Office 365 Adoption Plan - Contoso



centercentercenterbottom00-12992457200Office 365 Adoption Plan00Office 365 Adoption PlanContentsw TOC \o '1-3' \h \z \u Adoption Plan Summary PAGEREF _Toc416636763 \h 3Project Overview PAGEREF _Toc416636764 \h 3Project Members PAGEREF _Toc416636765 \h 4Project Timeline PAGEREF _Toc416636766 \h 5Vision PAGEREF _Toc416636767 \h 17Scenarios & Solutions PAGEREF _Toc416636768 \h 18Prioritized Solutions (Optional) PAGEREF _Toc416636769 \h 19Measurement Framework PAGEREF _Toc416636770 \h 20Adoption Plan PAGEREF _Toc416636771 \h 23Build a Champion Program PAGEREF _Toc416636772 \h 24Drive Adoption PAGEREF _Toc416636773 \h 25Scenarios & Solutions Variations PAGEREF _Toc416636774 \h 28Project Timeline PAGEREF _Toc416636775 \h 28Annexes PAGEREF _Toc416636776 \h 28Getting to Solutions Example PAGEREF _Toc416636777 \h 31Success Criteria Example PAGEREF _Toc416636778 \h 32Get It Done From Anywhere Usage Metrics PAGEREF _Toc416636779 \h 33Emails and Calendar on the Go Usage Metrics PAGEREF _Toc416636780 \h 34Store, Sync and Share Your Files Usage Metrics PAGEREF _Toc416636781 \h 35Run More Effective Meetings Usage Metrics PAGEREF _Toc416636782 \h 3527432001180102Project Overview00Project Overviewcentertop0Adoption Plan SummaryYour Adoption Plan will be broken down into 5 main components: your vision or business strategy, the business scenarios that can help achieve your business strategy with their respective challenges, the prioritized list of solutions that can help overcome those challenges based on Office 365 capabilities and their respective success criteria, and finally, the set of activities that will help drive adoption of those solutions including communications, events, trainings, community, readiness, and measurement.Project MembersThe most successful technology rollouts occur when you have a change management strategy in place, as well as a committed team of individuals executing all tasks effectively and on time.Review the Identify Key Stakeholders Template to learn more about the importance of getting the right people on board and gain an understanding of the roles and responsibilities required to drive success. Keep in mind that depending upon the size and makeup of the organization, it is possible for some of these roles to overlap, to have certain team members fulfill multiple roles, or to have multiple team members fulfill a single role.Team RolesNamesEmailsResponsibilitiesBusiness ownerProvide guidance, approval and support throughout the rolloutChampionsHelp evangelize Office 365 and manage objection handlingCommunication leadOversee company-wide communications about Office 365Community managerManage day-to-day Yammer network activity; provide guidance and best practicesDepartment leadsIdentify how specific departments will use Office 365 and encourage engagementExecutive sponsorCommunicate high-level vision and values of Office 365 to the companyHR managerIntegrate Office 365 into HR processes and manage HR content on Office 365IT specialistOversee all technical aspects of the rollout, including integrationsProject managerOversee the entire Office 365 launch execution and rollout processSharePoint site managerHelp manage SharePoint site strategy for the organization, serve as the link between business side and ITTraining leadManage and communicate training content about Office 365Project TimelinePhaseTimelineCategoryDescriptionOwnerLaunchWeek 6CommunicationsSend out an “Announcement email” to let users know what’s available, how to get started, and where to go to find help and munication LeadLaunchWeek 6CommunicationsSend out an “Announcement email” to let users know what’s available, how to get started, and where to go to find help and munication LeadLaunchWeek 6Engagement EventsHost a large-scale launch event, such as a company all-hands or town hall style meeting, in which the executive sponsor and rollout team can officially introduce Office 365 and discuss the value munication LeadLaunchWeek 6MeasurementCirculate a baseline survey shortly before users receive activated accounts and devices, to gather data about their knowledge of Office 365.Project ManagerPost-LaunchWeek 8CommunicationsPeriodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each munication LeadPost-LaunchWeek 8CommunicationsPeriodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each munication LeadPost-LaunchWeek 10CommunicationsPeriodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each munication LeadPost-LaunchWeek 12CommunicationsPeriodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each munication LeadPost-LaunchOngoingSupportMaintain a Frequently Asked Questions (FAQ) list to address the most anticipated questions. Post the FAQ on your internal site, or Yammer group, and assign a team to update it regularly.Training LeadPost-LaunchWeek 8Engagement EventsPeriodically host in-person events (bi-weekly or monthly Buzz Days) where users can