We speak with many organizations that have chosen Office 365 because of the 3 most well-known reasons that Microsoft and their IT partner have presented to them:
- Work better together
- Work from anywhere
- Work with confidence
Correct as they definitely are, the reasons mentioned are also hard for anyone to disagree with. Therefore, this often means that customers in many cases have been willing to buy Office 365 before they have actually examined the platform as a whole and thought about which applications to use and how to get their organization to adopt them.
The questions that remain are the what and the how?
First of all, Office 365 is not a product it’s a platform. Depending on the plan, Office 365 can contain more than 30 different applications with 30 different user interfaces and 30 different mobile apps.
Consequently, a rollout must be scoped and planned very carefully.
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Increasing an Office 365 user adoption by scoping its applications
In this article, we will address the scope rather than the planning and selection of applications. One thing to have in mind – a few basic applications should be addressed rather early on. Since they are often a prerequisite for other applications to function fully and seamlessly: OneDrive and SharePoint. These two applications hold content from many other Office 365 applications.
If you have been clicking around on the SimplySo website, you already know that we regard SharePoint as one of the single most important applications to address and work with. Despite the fact that SharePoint is extremely difficult for any organization to adopt fully.
We recommend, to begin with, a categorization of the users in regards to their expected ability to understand and work with SharePoint. Remember, SharePoint is where your organizations content should be, like a modern file-server. Hence, it is quite important that everyone gets on board.
A general categorization of users could be as exemplified below:
Desktop specialist users
Could be engineers, academics, and specialists etc. In most cases, they will be able to work with plain or lightly customized Office 365/ SharePoint after passing a training course. Frequently these user groups will account for 20% of an organization’s users.
Deskless workers and light users
Could be sales reps, office workers, retail workers etc. They will in most cases not be able to adopt plain Office 365/ SharePoint. These user groups will in many cases account for up to 80% of an organization’s users.
Needless to say, both user groups are important to get on board. However, the light users are often neglected in IT projects. A recent, groundbreaking and very effective solution for these user groups is to add a simplified UI for Office 365 that looks and feels familiar. This way the Office 365 user adoption barrier will be very low and your organization could with a little effort hit adoption rates of up to 80%.
Once all users are on board SharePoint and OneDrive, you can plan relevant next steps in the rollout.
Remember, that user adoption is key to preventing shadow IT like Dropbox, Facebook etc.
Data stays in Office 365 / SharePoint Online at all times, making SimplySo perfect as a UI for all users in a small organization or as an additional UI for certain user groups in larger organizations. It’s simple.