18 tips for successful google apps migration & change management

30
18 Tips for successful Google Apps migration & change management Google gurus weigh in on how to grow Google Apps adoption in your organization (now part of )

Upload: datto

Post on 14-Jul-2015

1.323 views

Category:

Software


2 download

TRANSCRIPT

Page 1: 18 Tips for Successful Google Apps Migration & Change Management

TIP12

18 Tips for successful Google Apps migration & change managementGoogle gurus weigh in on how to grow Google Apps adoption in your organization

(now part of )

Page 2: 18 Tips for Successful Google Apps Migration & Change Management

Google Apps migration =

serious change management at your organization

Page 3: 18 Tips for Successful Google Apps Migration & Change Management

Prepare the soilOrganizational transformation starts at the top

Page 4: 18 Tips for Successful Google Apps Migration & Change Management

TIP1

We have a set of email communications that go out at specific times

outlining the change, but the first one should always come from

someone as high up in the organization as possible – the CIO or CEO

preferably. That immediately eliminates it being labeled an ‘IT Project.’

If the CEO communicates that you are moving to Google Apps, that’s a

statement. That tells everyone “this is serious”.

Fintan Murphy, CEO and Co-Founder, Damson Cloud

Page 5: 18 Tips for Successful Google Apps Migration & Change Management

Plant the right seedsCommunication is crucial along the way

Page 6: 18 Tips for Successful Google Apps Migration & Change Management

TIP2

What we always do is identify the current internal communication

methods the organization is using, and analyze how well these work

for them. Based on this, we may then recommend other channels for

them to use, which we think would have a higher engagement rate

with users. What is important is that we identify the value in keeping

everyone in the organization informed, as we believe this leads to a

more successful implementation when the users feel involved and

part of the process.

Andrew Martin, Director of Sales, Netpremacy

Page 7: 18 Tips for Successful Google Apps Migration & Change Management

TIP3

Communication is crucial. You need to create a positive atmosphere

around the initiative to minimize negative chatter. Develop key

messages and create collateral for your campaign. Create an “elevator”

speech about why the organization is moving to Google Apps. Develop

a marketing plan with a consistent, positive message and sell it every

chance you get.

Page 8: 18 Tips for Successful Google Apps Migration & Change Management

Tending a huge “Google Apps” garden can be dauntingTake small steps

Page 9: 18 Tips for Successful Google Apps Migration & Change Management

TIP4

People are very personal about the look and feel of their software.

They’re very connected to that. Going to full Google Apps right away

was going to disrupt their workflow too much. I found that email and

calendar were separate pieces that really could be extracted from the

environment. This allowed us to still have department drives and shared

drives and slowly move our way as the benefits became clearer to use

Google Apps. We’re heading down that path.

Doug Perry, IT Manager, Marie Selby Botanical Gardens

Page 10: 18 Tips for Successful Google Apps Migration & Change Management

TIP5

The key is to find the right balance between minimizing the time where

different users are on different systems, but also making sure that

everyone feels supported throughout the transition.

Andrew Martin, Director of Sales, Netpremacy

Page 11: 18 Tips for Successful Google Apps Migration & Change Management

Your garden won’t grow overnightThe right training strategy makes the transition smoother

Page 12: 18 Tips for Successful Google Apps Migration & Change Management

TIP6

We did a video training series that dives into each aspect of Google

Apps. These were recorded through Google Hangouts and published

internally for later training sessions. Subsequent new features are

announced via Google+ as well as through our internal intranet.

Tim Dickson, Director of Technology, Auberge Resorts

Page 13: 18 Tips for Successful Google Apps Migration & Change Management

TIP7

Another effective addition to a training program is to create a training

website. This is a great way to promote all the training content you’ve

developed. Add videos where people can brush up on the basics. This

is a good place to add a training calendar where users can click on a

particular training course, get information about it, and sign up. Add a

link to your home page to drive traffic to the training site.

Page 14: 18 Tips for Successful Google Apps Migration & Change Management

TIP8

I do a monthly tips and tricks piece and many of them don’t come from

Google. I’ll pick something that’s very practical. As an example, the most

recent one was about a feature that allows Gmail to automatically email

your daily agenda to you every morning.

Doug Perry, IT Manager, Marie Selby Botanical Gardens

Page 15: 18 Tips for Successful Google Apps Migration & Change Management

TIP9

We find that providing regular tips and further updates is key. As Google

is constantly updated and new applications are developed, users need

to understand that their learning path will never end, and they will

always continue to be able to find new ways of working. Encouraging

a culture of information and tip sharing internally within an organization

is vital to ensure that users continue to learn and embrace the idea

of collaboration.

