1. Champions Playbook
Workspace of the future

2. Contents Workspace of the Future Champions Playbook introduction
Champions activities overview
8 week rollout plan
Workspace of the Future tools
WSOF tools: benefits & challenges for Champions
Champions Activities
Group Demonstrations
Demo booths and other learning resources
Coaching of executives and assistants
User support and floor walks
Providing feedback
Communicating with leaders and user populations
Appendices: Communication plans for:
Executives and assistants
End-users
IPO & Champions

3. Workspace of the Future (WSOF) Champions Playbook Introduction
The WSOF Champions Playbook is a guide to help WSOF Champions understand the project, the solutions to be deployed, and the available resources. It also aims to help Champions understand their role in the deployment and how they can most effectively help end users.
Within this kit you will find information on and links to:
WSOF project information and deployment plans
How to successfully spread awareness and adoption to your users
Basic information about the three WSOF solutions
Tips, examples, best practices, FAQs and other resources
Key contact and support information for each of the tools

4. Champions activities overview
Below are the high level activities that you should plan on doing to support the rollout out of the Workspace of the Future in your office. Each activity includes an estimated time frame for guidance.
Planning
Familiarize yourself with the WSOF tools
(1 – 2 hours
per tool, 5 hours total)
Go through the self-training modules for the tools
(1 hour per tool, 3 hours total)
Get familiar with the deployment and support processes (As needed)
Join WSOF Champions subject on Spice to get updates & provide feedback
(1 hour / week)
Execution
Submit weekly update for your region using the template
(15 mins / week)
Perform “Floor Walks” to provide advice and get feedback from users
Coach top executives and their assistants
(1.5 hours per week in 3 weeks after launch)
Organize demonstrations and propagate awareness campaigns
(3 hours / week in 3 weeks after launch)
Plan new awareness initiatives based on feedback

5. On-site support & “floor walking”
8 Week Rollout Plan*
Go live!
Weeks 1-3
Week 4
Week 5
Week 6
Week 7
Week 8
Group Demonstrations
Do self-training for each tool. Participate in “Train the Trainer” webinars to learn how to give demonstrations. Complete logistics of sessions, such as reserving of meeting rooms
Prepare sessions by rehearsing. Ask any questions in Spice community. Confirm sessions to attendees who have signed up.
Run 1-2 group demonstrations. If possible, set up a demo booth in the morning or at lunchtime to allow users to stop by and ask questions.
1-2 group demonstrations and a demo booth session.
1 group demonstration.
1 group demonstration, if needed.
Executive coaching
Contact executive assistants to set up coaching sessions (with or without the executive)
Show executive assistant the essential functions of the new tools prior to launch.
Coach executive and his/her assistant. If executive cannot be present, encourage assistant to coach the executive.
Follow up with executive and assistant during floor walk.
On-site support & “floor walking”
Floor walks to guage awareness of coming changes.
Floor walk to remind people of imminent changes and identify oneself as local contact in case of need.
Floor walks proposing assistance and encouraging people to sign up for group sessions.
Respond to questions.
Feedback
Relay concerns voiced during floor walk to the regional change management team.
Provide informal feedback to the regional change management team, through the spice subject or round-table discussions.
Incite users to fill in online feedback survey. Target 90% satisfaction.
*Although the crucial launch period will last 8 weeks, Champions are expected to support users in a lesser capacity (1 hour per week) for another 2-3 months after the 8 week launch period

6. Workspace of the Future tools
Office 365 combines online versions of communication and collaboration tools with the latest version of Microsoft Office including : Word, Excel, PowerPoint, OneNote
Skype for Business proposes messaging, audio/video calls, online meetings, and screen-sharing
Outlook is a tool for managing your calendar, contacts, s and tasks.
Workspace of the Future includes three solutions: Office 365, Skype for Business and Outlook.

