Technical Class:

1. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Converting from an eMail
Culture to SharePoint
Culture
Robert Bogue
(317) 572-5310
Shepherd@SharePointShepherd.com
Agenda Why I Care
• Social says eMail is • I helped to create the
dead (Jim) problem…
• eMail is an addiction • I struggle with the same
• Why eMail is bad cultural issues with my
• Barriers to SharePoint clients…
adoption
• The psychology of
change
• Tools for SharePoint
adoption
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2. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
What’s Your Outlook?
• First application started
in the morning
• The application that
runs the longest
Is eMail dead?
By the numbers (2012/day)…
• 400 Million Tweets
• 2.2 Billion Email users
• 2.7 Billion Facebook Likes
• 144 Billion Email messages
eMail as an Addiction
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3. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Responsiveness Expectations What is an Addiction?
• Postal Mail – 1 week “the state of being
• Email Message – enslaved to a habit or
normally 24 hours, no practice…”
more than 72
• Text Message – normally
8 hours, no more than 24
• Voice Mail Message –
normally 4 hours, no
more than 24
• Three Phone Calls, Back-
to-Back - Immediate
Alcohol Addiction Disordered Eating
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4. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
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?
• Reading or responding to email while driving?
• Reading or responding to email while in a meeting?
Organizational eMail Addiction
Why eMail Addiction Matters
Test
• Has your organization ever communicated a layoff, • Rational messages
employee termination, or staff reduction via email won’t be sufficient to
first? change behavior
• Do you routinely have email conversations that • Deeply ingrained
include more than ten replies? • Addictions are hard to
• Does your organization communicate emotionally break
charged information via email?
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5. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Emotional-Rational-Environment
• The Model
• Elephant – Emotional
powerhouse
• Rider – Rational control
• Path –Environment and
What’s Wrong With
habits
• Implications
eMail?
• The rider has the
illusion of control
• The path has strong
influence
CC Flickr mckaysavage
It’s used for everything Where did I put that?
• Short messages and • Which version is the
long monologues current version?
• Urgent and • Does it have comments
unimportant in it?
• It’s in your face (pushed • Does it have everyone’s
to you) changes integrated?
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6. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Who has access?
• Email is a personal
repository
• What happens when
the person is on
vacation?
• Who cleans up the
mess when they leave
the company?
Barriers to SharePoint
Adoption
Difficulty in Getting Started Mounting Challenges
• Can’t figure out where • Lack of training
to ask for a site
• Lack of resources
• Don’t know how much
it will cost the • Difficulty requesting
department and getting help
• Don’t know who they • Lack of licensing
need to get approval • Product limitations
from
• Is training required
before a site can be
created?
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7. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Lack of Training
• Why
• Curse of Knowledge (It’s
harder than you think)
• Why Not?
• Time out of role
The Psychology of
• Training material costs Change
John Kotter’s 8 Steps Creating a Real Sense of Urgency
• Create urgency • Break the existing
• Form a powerful coalition solution
• Progressively make the
• Create a vision for change
mailboxes smaller
• Communicate the vision • Reduce the maximum
• Remove obstacles attachment size that
can be sent via email
• Create short-term wins
• Build on the change
• Anchor the changes in
corporate culture
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8. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Clear Vision / Message Inertia and Momentum
• In the face of confusion • Remove barriers and
nothing happens break inertia
• Make it easy
• The devil is in the • Give them a push
details
• Get small wins in first
• Pick the most
enthusiastic supporters
and make them
successful
• Sell the small wins to
bigger opportunities
Power
Tranquility Independence
Relative
advantage
Physical
Curiosity
Activity
Eating Acceptance
Observability Compatibility
Romance
You Order
Adoption
Vengeance Saving
Status Honor
Trialability Complexity
Family Idealism
Social Contact
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9. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Knowledge, Attitudes, Practices Breaking Bad Habits
1. Really want to change
Practices (not just hope)
• Personal Commitment 2. Make the habit
conscious
Attitudes 3. Bait and Switch – Find
• Close Connections
something else
whenever you are
tempted
Knowledge 4. Stay Committed –
• Mass Media Don’t waiver or say
“just this one time”
Build It For Them
• Create a place for them
to get their needs met
• Allow every
Tools for SharePoint department access to
post on the home page
Adoption
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10. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Start in the Right Place Restrict “All User” distribution lists
• Set all users web • Create barriers in front
browser home to the of mass emails
corporate intranet • Deter the use of email
• Make the resources through social shaming
they need easy to reach
from the home page
Create Communication Guidelines Maintain “small” mailbox sizes
• Set expectations for • Users get small email
communication inboxes to discourage
medium the movement of file
• Establish awareness of attachments
good email etiquette • Requests for larger
sized mailboxes are
responded to by “crisis
counselors”
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11. Converting from an eMail Culture to a SharePoint Culture 3/3/2013
Disable Email Notifications Review
• On Computers • eMail is not dead
• On Phones • eMail is an addiction
• Barriers slow the
adoption of SharePoint
• Organizational
psychology can be used
to change behavior
Thank You
Rob Bogue
Shepherd@SharePointShepherd.com
(317) 572-5310
Copyright 2013 AvailTek LLC – All Rights Reserved 11