how to improve office 365 & sharepoint adoption in the real world

Cover

How To Improve Office 365 & SharePoint Adoption In The Real World

Presented By: Richard Harbridge @RHarbridge

@RHARBRIDGE

0

RichardHarbridgeMy twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at Speaker | Author | Super Friendly

Sometimes what we are told isnt based in realityDoes everyone have the right expectations?

2

Lets consider this a quick reality checkIs perception within your organization that things are better than they are?

3

IT Perceptions vs Reality

How To Improve Adoption In The Real WorldIndividual Perception vs RealityLeadership Perception vs Reality

Remove Demos.

Why Are Organizations Investing In The Cloud - Intranets Are Changing (Orgs Change/Industry Change) - THis is how we keep up. - Because of upgrades - How do we modernize - we upgrade

Embrace The Capabilities In The Platform- App Launcher- Analytics- ESN- Video Portal

Customize (Acceleration) (Hows) - Site provisioning - Top Navigation- Responsive Design- Integrated ESN

Drive success/adoption- Adoption4

People will adopt it on their ownNow that we have implemented it correctly we dont need to do anything else.

5

Positive Change rarely happens without helpEven when people have the tools, vision, and an understanding of the risks.

@RHARBRIDGEBehavioral change doesnt happen on its own.

Weve seen the traditiontal if we build, they will come.

Doctors told heart patients that they will absolutely die in 6 months if they dont change their habits around lifestyle, diet, and exercise. Those individuals certainly had the motivation, and a sense of urgency. They even had the tools and the vision as well as an understanding of the end state. Yet in this situation only 1 in 7 or 14% could manage to carry out the change on their own. Desire and motivation arent enough on their own: even when its literally a matter of life or death, the ability to change remains maddeningly elusive.Think about that. If 1 in 7 people with an absolute need to change cant change, what chance do we have of individuals in our organizations changing how they collaborate or communicate on their own? What are the odds of them adopting Office 365 and new ways of working without our help? The answer? Very low odds indeed.

Kegan, R., & Laskow Lahey, L. (2009). Immunity to change. How to overcome it and unlock the potential in yourself and your organization. Boston: Harvard Business Press. ISBN078796378X. OCLC44972130 - http://www.amazon.com/Immunity-Change-Potential-Organization-Leadership/dp/1422117367 6

Driving usage isnt the IT groups problemWhy would it be ITs responsibility to drive adoption? Isnt that a business issue?

7

Getting more people to use the technology is importantOften getting people to use more of the technology is just as important.

In your organization has anyone ever suggested that you only use a percentage of the functionality or a percentage of whats possible with Microsoft Office 365? How about just one technology like Outlook? Do you think you or your users are using most of the functionality that exists in Outlook today? What about SharePoint? Do you use more than 50% of whats available in SharePoint? Are they using it at all? Its okay if the answer is no, we dont use all that Office 365 can provide. No, not all of our users are actively using Office 365 yet. No, not only do I not know all of the things you can do with Outlook or SharePoint but our users definitely arent aware of what they could do. Whats not okay is to do nothing about it. To not have a plan for helping your users adopt, understand and leverage the full suite of Office 365 available to them. You should do something about it. Thats why white papers like this exist. To help you and your organization improve.Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet you can think of some that would make a world of difference if your whole organization adopted their use. How much more value could your organization realize if users universally used 20% more of the robust document management features SharePoint provides?Getting more people to use a technology is important. But so is and getting them to use more of the technology. 8

Changing the way people work will have a negative impact on productivity.

We dont want to have A negative impact on peoples work

@RHARBRIDGE

9

We need to manage and introduce changeAlways an impact to productivity. We can accelerate to get positive results sooner.

@RHARBRIDGEThere is always SOME loss of productivity when implementing new productivity systems that provide new ways for people work. This is ALWAYS the case. It also makes sense when you think about it at an individual user level, at a group level or even at an organizational level. When you introduce new systems you need time to recap the original level of productivity you had before you introduced the change. Then there is a continued productivity gain until the technologys potential has been exhausted or the organization introduces new change. There is plentiful research on this subject as its often called the change curve. Where users go through different states. The goal is to accelerate the change and get to the positive impact and outcomes quicker and to reduce negative consequences that the change can have.

