Change management is essential when the organization is migrating to Office 365 software. Most of the staff are aware of this, however, there is one important aspect that managers have to pay attention to, this is a ‘user adoption’. This is a key aspect that must be included in your Office 365 migration planning. What excatly is a user adoption? Microsoft explains it as the mental acceptance and use of new items in their lives. It can take place by a number of method, but predominantly address by the ‘big bang’ or the ‘phased adoption.’
Why is it so important? Change always brings something different. However, people are creatures of habit and routines become automatic. Changes disturbs our routine and so people feel distracted and confused. People don’t like changes. Hence, assuming that all staff will pick up the new system and its features immediately, and learn in the same way is a big mistake. IT managers have to know, that the more you can do to help employees feel fully supported before, during, and after the migration, the less you’re likely to see the rejection and confusion form their side.
How to prepare to go successfully through changes within the company? And what can you do as a leader of changes?
When people respect their leaders, it’s often because the leader has built trust over a period of time. If trust is not built, then mistrust is the default response and mistrust often becomes evident in a resistance to change. Leaders can build trust by being honest and then by including people in the change process. Further, they can create an environment in which people believe the change can be implemented and managed for the benefit of all.
The main thing that every IT manager needs to do, is to establish an adoption plan where the communication with emplpyees is the main aspect. Together, you can devise a schedule of activities that includes:
• Communications – widespread announcements of what to expect from the new environment, goals of the migration, timelines, etc.
• Engagement events – special seminars and trainings to help familiarize end-users with the Office 365 environment.
• Bottom-up introductions – help end-users build foundations for how they’ll eventually use Office 365, and answer, “What’s in it for me?”
• Top-down introductions – ask leaders and managers to promote the organization’s unified support for the new platform. If leadership believes it, workers will, too.
• Amp up the resources – plan to have training classes, webinars, and self-help resources ready to address common use questions that may arise.
There are many things to consider in an Office 365 migration plan and pay the most attention to he employees.
Office 365 Sr. Director, Scott Miller, advices to keep in mind that: “If you can drive to 10% adoption, you hit a tipping point and the rest of the organization will begin to follow.”
To understand better the behaviour of employees, read the article Rogers Adoption Curve helps you understand your employees.