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Microsoft 365 Adoption Implementation and Tracking Guide TABLE OF CONTENTS 03 About the Author 04 Introduction 05 How to Establish a KPI Benchmarks and Reporting Plan 06 How to Utilize Microsoft 365 to Improve Communications and Streamline Adoption 07 Make the most of Teams 09 Share Critical Data Using SharePoint 10 Enhance Mobile Communications With Microsoft Kaizala 11 How to Create a Successful Intranet 11 The Importance of Understanding Your Audience 12 Create Personas 12 Audit Your Intranet 13 Identify the First Steps 14 How to Create a User Resource Center Integrated With Learning Materials 14 Create a Communication Website 15 Add Your Company Logo 15 Set up Your Title and Description 15 Add Quick Links 16 How to Empower Adoption Champions 16 Setting up Champions to Help Change Behavior 17 Create a Microsoft 365 Champion Program 18 Track User Adoption With Microsoft 365 Usage Reports and SysKit Point Analytics Reports 18 Usage Reporting 19 Usage Analytics 20 Conclusion 3 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide About the Author Chris Hardee is a 20-year technology professional who found a passion for writing and marketing. He enjoys diving deep into technical concepts, finding important points in the data, and translating them into the right words. He’s written for several major online publications, including Forbes, Business 2 Community, and MISTI Training Institute. In his free time, Chris enjoys flying drones, going for walks with his two dogs, reading, and spending time with family. 4 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide Introduction Microsoft 365 holds great promise for any organization that adopts it. It improves efficiency, productivity and increases business flexibility. Unfortunately, despite these benefits, there’s a gap between the deployment and adoption of Microsoft 365. According to research by McAfee on Microsoft 365 adoption, the gap is large. 79.1% of organizations deploy OneDrive for business for 100 users or more, but only 18.6% of the employees actively use it. For Exchange and SharePoint, the adoption rate is less than 8%. Maybe it’s because you have users that are simply used to their old tools and workflows and don’t want to change. It’s natural for an employee to be resistant to change. They may think that the old system works just fine and wonder why they need to upgrade. These employees are the „heart of your business.” They are the ones that will be affected by this change. An organization needs to understand its employee’s work behavior and be ready to support them during the implementation. They need to prepare and train their people for the changes that will come as part of a Microsoft 365 adoption. When implementing Microsoft 365, an organization must use a change management initiative and have a clearly defined structure process that fits the way employees at your organization work. A successful Microsoft 365 adoption strategy is more than just a technical implementation of the product. It would be best to empower your employees to take advantage of the new features offered in Microsoft 365. Having a successful adoption means that employees can integrate Microsoft 365 tools into their daily work habits, workflows, and processes. However, for Microsoft 365 to succeed, an organization needs to have a high adoption rate. This rate is why you need to build excitement before implementing Microsoft 365. You can share with your employees the benefits and the usefulness of implementing. You canencourage those employees to make the most of Microsoft 365 in their day-to-day activities and make them aware of potential pitfalls and offer them solutions. 5 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide How to Establish a KPI Benchmarks and Reporting Plan There are several great reasons to track KPIs during an M365 implementation. Some of these include: 01 REMOVE UNNEEDED 02 RIGHT-SIZE YOUR STORAGE APPLICATIONS Organizations sometimes have multiple With Microsoft 365, you’ll likely be using applications with similar purposes. By OneDrive or SharePoint for file storage in the uncovering how employees are using cloud. Some of the pricing structures have these applications, you can see which ones multiple tiers with different amounts of storage favor the organization versus which ones space. To get the best value, you will want to are less popular. This distinction can help find out how much data storage is needed so you eliminate unneeded software in your you can pick the right tier for your needs. organization. 03 IMPROVE YOUR 04 UNDERSTAND YOUR TRAINING COMMUNICATION NEEDS As employees use Microsoft 365 You need to know if your users understand applications like SharePoint for how Microsoft 365 fits their daily workloads. collaboration, the usage of these applications KPIs can turn your Microsoft 365 migration into can be tracked. Organizations can gain a competition. It will help you promote high insights into how employees use Microsoft adoption levels by incentivizing employees 365 to help them secure their network and that reach the goals. KPIs can help you make it more efficient. Having KPIs can measure the success of your Microsoft 365 help you find any business challenges, implementation. identify the gaps between current Office 365 capabilities and the challenges your employees are having, and improve work processes to get around those challenges. 