Office 365 Adoption Plan - Contoso Web viewYour Adoption Plan will be broken down into 5 main components: your vision or business strategy, the business scenarios that can help achieve

Office 365 Adoption Plan

Office 365 Adoption Plan Prepared for Contoso Corporation

ContentswAdoption Plan Summary............................................................................................................3

Project Overview............................................................................................................................. 3

Project Members.......................................................................................................................4

Project Timeline........................................................................................................................ 5

Vision............................................................................................................................................ 17

Scenarios & Solutions................................................................................................................... 18

Prioritized Solutions (Optional)...............................................................................................19

Measurement Framework.............................................................................................................20

Adoption Plan................................................................................................................................ 23

Build a Champion Program........................................................................................................24

Drive Adoption........................................................................................................................... 25

Scenarios & Solutions Variations...............................................................................................28

Project Timeline............................................................................................................................ 28

Annexes........................................................................................................................................ 28

Getting to Solutions Example.....................................................................................................31

Success Criteria Example...........................................................................................................32

Get It Done From Anywhere Usage Metrics...............................................................................33

Emails and Calendar on the Go Usage Metrics..........................................................................34

Store, Sync and Share Your Files Usage Metrics........................................................................35

Run More Effective Meetings Usage Metrics..............................................................................35

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Adoption 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.

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Project Overview


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 Roles Names Emails Responsibilities

Business owner Provide guidance, approval and support throughout the rollout

Champions Help evangelize Office 365 and manage objection handling

Communication lead

Oversee company-wide communications about Office 365

Community manager

Manage day-to-day Yammer network activity; provide guidance and best practices

Department leads Identify how specific departments will use Office 365 and encourage engagement

Executive sponsor Communicate high-level vision and values of Office 365 to the company

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HR manager Integrate Office 365 into HR processes and manage HR content on Office 365

IT specialist Oversee all technical aspects of the rollout, including integrations

Project manager Oversee the entire Office 365 launch execution and rollout process

SharePoint site manager

Help manage SharePoint site strategy for the organization, serve as the link between business side and IT

Training lead Manage and communicate training content about Office 365

Project TimelinePhase Timeline Category Description Owner

Launch Week 6 Communications Send out an “Announcement email” to let users know what’s available, how to get started, and where to go to find help and

Communication Lead

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resources.

Launch Week 6 Communications 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.

Communication Lead

Launch Week 6 Engagement Events

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.

Communication Lead

Launch Week 6 Measurement Circulate a baseline survey shortly before users receive activated accounts and devices, to

Project Manager

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gather data about their knowledge of Office 365.

Post-Launch Week 8 Communications Periodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use of each scenario.

Communication Lead


Communication Lead

Post-Launch Week 10 Communications Periodically share tips with end-users by using the “tips & tricks” email templates to sustain momentum and broaden the use

Communication Lead

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of each scenario.


Communication Lead

Post-Launch Ongoing Support Maintain 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 Lead

Post-Launch Week 8 Engagement Events

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

Training Lead

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stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.


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.

Training Lead


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

Training Lead

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stations, and access training resources. Have the event in a high-traffic area such as a lobby or lunch room.

Post-Launch Ongoing Training 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.

Training Lead

Post-Launch Week 10 Measurement Release 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 Manager

Post-Launch Ongoing Measurement Capture success Community

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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.

Manager

Post-Launch Week 12 Measurement After 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 Manager

Post-Launch Monthly Measurement Track results based on your previously defined Success

Project Manager

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Metrics and measure progress against your benchmark. Periodically report results to key stakeholders.

Post-Launch Ongoing Community Make 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.

Community Manager

Post-Launch Ongoing Support Keep an eye on Office 365 Service Updates and leverage our communication templates to let people know

Project Manager

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about new features released to the service.

Pre-Launch Week 1 Community Create a Yammer group to engage with pilot members and anyone interested before launch.

Community Manager

Pre-Launch Week 1 Communications 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?”.

Communication Lead

Pre-Launch Week 2 Support Ensure your helpdesk is trained & ready for launch.

Training Lead

Pre-Launch Week 3 Training Use an internal team site to store training resources such as getting started guides and tips & tricks. You can also direct users to

Training Lead

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Microsoft’s public Learning Center.

Pre-Launch Week 2 Engagement Events

Host an in-person event to train champions & pilot members. Use customizable training decks mapped to the most fundamental Office 365 usage scenarios.

Training Lead

Pre-Launch Week 3 Measurement Circulate 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 Manager

Pre-Launch Week 4 Measurement Release a survey halfway through your soft launch to gather data about champions’ experiences with Office 365, and

Project Manager

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use the results to make any adjustments prior to a general rollout.

Pre-Launch Week 5 Measurement Use 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 Manager

Pre-Launch Week 4 Communications Work with Internal Communication to make announcements across your Company Portal, IT Portal, etc. as needed.

Communication Lead

Pre-Launch Week 3 Communications Ensure that Office 365 has a visual presence throughout your corporate offices

Communication Lead

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with posters, flyers, educational booklets, and other print messaging.

