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Why you need to provide Office 365 training

Why you need to provide Office 365 training

One thing I've heard from several companies is concern that general users are not using it to its full potential, which means the company is not reaping the benefits from its investment.

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Why you need to provide Office 365 training
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Why you need to provide Office 365 training

As a training professional at Ergo I spend a lot of time talking to clients – new, existing and potential – at their offices and around their end users. It’s my job to listen. It’s my job to scope and identify accurately what the client needs are in terms of designing the appropriate training program to drive user adoption of their IT solutions.

So what are clients saying about Office 365 and what does it tell us about its user adoption challenges?

Well one thing I’ve heard from several companies is concern that general users are not using it to its full potential, which means the company is not reaping the benefits from its investment.

Old habits are clearly hard to change. I’m always hearing about employees who still attach files to emails rather than storing them online and simply sharing the link. Some are navigating through multiple copies and multiple versions of documents instead of using Office 365 to maintain just one version. The single biggest complaint is: “Our staff members are just not getting it…”

Realising the benefits

All of these barriers are preventing users from unlocking the power and collaborative benefits that have the ability to transform the workplace. This is why at Ergo we emphasise the importance of user adoption and implementing the right plan. The fog will lift if you spend more time focusing on user adoption strategy and then the rich features and benefits will be clearer for people to see:

  1. Store
    With OneDrive for Business or SharePoint Online users can store their documents in the cloud, enabling them to access documents from any device at any location.
  2. Access
    Mobile and web apps make it easy to access and work on documents across all device types at any location. For example, access your email from anywhere using the Outlook Web App.
  3. Share
    Share documents from your OneDrive for Business with co-workers (internal or external). Choose read-only or edit permissions as you see fit. Or use SharePoint Online to store your documents in a shared online location.
  4. Co-Authoring
    Making use of Office Online allows all of your co-workers to work on the same document at the same time. You don’t need to wait until a co-worker is finished before you make your edits –which is an incredibly useful feature when you need various team members to review and leave comments or fill out their sections of an Excel spreadsheet.
  5. Version Control
    Maintain just one version of a document and avoid co-workers having to save multiple copies that create confusion. When you share a document, all your co-workers are accessing the same version. They can view or edit it depending on the permissions you provide them with.
  6. Email Attachments
    No need to attach copies of documents to your emails. Simply share the document link in your emails or instant messages and avoid distributing multiple copies.
  7. Document Recovery
    If you use OneDrive for Business or SharePoint Online to store your documents you can easily roll back to a previous version if required. There is also a recycling bin if deleted documents need to be restored..
  8. OneNote
    Use OneNote (Microsoft’s digital notebook) to collaborate. Share your notes or meeting minutes with your colleagues. Collaborate by co-authoring in shared notebooks.
  9. SharePoint Online
    Use SharePoint Online to view, manage and share your team’s calendars, tasks lists, document libraries, announcements, important links and much more.
  10. Connected Applications
    Office 365 gives the user access to various Microsoft applications and services, which are all enabled in the cloud, creating a unique ecosystem with many business benefits.

The point to remember about of all of this, and the reason why a tailored training and user adoption program matters, is that 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.

As they get to understand 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.

Speak to one of Ergo’s skilled trainers here and user adoption specialists to find out more about creating the right program for your users.

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