Communications Guide for M365

Communications Guide for M365

Version 1.12 Published: September 22, 2021

Table of Contents

Table of Contents.......................................................................................................................................... 2 Purpose of this guide .................................................................................................................................... 5 Role of a change champion........................................................................................................................... 5

Create a team of change champions ........................................................................................................ 5 Benefits of M365........................................................................................................................................... 6 Communication Methods ............................................................................................................................. 6

Things to share.......................................................................................................................................... 6 Methods to use to communicate.............................................................................................................. 6 Communication resources ............................................................................................................................ 7 Templates and sample communications .................................................................................................. 7 On-going resources ................................................................................................................................... 8 Cross-agency collaboration........................................................................................................................... 9 Appendix A- Sample emails......................................................................................................................... 11 Welcome to Teams + OneDrive and New Email ..................................................................................... 11 Email Distribution Lists Update............................................................................................................... 13 Completing Move to Microsoft 365........................................................................................................ 14 M365 Partner/Customer notice communication ................................................................................... 16 Email address change message............................................................................................................... 16 M365 Manager Notice ............................................................................................................................ 17 Microsoft 365 is coming.......................................................................................................................... 19 Microsoft 365 Reminder ......................................................................................................................... 21 Migration weekend out of office message ............................................................................................. 22 Welcome to M365 .................................................................................................................................. 23 Microsoft 365 for the Enterprise is coming ............................................................................................ 25 Welcome to M365 Enterprise................................................................................................................. 27 Appendix B- Sample newsletter or intranet articles................................................................................... 29 Microsoft 365 is coming.......................................................................................................................... 29 We have M365, now what? .................................................................................................................... 30 Finding training on M365 products ........................................................................................................ 31 Appendix C- Talking points and FAQ........................................................................................................... 32 General.................................................................................................................................................... 32 Training ................................................................................................................................................... 32 Teams ...................................................................................................................................................... 33

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FAQ.......................................................................................................................................................... 33 Appendix D- Personas ................................................................................................................................. 36 Appendix E ? Communication Plan Tracker .................................................................................................. 1

Document versioning

Version 1.0 1.1-1.6

1.7

Date Various

3/8/2021

Author Jyll Smith Jyll Smith

Jennifer de Jong , Jyll Smith

Comments Published Document Added:

? Talking points. ? Frequently Asked Questions. ? Sample newsletter articles. Added: ? Email templates for managers,

Customers/Partners and the day of migration.

1.8

Jennifer de Jong, Added:

Jyll Smith, David

? Templates for Group D agencies.

Solberg

? Migration weekend out of office message.

? Talking point for migration weekend.

? Updated training information.

? Note related to notify all contacts to update

Outlook Cache and contacts.

1.9

4/20/2021 Jennifer de Jong, Added:

David Solberg

? Templates for Group A agencies.

? Reference to workday email updates.

1.10

4/7/2021 Jennifer de Jong

? Updated the Hub graphic

? Added branding to the Group D templates

? Reorganized the email templates

? Added info on Junk mail to templates

1.11

6/22/2021 Jennifer de Jong

? Added FAQ

? Added info on syncing the Outlook contacts

with iPhone contacts to the "Welcome to

M365"

? Added Communication Plan Tracker

? Updated training links to Workday

1.12

9/22/2021 Jennifer de Jong

? Added links to "How to See Who You Have

Shared a File with in OneDrive" for email

address/UPN changes

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Purpose of this guide

This guide will help you communicate the move and adoption of Microsoft 365 (M365) in your agency. Microsoft 365 (M365) allows agencies to maximize both enterprise effectiveness through seamless, `anytime, anywhere' collaboration and cross-boundary teamwork and coordination. Oregon has a hybrid model for managing Microsoft environments that is caught between decentralized and centralized.

Enterprise Information Services (EIS) wants agencies and their employees to be successful in adopting M365. The opportunities available through M365 are many and can be overwhelming to communicate and learn. This is where you can help as a change champion!

As a change champion, you are excited about the possibilities that these modern office productivity tools bring and the new capabilities through a shared, statewide environment. You will also be able to co-author documents instead of emailing versions back and forth and hoping everyone is working from on the latest version. Like your agency, we have been learning and will continue to learn the tools available and we will be sharing them with you.

This guide provides you a starting point for communicating with end users in your agency. The guide contains sample emails, newsletters and talking points. We encourage you to map out communication avenues, audiences and frequency of communications.

To learn more about the project, visit the project web page and sign-up here to receive Project News updates.

