Business-first methodology for deploying Office 365

Business-first methodology for deploying Office 365

Workplace 365 is the one present on the town relating to depth and breadth of enterprise performance. Options vary from private productiveness (Phrase On-line, OneDrive) to collaboration (Groups, Yammer) and enterprise options (Circulate, PowerBI). It’s no shock that many organisations are subsequently at present deploying or planning to deploy Workplace 365.

The problem is to make sure that the Workplace 365 rollout results in significant adoption, and concrete enterprise advantages. Too typically, companies take a technology-first strategy to Workplace 365, which may fail to completely interact with employees wants and strategic priorities.

As an alternative, companies ought to take a business-first strategy to Workplace 365, understanding the ‘why’ and ‘how’ earlier than getting caught into the ‘what’. This brings the entire organisation on the journey, from the C-Suite right down to frontline employees.

Keep away from widespread pitfalls

There at the moment are sufficient deployments of Workplace 365 across the globe to uncover widespread pitfalls and lifeless ends, corresponding to:

  • Launch and depart, the place the platform is turned on, and introduced to the enterprise, however with none work on adoption utilization. The result’s patchy and underwhelming utilization ranges.
  • All about adoption, the place the only focus is on coaching employees to make use of the brand new instruments. Whereas this work is required, the absence of clear enterprise goals signifies that engagement with enterprise leaders and employees is low.
  • Unclear pilots, that target trialing common instruments reminiscent of Groups. With no clear scope or function, the instruments can ‘escape into the wild’ earlier than the pilots produce a transparent outcome.
  • Platform up, that focuses simply on the ‘beneath the hood’ work required to maneuver a enterprise into the cloud. This work is essential, however by itself it doesn’t present a transparent strategy to enterprise adoption and use.
  • All concerning the instruments, selling the various options which might be offered by Workplace 365. Nevertheless, no quantity of ‘what to make use of when’ fashions will present a transparent enterprise function and course.
  • Tactical, not strategic, specializing in fixing know-how issues or reacting to ‘shadow IT’.  Shifting to Workplace 365 can be extremely disruptive to employees, so employees and enterprise models might be reluctant to dive in and not using a clear enterprise objective.

A business-first methodology

Whereas the introduction of Workplace 365 could be thrilling and daunting in equal elements, there’s a sensible strategy that ensures you take advantage of what’s on supply.

This business-first methodology works as follows:

  1. Perceive the enterprise context, from top-level enterprise aims right down to the day-to-day wants of employees.
  2. Describe the specified digital worker expertise, constructing stakeholder consensus round a concrete future and course.
  3. Decide a digital office technique that outlines what must be delivered and supplies a concrete plan of motion.
  4. Set up the know-how platform, conducting the behind-the-scenes work to convey Workplace 365 into the enterprise.
  5. Launch Workplace 365 capabilities in waves to the enterprise, with a robust concentrate on adoption and use.
  6. Conduct strategic tasks, to ship new enterprise merchandise or to replace present enterprise options.
  7. Progressively set up governance, placing form round possession and administration to make sure a sustainable end result.

Every of those steps is printed within the following sections.

1. Perceive the enterprise context

The start line for any challenge or initiative is to deeply perceive enterprise priorities and employees wants. This requires robust stakeholder engagement in addition to strong area analysis that targets key employees teams.

This analysis doesn’t need to be large in scope, nevertheless it should take a holistic strategy that delves into the day-to-day work of employees with out getting caught up in asking ‘what employees need’. (This isn’t about gathering ‘enterprise necessities’ or following a ‘tick the field’ strategy to the analysis.)

This exercise produces:

  • Clear articulation of enterprise and consumer wants, highlighting the important thing challenges and points that have to be resolved first.
  • Potential enterprise alternatives that may be focused by the deployment of Workplace 365.
  • Fleshed-out consumer situations, which describe key patterns of employees exercise that may be improved by means of Workplace 365.

2. Describe the specified digital worker expertise

Digital worker expertise (DEX) supplies a strong approach of capturing and articulating how employees can be working sooner or later. (What’s DEX?)

Greater than only a ‘blue sky’ or ‘science fiction’ description of an thrilling future, a DEX imaginative and prescient places significant form round how all of the enterprise techniques and platforms want to return collectively to allow employees to be productive and engaged.

What makes this highly effective is that the DEX imaginative and prescient encompasses extra than simply Workplace 365. It recognises that Workplace 365, whereas new, will all the time be simply one of many enterprise platforms or  merchandise inside a enterprise. The DEX imaginative and prescient subsequently encompasses core enterprise methods, in addition to different merchandise (eg Salesforce, Oracle, SAP, and so forth).

This exercise produces:

  • DEX imaginative and prescient that gives a significant and tangible description of how employees will probably be working within the close to future.
  • Stakeholder engagement and alignment, which supplies the inspiration for the institution of governance.
  • Clear enterprise goals that decide priorities and supply the idea of a robust enterprise case.

three. Decide a digital office technique

There are lots of instruments inside Workplace 365, and lots of teams inside a enterprise that would use them. What’s wanted, nevertheless, is a digital office technique that pulls collectively many parts to explain a business-first strategy to delivering desired outcomes.

The DEX imaginative and prescient offers the ‘why’, and the digital office technique then outlines the ‘how’. The technique determines which areas and issues to deal with, and the order by which to proceed. It additionally describes the important thing elements of the digital office, and descriptions how they need to work collectively.

