Session delivered on SharePoint Saturday Cambridge 2017. It talks about how to get your organisation up to speed when rolling out Office 365.

1. Keeping up with the
changes in Office 365

2. SAY THANK YOU TO OUR SPONSORS!

3. SPONSOR RAFFLE!!!
• Each sponsor stamp will opt you into their raffle prize and mailings
• Collect 9+ sponsor stamps on your Badge to be eligible for the Xbox
• Hand entire Badge/ ribbon back into registration desk at end of day
• We will draw Badges for prizes at 5pm in Cromwell (if you are drawn
and do not have the pre-requisite stamp/s…..You lose!)

4. SOCIAL
• Make sure you tweet on #spscambridge or #sqlsatcambridge
• During the event we have Giant Jenga, Sack races and Conker Fights!
• After event, join us for a post event SharePint/ SQLPint from our bar
• Don’t forget to thank Sponsors,Volunteers and Speakers!
• The event will close at 6.30pm

5. @marijnsomers
• Business consultant, Project Manager @ Balestra
• Speaker, Trainer, Coach
• MBTI-type: ENTJ
• Antwerp -> Amsterdam
• Licensed clock and watchmaker

6. • Bloom.report
• We deliver the documents you need to get your Office 365 project
started. Sourced directly with information provided by the business so you can
focus on delivery
• Governance, adoption, training, communication, infrastructure and migration
document
• Based on surveys and interviews

7. Take aways
• How have we changed ?
– How does Office 365 change ?
– What is change ?
• Pole position for IT
• Drive value for organisation
– Creating champions
– Delivering Michelin star Office 365

9. How it used to be
• 3 – 5 year hard change
• Change happened only when there was a good reason for it
• If it ain’t broke, don’t fix it
• Training
– Classroom training
– manuals

10. Speed of change
• Time to reach 50 million users ?
– Radio ?
– TV ?
– iPod ?
– Internet
– Facebook ?
– Angry birds ?

11. Today change is a given
• Smartphone
• TV
• Apps we use
– Facebook
– Twitter
– Amazon
• People are getting used to changing environments

13. When you try to explain
what Office 365 is ..

14. New apps added to the
platform
– Teams / ToDo / PowerApps / Flow / groups / planner
– Forms

15. New functionality
• Modern lists / libraries / pages in SharePoint
• Focused inbox
• Share documents via link
• Login experience
• Skype -> Teams ???

16. # apps for same purpose
• Task management ?
– ToDo - Outlook tasks
– Planner
– SharePoint tasks
• Work together on a document ?
– Shared in OneDrive
– Shared in SharePoint
– Groups / teams

17. Real life experiences
• Evergreen
• It’s always the latest and greatest
• it feels at times that there are changes occurring weekly. Trying to
consume all the information about changes across the various
workloads can be like drinking from a fire hose

18. Issues
• Changes every week (+ 70 changes to SharePoint in 2016)
• Release dates are approximate
• You can’t stop the changes: live with it
• Old blogposts and youtube videos are still there
– Not promoting best ways
• What you learn today might will be different int 6 months
– (thank you Microsoft)

19. 2 types of change
• Organizational change
– changes that the business undertakes in order to improve.
– new processes, technology, organizational structures, products/services, or
business models.
• Individual change
– process that each employee undergoes during his/her own personal transition
through change.
– most difficult element of the change management process
– often the most poorly managed by leaders.
• Successful organizational change is completely dependent on
effective individual change.

20. Stages for individual change
• Stage one: Undoing
– employees need to let go of their old ways of doing things or their old identity.
– it is important that there is a strong motivation for change by employees
– clear communication by leaders as to what the vision for the future looks like.
• Stage two: Learning
– learn new concepts and new ways of doing things.
– important that there are role models to demonstrate new behaviours, attitudes
and tasks.
• Stage three: Locking in
– internalizing the new concepts/behaviours/actions so that change can be
solidified.
– people need to let go of the past and incorporate the new reality into their self-
concept.

21. Generation differences?

22. Generational differences:
Baby boomers
• tend to be cautious of change. (’80 – ’90 where people lost jobs in
organizational changes)
• “flavour of the month” leadership changes and shifts back-and-forth
in strategy which translated into a lack of enthusiasm for new
changes
• Baby Boomer employees may not resist the change but they may be
less excited about it than younger generations if they believe that it
will be short lived.

23. Generational differences:
Generation X
• Skeptical of leaders’ motivations and intentions when implementing change.
• They want to know the benefits of change, most notably to them, and what
they will gain by adopting a new approach.
• Resistance occurs if they believe the change will hinder their ability to
achieve results.
• If involved in the planning process, Gen Xers will focus on setting targets for
how performance can increase as a result of the change.

24. Generational differences:
Generation Y
• Have grown up in a world where change is constant
• Where technology changes every 3-6 months.
• Culture where Gen Y employees expect organizational change to
occur quickly and frequently.
• Resistance to change happens if the initiative is entirely driven from
the top or if there is a sense that the change is too minor and
insignificant to make an impact.

26. Let’s not talk about change
• an act or process through which something becomes different.
• It’s unknown
• It’s challenging
• It’s uncertain
• It’s unpopular

28. Progress
• Development towards an improved or more advanced
condition
• Positive vibe
– It will be even better
– Growth
– Forward

29. Change the message

30. Pole position
for IT

31. First release
• 21 days before standard rollout begins

32. Message center
• Learn about official announcements and changes.
Read these messages in the Office 365 admin center
or admin mobile app. Share these messages with
others in your organization.