browse Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.Training LeadPost-LaunchWeek 10Engagement EventsPeriodically host in-person events (bi-weekly or monthly Buzz Days) where users can browse Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.Training LeadPost-LaunchWeek 12Engagement EventsPeriodically host in-person events (bi-weekly or monthly Buzz Days) where users can browse Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.Training LeadPost-LaunchOngoingTrainingAlong with end-user training, be sure to communicate your organization’s specific policies and best practices so users are aware of specific guidelines and how they’re expected to use Office 365.Training LeadPost-LaunchWeek 10MeasurementRelease a survey halfway through your launch to gather data about users’?experiences with Office 365 and use the results to make any necessary adjustments.Project ManagerPost-LaunchOngoingMeasurementCapture success stories & showcase them through “Spotlight Days,” where an employee or team are recognized for their successful use of Office 365, and in-person “Buzz Days” to inspire munity ManagerPost-LaunchWeek 12MeasurementAfter your organization-wide rollout, use a final survey to assess user satisfaction. You can release this survey 90 days after launch, and then in quarterly increments to continue to measure user adoption from a satisfaction and productivity standpoint.Project ManagerPost-LaunchMonthlyMeasurementTrack results based on your previously defined Success Metrics and measure progress against your benchmark. Periodically report results to key stakeholders.Project ManagerPost-LaunchOngoingCommunityMake sure to encourage your users and champions to develop ideas for how Office 365 can improve business practices and to share them with others via a Yammer group. Use these ideas to generate additional usage scenarios and kick off additional munity ManagerPost-LaunchOngoingSupportKeep an eye on Office 365 Service Updates and leverage our communication templates to let people know about new features released to the service.Project ManagerPre-LaunchWeek 1CommunityCreate a Yammer group to engage with pilot members and anyone interested before munity ManagerPre-LaunchWeek 1CommunicationsSend a “Countdown email” to let your audience know what’s coming, set expectations, and spark interest by focusing on the “What’s in it for me?”.Communication LeadPre-LaunchWeek 2SupportEnsure your helpdesk is trained & ready for launch.Training LeadPre-LaunchWeek 3TrainingUse an internal team site to store training resources such as getting started guides and tips & tricks. You can also direct users to Microsoft’s public Learning Center.Training LeadPre-LaunchWeek 2Engagement EventsHost an in-person event to train champions & pilot members. Use customizable training decks mapped to the most fundamental Office 365 usage scenarios.Training LeadPre-LaunchWeek 3MeasurementCirculate a baseline survey shortly before champions participating in your soft launch receive activated accounts and devices, to gather data about their knowledge of Office 365.Project ManagerPre-LaunchWeek 4MeasurementRelease a survey halfway through your soft launch to gather data about champions’ experiences with Office 365, and use the results to make any adjustments prior to a general rollout.Project ManagerPre-LaunchWeek 5MeasurementUse a final survey immediately after the champions’ soft-launch period to determine whether you need to make further adjustments to your general training and awareness materials.Project ManagerPre-LaunchWeek 4CommunicationsWork with Internal Communication to make announcements across your Company Portal, IT Portal, etc. as munication LeadPre-LaunchWeek 3CommunicationsEnsure that Office 365 has a visual presence throughout your corporate offices with posters, flyers, educational booklets, and other print munication LeadPre-LaunchWeek 4CommunicationsPlay teaser videos during pre-launch event(s), perhaps by the elevator(s) or by the cafeteria. It’s a great way to generate buzz and munication LeadPre-LaunchWeek 5Engagement EventsHost an in-person event where users can discover Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.Training Lead27432001177925Vision00Visioncentertop00A 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. The Set Vision Template can help you go through the visioning exercise.The vision statement will help people understand the benefits of the new technology, which is key to getting their buy-in and support. It can also be used within any awareness messaging or communication strategies planned for the upcoming launch. Project managers and champions should incorporate it into a first wave of messaging to employees about the opportunity to work in a new way, and how they can get involved.righttop0023685501184275Scenarios & Solutions00Scenarios & SolutionsOnce you have solidified your overall business vision, the next step in your adoption journey is to focus your efforts on the actionable goals that you