All of us use eMail -- but are we addicted to it? Take two simple tests to determine whether you are -- or are not addicted to email -- and whether your organization is. also learn how to get your organization to make the move to SharePoint.
You can download a newer version of this presentation now by visiting https://www.thorprojects.com/connect/gifts/presentations/converting-from-an-email-culture-to-a-sharepoint-culture.
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Converting from Email to SharePoint Culture
1. Converting from an Email
Culture to SharePoint Culture
Robert Bogue
(317) 572-5310
Shepherd@SharePointShepherd.com
http://www.thorprojects.com/blog
2. Agenda
• Why Does This Matter?
• Email As an Addiction
• Understanding Email
• Converting Communication
• Converting Collaboration
• Fundamentals of Organizational
Change
3. Introduction
14 Year Microsoft MVP
Author of 25 books including
The SharePoint Shepherd’s
Guide for End Users
25 Years of Industry
Experience
Numerous Microsoft,
CompTIA and other
Certifications
13. Gallup has found that
consistent communication
– whether it occurs in
person, over the phone or
electronically – is
connected to higher
engagement.
14. Key 1: This problem is costing the
organization money (~9% of annual payroll)
15. Knowledge Loss
In 1997 when Dr. John
Richter retired he had
built and tested 42
warheads. China’s
entire team had built
and tested 45.
23. Email Addiction Test
Have you checked your email more than every four
hours – today?
Do you feel anxiety when your phone battery is less
than 20%?
Was the last time you were disconnected from email
for more than two days longer than a year ago?
Does your preoccupation with email cause you to do
dangerous or harmful activities?
24. Organizational Email Addiction Test
Has your organization ever communicated a layoff,
employee termination, or staff reduction via email
first?
Do you routinely have email conversations that
include more than ten replies?
Does your organization communicate emotionally
charged information via email?
25. Why Email Addiction Matters
• Rational messages won’t be
sufficient to change behavior
• Deeply ingrained
• Addictions are hard to break
26. The Pharmaceutical Theory
of Addiction
• The most harmful substance
discovered is alcohol. (The
Lancet)
• The most addictive substance is
nicotine (US Surgeon General)
• Only 17.7 percent of nicotine
patch wearers were able to quit
smoking
42. Digital Transformation
Atoms Electrons
Mail eMail
Bulletin Board
Digital Signage
Posters
Newsletter
Intranet
Procedures Manual
Meeting Web Conference
“While you were out…” Voice Mail
Location Tour Videocast
45. Start in the Right Place
• Set all users web browser home
to the corporate intranet
• Make the resources they need
easy to reach from the home
page
46. Restrict “All User”
distribution lists
• Create barriers in front of mass
emails
• Deter the use of email through
light social shaming
47. Shift to Intranet
• Stop sending emails with news
• Start sending emails with links to
news
• Stop sending emails with news
or links
48. Maintain “small” mailbox
sizes
• Users get small email inboxes to
discourage the movement of file
attachments
• Requests for larger sized
mailboxes are responded to by
“crisis counselors”
57. John F. Kennedy,
Special Joint Session of Congress,
May 1961
I believe that this
nation should
commit itself to
achieving the goal,
before this decade
is out, of landing a
man on the moon
and returning him
safely to earth.
58. SharePoint Vision
• How will you know when you’ve
achieved it?
• Is it about the technology
choices -- or the way the
organization operates?
• The clearer and more compelling
the vision, the shorter the path
59. Emotional-Rational-
Environment
• The Model
• Elephant – Emotional powerhouse
• Rider – Rational control
• Path –Environment and habits
• Implications
• The rider has the illusion of
control
• The path has strong influence
CC Flickr mckaysavage
61. Kotter’s Change Model
• Create Urgency
• Form a Powerful Coalition
• Create a Vision for Change
• Communicate the Vision
• Remove Obstacles
• Create Short-term Wins
• Build on the Change
• Anchor the Changes in Corporate Culture
Woods – Chinese sourcing story
eMail is what users know
Trying to get them to stop sending attachments
Fax machines – kind of like dial tone – most folks don’t know what it is these days.
China @ Woods
RB:
RB: Fredrick Herzberg
“Make ‘em do it.”
More are becoming a member of the creative class… they need different motivations…
BLS ~40%/yr, ~20% is voluntary
RB: SHRM estimates range from 30%-150% … Mean 90%
RB: How much is 18% of the annual payroll? Is that worth doing something about? What if you can save a quarter of that? Half of it?
But how???
RB: Comparing high/low performance on factors including Turnover
RB: This report is from 2015
We’re talking about RELATIONSHIPS – Relationships are built on communication
http://www.lasg.org/LifeAtTheLabs/knowhow.htm
Communications Satisfaction - Communication Satisfaction Questionnaire (1977) Downs and Hazen
Employee Satisfaction – “One More Time: How Do You Motivate Employees” (1987) Herzberg
Employee Replacement – “Employee Replacement Costs” (2010) Institute for Research on Labor and Employment, University of California, Berkeley
Maybe you’re upset… (not responding) … or maybe you’re just being passive-aggressive
Three Phone calls… you’re trying to get me to be Charlie Sheen (‘Roid Rage.)
Multiple contact attempts? Email, Lync/Skype, Drop by?
Postal – 1 Week
Email – 24-27 hrs
Text – 2-8 hours
Voice mail – 4-24 hours
Trying every communications method in sequence
Or … copying the entire world on an email.
Focus on the word enslaved (without a choice)
Addition test: Obsessive or Compulsive
SharePint… drinking problems…
Alcoholics can stay away (out of a bar)
Functional Alcoholics vs. non-functioning alcoholics.
Thanksgiving/Christmas dinner
Coffee … or Starbucks Coffee
Step 1 is to admit you have a problem.
Asking individuals to own their email addiction
Reading or responding to email while driving?
Reading or responding to email while in a meeting?
Emotionally charged – changes in benefits…
Cascading communications (managers telling their reporting)
Have you ever had your children make something for you to eat? Have you ever been scared about what’s in it?
Child: “Daddy, I made you breakfast!” Dad: “Why does it have anchovies in it?”
Little Sable, MI
Things look different from the inside.
There are chips on the inside that don’t show…
We’re not talking about eliminating all email.
We’re talking about REDUCING internal email.
Systems – We begin to filter out the success; we don’t notice the failures. We have a very hard time as humans noticing something is missing – except for our paycheck.
People – Irrelevant – Location -> Cake in the breakroom
- Job -> Hourly workers need to complete their timecards by …
RB:
“Yes, I would like fries with that…”
Instructing people
“Why do I have to?”
A disagreement (or pouting) that escalates
With everything crowding the channel are our messages being heard?
It was Dr. Daniel Levitin. The Organized Mind: Thinking Straight in the Age of Information Overload. He said that in 1976, there were 9,000 products in the average grocery store. Today – more than 40,000. Therefore, we have to ignore a lot to achieve our targeted grocery list of – say – 150 items.
RB
Where does teams fit into this? Really this should have overlap on it.
Intranet favorites
Remove alcohol from the house…
Note that on Office 365 this isn’t easy to pull off.
The concept of ‘ba’ – Shared space for emerging relationships
Look to the book Demand for making them WANT it. For now just do some of them until there’s more demand than you can solve.
Speak to the elephant
Laydown the right path -> Set the right defaults
References:
Switch – Chip Heath / Dan Heath
Happiness Hypothesis – Jonathan Haidt
And there’s still an estimated 70% failure rate
Time: 2 minutes
Diffusion of Innovations – Everett RogersRelative advantage is measured in the eyes of the beholder… i.e. what’s the relative advantage of a Rolex? Status