Driving Office 365 And SharePoint Adoption In The Real World

Drive SharePoint Adoption Using

Real World Activities & Metrics

Poll 1

Question 1: What is the biggest challenge you have with your SharePoint intranet within your organization?• Ensuring security & privacy of content• Getting employees to actually use it• Keeping content up to date & relevant• Measuring & proving the value to the organization

2

RICHARDHARBRIDGE

My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at

SPEAKER | AUTHOR | SUPER FRIENDLY

http://www.twitter.com/RHarbridge

http://www.twitter.com/RHarbridge

http://rharbridge.com/

Perception vs Reality

SOMETIMES WHAT WE ARE TOLD ISN’T BASED IN REALITY…

Does everyone have the right expectations?

Common IT Perception vs Reality

1. People will adopt it on their own…

PEOPLE WILL ADOPT IT ON THEIR OWN…

Now that we have implemented it correctly we don’t need to do anything else.

@RHARBRIDGE

POSITIVE CHANGE RARELY HAPPENS WITHOUT HELP…

Even when people have the tools, vision, and an understanding of the risks.


1. People will adopt it on their own…


1. Change won’t happen without help and pro-active effort.



2. Driving usage isn’t IT’s problem…

DRIVING USAGE ISN’T THE IT GROUP’S PROBLEM…

Why would it be IT’s responsibility to drive adoption? Isn’t that a business issue?

GETTING MORE PEOPLE TO USE THE TECHNOLOGY IS IMPORTANT…

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



2. Driving usage isn’t IT’s problem…



2. To get value from technology investments usage is needed. More usage = more value.




3. We can’t track adoption effectively…

WE JUST CAN’T TRACK ADOPTION EFFECTIVELY…

Adoption is complex and there aren’t good ways to track it right now.

BETWEEN OOTB REPORTS AND USAGE DATA & 3RD PARTY TOOLS YOU CAN ABSOLUTELY TRACK IT!

SharePoint usage reporting, Office 365 reporting, great tools like Webtrends…




3. We can’t track adoption effectively…




3. We can track adoption with OOTB, 3rd party tools and more coming soon.

Poll 2

Question 2: What would you say is the most important measure of success of your SharePoint environment within your organization?• Volume of document views & downloads (consumption)• Volume and quality of content published • Level of collaboration that occurs between employees• Availability of the service

28





4. Everyone approaches adoption differently…

@RHARBRIDGE

Everyone approaches adoption differently and every organization is unique.

EVERYONE APPROACHES ADOPTION DIFFERENTLY…

@RHARBRIDGE

You can (and should) use outside guidance to accelerate and improve adoption!

THE KEY STEPS IN APPROACH ARE ALMOST ALWAYS THE SAME…

@RHARBRIDGE

Office 365 Customer Success Center

success.office.com

Scenarios inspire people to work in new ways using Office 365, along with related communication kits to support adoption.

Scenarios

A four-step approach to drive adoption supported by downloadable templates and best practices.

Methodology

Featured adoption communities where you can learn from your peers and adoption experts.

Communities

Helpful resources to learn about other customer stories and special offers to make it easier to get started.

Resources

Learn how to get the most out of Office 365, quickly get your team onboard, and drive adoption.

@RHARBRIDGE

By creating it together a greater sense of ownership and tailoring is possible.

CREATING AN ADOPTION PLAN ALSO DRIVES COMMITMENT AND ACCOUNTABILITY…

REAL WORLD ADOPTION ACTIVITIES & MORE…

Find great ideas for driving adoption in our latest book http://improveit.how/book

http://improveit.how/book





4. Everyone approaches adoption differently…





4. Leverage the work of others to implement a proven approach and build a great plan.

Poll 3

Question 3: Do you have an Adoption Plan in place for your SharePoint intranet?• No we do not, and have no plans to put one in place within the next

12 months• No, but we have plans to put one in place within the next 12 months• Yes we have an adoption plan in place

37






5. All users should be treated equal…

We need to support and invest in our users equally.

NO USER SHOULD BE PRIORITIZED OVER ANOTHER…

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

SOME USERS ARE MORE IMPACTFUL THAN OTHERS…






5. All users should be treated equal…






5. Invest more in champions and users who are having the biggest impact.







6. People will decide how to best use the technology…

@RHARBRIDGEPEOPLE WILL FIGURE OUT THE BEST WAYS TO USE THE TECHNOLOGY…

Our people will optimize the way they work and the technologies they use.