7. Usage Scenarios Use Cases Persona Find them <Here> Top Exec
Leaders
Road Warrior
Casual Traveler
Power User
Creative User
Office User
Enabling and calendar on the go 
Enabling Working with your Outlook inbox 
Enabling Conferencing
Enabling more effective notes
Enabling Mobile Application 

8. WSOF Tools: Key benefits Challenges for Champions
Easily access, view and edit documents directly from any web browser
Work simultaneously with others in Excel Spreadsheets or OneNote notebooks
Challenges for Champions
Encourage users to explore online functions
Make sure users know the Office 365 url
Increase awareness of tools like OneNote

9. WSOF Tools: Key benefits Challenges for Champions
Collaboration and professional meetings.
Communication with others, from anywhere, from any device.
Totally integrated with Office applications.
Launch online meetings from Office Applications like PowerPoint or Word.
Familiar tool for those who use Skype at home
Challenges for Champions
Encourage people to use it more widely than Webex (including phone and chat)
Encourage people to create profiles
Explain presence indicators

10. WSOF Tools: Key benefits Challenges for Champions
A clear and centralized display of your s, calendars and contacts, giving you an overview of your activities.
Online synchronization of all of your activities.
Challenges for Champions
Differences with Notes.
Issues with applicatios using Notes databases.
Use of links instead of attached files

11. Champions Activities: Group demonstrations
In order to reach the maximum number of users, we request that Champions organize group demonstrations of the three tools. You only need to provide your regional change management team with the date, time and location of the sessions. The change team will then include information about the session and a link to sign up for it in the end-user communications. They will then provide you with the attendee list for each session.
Formats for the group demonstrations can be:
Standard demonstrations in a meeting room, followed by a Question & Answer session
“Lunch & Learn”, breakfast or “knowledge café” sessions where users can eat or have coffee while they learn about the new tools
A demonstration guide will be provided, but below are some key subjects to address:
Overview of tools, their benefits and target usage scenarios
Office 365 interface
Essential Outlook functions and differences from Notes
Outlook calendar functions and differences from Notes
Skype for Business key functions and differences from Webex

12. Champions Activities: Demo booths and other learning resources
Demo booths Demo booths can be set up in areas of confluence like the front hallway of the office or in front of the cafeteria. These booths give people the opportunity to stop by, see the new tools and ask questions without having to commit to attending a full demonstration. E-learning E-learning modules are accessible to all users via the Workspace of the Future subject in Spice. Microsoft Learning Center The publicly accessible Microsoft Learning Center provides numerous resources such as videos and instructions for using the various functions of Office 365, Outlook and Skype for Business.

13. Champions Activities: Coaching of executives and their assistants
In order to ensure that executives and their assistants do not have any problems performing important daily tasks, Champions are asked to give them particular attention. Two weeks before an executive migrates to each new tool, the Champion should contact that executive’s assistant to organize personal coaching sessions that should take place immediately before and after the launch. If only the assistant is available, the assistant should be trained to also coach the executive. The content of the pre-launch sessions should focus on the “must-know” items. The content of the post-launch sessions can vary according to the profiles of the executive and his/her assistant (see below):
Early adopters (tech-savvy)
Provide some quick tips, e.g.:
Online meetings
Work on Office documents from any device
Users with specifics questions
Provide answers to specific questions
Highlight some new uses
Work on your documents online
Standard users
Use the generic group demonstration agenda

14. Champions Activities: User support and “floor walks”
User Support Champions are expected to respond to FUNCTIONAL questions. Technical questions or problems should be re- directed to the Help Desks. Floor Walks During “Floor Walks”, Champions should simply walk around the office, saying hello to people and asking whether they have any questions or issues regarding the new tools. The Champion should not hesitate to knock and poke his/her head into offices, without being intrusive. Such floor walks allow Champions to have direct contact with the users, understand any recurring issues, and reassure users that help is not far away.

15. Champions Activities: Providing feedback
In order to continuously improve the change management over the course of the project, all Champions should share their ideas, experiences, challenges, success stories and observations. Before the launch Champions should perform floor walks and find out if people are aware of the coming changes and how they perceive the WSOF project. This feedback can be shared informally with the regional change management team. During the launch In addition to posting your feedback in the WSOF Champions subject, please provide the WSOF teams with a weekly update of the key activities and observations you have made. After the launch Encourage WSOF users to fill in the user feedback survey, which will allow the change management teams to know if the changes were understood, accepted, and smoothly achieved.

16. Communicating with leaders & user populations
The regional WSOF change management teams already have a mandate to communicate to regional users on the various collaboration tools. As a Workspace of the Future Champion, you might be solicited to facilitate that communication at your office. For example, you might be asked to hang posters or distribute user guides. Within the WSOF teamsite, you can see an overview of some of the communications that are being planned by the global and regional change management teams. Be aware that these plans could change. In general, a set of “T-minus” communications will progressively prepare users for the upcoming launch of the tools for their business unit. These T-minus communications will start approximately 1 month before each office’s launch.