Tagged: Adoption and Training

How to gain insights on Microsoft 365 adoption?

In this post I describe where you can start to get more details (figures!) about the Microsoft (Office) 365 adoption at your company.

There are many different ways to gain insights. But if you rolled out different Office 365 services at your company there’s already quite a lot of valuable data. Where? Well, you know all the admin dashboards in the different Office 365 admin centers, right? So, these dashboards are good start to see what’s adopted but what about a more holistic view?

Source: https://pixabay.com/illustrations/statistics-graph-chart-data-3411473/

Of course you, could build a new dashboard in PowerBI by attaching different data sources, Graph API etc. But why not utilizing available tools? Is there any?

Microsoft 365 usage analytics

Yes, there is and it delivers you the following information:

  • Adoption overview report
  • Product usage report
  • Storage used report
  • Communication report
  • Collaboration report
  • Office activation report
  • Access from anywhere report
  • Individual service usage reports
  • Individual service user activity reports

What do have to do for this?

There is not much to do.

  1. Enable Microsoft 365 usage analytics [see link at the bottom]
  2. Navigate and utilize the reports in Microsoft 365 usage analytics [see link at the bottom]
  3. Read the reports
  4. Apply measures to drive adoption in the spaces where it is required
  5. Review monthly
  6. Go back to 3. [infinite loop / continuous [adoption] improvement process –> learning never ends ;-)]

Conclusion, opinion and summary

Before you start to build your own reports you might want to start with what’s available at your fingertips! I had the chance to test and it’s ready within minutes. So, you can view report data. What you finally need to do is to check what information you receive and conclude your next steps to drive adoption in weak areas by adequate measures, e.g. awareness campaign, training/education or other means of communications to drive adoption of Office 365 services within your company (as needed).

Additional resources

Microsoft modern communications webinar series

Microsoft initiated a webinar series by Microsoft communication leaders and HR to share insights and challenges regarding modern communication and cultural transformation. There are several webinars from May, 16 to June, 26, 2019. The contents are, for instance, communicating better, storytelling, empower employees, effective internal communication, employee feedback and optimized communication on employee feedback.

Additional Resources

Where can I get OneDrive for Business adoption guidiance material?

Rolling out and adopting Micrsoft OneDrive for Business (ODFB) is a great opportunity to get rid of your legacy onprem file servers, shares, local device saved data and roaming profiles etc.

ODFB enables you to access your files from a versatile set of endpoints (PC/Mac/common Browsers/iOS/Android) and keep your data safe and in sync. You can also share certain files with others as needed. However, ODFB is one part for storing data. It is primarily for your documents. Working requires also other options for data collaboration, distribution and sharing therefore you might want to consider SharePoint Online as backend for storing files within your company, department or team.

To start and abandon your legacy file repository you can find supportiv guidiance and details for ODFB, e.g.  

  • Usage Scenarios for OneDrive
  • Guidance on how OneDrive can be utiliized
  • Use Cases
  • Success measuring  options
  • Planning communication
  • …

https://resources.techcommunity.microsoft.com/resources/onedrive-adoption/

How to succeed with your Teams rollout?!

In this blog post I outline what you should not do and instead what options you have got to succeed with your Teams rollout to our business (end) users.

Drop and run (don’t!)

“OMG there’ll be a new chat software on my device? When? Today? What? Why? Another one? Do we not have enough? Why can I not stick with the old … it worked somehow …” Well, if you’ll hear these question from your end users something went wrong! You might missed a proper change management execution in regards of user adoption and training! The bad approach to roll out a new tool on device/s to end users is to

  • send users a single mail at the go live date,
  • tell them you’ll get a new tool
  • the new software tool gets installed
  • tool runs in the background (user maybe has not yet read your mail)
  • user does not really know how he/she has to use the tool
  • you’ll get flooded and busy receiving many tickets/complaints/questions regarding the new tool (if it is also telephony / the (soft) phone (system) you just changed you might get no calls because users are not aware how to call you)
  • you need to cope with the tickets …
  • your manager and other business stakeholder will complain
  • …
  • plummeting of productivity / revenue / profit (users are unable to work as expected)
  • no time for other projects and things which really add value to your business
  • …

Ouch!

Enable users for productivity, not just some Teams clients

In my experience, based on my consulting projects, I’m glad to notice (and tell you) that more and more companies from small to large focus also on user experience as critical success factor. So, to get users to adopt new technology and make them to leave a comfort zone you must help them to get them aboard the Teams client. That’s exactly what these companies do: They start to develop a user adoption and training strategy and initiate its execution. Mostly the user adoption and training does not end when the rollout ends. An user adoption program remains but the intensity and frequency of actions to drive adoption decrease but does not vanish. Office 365, Teams and the ecosystem is dynamic and someone needs to keep that in mind to keep users informed on minor and major changes as well as to help and find ways for the business to innovate and drive the company’s digital transformation. #livelonglearning #learningftw #adoptionftw

To reach excellent user experience you must execute a suited change management. What this looks like depends on your employees and users. There is no one-size-fits-all approach in my opinion. There are some common things to keep in mind, plan and execute but usually this is different from company-to-company.

It may help to involve someone from the marketing team because they can be supportive for internal project marketing to make users demanding Teams before it is even ready in your company.
Get in touch with your business stakeholders, demonstrate Teams, evangelize Teams and sell the added value which it brings to each user (group). Assuming that you consider to replace your existing telephony system (private branch exchange, pbx) and go from a legacy phone system to Teams direct routing you must plan a longer period for the change management! Migrating common information worker workloads to Teams plus telephony is a much bigger change (organizational / cultural change) for users. You will have discussions if you just want to quickly replace a legacy desk phone with a new fancy headset and soft client … you need to address this early enough and offer solutions on which users agree(ed) on. Just imagine you go to one employee and take away the phone from his/her desk which he/she used for maybe the last 20 years … and why do you still go in the office? Using Teams enables you for working from every spot around the globe where you have a sophisticated internet connection, e.g. home office, in the park, on the train, … where ever you like with many devices…
This culture is not yet common practice in many companies. There are still many companies tying information worker employees to their office desks. The final questions are why and is your corporate culture striving for this change?

Further resources