This exercise produces:

  • General form of the specified digital office, outlining how all the varied parts match collectively from a enterprise (not purely know-how) perspective.
  • Focused enterprise wants that the rollout of Workplace 356 will tackle within the early phases.
  • Sensible roadmap of actions and tasks that may ship the brand new digital office.

four. Set up the know-how platform

There’s a whole lot of essential technical work that must be carried out ‘beneath the hood’ to organize for the deployment of Workplace 365. This consists of cleansing up Lively Listing, configuring the factors of interface between on-premise and cloud parts, and figuring out safety settings.

Until there’s a really robust inner Workplace 365 staff, we advocate that companies interact one of many know-how specialists who work on this area. They’ve robust connections with Microsoft, and may use the detailed information they’ve gained to make sure the proper selections are made.

This exercise produces:

  • Workplace 365 deployed and able to use by enterprise groups.
  • Key behind-the-scenes technical elements addressed and resolved.

5. Launch Workplace 365 capabilities in waves

With a lot now offered as a part of Workplace 365, it is senseless to launch it suddenly. Employees shall be confused by the 15+ purposes on supply, and the enterprise might be not sure the place to focus on change administration and adoption actions.

A greater strategy is to launch Workplace 365 in waves, both rolling out a selected function (eg Trade, Groups, Yammer, and so forth) or concentrating on a selected enterprise group (eg frontline employees, or venture groups). This enables the enterprise to ‘digest’ Workplace 365 progressively, with clear enterprise profit delivered at every step within the course of.

This exercise produces:

  • Early wins that come from concentrating on key enterprise teams or wants.
  • Robust adoption of latest Workplace 365 performance, achieved by concentrating on change administration efforts.
  • Progressive will increase in digital literacy, however by taking employees on a journey moderately than by way of a big-bang launch.

6. Conduct strategic tasks

Whereas many issues might be launched in waves, there’ll nonetheless be greater and extra complicated must be met. The could be addressed by means of a programme of strategic tasks that take greater leaps ahead.

These tasks might embrace redeveloping the company intranet utilizing one of many out-of-the-box instruments obtainable within the market, or addressing doc administration wants. There may additionally be a concerted concentrate on frontline and operational employees, releasing a considerable package deal of enhancements that encompasses each software program and hardware.

This exercise produces:

  • Enterprise options that utilise Workplace 365 to resolve bigger and extra complicated wants.
  • Greater leaps ahead that come from well-resourced tasks that take an built-in strategy to resolving points.
  • Bigger enterprise advantages that come from concentrating on strategic points or key employees teams.

7. Progressively set up governance

Governance is crucial for making certain the long run sustainability of Workplace 365, and the options which are constructed on prime of it. It additionally supplies strong decision-making processes that interact each enterprise and know-how groups inside a enterprise.

As Workplace 365 is progressively launched into the organisation, governance will assist to attract clear strains between totally different parts, whereas making certain they’re all heading in the identical course. This positions governance because the mechanism for attaining the digital worker expertise (DEX) imaginative and prescient that was outlined at first of the journey.

This exercise produces:

  • Clear possession of digital office parts, together with Workplace 365.
  • Determination-making processes that assist to maintain tasks and initiatives aligned.
  • Sustainability of the platform, by making certain that the enterprise and key stakeholders are aligned and educated.

Seven-step course of

This text has outlined a seven-step methodology for taking a business-first strategy to deploying Workplace 365.

Whereas the listing as an entire might look like daunting, in apply it’s fairly the other. By breaking down the ‘huge beast’ that’s Workplace 365, enterprise and know-how groups can take a measured step-by-step course of that produces concrete outcomes at each step.

The business-first orientation ensures that advantages are maximised, and that the entire enterprise is concerned within the journey alongside know-how groups.

What does this seem like in follow?

A authorities company had determined to maneuver into the cloud, together with Workplace 365 and a brand new buyer relationship administration (CRM) system. An early pilot of Groups and Planner was run to attempt to handle ‘shadow IT’, however it wasn’t making clear progress.

Once we have been engaged by the shopper, we carried out subject analysis within the Australian workplaces in addition to  their abroad places. This recognized that their digital worker expertise was fragmented, and poorly suited to make use of abroad and when on the street.

The company had restructured into industry-based groups, however there weren’t any practices or processes in place to assist these groups work throughout Australia and internationally.

Clear consumer situations emerged, referring to information sharing inside these industry groups, drawing on the KM idea of ‘communities of follow’. We additionally found that paperwork have been typically labored on by a number of individuals, by way of a clunky check-in, check-out course of on their SharePoint 2013 intranet. Doc co-creation subsequently additionally emerged as an necessary state of affairs.

The digital office technique prioritised using Groups to help the communities of follow, in addition to redeveloping the intranet on Workplace 365, utilizing one of many intranet-in-a-box merchandise within the market. The intranet would offer the ‘enterprise entrance door’, and doc administration would largely be moved into Groups.

As Workplace 365 was additional rolled out into the organisation, digital literacy expertise can be constructed up among the many employees, and strategic tasks used to ship massive leaps ahead. Behind the scenes, strong governance would make clear possession and streamline decision-making.

By the top of the venture, the company can be a robust place to ship its core mission, utilising Workplace 365 in a very productive method.

Get help early

Step Two has 15+ years of expertise in taking business-first approaches to the deployment and use of latest applied sciences. As we converse, we’re serving to a number of organisations by means of the present Workplace 365 journey.

What we’ve discovered is that it’s necessary to get help early, to form the imaginative and prescient and technique first earlier than know-how selections get made in a rush. This ensures that a strong strategic basis is in place that may information the place effort is directed, and that key stakeholders are deeply engaged.

Get in contact, and we’d be completely happy to speak by means of our business-first methodology in larger element, after which bounce in and assist!

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