Microsoft 365 Adoption Guide

1 Microsoft 365 Adoption GuideDate 01-22-19 Copyright Microsoft Corporation. All rights Best PracticesThe business landscape is changing. Employees seek purpose and satisfaction. Employers aim to harness worker ingenuity. And adiverse, multi-generational workforce can now work anytime, anywhere. Success depends on your ability to collaborate and drive productivity within teams spread across the globe. We created Microsoft 365 to meet these evolving business needs. It is a suiteof powerful tools that optimize productivity in today s corporate understand that adopting new technology involves change, and change can be daunting. Even for the most innovative, cutting-edge s why we created the Microsoft 365 Adoption ve compiled an easy-to-follow how-to Guide that walks you and your team, step-by -step, through the best way to roll out Microsoft 365 to your organization.

2 The insights we share come from our most successful customers, who have maximized the power of their investment, adopting multiple, integrated technologies that now form Microsoft 365. Throughout this Guide you will find links to additional tools and resources as well as the Adoption Planning Workbookwhere you can build your custom approach to , you are not in this alone. There are many organizations who are currently launching Microsoft 365 technologies and you can connect with them in the Driving Adoption way we work is becoming more connected, let s connect the way we does Adoption matter? The successful Adoption of new technology requires behavior change. And change can be takes more than learning a new app. It's a fundamentally different way of working. This change is about people. And we're here to know from doesn't happen employeesdon't want to use new technology rolled out by the CEO was engaged, thetransformation project was more targets is well-defined set of financial andoperational targets is a key component to from each from co-workers is oneof the most effective ways to adoptnew ) creating organizational transformations, July 2008, McKinsey Quarterly, )SharePoint End-User Study, Apr 2013, Microsoft Corporation3) Microsoft 365 Usage Research, May 2016, Microsoft Corporation4)CIO Executive Board Business Productivity Database 1 What is Shadow IT?

3 , -shadow-it/ (accessed March 2017)80% of end users admit to using their communication tool of choice1 Our successful customers navigate Adoption a were most successful when they had a clearly defined vision and knew how the new technology would be leadership projects obtained proactive support from senior leadership to encourage newtechnology used multiple training formats to engage withemployees across business units. performers used email, employee portals, posters, teaser videos, and *Results of a Microsoft research study surveyoAssemble Your TeamoDefine Business StrategyoDetermine ReadinessoMonitor End User AdoptionoMeasure and Report UsageoEncourage Ongoing EngagementOur Adoption Framework guides you through the processENVISIONONBOARDDRIVE VALUEWe have created an easy-to-follow framework to Guide you through the Adoption process. Each phase is broken into simple steps that Guide you to the best practices, resources, and tools you need to build and deploy a customized Adoption Your EnvironmentoBuild Your Adoption PlanoLaunch to Early AdoptersoAdjust Your PlanIdentify and prioritize scenarios while learning about available resources as you plan for rollout.

4 This stage is critical to your journey as you re setting business goals to measure with your key stakeholders to build and launch your Adoption plan. Prepare your environment and test your Adoption approach with Early Adopters. Use feedback to make adjustments before scaling to the deployment and business success depend on usage and satisfaction. This requires planning through the Envision and Onboard phases plus ongoing operational excellence. Phase One: ENVISIONI dentify and prioritize scenarios while learning about available resources as you plan for rollout. This stage is critical to your journey as you re setting business goals to measure Your TeamoDefine Business StrategyoDetermine ReadinessENVISION1) Executive Sponsors2)Success Owner3)Early Adopters4)ChampionsMott MacDonald developed a network of technology champions by engaging the employees who are most interested and enthusiastic about the new capabilities.

5 The company made sure the champions were welltrained and sent them out into the business to coach and communicate with should be involved in your Adoption effort?Transforming to this new way of working requires buy-in and support from across the business. We have identified four key groups who will bridge technology and business outcomes that matter to your organization Each group has a specific role in implementation and should be engaged early and often. The next few pages will outline the specific role these team members will Your TeamHow can Executive Sponsors drive project success?oHelp the project team identify and prioritize theirtopbusiness a role in communicating the vision to leadersacross the participate in and use the Microsoft 365capabilities to help drive and reinforce the Adoption process. Studies show that87% of successful transformation projects hadvisible engagement by Executive Sponsors should:Ensure they understand the ABCs:** Prosci.