33. Roadmap
• https://products.office.com/en-us/business/office-365-roadmap

34. Changes to the roadmap
• www.roadmapwatcher.com

35. uservoice
• https://sharepoint.uservoice.com/

36. Blogs matter: Feedly saves
lives
• Official Microsoft blog:
– https://blogs.office.com/
• Others
– Onmsft.com
– MVP’s
– Collab365 Daily digest mail

37. Fun ways
• SharePoint saturday
• Events worldwide
• Ignite conference
• Youtube
• Viewing party

39. Use the force !
• Use Flow to publish updates to Yammer
• Discussion / likes
• Embed Twitter list as a webpart on SharePoint

40. Teams: RSS connector

41. How to keep our end users in
the loop ?
• Michelin star service
• Champions

42. Michelin star service
• Microsoft is the chef
• End user is the customer
• You are the waiter

43. Qualities of an excellent waiter ?
• Stress Management
– fast-paced work
– need to have a good ability to deal with the hustle and bustle with a positive attitude to deliver good
customer service.
• People-Oriented
– service orientation and strong communication skills
– present a friendly and upbeat attitude, communicate specials, make menu recommendations and listen well
to customer orders.
– have to deal with customer complaints and needs, you work multiple tables at a time and are constantly
being asked for more drinks, food, the check or other items.
– Maintaining a customer-first approach helps you keep your focus on service goals.

44. Qualities of an excellent waiter ?
• Quick Thinker
– Waiters need the ability to think through problems or unexpected situations and do so quickly in a fast-
paced restaurant.
– If a customer orders something that the kitchen runs out of, he needs to make a recommendation of
something similar or ask some questions to suggest an appropriate alternative.
– Recognizing when customers need plates cleared or drinks refilled without being asked is important as well.
• Knowledgeable
– the face of a restaurant to their customers. You not only provide service, you represent the menu
– Knowing the menu and the specialities are essential
– Know ingredients to help customers avoid allergies and be able to explain how food is prepared if asked.
– knowing your menu and getting used to what regular customers want is how you build retention and
develop good tip income streams.

45. Tools of the trade for Michelin
grade service
• Communications up to speed
– Up to date knowledge portal
– videos
– Newsletters
– Lunch ‘n learn sessions
– Webinars with recordings on Stream
• Transform your IT department to a communication department

46. Vision Skills Incentives Resources
Action
Plan
= Progress
Skills Incentives Resources
Action
Plan = Confusion
Vision Incentives Resources
Action
Plan = Anxiety
Vision Skills Resources
Action
Plan = Resistance
Vision Skills Incentives
Action
Plan = Frustration
Vision Skills Incentives Resources = False Starts
What do you need ?

47. Champions
O R R O C K S TA R S, A M B A S S A D O R S, H E R O E S, J E D I M A S T E R S,
C A P TA I N S, …

48. Why champions ?
• IT is too disconnected from the business
• Business should drive IT
• Letting IT do all the work around adoption and implementation
doesn’t scale

49. What is a champion ?
• An Office 365 Champion is a business representative who sees
the advantage of using Office 365 in their team and find new
ways to produce better results and help move their
organization forward.
• They are not administrators and should not be technical
experts. They work with other champions in a cross functional
network to support the use of Office 365 and help drive up
user adoption throughout their business.

50. Benefits for the champions
• Visibility to senior management
• Opportunity to meet and collaborate with people from other
areas of the organization
• Improved business insight into their function gained from being at
the focus of any business-related matters associated with Office
365
• Improved skills through support
• As a core contact on the Office 365 adoption team the
Champion has priority contact to the Project and Support teams
who expect feedback on any issues and associated problems
they have for resolution.

51. Advantages of up to speed
employees
• Drive user adoption
• Make fewer (critical) mistakes
– Less calls to help desk
– Less calls to IT departments
• Less shadow IT
• Higher productivity
• More confidence = happier employees

52. Extra benefits
• Spread the word!!
• Learn
• get feedback from users
• Change management
• Emphasize on important topics

53. What do they need
to know ?

54. Start with basics
• What is the difference between a list and a library ?
• How can I upload a lot of documents ? And what happens when I
delete a document ?
• Why do documents open in the browser on this site and in the client
app on the other ?
• Who can see my documents in OneDrive ?
• Can people in Delve see my documents ?
• How can I share a document with my team members ?

55. Follow up with best practices
and governance rules
• Why use metadata instead of folders ?
• Why is it not a good idea to do item level security ?
• What are good ways to come up with metadata ?
• How can I track tasks ?

56. Finish with experts
• Expert ways to search for information
• What are content types ?
• How can I create awesome business dashboards ?
• Building apps and workflows for automation

57. Site owner certification
• If you are relying on business to deliver IT insight make sure
they know what they are talking about
• 10 question survey
• 7/10 is required
• Use the force: Forms !!
• Mention new site owners in your newsletter

58. How we are rolling out Todo..
Without any training
• Obtain a list of people who would be willing to start using this
app.
• Maximum 50 people
• Create a 10 question survey
• Tell users about how easy it is to use with no training
• Give them access, install the software
• Send out the form after 10 days for feedback.
• If positive, roll out to the organisation

60. Have fun and look cool
doing it
60