10

We just cant track adoption effectivelyAdoption is complex and there arent good ways to track it right now.

11

Between OOTB reports and usage data & 3rd party tools you can absolutely track it!SharePoint usage reporting, Office 365 reporting, and great 3rd party tools

12

Bringing analytics to the forefrontWe need to implement Office 365 solutions in a way that doesnt just empower leaders with analytics/insights but empowers everyone.

13

We need to support and invest in our users equally.

No user should be prioritized over another

14

Depending on the technology and workload this can be significant. (80/20)

Some users are more impactful than others

15

People will figure out the best ways to use the technologyOur people will optimize the way they work and the technologies they use.

@RHARBRIDGE

16

Provide Guidance on When To Use whatPeople will use what is easy or familiar even when something better exists.

@RHARBRIDGE

17

Download the when to use what In Office 365 Enterprise User Guidance Whitepaper!It goes into much greater depth and can be found at WhenToUseWhat.com

@RHARBRIDGE

18



Remove Demos.







Remove Demos.





If other people dont adopt its not going to effect meIf some people dont adopt thats their problem. They dont get the benefits.

@RHARBRIDGE

21

This is Important For All Of UsThe more people use the platform the more value the technology provides.

@RHARBRIDGEUser subscription based licensing: If our customers users arent 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).

22

There is nothing I can doI dont have authority, influence, budget, or the ability to drive adoption alone.

@RHARBRIDGE

23

There is plenty you can do aloneAdd links to employee signatures, purposefully omit certain information to drive readers to sites/systems (baited email hooks).

@RHARBRIDGE

24

Send a link, use external sharing, attach a OneDrive file (OWA+), and more

Stop Emailing Attachments!

25

The Meeting Invite comes to youTake back your meeting time and make meetings meaningful!What if you responded tentative love to help and would like to know more?

What if you just IM messaged the meeting originator to clarify?

You send a meeting inviteWhy not add a Shared OneNote to your recurring meeting? Why not make every meeting better by doing visual note taking?

No the answer isnt always LetMeBingThatForYou (though too often it is)What if you answered via Yammer? What if you answered with a SharePoint search?

If Someone asks you a question

Sometimes the most value social can provide is visibility and connectionTry Narrating Your Work

Helping others as an individual wont make much differenceI am only one person and there are plenty of better ways for people to get help.

@RHARBRIDGE

30

Self-learning is largely ineffective, but currently part of learning process for manyLearning via Co-Workers is among the most effective and most used methodsThese methods are under-utilized (low usage, but have high effectiveness)% USING METHOD TO LEARN% WHO SAID METHOD WAS VERY HELPFULMy ManagerFormal Training (External)IT EmployeeFormal Training (Internal)Co-Worker (Non-Manager, Non-IT)Myself, Through Trial and ErrorCommunity ForumsMicrosofts WebsiteUser Guide or ManualOnline Tutorials or WebinarsSearch EnginePercent Using Learning Method vs. Helpfulness

You helping others is extremely effectiveLearning via Co-Workers is among the most effective and most used method.

@RHARBRIDGE

31



Remove Demos.







Remove Demos.





Its up to the users, there is nothing leadership can doWe know that adoption is driven from a grass roots approach, its up to them.

@RHARBRIDGE

34

Be proud; you rock superstar

Share ideas and docs in OneDriveLook in Search & DelveAsk others for help via LyncKick email butt with ExchangeLeadership can take significant and meaningful action tooAs a start the leadership team can mandate usage, or remove alternatives.

@RHARBRIDGE

35

Incorporate Into New Hire OrientationNot just the intranet/sites but how to use the tools effectively.

@RHARBRIDGENot only introducing the Intranet, but also introducing how to fill out the user profile, or interact with content in various sites.36

Incorporate into annual training or skills validationSome organizations have mandated one in person class by a set date.

