Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
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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)
Transcript of Over 50 Adoption Activities That Have Helped Organizations Get More Out Of Office 365
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
@RHARBRIDGE
DRIVING ADOPTION TAKES TIME…
Your success is measured by long term user adoption.
@RHARBRIDGE
DEPLOYMENT ALONE ISN’T ENOUGH…
Proper deployment is CRITICAL to success, but it’s not enough on it’s own.
@RHARBRIDGE
Office Mix
Simplified Admin
Center experience
The New
OfficeNew Partner Admin
Center
Office 365
Adapter
Embedded
Images OWA Policy Tips
Updated Lync mobile
clients
Office 365 SSO with
SAML 2.0 Identity
Providers
Multi-factor
authentication
Service Pack 1 for
Office 365 ProPlus
SAP and Power BI and
Power Query support
Windows Azure Active
Authentication
DirSync Scoping
and Filtering
Exchange Online
Inactive Mailboxes
PDF support for
SharePoint Online
Lync Online Integrated
Reporting
Office Online
real-time co-
authoring 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
Lync meeting
scheduling from OWA
Office Mobile
for iPhone &
Android phones
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 & iOSPeople View in
OWA
1 TB for
OneDrive for
Business
Office 365
Developer APIs
S/MIME
Encryption
Office for
iPad + 1.1
update
Project Lite released
CLOUD SERVICES ARE IN CONSTANT MOTION…
So the work of driving meaningful adoption never ends.
THIS IS IMPORTANT FOR ALL OF US…
The more people use the platform the more value the technology provides.
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
A Phased Approach to Drive Change Management and Manage Service Updates
Buzz DayBuzz Day Buzz Day
Scenario Spotlight
(ex: OneDrive for Business)
Buzz Day
Roll-Out
Buzz Day
Onboarding Phase Run State
Launch Day
Scenario Spotlight
Buzz Day
Dec Jan Feb March April May June July
Follow those steps for each Phase. Measure Results, Adapt and Iterate.
A Phased Approach to Drive Change Management and Manage Service Updates
Buzz DayBuzz Day Buzz Day
Scenario Spotlight
(ex: OneDrive for Business)
Buzz Day
Roll-Out
Buzz Day
Onboarding Phase Run State
Launch Day
Scenario Spotlight
Buzz Day
Dec Jan Feb March April May June July
Follow those steps for each Phase. Measure Results, Adapt and Iterate.
Announce the availability of OneDrive for Business to your employees and the top benefits for them with these customizable email templates.
Store, sync, share securely your content in the cloud and access it from virtually anywhere
Raise awareness about the new feature using posters in the hallways, elevators, kitchen and cafeteria.
http://aka.ms/o365kit http://aka.ms/o365kit
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
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
FROM TRIAL TO DEPLOYMENT TO ADOPTION…
We have resources from getting started (pilot/trial) to sustained adoption.
@RHARBRIDGE
LOOKING FOR MORE TARGETED ADVICE?
It can be really hard to find ‘actionable’ ideas or things you can do…
@RHARBRIDGE
HERE IS A COLLECTION OF ADDITIONAL ADOPTION ACTIVITIES…
Activities are meant to help accelerate, improve, or compliment your adoption plan.
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BRINGING PEOPLE TO OFFICE 365…
20+ Ways of bringing them to Office 365.
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LUNCH TAKE OUT MENUS & CAFETERIA MENU(S)…
Menu’s from favourite lunch destinations or daily cafeteria menus bring people in.
@RHARBRIDGE
ABILITY TO ORDER LUNCH…
One organization enabled ‘delivery to your desk’ through their portal.
@RHARBRIDGE
‘PEOPLE ON THE MOVE’: PROMOTIONS & NEW HIRES…
Announcements of people who have found a new role in the organization.
@RHARBRIDGE
MILESTONES, ANNIVERSARIES & YEARS OF EMPLOYMENT…
Something you should do regardless and another connection back to the portal.
@RHARBRIDGE
BIRTH ANNOUNCEMENTS…
To make the portal/Intranet more engaging and personal.
@RHARBRIDGE
COMPANY & EMPLOYEE DISCOUNTS…
Highlight and share the discount offers/opportunities employees have in a portal.
@RHARBRIDGE
EVENT PICTURE SHARING…
Share photos from employee events and create a tagged repository.
@RHARBRIDGE
FAKE CELEBRITYOR HOLIDAY PROFILES…
Mock profiles can be fun and encourage people to search or connect.