6 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide Here are some KPIs you should monitor to get these benefits: TRAINING EFFECTIVENESS: Gauge training effectiveness with an employee satisfaction survey. You can ask employees what they thought of the training and how well they understand using Microsoft 365 to do their jobs. You can also monitor things like Teams, SharePoint, and mailbox usage to see how many users are embracing the platform. REDUCING OPERATING COSTS: Operating costs are primarily dependent on your business, but you can monitor their disk space usage for SharePoint and email. You can watch and then reduce the amount of disk space you use to reduce the overall cost. Using Teams more efficiently allows you to reduce your audio conference billing. Teams can also help you reduce your travel expenses by making more meetings online, as we saw during the pandemic. Another way to monitor cost reduction is the number of help desk calls that come in for some time after the migration. MICROSOFT 365 ADOPTION RATE: You can monitor Teams usage, SharePoint usage, and mailbox usage to better understand how your company is adopting Microsoft 365. How to Utilize Microsoft 365 to Improve Communications and Streamline Adoption Communication during a Microsoft 365 adoption is critical. A lack of communication can lead to misunderstandings and loss of productivity. Without communication, teams are more likely to make mistakes. Here are some tools that will help you beef up your communication during your Microsoft 365 adoption. 7 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide MAKE THE MOST OF TEAMS While email may have been your way of communicating before the Microsoft 365 adoption, Teams offers new opportunities to enhance communication. Teams allows employees to communicate whenever and wherever they want. This communication is excellent for remote workers as well as employees in the field. Since Teams keeps all of the communication in the application, it is easier to find previous conversations. You can also store documents in Teams, which makes it easier for employees to collaborate. Teams allows you to create a digital workspace. It will help you move your business into the cloud since teams is a cloud-based system. It offers Microsoft 365 integration with applications like Outlook, Word, and Excel. While in a chat, employees can review documents, leave comments, and edit those documents in real-time within the app. Onboarding new employees is more accessible and quicker. When a new team member comes on board, you can direct them to a Teams channel for new team members. This channel could include links to all the information new employees need, such as training videos, an employee handbook, and more required by HR. It also allows for accessible communication with the HR staff in case there are any questions. This process enables new employees to come on board quicker and easier and ultimately makes them more productive faster. Teams can be used to improve internal conversations and allow people to engage and collaborate throughout the organization. As you progress, you can transition from traditional group email-type conversations into Teams using the post tab. You could use this for project-related discussions as well as cross-functional teamwork. Of course, you can also have discussions across specific departments. Before the pandemic, water cooler types of conversations were widespread and a benefit of working together. With Teams, you can replace that type of water-cooler conversation and allow great ideas to permeate during random discussions. When it comes to having conversations with people outside of your organization, Teams can also fit nicely into that scenario. You can have discussions and share information files with external customers, partners, and vendors. What’s more, you have greater confidence when sharing your intellectual property because you’ll have better control over the documents you are sharing. 8 | SysKit - Microsoft 365 Adoption Implementation and Tracking Guide Once you send something out via email, it’s impossible to know if an employee will share it with anyone. However, within Teams, you have greater control. In addition to being a great way to enhance productivity, Microsoft Teams is a secure application. Out of the box, it includes multi-factor authentication and single sign-on integration with Active Directory. Teams also offers secure guest access for those companies that need to invite vendors or customers to a call. For those companies that must follow government or industry compliance standards, Teams also comes with compliance security standards for those businesses.

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