1. Drive on the Fast Track to SharePoint and Office 365 End User Adoption
Heather Newman, CMO, Content Panda

2. SPS Boston 2016 is made possible by our Sponsors
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3. ShareP nt Champions Bar Visit extaCloud’s booth for Drink Tickets! 6pm
LOCATED IN BOSTON MARRIOTT CAMBRIDGE
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(1 min walk from Microsoft)

4. Tweet this Talk @heddanewman @contentpanda @SPSNashville #SPSNashville
Heather Newman
CONSULTANT
@heddanewman
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5. ImproveIT! Book - Essays on SharePoint Analytics & Adoption
The paperback and Kindle editions are available on Amazon.
The free eBook is available here:
Photo credit Bing Images

6. IT Unity Women in Tech #IStandByYou
Calling all women in technology to share your stores and be heard on the
IT Unity Women in Technology community site.
#I Stand By You Campaign launched - June 2016

7. Adopt a Panda Enter to win a World Wildlife Fund Adopt a Panda Kit
(Value $55 USD)
Soft plush version of your adopted animal
5" x 7" formal adoption certificate
5" x 7" full-color photo of your species
Species spotlight card, full of fascinating information about the animal
Shipped to you post-event

8. No Adoption = No Value Walk Away With
Knowledge of Fast Track Program End User Adoption Checklist Resources
No Adoption = No Value

9. Technology Acceptance Model Perceived Usefulness
The degree to which a person believes that using a particular system would enhance his or her performance
Technology
Acceptance
Model
Perceived Ease of Use
The degree to which a person believes that using a particular system would be free from effort

10. Focus on the “Why”
Not on the “What”

11. Software is used
and consumed by humans

12. Innovators
Early Adopters
Early Majority
Late Majority
Laggards

13. Adoption Campaign Checklist
Define Your Vision
Choose Executive Sponsors
Define Key Stakeholders
Define Use Cases/Business Scenarios
Gather Your Champions
Release in Phases
Adoption Communication Plan
End User Training
Look to Experts
Make it Fun - Gamification
Measure, Share, Iterate

14. People just don’t take the time to do it, because its not easy.
End user adoption and governance has not changed in 15 years for SharePoint or Office 365
People just don’t take the time to do it, because its not easy.

15. Fast Track Resources

16. Office 365 Public Roadmap http://office.com/roadmap
4/22/2018
Office 365 Public Roadmap
A public place where you can get information on service updates to help manage the faster paced release cycles of the cloud
Focus on new and updated functionality*
Covers what’s coming in the near-term, and some longer-term
Offers high-level details, including name, description, status
Not a comprehensive view of all change
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

17. Define Your Vision
Choose Executive Sponsors
Define Use Cases

18. Why SharePoint? What is your vision?
Technical Requirement
Business Need
IT Upgrade
Why SharePoint? What is your vision?
It’s All About Value
Meet Compliance
Project Management
Break Down Department Silos
Collaboration
Outline Your Vision

20. Executive Support
Serves as a role model Articulate value proposition Issue future company-wide announcements and updates

22. “Use Case” Driven Look to the Business
Sales and Marketing
R&D, Production and Operations
Finance and Accounting
Information Technology
HR and Internal Communications
Legal & Compliance

23. Map solutions to business challenges
4/22/2018
Map solutions to business challenges
[Business scenario]
[Business scenario]
[Business scenario]
[Department/team]
[Department/team]
[Department/team]
[Challenge]
[Challenge]
[Challenge]
[Possible Office 365 solution]
[Possible Office 365 solution]
[Possible Office 365 solution]
Map the Office 365 solutions to the business challenges.
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

24. Gather Your Champions/Key Stake Holders
Adoption Communication Plan
Release in Phases

25. Champions Rock Your Project
Top down and bottom up – gotta have both The most excited The biggest critic

26. How will champions support you?
4/22/2018
How will champions support you?
Champions will help to:
Create the groundswell and enthusiasm that grows adoption of improved ways of working. 1
Champions will help reduce the strain on the resources of the core project team, and help drive engagement throughout the community.
Build a circle of influence amongst their teams. 2
Bring the new ways of working to life across teams. 3
Identify business challenges and possible solutions.
Champions help to:
Create the groundswell and enthusiasm that grows adoption of improved ways of working.
Build a circle of influence amongst their teams.
Bring the new ways of working to life across teams.
Identify business challenges and possible solutions.
Provide feedback to the project team and sponsors. 4
Provide feedback to the project team and sponsors. 5
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