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REAL ORGANIZATION PROFILES/USERS…
Great way to curate, publish, engage or share ‘officially’.
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INCORPORATE INTO EMPLOYEE SIGNATURES…
In employee signature templates, or via example from leaders throughout the org.
@RHARBRIDGE
INSPIRING QUOTES…
Or add humour by picking common ‘filler words’ used often in your org.
@RHARBRIDGE
INTERNAL ADVERTISEMENTS…
Ads on the portal, posters, and more stuff from http://www.co-store.com/iw
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SCAVENGER HUNTS, TRIVIA CONTESTS, AND COMPETITIONS…
Planned contests can drive interest and awareness.
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WEATHER & WORLD CLOCKS/ OFFICE LOCATION CLOCKS…
Pops up often as a request and item on portals to help share ‘at a glance’.
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“FOR CHARITY” REWARDING CAMPAIGN…
Based on a measured activity reward a set amount to a charity to encourage use.
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BRAND KEY SHAREPOINT SITES WITH IDENTITIES…
So that people can refer to them by name or vanity URLs etc.
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SURVEYS, POLLS & FEEDBACK…
When you collect information ensure you share the results, actions & result changes.
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BAITED EMAIL HOOKS…
Purposefully omit certain information to drive readers to sites/systems.
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TOP SEARCHES & FAILED SEARCHES…
Easy to do and useful to publish not just use for tuning/improving search.
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REPORT USAGE PATTERNS…
Aggregating reports and sending them to leaders can be good to drive visibility.
REMOVE ALTERNATIVES & MAKE MANDATORY…
Be proud; you rock superstar
It’s never the nicest option, but from leadership down can be effective.
Share ideas and docs in OneDrive
Look in Search & Delve
Ask others for help via Lync
Kick email butt with Exchange
HELPING PEOPLE VALUE OFFICE 365…
10+ ways of helping people discover value in Office 365.
@RHARBRIDGE
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55%
Self-learning is largely ineffective, but currently
part of learning process for many
Learning via Co-Workers
is among the most
effective and most used
methods
These methods are under-
utilized (low usage, but have
high effectiveness)
Percent Using Learning Method vs. Helpfulness
HELP CONNECT & TEACH CHAMPIONS…
Learning via Co-Workers is among the most effective and most used methods.
@RHARBRIDGE
INCORPORATE INTO NEW HIRE ORIENTATION…
Not just the intranet/sites but how to use the tools effectively.
@RHARBRIDGE
INCORPORATE INTO ANNUAL TRAINING OR SKILLS VALIDATION…
Some organizations have mandated one ‘in person’ class by a set date.
@RHARBRIDGE
ANNOUNCE NEW FEATURES / CAPABILITIES…
Including ones Microsoft adds for you. Take credit for it – really!
@RHARBRIDGE
SUCCESS STORIES…
Add an option to submit success stories about how 365 helped. Then highlight.
USE DISCOVER SHAREPOINT…
Quite a lot of thought went into the development of this content…
SharePoint End-Users Study, April 2013
4 4 6 800End Users
Focus Groups
(8 people/each)
IT Pros
Focus Groups
(8 people/each)
IT Pros IDIs
(1:1)
Online Survey
(users)
Top Benefits (800+ users)Q
UA
LIT
AT
IVE Im
po
rtan
ce R
ati
ng
A new and simplified
user experience
Store and sync
your documents
Share your stuff
Keep projects
on trackOrganize and keep
teams in sync
Find what
you need
Find the right
people
Access your stuff
from anywhere
125
150
175
200
225
0% 10% 20% 30% 40% 50% 60%
QUANTITATIVE Appeal Rating
Top Tasks & Needs Differ by FunctionsEngineering, Research & Development Operations, Manufacturing & Logistics Sales, Marketing, PR & Communications
HR & Legal Services Accounting, Finance & Procurement Administration
Share best practices across geographies
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
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 assignments31%
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
teams38%
Hit your quotas and efficiently manage your
forecasts32%
Manage and respond to leads 32%
Review and publish external communications
on-time31%
Administration, HR & Legal Services
Ensure consistency and uniformity 44%
Organize teams, and manage calendars and
training assignments40%
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
assets31%
Manipulate data and share your insights, all
from one place29%
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 assignments45%
Store, sync and share your documents 45%
Keep your projects on track 44%
Getting Started Use cases by functions1.
2.
3.
4.
5.
6.
