Your IT manager suggested migrating to Microsoft Office 365, as it has been addressed as the best option now for your company. You trust him, you trust the IT team. So you did the migration, bought the licenses and now all employees are in. The investment was huge, and it’s time to get the most out of it. But how do you know whether and how your employees are going to use and exploit the possibilities that Office 365 can offer them in terms of productivity, collaboration and smart working?
By helping your end-users understand how those capabilities can improve their team collaboration and simplify their day-to-day tasks, you can make some positive changes for your company, starting to act for your return on investment.
1. Use Targeted Communications
To change the behavior of your end-user community and make them adopt the new technology, a communication strategy is essential. First of all, you have to create awareness and information about what is going on and what this changes will mean for end users.
You need to customize the message to their job role and specify how the new features can help them to be more productive, meaning do more in less time. So, focus on your audience and their needs. The critical question is “What’s in it for me? “ In other words, highlight the benefits for them.
2. Media mix
To implement your communication strategy, you can use several channels.
Printed material such as posters, flyers, brochures, and reference cards. They can be put up in common areas such as break rooms, printer bays, and bathrooms. Communicate your message and boost discussions, questions, dialogues.
Live events such as webinars, workshops, lunch and training. These are a great way for IT to engage with end users, learn about how the tool works, and discover many opportunities to solve real business problems with Office 365.
Audiovisual material. Videos broadcasted in your collaboration platform, internal organizational channels, WhatsApp groups, social media, intranet, corporate emails and newsletter.
3. Word of mouth
The good old way of communicating always works. People like to talk with people about what is happening in the organization. Everyone is involved in the word of mouth process to communicate the changes and marketing the new technology. Executives and managers are not excluded. They also have to tell their direct reports to peers telling peers. You can harness the power of peers telling peers by creating a champions program.
4. Champions program
Identify people in your company who see the value of Office 365 through personal experience and are willing to mentor their peers. They will be your ambassadors, promoting the use of the tools to their colleagues and inspiring them to follow their example.
5. Technical support for new users
The IT Helpdesk staff should be trained in what Office 365 can do, as well as how to support users facing problems and difficulties. Moreover, the IT help desk can identify a business productivity problem that Office 365 can solve in ways the end user is not aware, or discover common issues experienced by users that need more training.
6. Learning opportunities
Whether it is e-learning sessions, workshops, live or virtual training, the most important thing is to help users familiarize and experiment with Office 365. Learning how it works, the concrete possibilities and actions they can do in the daily work explained by experts is fundamental to avoid the barriers that can stop new users to adapt to the new tools.
7. Keep track and monitor the progress
To do so, Microsoft provides many tools, such as Microsoft 365 usage analytics within Power BI. Thanks to this tool, you can gain insights on how your organization is adopting the various services within Office 365 to communicate and collaborate. You can visualize and analyze Office 365 usage data, create custom reports and share the insights within your organization and gain insights into how specific regions or departments are utilizing Office 365.
These seven points represent some tips and general ideas on how to proceed when a new technology, like Office 365, is being introduced in your company. However, to ensure a positive rate of user adoption and a successful change management strategy that will pay back your investment, a more structured user adoption strategy and change management methodology are needed.
Silverside PACE methodology is made of four phases: Prepare, Activate, Capitalise, Enhance. Managing the organizational changes in the method of working and in technologies is just easier for managers, consultants and end users. Firstly, be aware of the organizational culture of your company and plan a complete and predictive change management strategy in all the aspects. Secondly, acquire the new collaborative business vision and the technologies necessary to implement the strategy. A user adoption strategy is fundamental at this stage to instill change at every level in the organization. Lastly, optimize the value gained by adjusting the strategy, address key challenges and align with the required business outcomes.