want to achieve as a team or individual. You’ll also want to understand the common business challenges experienced across departments and teams, which in turn will help you identify the practical solutions.The next step is to define the process and prioritize the Office 365 solutions that will help you fulfill your business goals. This should be a phased approach in which you select 3-5 solutions to lead with, based upon their ease of implementation and level of impact. Please ensure that the deployment plan is aligned with this prioritized list, so that you can influence workloads being deployed based on business needs.We've established a list of the most fundamental Office 365 scenarios to help you achieve your business goals and get started quickly:Get it done from anywhere: Get the familiar Office experience on all your devices using a browser or mobile apps designed to work with Office 365.Emails and calendar on the go: Get your meetings, contact info, to-do list, and email on any device so you can clean up your inbox and manage urgent matters even when you’re not at your desk.Store, sync and share your files: Store your work files in OneDrive for Business so you can update and share them from anywhere, sync files and work offline, work on documents with others at the same time and manage files with enterprise grade security and compliance.Run more effective meetings: Use the Office 365 apps to connect with others and run effective meetings, while saving time and resources. Use Lync, Outlook, PowerPoint, OneNote and SharePoint sites to collaborate better.Work like a network: Get connected to the right people, share information across teams, and organize around groups with Yammer. A Yammer network helps build a body of knowledge that’s instantly accessible by any coworker at any time and from any device.Use the Identify Scenarios Template to learn more about how to identify your own scenarios. To map each of the core product capabilities to your business scenarios, use the Define & Prioritize Solutions Template. This template will help you define the potential Office 365 solutions that best fit your needs and solve your business challenges.Below is the list of scenarios and solutions that are falling into your overall organizational vision.ScenariosDescriptionWork like a networkWe need a way to connect our dispersed workforce and create a culture of sharing, innovation and community.Prioritized Solutions (Optional)Based on the inputs gathered in the previous meetings, prioritize the solutions identified for each scenario based on the following four parameters:Complexity: for each solution, define the related complexity score. Estimate how long it will take you to put the solution into practice.Added Value: for each solution, define the related value score. Estimate the level of business value the solution will have on your employees.Impact: for each solution, define the related impact score. Estimate how far the solution will span across the business.Leadership Involvement: for each solution, estimate the amount of leadership support you are likely to receive.ScenariosAdded ValueComplexityImpactLeadership InvolvementTotal ScoreWork like a network11103righttop0023685501184275Measurement Framework00Measurement FrameworkWhen you develop your ideal scenarios and solutions, it's critical to come up with a formal set of success criteria to measure the impact resulting from your Office 365 rollout. You'll need to determine what should be measured, and how you will go about collecting both quantitative and qualitative data.Choose criteria that will help you showcase success to leadership, such as user satisfaction, employee engagement, adoption velocity, and figures related to your desired business scenarios. The Measure Success Guide and Success Criteria Table Example in the appendix can help you go through this exercise.Success criteriaMethod/sourceMetricsExample goalImproved collaborationIncreased cross-team and cross-location communications.QualitativeEnd user surveysYammer groups & feedbackEmployee satisfaction Time savedTeams that work from multiple locations will report improved feelings of connection with their teammates within 3 months of the Lync rollout.Improved employee satisfactionFlexible working options improve employee satisfaction through increased engagement, reduced stress, improvedwork-life balance.QualitativeEnd user surveysYammer groups & feedbackEmployee satisfactionEmployee satisfaction improves by 15% within 6?months.Increased adoption Increased usage correlates to user adoption of the technology.QuantitativeOffice 365 reportsMailbox usage SharePoint usage Lync IMs and conferences Minutes of Lync audio usedComparison of pre- and post-rollout usage reports will show increasing adoption of 10% per month.Increased productivityIncreased adoption correlates to faster communication and decision making, shorter time to complete tasks.QualitativeEnd user surveysYammer groups & feedbackTime required to complete projectsComparison of pre- and post- Office 365 reports will show cost savings. Post-rollout usage of third party phone conferencing should show decreasing usage of 10% per month.Reduced operating costsIncreased adoption correlates to reduced third-party conferencing usage, travel time, and resource allocation.QuantitativeOffice 365 reportingFinance/accounting reportsHelp desk reportsTravel and phone expense reportsOutput measuresMailbox usage SharePoint usage Audio conferencing billing and?usage Travel and phone expenses Help desk callsComparison of pre- and post- Office 365 reports will show cost savings. Post-rollout usage of third party phone conferencing should show decreasing usage of 10% per month.Training effectivenessIncreased usage correlates to training effectiveness.QuantitativeOffice 365 reportsQualitativeEnd-user surveysYammer groups & feedbackMailbox usage SharePoint usage Lync IMs and conferences Minutes of Lync audio used Employee satisfactionComparison of pre- and post-training usage reports will show increasing adoption per month. Employee net user satisfaction score is 130+ based on the final training survey.centertop0027432001177925Adoption Plan00Adoption PlanRaising awareness is an essential step to driving adoption as it informs, involves, and inspires end users. An effective awareness campaign shouldn’t just focus on the new features and functionality to come, but should enable end users to understand the business value of Office 365 and how they can personally benefit from using munications, including internal announcements or newsletters, is critical to driving adoption, as it informs and inspires users about the new technology and helps create a natural “buzz” or excitement. Training, which can vary from classroom-style sessions to self-help getting started guides, is essential to ensure that employees understand how to actually use the new technologies to get their work done.Engagement events, such as parties, town hall meetings, contests, and giveaways, can help further momentum and encourage employees to start interacting with the new tools. Events should require users to interact with Office 365, so that they can experience the value first hand.Use the Adoption Guide to assess the resources available for this phase.Build a Champion ProgramLearning via coworkers is among the most effective and most used methods across organizations when implementing a new technology. Champions are a group of passionate employees who are interested in being a part of driving Office 365 adoption and have the ability to coach, train and influence their peers. Champions play a key role in the awareness effort, as they assist in engaging new users, providing guidance, and sharing best practices. They are also an invaluable asset to the broader project team, as they can provide feedback and ideas to leadership regarding user engagement and adoption.As you go about building a community of champions, you need to ensure that they are:Formally trained on the new solutions and the business value that the solutions will provideClear about the execution of the adoption and awareness planEncouraged and empowered to guide, teach and train their peersReceiving positive reinforcement from the project team and their managers that affirms the impact of their effortsAlso ensure that you have the following core elements covered:A team of enthusiastic champions who can commit their time and effortA Yammer group for champions to connect with one another, share updates and successesLightweight training for champions on the Office 365 product capabilitiesMaterials ready to support the champions' work on the ground with their teams and individualsA regular rhythm for discussions with the champions to learn what’s working well and what needs to be improvedA method to engage, reward and recognize the effort of championsCommunications across the business about the role and purpose of the champions’ community, so users understand how to best connect and seek guidance from themUse the Build Champion Program Guide to learn more about how to build a sustainable community of champions within your organization.Drive AdoptionThe below checklist will help you keep track of the most important activities to lead before, during, and after launch in order to drive adoption of the previously defined solutions at scale.Pre-launch (starts 5 weeks before launch)Create a Yammer group to engage with pilot members and anyone interested before launch.Send a “Countdown email” to let your audience know what’s coming, set expectations, and spark interest by focusing on the “What’s in it for me?” Countdown Email Templates.Tips about email communications:Keep emails short and sweet, with a clear call to action and links to more information like FAQs. Emails should be sent from an individual, preferably an executive sponsor, not a group or distribution list.Email and newsletter content should answer the main questions your end-users have: "Why are we moving to Office 365?" "What is required of me?" "How does this help me do my job?