Pre-Launch Week 4 Communications Play 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.

Communication Lead

Pre-Launch Week 5 Engagement Events

Host 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 Lead

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A 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.

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Vision

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Once 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:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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

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Scenarios & Solutions

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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.

Scenarios Description

Work like a network We 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:

1. Complexity: for each solution, define the related complexity score. Estimate how long it will take you to put the solution into practice.

2. Added Value: for each solution, define the related value score. Estimate the level of business value the solution will have on your employees.

3. Impact: for each solution, define the related impact score. Estimate how far the solution will span across the business.

4. Leadership Involvement: for each solution, estimate the amount of leadership support you are likely to receive.

Scenarios Added Value

Complexity

Impact Leadership

Involvement

Total Score

Work like a network 1 1 1 0 3

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When 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 criteria Method/source Metrics Example goal

Improved collaborationIncreased cross-team and cross-location communications.

QualitativeEnd user surveysYammer groups & feedback

Employee satisfaction Time saved

Teams 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


Employee satisfaction

Employee satisfaction improves by 15% within 6 months.

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Measurement Framework

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engagement, reduced stress, improvedwork-life balance.

Increased adoption Increased usage correlates to user adoption of the technology.

QuantitativeOffice 365 reports

Mailbox usage SharePoint usage Lync IMs and conferences Minutes of Lync audio used

Comparison 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.


Time required to complete projects

Comparison 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 measures

Mailbox usage SharePoint usage Audio conferencing billing and usage Travel and phone expenses Help desk calls

Comparison 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

QuantitativeOffice 365 reportsQualitativeEnd-user surveysYammer

Mailbox usage SharePoint usage Lync IMs and conferences Minutes

Comparison of pre- and post-training usage reports will show increasing

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training effectiveness.

groups & feedback of Lync audio used Employee satisfaction

adoption per month. Employee net user satisfaction score is 130+ based on the final training survey.

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Raising 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 it.

Communications, 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.

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Adoption Plan

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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 provide

Clear about the execution of the adoption and awareness plan Encouraged and empowered to guide, teach and train their peers Receiving 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 effort A Yammer group for champions to connect with one another, share updates and successes Lightweight training for champions on the Office 365 product capabilities Materials ready to support the champions' work on the ground with their teams and

individuals A regular rhythm for discussions with the champions to learn what’s working well and

what needs to be improved A method to engage, reward and recognize the effort of champions Communications 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.

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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 Guide Use 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 https://support.office.com/en-us/learn/office365-for-business.

Host 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 Templates

Circulate 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 Templates

Release 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 Templates

Use 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 Templates

Work 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 Templates

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Play 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 Examples

Host 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 SWAGs

Launch (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 SWAGs

Circulate a baseline survey shortly before users receive activated accounts and devices, to gather data about their knowledge of Office 365. End User Survey Templates

Tips 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 captured.

Organize 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 Templates

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Post-launch

Periodically 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 Templates

Maintain 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 SWAGs

Tips 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. http://aka.ms/policies

Release 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 Templates

Capture 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 Guide

After 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 Templates

Track results based on your previously defined Success Metrics and measure progress against your benchmark. Periodically report results to key stakeholders. Measure Success Guide

Make 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.

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Scenarios & Solutions VariationsScenario Get it done from anywhere

Department/Team All

Description People work across a variety of devices from different locations and we need a consistent, clean, and fast experience when collaborating on projects.

Solution Designate 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.

Scenario Emails and calendar on the go

Department/Team All

Description People need a single destination to access their email, calendars, files, contacts and tasks.

Solution 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.

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.

Scenario Store, sync, and share your files

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Project TimelineAnnexes


Department/Team Marketing

Description The 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.

Solution Use 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.

Scenario Run more effective meetings

Department/Team All

Description Team members are taking their own individual meeting notes and the information is not readily available to team members who may have missed a meeting.

Solution Schedule 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.

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Scenario Work like a network

Department/Team All

Description We need a way to connect our dispersed workforce and create a culture of sharing, innovation and community.

Solution Strengthen 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.

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Getting to Solutions ExampleAs a… I want to… So that… That means I

need…Associated business value

Meeting participant

Have 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 saving Easy

onboarding Improved

information sharing

Meeting leader Give 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 saving Improved

information sharing

Up-to-date information

Department leader Be 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 making

Transparency Time saving

Project Manager Organize 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 efficiency

Transparency Agility

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Success Criteria ExampleSuccess criteria Method/source Metrics Example goalIncreased adoptionIncreased usage correlates to user adoption of the technology.

Quantitative Office 365 reports

Mailbox usage SharePoint usage Lync IMs and

conferences Minutes of Lync

audio used

Comparison of pre- and post-rollout usage reports will show increasing adoption of 10% per month.

Training effectivenessIncreased usage correlates to training effectiveness.

Quantitative Office 365 reportsQualitative End-user surveys Yammer groups &

feedback

Mailbox usage SharePoint usage Lync IMs and

conferences Minutes of Lync

audio used Employee

satisfaction

Comparison 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.