Role of a change champion

Create a team of change champions

Being a change champion can be a daunting task. We recommend creating a team of champions to assist in outreach and developing or refining communications. We recommend that your team have representatives from your director's office, communications, each branch or division of your agency and naturally your IS section.

As the change champion, you are the primary point of contact between impacted stakeholders in your agency and the core M365 project team throughout the duration of the project. The EIS M365 team will hold monthly change champion meetings to provide updates and tools as well as receive feedback from you.

Your role ? Influence and lead change ? Advocate openness and willingness to explore business process improvements enabled by M365 ? Facilitate clear, concise and direct communication

Your tasks ? Help plan and execute change management communications ? Receive and process feedback resulting from key messages ? Attend change champion meetings ? Conduct meetings with representatives from department(s) as necessary to facilitate changes enabled by M365

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Benefits of M365

Naturally, people ask how this new program will make their life easier. Depending on someone's position, there could be more tools available that can streamline work and increase productivity. The easy answers include:

? Users can work from anywhere ? Teams and users can easily collaborate ? Simplified virtual communications ? File storage and sharing capabilities ? Access to the latest programs and updates ? Provides robust security and reliability

Communication Methods

Communicating the move and benefits will be critical for a smooth and successful adoption of M365. It is important to communicate often and multiple ways. Don't be afraid to re-purpose topics on multiple avenues of communications. We recommend you work with your agency's communications team (if applicable), as they know the best ways and tools to reach employees.

Things to share

? The schedule- Sharing your agency's schedule for rollout will help people prepare for the change.

? The benefits- There are numerous benefits to M365. Sharing these benefits will help allay some of the concerns employees will have when it comes to change.

? The why M365- Share the reason the State of Oregon has moved to using M365 ties closely with the benefits M365 offers.

? The impacts and resources available (resources should be reinforced multiple times)

Methods to use to communicate

? Email- Regular emails to employees will keep them informed on the status of the migration. Once migration is complete, emails offering tips and tricks will help employees adopt to the new system.

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? Intranet- If your agency uses an intranet site, this is a great place to share specific topics prior to and after the migration. Keeping topics focused on one specific functionality, feature, or introducing new applications can help users from feeling overwhelmed.

? Internal newsletter- Periodic communications like an internal newsletter can bring awareness to the upcoming changes. You can re-purpose articles from your intranet or emails.

? Presentations-The value of presentations is critical for successful adoption. Most people need to see what the change looks like before they can understand it. During a presentation, you can show them tools and tailor for that specific group. o Possible groups to present to: Executive leadership team Managers Project/Program Managers Administrative staff

Communication resources

Templates and sample communications

We created sample communications to get you started communicating with your agency. Each agency is in a different spot in the adoption process, so you will likely need to modify the language some depending on your agency. Use the following table to determine which resources align best with your agency assigned group. Verify your assigned agency group here. We recommend the first email about moving to Teams or M365 come from your agency's sponsor.

Agency-assigned group Group A Since the migration was complete in 2020, the focus is on user adoption, awareness of enterprise capabilities and email address change.

Recommended resources Appendix A ? Sample emails Completing Move to Microsoft365 Welcome to Teams + OneDrive and New Email M365 Manager Notice M365 Partner/Customer Notice Email Distribution Lists Update Email address change email/note for signature

Appendix B ? Sample newsletter or intranet articles Finding training on M365 applications We have M365, now what?

Appendix C- Talking Points

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Agency-assigned group Group B and C The focus is on preparing for the upcoming migration, user adoption, and awareness of enterprise capabilities.

Recommended resources Appendix A ? Sample emails Microsoft 365 is coming M365 Manager Notice M365 Partner/Customer Notice Microsoft 365 Reminder Welcome to M365 Migration weekend out of office message Email address change email/note for signature

Appendix B ? Sample newsletter or intranet articles Microsoft 365 is coming We have M365, now what? Finding training on M365 applications

Group D As these agencies are currently using M365, the focus is on awareness of enterprise capabilities and configuration changes that will impact end users.

Appendix C- Talking Points Appendix A ? Sample emails Microsoft 365 for the Enterprise is coming Welcome to M365 Enterprise Email address change email/note for signature

Reference the Group A templates for the UPN/email address change

On-going resources

After your agency completes the move to the Oregon M365 Enterprise environment, executive branch agency staff will have access to an EIS-managed self-service hub for updated training, how-to guides, and information about upcoming changes. The M365 Hub is a one-stop shop for resources, training, and general information about using the Microsoft 365 applications.

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