“ Use your Business Vision and Scenarios to help guide the messaging.Make your emails attractive, with style and colors that are consistent with your campaign. Enable two-way communication with your users by including links to your internal site and Yammer group for feedback, support, and training.Ensure your helpdesk is trained & ready for launch. Helpdesk GuideUse an internal team site to store training resources such as getting started guides and tips & tricks. You can also direct users to Microsoft’s public Learning Center an in-person event to train champions & pilot members. Use customizable training decks mapped to the most fundamental Office 365 usage scenarios. End User Trainings TemplatesCirculate a baseline survey shortly before champions participating in your soft launch receive activated accounts and devices, to gather data about their knowledge of Office 365. End User Survey TemplatesRelease a survey halfway through your soft launch to gather data about champions’ experiences with Office 365, and use the results to make any adjustments prior to a general rollout. End User Survey TemplatesUse a final survey immediately after the champions’ soft-launch period to determine whether you need to make further adjustments to your general training and awareness materials. End User Survey TemplatesWork with Internal Communication to make announcements across your Company Portal, IT Portal, etc. as needed.Ensure that Office 365 has a visual presence throughout your corporate offices with posters, flyers, educational booklets, and other print messaging. Posters & Flyers TemplatesPlay teaser videos during pre-launch event(s), perhaps by the elevator(s) or by the cafeteria. It’s a great way to generate buzz and excitement. Teasing Videos ExamplesHost an in-person event where users can discover Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room. Order your SWAGsLaunch (1 week)Send out an “Announcement email” to let users know what’s available, how to get started, and where to go to find help and resources. Announcement Email Templates.Host a large-scale launch event, such as a company all-hands or town hall style meeting, in which the executive sponsor and rollout team can officially introduce Office 365 and discuss the value proposition. Order your SWAGsCirculate a baseline survey shortly before users receive activated accounts and devices, to gather data about their knowledge of Office 365. End User Survey TemplatesTips about engagement events:Throughout the event, have champions actively engage with the audience to answer questions, address concerns, and encourage the use of Office 365. Point users to the Yammer Group to continue the conversation and help consolidate information that is anize contests, scavenger hunts, prizes, and giveaways that require people to interact with Office 365. Have t-shirts printed for champions to wear on launch day for a unified and recognizable look.Display printed materials to raise awareness about the day’s activities and showcase the most exciting Office 365 features. Posters & Flyers TemplatesPost-launchPeriodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each scenario. Tips & Tricks Email TemplatesMaintain a Frequently Asked Questions (FAQ) list to address the most anticipated questions. Post the FAQ on your internal site, or Yammer group, and assign a team to update it regularly.Periodically host in-person events(bi-weekly or monthly Buzz Days) where users can browse Office 365, talk to a project team member at various scenario stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room. Order your SWAGsTips about training end-users:Lead with benefits: Explain what their specific work will look like with Office 365, and what types of efficiencies or benefits they can expect in?comparison to any former tools?or processes.Use real work scenarios: Use the tasks or business processes that are familiar to your audience as a way to draw them into feature-specific information.Include governance model: Make sure to integrate information about the rules, processes, and best practices that your organization has put into place around Office 365.Mobilize champions: Call upon your network of champions who are committed to developing Office 365 expertise to provide coaching and assistance across their teams.Along with end-user training, be sure to communicate your organization’s specific policies and best practices so users are aware of specific guidelines and how they’re expected to use Office 365. a survey halfway through your launch to gather data about users’?experiences with Office 365 and use the results to make any necessary adjustments. End User Survey TemplatesCapture success stories & showcase them through “Spotlight Days,” where an employee or team are recognized for their successful use of Office 365, and in-person “Buzz Days” to inspire users. Measure Success GuideAfter your organization-wide rollout, use a final survey to assess user satisfaction. You can release this survey 90 days after launch, and then in quarterly increments to continue to measure user adoption from a satisfaction and productivity standpoint. End User Survey TemplatesTrack results based on your previously defined Success Metrics and measure progress against your benchmark. Periodically report results to key stakeholders. Measure Success GuideMake sure to encourage your users and champions to develop ideas for how Office 365 can improve business practices and to share them with others via a Yammer group. Use these ideas to generate additional usage scenarios and kick off additional trainings.Keep an eye on Office 365 Service Updates and leverage our communication templates to let people know about new features released to the service.centertop0023685501184275Project Timeline00Project Timeline27432001177925Annexes00AnnexesScenarios & Solutions VariationsScenarioGet it done from anywhereDepartment/TeamAllDescriptionPeople work across a variety of devices from different locations and we need a consistent, clean, and fast experience when collaborating on projects.SolutionDesignate a section of the OneNote notebook as “Action Items” and another “Decisions” so that the team can document next steps and action items, and when there was a consensus or decision made. Use OneNote “Outlook Tasks” to turn these action items into Outlook tasks that can be assigned.Using the search in OneNote, any team member can search for “Action Items” or “Decisions” to see a history of when actions were assigned or decisions were made.Use SharePoint to facilitate document management and collateral development; SharePoint will ensure colleagues have access to the latest versions from anywhere and on any device.ScenarioEmails and calendar on the goDepartment/TeamAllDescriptionPeople need a single destination to access their email, calendars, files, contacts and tasks.SolutionUse SharePoint to facilitate document management and collateral development; SharePoint will ensure colleagues have access to the latest versions from anywhere and on any device. Use a Group Calendar to keep all project team members and stakeholders current on the campaign meeting schedule.Import your contacts into Office 365 so you can easily email, call, or IM someone, even when out of the office.ScenarioStore, sync, and share your filesDepartment/TeamMarketingDescriptionThe marketing team needs an efficient and secure way to manage content, which requires input from colleagues across multiple teams and locations, and also needs to keep track of everyone’s edits in real-time.SolutionUse a SharePoint document library to store templates and other document guidelines. This helps ensure each presentation uses the most current branding, and has a similar flow and structure. Document management also ensures various stakeholders are working with the most current version of the content.Use Office Online to enhance the co-authoring experience and to help expedite the time required to finalize presentations. With Office Online, teams can easily proof content and make edits.Utilize SharePoint’s external sharing feature and Office Online to enable external vendors to access and edit documents.ScenarioRun more effective meetingsDepartment/TeamAllDescriptionTeam members are taking their own individual meeting notes and the information is not readily available to team members who may have missed a meeting.SolutionSchedule virtual meetings using Lync. For those unable to attend, the meetings are recorded and linked within a Yammer group, which will ensure everyone is on the same page and also help reduce meeting redundancy. Easily take collaborative meeting notes directly from a Lync Meeting using the Shared Notes option. Select the location of your team’s OneNote notebook and a new page for the meeting you’re having will automatically be created, complete with meeting participants and details.Following a team meeting, post a link to the OneNote within your Yammer team group so that others know where to access the notes. Yammer will also allow for team members to continue to have discussion, or ask questions related to the meeting after it has ended.ScenarioWork like a networkDepartment/TeamAllDescriptionWe need a way to connect our dispersed workforce and create a culture of sharing, innovation and community.SolutionStrengthen communication between team members, leadership, and other colleagues by discussing project developments within a Yammer group. Establish processes where team members post project updates that outline their efforts for the week and where help is needed.Push email communications informing colleagues of innovation campaign logistics and details. Direct colleagues to the innovation campaign SharePoint team site and Yammer group for more details and discussion.Create a Yammer external