27. Develop Your communication plan
Bill of materials Executive announcements Who is your target audience

28. Plan activities to drive adoption from pilot to post launch
4/22/2018
Plan activities to drive adoption from pilot to post launch
End-to-end adoption project plan sample
Pre-launch phase
Post-launch phase
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
Week 12
Key events
Target Launch (date)
Project management
Finalize project plan
Check in with awareness leads
Execute launch activities
Build on results on end-user survey
Vision/ business value
Vision and business scenario development
Define solutions and success criteria
Build adoption plan & Secure Budget
Scenario prep, executive training
Launch scenarios
Engagement activities/ evaluate success
Technology enablement
Readiness for technical deployment of Office 365
Run Pilot with Champions/Early Adopters
Enable solution(s) to organization, department(s) or team(s)
Communications/ training
Identify comms, training and event needs
Develop comms & training plan;
Train helpdesk
Launch teasers: posters, flyers & booklets; setup Learning center
Internal site announcements; dept. specific awareness tactics; first touch event(s); launch FAQ & Yammer Help Group; first round of trainings
Executive Welcome & Event
Setup ongoing training series
Ongoing awareness campaign
Launch participation giveaway
Update and maintain Learning Center
Preform end-user survey
Champions
Identify champions
Train champions and brainstorm activities
Determine ongoing champion duties
Finalize champion launch activities
Survey champions, capture early adopter successes
Launch weekly scenario spotlight based on early adopter success
Launch recurring tips & tricks
Identify and train new champions
Governance
Begin governance discussion; confirm exec sponsorship
Usage policy development
Prepare best-practice policies
Finalize usage policies
Share policies and resources
Based on survey, implement adjustments to usage policy
success.office.com/resources
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

29. Awareness & communications
4/22/2018
Awareness & communications
Inform users of upcoming rollout, and share benefits with them to create anticipation
Countdown & Announcement s
First Touch Events & SWAGs
Let people know what’s coming, setup expectations and spark interest by focusing on the “What’s in it for me?”.
Lunch and learn sessions are a great way to showcase benefits, get people excited, and involve Champions within your organization.
success.office.com/resources
success.office.com/resources
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

30. Release in Phases One division at a time Don’t boil the ocean
4/22/2018
Release in Phases
One division at a time
Don’t boil the ocean
One workload
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

31. What should you include in an awareness campaign?
4/22/2018
What should you include in an awareness campaign?
Awareness Project Plan Sample
5 weeks
4 weeks
3 weeks
2 weeks
1 week
Launch
Post-launch
Posters, flyers, booklets, teasers
First Touch event
Internal site announcements, department-specific awareness tactics
Weekly Scenario Spotlight
Help desk training
Champions training
Learning Center (set up, then update as needed)
Maintain & Update Learning Center
Pilot survey
Early adopter videos
Lunch & learn
Recurring Lunch & Learn
Recurring Tips & tricks
Intranet site announcements
FAQ
Maintain FAQ
Launch event
Executive welcome
End-user training
Policies, best practices
Contests, giveaways
Weekly reporting, success criteria updates
Internal site announcements, department-specific awareness tactics
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

32. End User Training
Look to Experts

33. End User Training In-person In-context

34. End-user training Training end users 4/22/2018
should take on multiple forms to accommodate different learning styles, geographical barriers, and resource constraints. You’ll want to develop a comprehensive training plan that takes into account the technologies being rolled out, the core tasks your audience will need to learn, and the available training budget.
Most likely, you’ll have multiple audiences to serve with your trainings so it’s important to consider:
Who are you training?
What is their role in the organization? What are some of the tasks they perform?
Where do users perform these tasks? On a mobile device? In the office using a workstation?
When do users perform these tasks? When do they need access to the tools? When should training be completed?
How integrated is the tool set in day-to-day activities? How might organizational policies be affected by the integration of the new tool set (sharing documents, storing files, collaborating with external partners, using attachments)?
People learn differently. Training should take on multiple forms to accommodate different learning styles, geographical barriers, and resource constraints. You’ll want to develop a comprehensive training plan that takes into account the technologies being rolled out, the core tasks your audience will need to learn, and the available training budget.
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

35. Expert Opinions & Guidance
There is great information out in the world that exists through sites like IT Unity.com and Microsoft MVP or influencers websites. They have been working on user adoption a long time and their best practices are excellent. Sue Hanley, Jennifer Mason, Robert Bogue, Penelope Coventry