@RHARBRIDGEScenarios Finding Someone With A Certain Expertise ◔ ● ● ◕ ◔ ◔ Ask Something, Don’t Know Whom To Ask ○ ● ◕ ◔ ◕ Do A Brainstorming Activity With My Team ◑ ● ● ◑ ◔ ● Where Should Meeting Notes Be Captured, Stored & Shared? ◕ ◕ ● ● ◔ ●

Where Should I Share Video? ○ ◑ ◔ ◔ ◔ ○ ◔ ● Where Should I Share Photos? ○ ● ◕ ◑ ○ ◔ Have A Real Time Chat With A Colleague ● ◑ ○ ◑ Where Should I Put & Share Documents? ◔ ◕ ● ● ◔ ● Have A Question Related To A Document? ◔ ● ◑ ◑ ◑ ◔ ◑ Invite A Colleague To Lunch ◕ ◔ ● Provide A Note Of Congratulations/Praise ◔ ● ◔ ◑ ◕ Make An Organizational Announcement ◔ ● ◔ ◕ ◕ Remind The Team Of An Important Deadline ◑ ◔ ● ● ●

PROVIDE GUIDANCE ON WHEN TO USE WHAT…

People will use what is easy or familiar – even when something better exists.

@RHARBRIDGE

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

http://www.whentousewhat.com/







6. People will decide how to best use the technology…







6. We need to both drive and guide users around how to better leverage the technology.

Common Individual Perceptions vs Reality

1. If some people don’t adopt it, they just won’t get the benefit – it won’t effect me…

@RHARBRIDGE

IF OTHER PEOPLE DON’T ADOPT – IT’S NOT GOING TO EFFECT ME…

If some people don’t adopt – that’s their problem. They don’t get the benefits.

@RHARBRIDGE

THIS IS IMPORTANT FOR ALL OF US…

The more people use the platform the more value the technology provides.


1. If some people don’t adopt it, they just won’t get the benefit – it won’t effect me…


1. The more people who use the platform; the more value the technology provides.



2. There is nothing I can do alone…

@RHARBRIDGE

THERE IS NOTHING I CAN DO…

I don’t have authority, influence, budget, or the ability to drive adoption alone.

@RHARBRIDGE

THERE IS PLENTY YOU CAN DO ALONE…

Add links to employee signatures, purposefully omit certain information to drive readers to sites/systems (baited email hooks).

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

STOP EMAILING ATTACHMENTS!

THE MEETING INVITE COMES TO YOU…

Take 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?

No the answer isn’t 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 connection…

TRY NARRATING YOUR WORK…

@RHARBRIDGE

REPORT & SHARE WHATEVER YOU CAN…Aggregating reports and sending them to leaders can be good to drive visibility.



2. There is nothing I can do alone…



2. There are many things you can do to help inspire, encourage and embrace adoption.




3. Helping others directly won’t make much of a difference…

@RHARBRIDGE

HELPING OTHERS AS AN INDIVIDUAL WON’T MAKE MUCH DIFFERENCE…

I am only one person and there are plenty of better ways for people to get help.

@RHARBRIDGE

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55%0%5%

10%15%20%25%30%35%40%45%

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)

% USING METHOD TO LEARN

% W

HO

SAI

D M

ETH

OD

WAS

“VE

RY

HEL

PFU

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My Manager

Formal Training

(External)

IT Employee

Formal Training

(Internal)

Co-Worker (Non-Manager, Non-

IT)

Myself, Through Trial and Error

Community Forums

Microsoft’s Website

User Guide or Manual

Online Tutorials or WebinarsSearch Engine

Percent Using Learning Method vs. Helpfulness

YOU HELPING OTHERS IS EXTREMELY EFFECTIVE…

Learning via Co-Workers is among the most effective and most used method.




3. Helping others directly won’t make much of a difference…




3. Helping others by coaching, teaching, or supporting other users is the most used and most effective method of learning.

Common Leadership Perceptions vs Reality

1. It’s up to the users, there is nothing the leadership team can do…

@RHARBRIDGE

IT’S UP TO THE USERS, THERE IS NOTHING LEADERSHIP CAN DO…

We know that adoption is driven from a grass roots approach, it’s up to them.

@RHARBRIDGE

Be proud; you rock superstar

Share ideas and docs in OneDrive

Look in Search & Delve

Ask others for help via Lync

Kick email butt with Exchange

LEADERSHIP CAN TAKE SIGNIFICANT AND MEANINGFUL ACTION TOO…

As a start the leadership team can mandate usage, or remove alternatives.

@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.


1. It’s up to the users, there is nothing the leadership team can do…


1. Beyond leading by example the leadership team can drive adoption from the top down.

Poll 4

Question 4: What department is responsible for ensuring your Intranet is providing value to your employees and your company?• IT• HR• Corporate Communications• Marketing• Other

76



2. We can’t find or identify champions in our organization…

@RHARBRIDGE

WE CAN’T FIND OR IDENTIFY CHAMPIONS IN OUR ORGANISATION…

It’s not clear who the champions are, or how to get them engaged.

@RHARBRIDGE

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 55%0%5%

10%15%20%25%30%35%40%45%

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)

% USING METHOD TO LEARN

% W

HO

SAI

D M

ETH

OD

WAS

“VE

RY

HEL

PFU

L”

My Manager

Formal Training

(External)

IT Employee

Formal Training

(Internal)

Co-Worker (Non-Manager, Non-

IT)

Myself, Through Trial and Error

Community Forums

Microsoft’s Website

User Guide or Manual

Online Tutorials or WebinarsSearch Engine

Percent Using Learning Method vs. Helpfulness

USAGE PATTERNS, SURVEYS, POLLS, INTERVIEWS, CONTESTS/CHALLENGES, AND MORE…

There are many ways to uncover and identify champions in your organization.