network and invite relevant vendors, partners and customers to join. Use the network to easily connect internal project teams with external parties, have real-time conversations around key milestones, and have a place to easily share and manage documents.Getting to Solutions ExampleAs a…I want to…So that…That means I need…Associated business valueMeeting participantHave a single, easily editable note capturing meeting minutes.I don’t waste time adding notes that were already captured and can easily locate the minutes if I miss a meeting.To be able to co-edit the note during the meeting.An easy way to edit or comment afterwards.An easy way to share the link to someone else.Time savingEasy onboardingImproved information sharingMeeting leaderGive access to the meeting presentation and other shared documents.All participants can access relevant presented items and easily locate them after the meeting.The latest versions of the presentations and documents accessible online to everyone.To add links to the notes.Time savingImproved information sharingUp-to-date informationDepartment leaderBe aware of what’s happening within my team without overwhelming them with unnecessary meetings.I can adjust the strategy and budget allocations.Easy access to meeting minutes and relevant documents.The ability to comment on meeting notes to request additional details.Improved decision makingTransparencyTime savingProject ManagerOrganize the decisions that were made and record them.Ambiguity and confusion amongst team members no longer exists.To easily assign actions to a colleague.To add and validate decisions made during the meeting.To ask my team to review and comments on actions.Team efficiencyTransparency AgilitySuccess Criteria ExampleSuccess criteriaMethod/sourceMetricsExample goalIncreased adoptionIncreased usage correlates to user adoption of the technology.QuantitativeOffice 365 reportsMailbox usageSharePoint usageLync IMs and conferencesMinutes of Lync audio usedComparison of pre- and post-rollout usage reports will show increasing adoption of 10% per month.Training effectivenessIncreased usage correlates to training effectiveness.QuantitativeOffice 365 reportsQualitativeEnd-user surveysYammer groups & feedbackMailbox usageSharePoint usageLync IMs and conferencesMinutes of Lync audio usedEmployee satisfactionComparison of pre- and post-training usage reports will show increasing adoption per month.Employee net user satisfaction score is 130+ based on the final training survey.Reduced operating costsIncreased adoption correlates to reduced third-party conferencing usage, travel time, and resource allocation.QuantitativeOffice 365 reportingFinance/accounting reportsHelp desk reportsTravel and phone expense reportsOutput measuresMailbox usageSharePoint usageAudio conferencing billing andusageTravel and phone expensesHelp desk callsComparison of pre- and post- Office 365 reports will show cost savings. Post-rollout usage of third party phone conferencing should show decreasing usage of 10% per month.Increased productivityIncreased adoption correlates to faster communication and decision making, shorter time to complete tasks.QualitativeEnd user surveysYammer groups & feedbackTime required to complete projectsTime to complete customer orders should drop by 15% within 6 months.Improved collaborationIncreased cross-team and cross-location communications.QualitativeEnd user surveysYammer groups & feedbackEmployee satisfactionTime savedTeams that work from multiple locations will report improved feelings of connection with their teammates within 3 months of the Lync rollout.Improved employee satisfactionFlexible working options improve employee satisfaction through increased engagement, reduced stress, improved work-life balance.QualitativeEnd user surveysYammer groups & feedbackEmployee satisfactionEmployee satisfaction improves by 15% within 6 months.Get It Done From Anywhere Usage MetricsCapabilityMeasureBenefit AreaBenefit DescriptionAccess OneNote notebooks with mobile/tablet deviceAverage number of OneNote documents accessed per userAgilityReduce time to find informationWork on your documents with mobile/tablet deviceAverage number of documents viewed/edited per userAgilityFinancialReduce time to accomplish taskWork from anywhereCo-author documentsAverage number of documents with instances co-author per monthAgilityReduce time to produce documentsSyncing your documentsAverage number of documents stored in OneDrive per userAgilityIncrease access to your information wherever you areAccessing documents from any deviceAverage number of connections to OneDrive per user per device (kiosk, tablet/mobile, PC)AgilityIncrease access to your information wherever you areEmails and Calendar on the Go Usage MetricsCapabilityMeasureBenefit AreaBenefit DescriptionLeverage Quick Actions in OutlookAverage number of quick actions defined per personAgilityReduce time to organize mailLeverage Quick Actions in OutlookAverage number