Andrew Martin, Director of Sales, Netpremacy

Page 16: 18 Tips for Successful Google Apps Migration & Change Management

Get your hands “dirty” in the Google Apps soilKeep the Google Apps migration fresh and interesting

Page 17: 18 Tips for Successful Google Apps Migration & Change Management

TIP10

You want to make it fun. There’s a little bit of Googliness to it, but it

helps you take it from an ‘IT Thing’ to more of an introduction to new

technology to the business. Show them they’ll be able to do Hangouts

and be better able to communicate with staff and customers. It should

be exciting and transformational.

Fintan Murphy, CEO and Co-Founder, Damson Cloud

Page 18: 18 Tips for Successful Google Apps Migration & Change Management

TIP11

Use Google Guides. One of the keys to the success of a Google Apps

implementation is to develop a core group of committed Google

Guides. These are specially selected people – many times volunteers

– who will serve as your on-the-floor ambassadors, counselors,

advocates, trainers, and your front line of support.

Page 19: 18 Tips for Successful Google Apps Migration & Change Management

TIP12

We did Google Advocates Training. Each department nominated

a Google Advocate who would do deep training with myself on

all aspects of Google Apps. They would then be the primary point

of contact within the department to help push the department as

a whole forward.

Tim Dickson, Director of Technology, Auberge Resorts

Page 20: 18 Tips for Successful Google Apps Migration & Change Management

Weed aggressively Make a clean break from your old system

Page 21: 18 Tips for Successful Google Apps Migration & Change Management

TIP13

Making a clean break with your old system is the first step in heading off

negativity. Trying to run two systems at the same time will only cause

confusion and breed more resistance.

Page 22: 18 Tips for Successful Google Apps Migration & Change Management

TIP14

It’s a challenge and you will get resistance, but having a clear cutoff is

definitely good. We’ve had customers that have done it in batches with

some users on one system and others on another. That doesn’t work

as well. Google calls the single day rollout a Global Go Live date.

We call it the Big Bang Rollout. That’s definitely the most successful.

The least amount of time you have employees on multiple systems

the better.

Fintan Murphy, CEO and Co-Founder, Damson Cloud

Page 23: 18 Tips for Successful Google Apps Migration & Change Management

The sweet smell of success is coming Patience is key when addressing concerns and challenges

Page 24: 18 Tips for Successful Google Apps Migration & Change Management

TIP15

I committed to meet with each department as a group personally

both before and after the implementation. It really helped mitigate any

resentment, fear, and anxiety. It helped me as well. I knew what the big

takeaways were going to be as a result of that training.

Doug Perry, IT Manager, Marie Selby Botanical Gardens

Page 25: 18 Tips for Successful Google Apps Migration & Change Management

TIP16

I ran a customized Google training session where I went around

the room and asked everyone to give me the top three things they

wanted to know. I listed them on a white board and trained them on

all those things. They completely converted and now they’re probably

the most positive group in the company. It was all about training and

communication.

Fintan Murphy, CEO and Co-Founder, Damson Cloud

Page 26: 18 Tips for Successful Google Apps Migration & Change Management

TIP17

Each year we met with the General Managers to show the advantages

of a given feature of Google Apps. I did a one hour presentation

showing the improvements that could be made with Google Apps vs.

our current way of doing things. Then each GM brought up an idea.

We started with buy in at the top of each location.

Tim Dickson, Director of Technology, Auberge Resorts

Page 27: 18 Tips for Successful Google Apps Migration & Change Management

Display the beauty of your Google Apps gardenShare the success

Page 28: 18 Tips for Successful Google Apps Migration & Change Management

TIP18

Google stresses celebrating success along the way. Here’s how:

• Have your executive sponsor send a message describing the success of the deployment. Explain the progress made toward achieving the project goals.

• Recognize the contributions of your project team and the Google Guides through email or a post on the intranet.

• Reward users who have embraced Google Apps. Set up a contest to come up with the most innovative new uses of Google Apps.

• Reinforce your Google Apps vision. Reuse your original marketing campaign tying it to the successes achieved.

Page 29: 18 Tips for Successful Google Apps Migration & Change Management

Stay vigilant and keep focused!

Good luck in your Google Apps migration from our Google gurus

Fintan Murphy, CEO and

Co-Founder, Damson Cloud

Doug Perry, IT Manager,

Marie Selby Botanical Gardens

Tim Dickson, Director of

Technology, Auberge Resorts

Andrew Martin,

Director of Sales, Netpremacy