6 All rights and visible participationABuilding a coalition with their executive peersBCommunicating directly with employeesCAssemble Your Team Who are Success Ownersand why are they important?oIdentify and engage the right the organization s set business goals into Microsoft 365 an Adoption plan to drive usage and realize valuefrom Microsoft communications and training are successfully Owners ensure business goals are realized by helping people use and get value from the new Microsoft Owners should:Assemble Your TeamWho are Early Adopters?oUsers from different lines of business and departments, preferablythose that work together on a project or business Champions or leaders who will become advocates during thebroad launch to the entire who typically struggle with technology. It s important tounderstand and address their needs during and help desk team members who will support users : Leave out the CEO and upper management.

7 While it canbe tempting to ask for the CEO s involvement, keeping them out ofthe Early Adopter Program provides an opportunity to smooth outany issues before they are exposed during the Your TeamSelecting the right participants for the Early Adopter Program is key to gain valuable insights and inform the organization-wide list below describes the types of employee to include in your program:Champions evangelize and help train their teams on the new ways of working. They build awareness, understanding, and engagement throughout the will:Champions will help to:Who are Champions?oCreate the groundswell of enthusiasm that grows a circle of influence among their the new ways of working to life across business challenges and possible feedback to the project team and strain on core project team through active, connect with an Adoption Champion in each business unit, who sends out weekly emails onOffice 365. Each Office 365 tool has core benefits and by taking users on a smooth journey through them, we are able to unlock the value in each LamshedChange Consultant, QantasAssemble Your TeamOther team members to include in Adoption effortsRoleResponsibilitiesDepartmentExe cutive SponsorCommunicate high-level vision and values of Microsoft 365 to the companyExecutive LeadershipSuccess OwnerEnsure the business goals are realized from your Microsoft 365 rolloutAny departmentProgram ManagerOversee the entire Microsoft 365 launch execution and rollout processITChampionsHelp evangelize Microsoft 365 and manage objection handlingMultiple departmentsTraining LeadManage and communicate training content about Microsoft 365IT or otherDepartment Leads (Stakeholders)Identify how specific departments will use Microsoft 365 and encourage engagementAny department (management)

8 IT SpecialistsOversee all technical aspects of the rollout, including integrationsITCommunication LeadOversee company-wide communications about Microsoft 365 Corp Communications, IT or otherNote: Though we recommend having each of these roles fulfilled throughout your rollout, you may find that you don t require themall to get started with your identified solutions. Visit the Adoption Team Member Role Detailsfor complete people throughout your organization will have important responsibilities during the launch of a new technology. The chart below provides a summary of those roles. We have created a template so you can identify and document your team in the Adoption Planning Your TeamConsider these questions to drive the conversation:oWhat are some of the organization s challenges or painpoints related to communication and collaboration?oWhat are the areas in which your organization wouldlike to improve?oWhat are the organization s strategic initiatives orcurrent transformation projects that Microsoft 365 cansupport?

9 OWhat methods of communication and collaboration aretypically better received by your organization thanothers?oWhat is the process for drafting, distributing, andsharing information?Define your business strategyHost a delve deeper into current challenges, strategies and goals. Include department leads, lines of business, IT and other stakeholders who can help brainstorm how Microsoft 365 can be used in your important business objectives and challenges and start to recognize areas of opportunity to improve work Business with your core team to refine your allow teams to understand how Microsoft 365 can help themachieve act as input and validation of Microsoft 365 support awareness and readiness activities by puttingproducts in context; people will know when and how to use your ScenariosWhat is a Scenario? Scenarios cover the ways your people will use Microsoft 365 to address business challenges and achieve organizational, cultural, tangible or individual Adoption are Scenarios important?

10 The Microsoft 365 Productivity Library is a collection of recommended use cases to showcase ideas on how to use the products to your best advantage in a way that s relevant to idea cards speak to everyday challenges you can solve with Microsoft 365 across industries and roles and includes short training videos. You can search the cards by Industry, Role or Product, or any keywords fitting your needs. Explore what s started:Define Business Strategy Create scenarios for multiple teams and departmentsYou can use the worksheet below to document business scenarios for specific departments and then capture your scenarios in the Adoption Planning (Specific application of the technology)As someone (Team)I ll know this is successful (Solutions success measure)I want (Description of what I want to do)