

“We Need To Understand

Value” Adopters

“We Need Support” Adopters

Early Adopters

Everyone

Adopting(As Fast As Possible)

BREAKING DOWN ADOPTION…

Who will adopt Office 365 and when will they adopt it?

“We Need It To Be The Norm / Expectation”

Adopters

Co

ord

inat

ion

& In

vest

men

t

These Adopters need help understanding the value change provides. Why should they change? Sharing change stories, benefits, contest winners,business impacts of the technology will be important to this group.

“We Need To Understand

Value” Adopters

These Adopters need help understanding how to change. How can they use the technology? How should they use it? Help, coaching, how to tips, training, contests and challenges help this group of users the most.

“We Need Support” Adopters

Early Adopters will adopt and begin using new technology once it has been shown to them, or once they are aware it is available. Making these users aware of the technology and it’s capabilities is important. Often ‘did you know’ tips and pre-launch communication can accelerate this groups adoption. The biggest need for this group is helping them share and influence others to change along with them.

Early Adopters

Everyone

Adopting(As Fast As Possible)

1

In order for users to improve their digital skills and technology use we need them

to embrace and commit to change. It’s about more than training.

THE FUNNEL FOR COMMITMENT…

3

Drive Interest

Guide Understanding

Realize Value

2

PLANNING FOR ADOPTION…

We need to be more tactical and granular to drive meaningful commitment.

Plan and execute adoption campaigns! http://Office365Campaigns.com

http://office365campaigns.com/


Developing a roadmap for adoption where we plan activities before launch,

during launch and after launch is important. Plan and execute campaigns!

Interest

PLANNING FOR TIPS…

When each day’s Yammer tip is posted by a member of the tip team it ensures

that these tips come from different users which gets more people involved.

PLANNING FOR TIPS…

Tips drive users to take action, should be themed, should be pre-written before

the start of the campaign, and can be easily adapted from existing ones.

https://support.office.com/office-training-center/featured-tips?wt.mc_id=OTC_HOME

TIPS CAN BE IN MANY FORMS…

Consider the creation of Infographics or various cheat sheets that can be inspired

based on the ones Microsoft or the community already provides.

https://support.office.com/en-us/article/Great-ways-to-work-with-Word-Outlook-and-PowerPoint-6fe70269-b9a4-4ef0-a96e-7a5858b3bd5a?wt.mc_id=otc_home&ui=en-US&rs=en-US&ad=US

TIPS CAN BE IN MANY FORMS…

Identifying and aligning scenarios can be useful for communicating value,

improving awareness and furthering understanding. Go beyond Microsoft’s.

https://www.microsoft.com/en-US/microsoft-365/success/productivitylibrary




Interest

PLANNING FOR CONTESTS…

The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value).

Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)

http://office365resources.com/

IT CAN ALSO BE FUN…

In a recognition matters campaign around helping users recognize and praise

each other, consider the use of something like the Office Vibe face game.

PLANNING FOR TRAINING…

Since you are already doing a time boxed campaign consider providing targeted training sessions that are hands on and participatory. Even if you are performing training remotely if the group is small enough you can create exercises and track completion.

Avoid trying to do too much in one session!

Having everyone in the training session get interactive doesn’t need to be

difficult even with remote audiences. OneNote is one of many options.

EVERYONE EDIT ONENOTE EXERCISE…

There is no upper limit in OneNote co-authors. You can invite the training

audience or explain permissions and the importance of where you store it.

EVERYONE EDIT ONENOTE EXERCISE…

PLANNING FOR COMMUNICATION…

Define a comprehensive communication plan along with the messaging for key

Email, Intranet posts, Yammer posts or communication for the campaign.


Having a campaign over a duration of days enables greater measurement,

clearer accountability, and simplifies the coordination and commitment needed.

Baseline Measure Impact Measure Continued Impact

PLANNING FOR MEASUREMENT…

Example: We can see that most sharing is happening (appropriately in

SharePoint and not OneDrive). Great insight is available now in the adoption pack.

https://support.office.com/en-us/article/Office-365-Adoption-Content-Pack-77ff780d-ab19-4553-adea-09cb65ad0f1f


If executing effective adoption campaigns leads to effective commitment is

there anything else we should keep in mind?

The campaign generates new resources, training, tips, tricks, success stories,and much more that adds continual value to your digital center of excellence.

CAMPAIGNS IMPROVE YOUR

DIGITAL CENTER OF EXCELLENCE…

Building off of organizational guidance we should leverage campaigns to improve adoption and continually support our digital center of excellence.

Individual

Group

Organizational


Group/Individual Checklist

Define An Adoption Plan & Campaigns

Execute Campaigns & Add To CoE

Update Adoption Plan (Repeat)

Plan & Execute Campaigns (Repeat)

Adoption Services

Review Success

Readiness

Align With Business

Objectives

Measure & Review

Plan & Execute

Adoption Campaigns

Improve Digital

Center Of Excellence

Start implementing some of these practices in your organization today and shift from tackling adoption as projects to tackling adoption like a service.

GET STARTED ON TACKLING ADOPTION LIKE A SERVICE…

Thank You!VisualSP’s team for making this possible.

180+ Awesome Presentations At.. Slideshare.Net/RHarbridge

300+ Pages Of Whitepapers At.. 2toLead.com/Whitepapers

WhenToUseWhat.com Office365Intranets.com

Office365Metrics.com Office365Campaigns.com

Office365Extranets.com Office365Resources.com

Message Me On LinkedIn or Email [email protected]

CTO & MVP | SPEAKER & AUTHOR | SUPER FRIENDLY

Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.