of quick actions used per monthAgilityReduce time to organize mailUse Folders for organizingAverage number of folders per mailboxAgilityReduce time to find informationUse Folders for organizingAverage size of main inbox folder per userAgilityReduce time to find informationCombine calendar & task management for better organizationAverage number of tasks per userAgilityReduce time to organize calendarShare your calendarAverage number of calendars shared per userAgilityCalendaring sharing can increase productivity based on manual intervention X admin checksSchedule a Lync meetingAverage number of Lync meetings scheduled per monthFinancialCost of storage, reduced travel, telecommunication expenses, Check meeting response statusCount of meetings with a quorumFinancialReduced cost of wasted time in meetingsAdvertise availability (calendaring)Count of users with shared calendarsAgilityReduce time to schedule meetingsAdvertise availability (presence)Count of users setting presence statusAgilityReduce time to schedule meetingsCreate other calendarsAverage number of calendars per userAgilityReduce time to organize calendarCreate contact groupsAverage number of groups per userAgilityReduce time to find informationCheck calendar wherever you are with mobile/tablet deviceCount of mobile devices connected to tenantAgilityReducing amount of commute time, work from anywhereSync contacts with mobile/tablet deviceCount of mobile devices connected to tenantAgilityReduce time to find informationUse a shared workspaceAverage number of shared workspaces per monthAgilityFinancialFree up meeting roomsCount of room occupancy per monthFinancialOptimize the available meeting room spaceFind a roomCount of room conflicts per monthAgilityReduce the instances of room conflictsCreate a team calendarAverage number of team calendars createdAgilityIncrease productivity through enhanced collaborationStore, Sync and Share Your Files Usage MetricsCapabilityMeasureBenefit AreaBenefit DescriptionWork on your documents with mobile/tablet deviceAverage number of documents viewed/edited per userAgilityFinancialReduce time to accomplish task; work from anywhereCo-author documentsAverage number of documents with instances co-author per monthAgilityReduce time to produce documentsManaging document versionsCount of sites with version history AgilityReduce time to produce documentsSyncing your documentsAverage number of documents stored in OneDrive per userAgilityIncrease access to your information wherever you areAccessing documents from any deviceAverage number of connections to OneDrive per user per device (kiosk, tablet/mobile, PC)AgilityIncrease access to your information wherever you areRun More Effective Meetings Usage MetricsCapabilityMeasureBenefit AreaBenefit DescriptionLeverage presence to start communicating Average number of ad hoc instant messaging sessions per monthAgilityReduce time to decisionSchedule a Lync meetingAverage number of Lync meetings scheduled per monthFinancialCost of storage, reduced travel, telecommunication expenses, Check meeting response statusCount of meetings with a quorumFinancialReduced cost of wasted time in meetingsAdvertise availability (calendaring)Count of users with shared calendarsAgilityReduce time to schedule meetingsAdvertise availability (presence)Count of users setting presence statusAgilityReduce time to schedule meetingsFind peopleAvg. Number of searches per monthAgilityReduce time to find informationStart a conversationAverage number of ad hoc instant messaging sessions per monthAgilityReduce time to gather in conference roomsStart a conversationAverage number of Lync voice calls per monthAgilityReduce time to gather in conference roomsInformation about a contactCompleteness of contact information per userAgilitymethods of communication (Lync calls), identification of Influencers, time zone availability, productivityInformation about a contactAverage time to find contactAgilityReduce time to find informationJoin a meeting face-to-faceAverage number of Lync video callsFinancialReduce cost / time to travelUse a shared workspaceAverage number of shared workspaces per monthAgility, FinancialFree up meeting roomsCount of room occupancy per monthFinancialOptimize the available meeting room spaceUse video to make meeting experience interactiveAverage number of Lync video calls / monthAgilityIncrease productivity through enhanced collaborationMeet Online (Scheduling a meeting online)Average number of Lync voice calls / monthAgilityIncrease productivity through enhanced collaborationStart your videoAverage number of Lync video calls / monthAgilityIncrease productivity through enhanced collaborationGive a presentationAverage number of shared presentations per monthAgilityIncrease productivity through enhanced collaborationAdd a new contactAverage number of contacts / userAgilityIncrease the ability for people to find each other ................
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