Quantitative Office 365 reporting Finance/accounting

reports Help desk reports Travel and phone

expense reports Output measures

Mailbox usage SharePoint usage Audio conferencing

billing andusage Travel and phone

expenses Help desk calls

Comparison 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.

Qualitative End user surveys Yammer groups &

feedback

Time required to complete projects

Time to complete customer orders should drop by 15% within 6 months.

Improved collaborationIncreased cross-team and cross-location communications.


feedback


Time saved

Teams 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.


feedback


Employee satisfaction improves by 15% within 6 months.

Get It Done From Anywhere Usage MetricsPage 32


Capability Measure Benefit Area Benefit DescriptionAccess OneNote notebooks with mobile/tablet device

Average number of OneNote documents accessed per user

Agility Reduce time to find information

Work on your documents with mobile/tablet device

Average number of documents viewed/edited per user

Agility Financial

Reduce time to accomplish task

Work from anywhereCo-author documents Average number of

documents with instances co-author per month

Agility Reduce time to produce documents

Syncing your documents Average number of documents stored in OneDrive per user

Agility Increase access to your information wherever you are

Accessing documents from any device

Average number of connections to OneDrive per user per device (kiosk, tablet/mobile, PC)


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Emails and Calendar on the Go Usage MetricsCapability Measure Benefit Area Benefit DescriptionLeverage Quick Actions in Outlook

Average number of quick actions defined per person

Agility Reduce time to organize mail

Leverage Quick Actions in Outlook

Average number of quick actions used per month

Agility Reduce time to organize mail

Use Folders for organizing

Average number of folders per mailbox


Use Folders for organizing

Average size of main inbox folder per user


Combine calendar & task management for better organization

Average number of tasks per user

Agility Reduce time to organize calendar

Share your calendar Average number of calendars shared per user

Agility Calendaring sharing can increase productivity based on manual intervention X admin checks

Schedule a Lync meeting

Average number of Lync meetings scheduled per month

Financial Cost of storage, reduced travel, telecommunication expenses,

Check meeting response status

Count of meetings with a quorum

Financial Reduced cost of wasted time in meetings

Advertise availability (calendaring)

Count of users with shared calendars

Agility Reduce time to schedule meetings

Advertise availability (presence)

Count of users setting presence status


Create other calendars Average number of calendars per user

Agility Reduce time to organize calendar

Create contact groups Average number of groups per user


Check calendar wherever you are with mobile/tablet device

Count of mobile devices connected to tenant

Agility Reducing amount of commute time, work from anywhere

Sync contacts with mobile/tablet device

Count of mobile devices connected to tenant


Use a shared workspace Average number of shared workspaces per month

Agility Financial

Free up meeting rooms Count of room occupancy per month

Financial Optimize the available meeting room space

Find a room Count of room conflicts per month

Agility Reduce the instances of room conflicts

Create a team calendar Average number of team calendars created

Agility Increase productivity through enhanced collaboration

Store, Sync and Share Your Files Usage Metrics

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Capability Measure Benefit Area Benefit DescriptionWork on your documents with mobile/tablet device

Average number of documents viewed/edited per user

Agility Financial

Reduce time to accomplish task; work from anywhere

Co-author documents Average number of documents with instances co-author per month


Managing document versions

Count of sites with version history


Syncing your documents Average number of documents stored in OneDrive per user


Accessing documents from any device

Average number of connections to OneDrive per user per device (kiosk, tablet/mobile, PC)


Run More Effective Meetings Usage MetricsCapability Measure Benefit Area Benefit DescriptionLeverage presence to start communicating

Average number of ad hoc instant messaging sessions per month

Agility Reduce time to decision

Schedule a Lync meeting

Average number of Lync meetings scheduled per month

Financial Cost of storage, reduced travel, telecommunication expenses,

Check meeting response status

Count of meetings with a quorum

Financial Reduced cost of wasted time in meetings

Advertise availability (calendaring)

Count of users with shared calendars


Advertise availability (presence)

Count of users setting presence status


Find people Avg. Number of searches per month


Start a conversation Average number of ad hoc instant messaging sessions per month

Agility Reduce time to gather in conference rooms

Start a conversation Average number of Lync voice calls per month

Agility Reduce time to gather in conference rooms

Information about a contact

Completeness of contact information per user

Agility methods of communication (Lync calls), identification of Influencers, time zone availability, productivity

Information about a contact

Average time to find contact


Join a meeting face-to-face

Average number of Lync video calls

Financial Reduce cost / time to travel

Use a shared workspace Average number of shared workspaces per month

Agility, Financial

Free up meeting rooms Count of room occupancy per month

Financial Optimize the available meeting room space

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Use video to make meeting experience interactive

Average number of Lync video calls / month


Meet Online (Scheduling a meeting online)

Average number of Lync voice calls / month


Start your video Average number of Lync video calls / month


Give a presentation Average number of shared presentations per month


Add a new contact Average number of contacts / user

Agility Increase the ability for people to find each other

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