36. Make it Fun - Gamification
Measure, Share, Iterate

37. Gamification
Make it fun (buck the company culture) Use an online scavenger hunt as a fun way to encourage usage Provide recognition for content contribution or usage

38. Launch & engagement events
4/22/2018
Launch & engagement events
Launch day tips:
Host a large-scale launch event, such as a company all-hands or town hall style meeting, in which the executive sponsor and rollout team can officially introduce Office 365 and discuss the value proposition.
Throughout the event, have champions actively engage with the audience to answer questions, address concerns, and encourage the use of Office 365.
Create a Yammer group and point users there to continue the conversation and help consolidate information that is captured.
Organize contests, scavenger hunts, prizes, and giveaways that require people to interact with the Office 365 tools.
Have t-shirts printed for champions to wear on launch day for a unified and recognizable look.
Display printed materials to raise awareness about the day’s activities and showcase the most exciting Office 365 features.
Consider hosting a formal launch event to engage teams. Contests and prizes motivate people to participate. Use print and online materials to showcase features and benefits.
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

39. To maximize results, use a variety of tactics
4/22/2018
To maximize results, use a variety of tactics
including internal announcements or newsletters, is critical to driving adoption, as it informs and inspires users about the new technology and helps create a natural “buzz” or excitement.
Communications
such as parties, town hall meetings, contests, and giveaways, can help further momentum and encourage employees to start interacting with the new tools. Events should require users to interact with Office 365, so that they can experience the value first hand.
Engagement events
Consider a mix of these activities to maximize impact and adoption.
which can vary from classroom-style sessions to self-help getting started guides, is essential to ensure that employees understand how to actually use the new technologies to get their work done.
Training
Raising awareness is an essential step to driving adoption as it informs, involves, and inspires your users. An effective awareness campaign shouldn’t just focus on the new features and functionality to come, but should enable end users to understand the business value of Office 365 and how they can personally benefit from using it.
When building your awareness messaging, consider highlighting the vision and business scenarios that you identified in the previous adoption phases, so end users will have an easier time identifying the “What’s in it for me?“
Your awareness campaign should include a variety of tactics to maximize impact and drive adoption such as communications, events and training.
Keep in mind that the more communications, events, and training sessions that you organize, the more likely your colleagues will engage with Office 365 during your launch and afterward.
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

40. Measure Share Success and Iterate
Broaden Engagement
Create Surveys
Listen to Issues and Pivot on Them

41. Define your success criteria
4/22/2018
Define your success criteria
As you draft your success criteria, use the SMART mnemonic to guide you:
When you develop
your ideal business scenarios and solutions, it’s critical to come up with a formal set of success criteria to measure the impact resulting from your Office 365 rollout. You’ll need to determine what should be measured, and how you will go about collecting both quantitative and qualitative data.
We recommend
that you choose criteria that will help you showcase success to leadership, such as user satisfaction, employee engagement, adoption velocity, and figures related to your desired business scenarios.
Specific: Clear & unambiguous; answers the questions, “What, why, who, where?” S
Measurable: Concrete; clearly demonstrates progress. M
Attainable: Realistic; not extreme. A
Relevant: Matters to stakeholders.
Success criteria should be “SMART”.
As you draft your success criteria, use the SMART mnemonic to guide you:
S - Specific
Clear and unambiguous; answers the questions, “What, why, who, and where?”
M - Measurable
Concrete; clearly demonstrates progress.
A - Attainable
Realistic; not extreme.
R - Relevant
Matters to stakeholders.
T - Timely
Grounded to a specific target date; answers the question, “When?” R
Timely: Grounded to a specific target date; answers the question, “When?” T
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

42. Leverage

43. Lets talk statistics for a minute…
I’m going to present you a few factoids that you can use when you are building your plans –these are all from studies done by reputable companies….

44. 52 70 2.5 the percentage of organization users
introduced to SharePoint without training…
percent 70
the percentage of knowledge students
forget 24 hours after training
percent
2.5
The thing is, most of these statistics are true so we are thrilled to partner with Combined Knowledge to be that net or underpinning to support the in person or online training that you have invested in. I’m going to show you a demo of how we do this with Content Panda.
the average time spent per day by knowledge workers searching for information
hours

45. The ultimate training, support and user adoption app
Schedule a demo today

46. Q&A Heather Newman Heather.newman@contentpanda.com
Blog:
Twitter & Instagram: @heddanewman