HR
R&D, Production & Operations
Sales & Marketing
Finance & Accounting
Legal
Information Technology
Resulting Proposed Scenarios
TRY LEVERAGING DISCOVER SHAREPOINT…
Also consider the Discover SharePoint app!
HOLD A FEW YAMJAMS! USE #YAMWIN & CREATE STARTER YAMMER GROUPS…
Create a help group, a yammer ideas group, and more to drive engagement.
BEST IN CLASS SHOWCASES…
Recognize champions and educate on how others can improve/emulate.
COMMUNITY SHOWCASE…
Recognize communities and educate on how others can improve/emulate.
EMPLOYEE SHOWCASE…
Spotlight an employee in the org and help people connect over shared passions.
SOLUTIONS SHOWCASE…
Build solution summaries for business built solutions or IT ones and share them.
Find a Person/
Expert
Post and discuss a
topic and/or
content
Manage a meeting
or event
Ask/ answer a
question
Make an
announcement
Find a Document
Send/exchange
information/
documents
Produce/manage
content
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 relationshipsView activities across
team, community, or
network
Post/view/comment
on content and
media
View profile,
manage profile
PROVIDE USERS GUIDANCE ON WHAT THEY CAN DO…
Make it simple and easy to understand all the things they can do today…
PROVIDE GUIDANCE ON WHEN TO USE…
This is a starting point; create your guidance based on your technology landscape.
“INVITE ONLY” INITIAL SOCIAL ROLLOUT…
Ensuring people have business reasons and that the initial content is valuable.
@RHARBRIDGE
BUILD PEOPLE SOLUTIONS FOR OFFICE 365…
10+ ideas for simple to complex solutions that provide value in Office 365.
@RHARBRIDGE
PROVIDING INTERNAL CLASSIFIEDS…
Effective way to re-distribute business/personal assets or services.
@RHARBRIDGE
ACRONYM FINDER & WIKI…
Glossary of terms, acronym wikis, and/or specialized search scenarios.
@RHARBRIDGE
USABILITY TESTING, DIARY STUDY, CARD SORTING…
Lots of design, info architecture, and feedback activities can improve adoption.
@RHARBRIDGE
BUILD COMMUNITIES AND USER GROUPS…
Help people connect and sponsor/support sharing practices/ideas.
@RHARBRIDGE
TRACK TIME REPORTING…
For organizations that manage and track time provide a way of doing it in 365.
@RHARBRIDGE
FAQS & FAQ FINDERS…
Consistently employ FAQs for new policies, processes, technologies, and more.
@RHARBRIDGE
VANITY URLS…
Enable site owners to create simple and quick URLs to get to their sites.
@RHARBRIDGE
PRESENTATIONS SEARCH & SHOWCASE SITE…
Create a search experience, add ‘highlighted presentations’ w/ ability to submit.
@RHARBRIDGE
PROVIDE CONTENT SERVICES SUPPORT INTERNALLY…
Whether it’s migrating content, permissions planning, or IA planning support.
@RHARBRIDGE
BUILD AN OFFICE VIDEO PORTAL…
Wait… we did that for you! So all you have to do is start leveraging it!
@RHARBRIDGE
BI @ COMPANY COMMUNITY & SERVICES…
Build a data driven culture, explain the value of power BI & importance to company.
@RHARBRIDGE
@RHARBRIDGE
http://aka.ms/getfasttrack
http://success.office.com
http://aka.ms/officetraining
http://aka.ms/o365learning
www.yammer.com/itpronetwork
http://aka.ms/lyncrask
https://about.yammer.com/success/
http://www.co-store.com/iw
http://www.discoversharepoint.com/
http://aka.ms/dspapp
https://onramp.office365.com/onramp/
http://office.com/roadmap
http://www.rharbridge.com/?page_id=565
http://aka.ms/TryImmersion
https://deploy.office.com/email-migration-offer
https://deploy.office.com/deployment-planning-services
https://www.microsoft.com/learning/en-
us/software-assurance-benefits.aspx
https://deploy.office.com/onboarding-center
http://channel9.msdn.com/Events/TechEd/Europe/2014/OFC-B211
http://channel9.msdn.com/Events/SharePoint-Conference/2014/SPC100
#CTSPUG @RHarbridge
Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: [email protected] Resources:
100+ SharePoint Presentations at.. SlideShare.net/RHarbridgeUser Adoption Activity Listing.. RHarbridge.com/?page_id=565Sign Up For Yammer at.. about.Yammer.comOffice 365 Success Center.. Success.Office.com
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