8 Steps to Increase User Adoption of Office 365
So, you have invested in Office 365. You have given your users the golden opportunity to improve the way they work! Your goal was to enable them to become more connected, collaborative and structured in how work gets done.
However, this all may seem well and good – but if your users are not using Office 365 to its full potential, then your company is not reaping the benefits from its investment.
So, how do you increase user adoption of Office 365? How do you ensure that users are reaping all the benefits that Office 365 brings? How do you enable your users to improve collaboration through Office 365?
A structured User Adoption plan is a key ingredient to any Office 365 rollout. User Adoption is about ensuring that people across your organisation understand the benefits and embrace the solution provided.
Bring your users on the Office 365 journey by following these 8 steps:
- Establish the Vision
Assemble the correct team and ensure that you have a list of business goals that you want to achieve with the help of your new solution.
Why Set a Vision: A well-defined vision enables employees of all levels to foresee the value the new tools will bring not only to the organization as a whole, but also to the individual roles within. This in turn helps secure buy-in and support across the business.
Example Vision: “Transforming the way our department connects with each other, works together on tasks or projects, communicates with leadership, and streamlines processes for efficiency and clarity.”
- Engage Executive Sponsors
Executive support is an essential aspect of driving end-user adoption.
Executives have the greatest influence on culture, and their participation is essential in driving employees’ adoption of new technologies.
Organizations that secure executive sponsors to actively communicate the value and benefit of their new solution are more likely to be successful with their rollout.
- Idenitify and prioritise real business scenarios
Hold meetings and workshops to delve deeper into current challenges, strategies, and goals.
Identify the important business objectives and challenges and start to recognize areas of opportunity to improve work processes.
- Identify key stakeholders
The most successful technology rollouts occur when a committed team of individuals, representing a cross-section of your organization, executes all tasks effectively and on time.
Your launch will be more successful as a team effort, but keep in mind that depending on the size and makeup of your organization, it’s possible for some roles to overlap, to have certain people fulfil multiple roles, or to have multiple team members fulfil a single role.
- Build a Champion Program
Champions are not only passionate about what they do but are also excited to evangelize and help their peers to learn more effective solutions.
Champions will help reduce the strain on the resources of the core project team and help drive engagement throughout the community.
Champions will evangelize and help train their teams on the new ways of working. They build awareness, understanding, and engagement throughout the community.
- Launch an awareness campaign
Critical to driving adoption, as it informs and inspires users about the new technology and helps create a natural “buzz” or excitement.
- Implement an end user training program
Equip your end users with the knowledge necessary to avail of all the benefits that Office 365 brings.
Carry out a Training Needs Analysis to identify training needs and align them to targeted business goals using real business scenarios.
Implement a training program incorporating awareness material, training portal, training delivery, content development, brown bag sessions / lunch n learns, super user training and support, webinar training sessions, blogs, interactive Q&A Sessions, metrics etc.
- Measure and share the success
Consolidate feedback, assess your levels of success, and prepare to iterate on your approach by identifying new business scenarios, solutions, and audiences.
Showing the positive changes brought about by the new solution will encourage continued adoption and satisfy management and/or relevant business owners by showcasing the return on investment.
Office 365 is about new ways of working. It demands change and people don’t like change. This is why it’s important to educate our end users about the benefits and demonstrate what’s in it for them.
Once they discover how the cloud-based software will make their lives easier, adoption levels will soar and the productivity benefits that come from a more collaborative workforce will more than justify the investment.