@RHARBRIDGEBy 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.37

We cant find or identify champions in our organisationIts not clear who the champions are, or how to get them engaged.

@RHARBRIDGE

38

Self-learning is largely ineffective, but currently part of learning process for manyLearning via Co-Workers is among the most effective and most used methodsThese methods are under-utilized (low usage, but have high effectiveness)% USING METHOD TO LEARN% WHO SAID METHOD WAS VERY HELPFULMy ManagerFormal Training (External)IT EmployeeFormal Training (Internal)Co-Worker (Non-Manager, Non-IT)Myself, Through Trial and ErrorCommunity ForumsMicrosofts WebsiteUser Guide or ManualOnline Tutorials or WebinarsSearch EnginePercent Using Learning Method vs. Helpfulness

Usage patterns, surveys, polls, interviews, contests, and moreThere are many ways to uncover and identify champions in your organization.

@RHARBRIDGE

39

We already get feedback from our usersWe run polls, surveys and solicit feedback from users all the time.

@RHARBRIDGE

40

Do you actually take action based on the feedback? Do you share what action is taken?When you collect info ensure you share the results, actions & result changes.

@RHARBRIDGE

41

We are already doing everythingWe are doing lots around adoption, there really isnt anything more we could do.

@RHARBRIDGE

42

Have you tried usability testing, card sorting, diary studies, innovation games and more?There are always ways to further improve usage, adoption and value realization!

@RHARBRIDGE

43

Planning for adoptionWe need to invest in key areas to enable and accelerate adoption.


GovernancePolicies & Guidance

Evaluate Your Role and Responsibility readinessThere are many leadership roles that impact Office 365 success. Do you have named individuals in key roles? Are they doing the activities they should be doing?

Evaluate Your policy and guidance readinessThere are many policies and guidance materials that should exist and be in usefor Office 365 or a modern digital workplace strategy to be effective.

Everyone approaches adoption differently and every organization is unique.

Everyone approaches adoption differently

@RHARBRIDGE

48

You can (and should) use outside guidance to accelerate and improve adoption!http://FastTrack.Microsoft.com/Office

The key steps in approach are almost always the same

@RHARBRIDGE

49

Planning for adoptionWho will adopt Office 365 and when will they adopt it?

We Need It To Be The Norm / Expectation AdoptersCoordination & InvestmentThese 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 AdoptersThese 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 AdoptersEarly 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 its 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 AdoptersEveryoneAdopting(As Fast As Possible)


Adoption Campaigns


Planning for adoptionDeveloping a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!



Planning for TipsWhen each days 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.

We have created hundreds of ready to go tips to be used mapped out day by day.

56

Planning for ChallengesEach week (or along with the tips) we need to create clear action items or Challenges that users can accomplish to put what they learned in practice.


Planning for ContestsThe 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).


Planning for TrainingSince 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.


Planning for CommunicationDefine a comprehensive communication plan along with the messaging for keyEmail, Intranet posts, Yammer posts or communication for the campaign.

Planning for MeasurementWith each campaign clear reporting should be identified to track success of the Campaign. This reporting will also include baseline measurements as needed.


GovernancePolicies & GuidanceAdoption Campaigns



Remove Demos.







Remove Demos.





IT Has An Important Responsibility


Remove Demos.






How To Improve Adoption In The Real WorldThis Matters To Us & We Can Do SomethingLeadership Perception vs Reality

Remove Demos.






How To Improve Adoption In The Real WorldThis Matters To Us & We Can Do SomethingLeadership Needs To Do More:Policies, Guidance, Campaigns & More

Remove Demos.





Thank You!Organizers, Sponsors and You for making this possible.100+ Awesome Presentations At.. Slideshare.Net/RHarbridgeWhen To Use What Whitepaper.. WhenToUseWhat.com Intranets on O365 Whitepaper.. Office365Intranets.comExternal Sharing Whitepaper.. Office365Extranets.com Message Me On LinkedIn or Email [email protected] Speaker | Author | Super Friendly

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

how to improve office 365 & sharepoint adoption in the real world

Technology