2. We can’t find or identify champions in our organization…



2. Finding and identifying champions isn’t a challenge. Empowering and engaging them is.




3. We already solicit and get plenty of feedback from users…

@RHARBRIDGEWE ALREADY GET FEEDBACK FROM OUR USERS…

We run polls, surveys and solicit feedback from users all the time.

@RHARBRIDGE

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.




3. We already solicit and get plenty of feedback from users…




3. Taking action and sharing the results of feedback is just as important as collecting feedback.





4. We are already doing everything we can…

@RHARBRIDGE

WE ARE ALREADY DOING EVERYTHING…

We are doing a ton around adoption, there really isn’t anything more we could do.

@RHARBRIDGEHAVE YOU TRIED USABILITY TESTING, CARD SORTING, DIARY STUDIES, INNOVATION GAMES AND MORE?

There are always ways to further improve usage, adoption and value realization!





4. We are already doing everything we can…





4. There is always more we can do. More awareness, more understanding, more targeting, and more advanced techniques.

Thank You!Organizers, Sponsors and You for making this possible.100+ Awesome Presentations At.. Slideshare.Net/RHarbridgeWhen To Use What Whitepaper.. WhenToUseWhat.com Improve It Book.. ImproveIT.How/BookOffice 365 Success Center.. Success.Office.Com

Message Me On LinkedIn or Email [email protected] SPEAKER | AUTHOR

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

• Built in cooperation with Microsoft’s product team and aligned with Microsoft’s product roadmap

• Supports Office 365, SharePoint 2013 and SharePoint 2010• Each version of SharePoint Analytics designed for each specific

version of Microsoft SharePoint• e.g. SharePoint Analytics for Office 365 designed

specifically for Office 365 to take into consideration that offerings unique architecture.

• Uniquely delivers detailed user, content, and action level data and reporting

• Helps drive user adoption and engagement, provides validation for the investment

• Over 400 Clients• Extension Partner Ecosystem with Established Microsoft Gold

Partners

93

Webtrends Analytics for SharePoint Overview

Call-to-Action and Panel Discussion

Call-to-Action• Webtrends SharePoint Analytics Demo• 2toLead SharePoint Migration Assessment• 2toLead SharePoint Success As A ServiceFor More Information• [email protected]

Panel Discussion

94

Jean-Marc KrikorianWebtrendsAlliances Director

Richard Harbridge2toLeadCTO and Founderhttp://improveit.how/book

GET YOUR COPY:

http://improveit.how/book

@RHARBRIDGERESOURCES TO HELP YOU BE SUCCESSFUL…

These are a few of the resources you should check out.

Get started today with: FastTrack Content, Labs & Guidance: http://aka.ms/getfasttrack Office 365 Success Center: http://success.office.com Office 365 Training App: http://aka.ms/officetraining Office 365 for Business Learning Center: http://aka.ms/o365learning Join the “Driving Adoption” Group in: www.yammer.com/itpronetwork Lync 2013 Rollout & Adoption Success Kit: http://aka.ms/lyncrask Yammer Success Center: https://about.yammer.com/success/ Purchase & Provide Sweet 365 Gear: http://www.co-store.com/iw Leverage Popular Use Cases: http://www.discoversharepoint.com/ Discover SharePoint App: http://aka.ms/dspapp OnRamp (Automated Deployment Assistance): https://onramp.office365.com/onramp/ Office 365 Roadmap: http://office.com/roadmap

http://aka.ms/getfasttrack

http://success.office.com/

http://aka.ms/officetraining

http://aka.ms/o365learning

http://www.yammer.com/itpronetwork

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

@RHARBRIDGEMORE RESOURCES TO HELP YOU BE SUCCESSFUL…

These are a few of the resources you should check out.

Available Programs (Applicability Varies): Customer Immersion Experience: http://aka.ms/TryImmersion

The Microsoft Experience Center provides you a facilitated hands-on environment to experience Microsoft’s productivity solutions through a series of simulated, every day scenarios.

Adoption Offer (New 150+ Seat): https://deploy.office.com/email-migration-offer

Software Assurance Deployment Planning Services: https://deploy.office.com/deployment-planning-services

Software Assurance Training Vouchers: https://www.microsoft.com/learning/en-us/software-assurance-benefits.aspx

Onboarding Center: https://deploy.office.com/onboarding-center

100+ PowerPoint Presentations on SlideShare: http://www.SlidesShare.net/RHarbridge

Richard Harbridge & Kanwal Khipple via LinkedIn or 2toLead.com

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://www.slidesshare.net/RHarbridge

Driving Office 365 And SharePoint Adoption In The Real World

Technology

Transcript of Driving Office 365 And SharePoint Adoption In The Real World