Creating an adoption plan with the Office365 Customer Success Center

O365successAt the Office 365 summit  I learned about the Office365 Success Center. This contains tons of resources and planning tools to get your Office365 launch and adoption planned. I was quite happy about that because it means all those Microsoft/Office365 customers no longer have to reinvent all wheels themselves. (You know I hate that)

A Yammer implementation (Work like a network)
I recently had the opportunity to do a Yammer implementation for a specific team so I was eager to test-drive the tool and share my experiences.

0. Access and sign-in.
Go to https://success.office.com/en-us and go to Adoption > Adoption Plan. My default Dutch version does not have the Adoption Plan options, so please add “en-us” to the URL.

How to create and access your plan.
How to create and access your plan.

After signing in, click on Create New, add title and description, and after saving the following screen is shown. (All progress bars are grey if you start)
You can see different steps with their progress. You set the progress yourself using the Save (in progress – blue) or Finish (finished – green buttons below every topic.
You open or close the item with the icon on the right of the section.
As you go along, you will also see many document-based templates on the left-hand side of the page, such as tips or templates for posters/flyers. This blog focuses on the online plan.

Progress Overviw
Progress Overview. You start with only grey boxes and you set the progress yourself.


1. Stakeholders.

You can select which roles are involved and add their names. You can also remove all roles not needed. In this case, we only had a few roles, but it was a useful exercise to note the names and responsibilities for everyone in the project team.

Adding names to roles
Adding the names to the roles.

2. Vision
The tool tells you to use ”1-4 sentences” but it is unclear exactly how many characters you can use. There is no warning when you exceed the character limit. In that case your data is simply not saved, or an older shorter version is saved.

Vision statement
Enter the Vision statement


Suggested improvements:

  • Add information about the # of characters allowed for the Vision. Show a warning when you are using more.
  • Make the Vision statement more useful, by e.g. prompting to check or revise the vision during creation of your plan.  I understand that a tool like this can not tell you that “this action or metric is not in line with your vision”, but I would like to be prompted to review the vision or to check if your action plan will promote the vision.

3. Scenario
Next in line is the Scenario you are looking for. There are 5, and I chose “Work like a network”. You can then prioritize the scenarios, but we only had one so there was no need.

4. Success Metrics
Of course you have to measure if you are on plan.  You get 6 examples, but you can add, edit and delete according to your own plans.
The examples were very useful for the exact wording of our metrics, but the display is a little odd 🙂

Success Metric section
The Success Metrics section. Good content, but the display needs some work.


Suggested improvements:

  • In the plan, please improve the display of the texts – there is html in there (screenshot)
  • In the Snapshot, check display – many spaces between words are missing.

5. Activities
Selecting your Scenario filters the suggested Activities for your project. These contain a very complete overview of all possible actions during pre-launch, launch and post-launch, including a proposed timeline.
There were a few that we had not thought of and gladly included in our plan.  There were also a couple that were not relevant for us, so we removed those.

Activities
Activities, grouped by Pre-Launch, Launch and Post-Launch.


Suggested improvements:

  • Replicate the names of the Stakeholders automatically into the Owner fields.
  • Explain what the square box does. (highlighted)
  • Replace “Office365” by “Yammer” in the Activities texts if you select the “Work like a network” scenario.

6. Snapshot
You can save and download a Snapshot (in Word) of your adoption plan, with all information you entered as well as a lot of explanation, tips etc. This turned out to be many pages (25 in our case for just 1 scenario!), and it also does not sort as in the plan.
I had to rework it (mainly removing all content that was not added/modified by ourselves) to make it into a concise actionable sharable plan.

Snapshot in Word
The Snapshot is your total plan in a document


Suggested improvements:

  • Add an option to create one Snapshot per scenario. Success Metrics and Activities may be different for each scenario.
  • Remove the additional info from the Snapshot so you end up with a concise plan, preferably in Excel so it can be turned into a SharePoint Task List 🙂 
  • Make Snapshot available as PowerPoint and/or Sway  so it can instantly be presented and/or shared.
  • Check texts for consistency: e.g. the Stakeholders are called Project Members  in the Snapshot.
  • Accept the comments in the first pages of the Snapshot.

Conclusion:
The concept is excellent. This tool and the templates will help you structure your adoption plan for the maximum chance of success, without having to invent everything yourself.
I have suggested some improvements mainly on the execution part. I expect Microsoft will be solving those soon. The current plan is already much better than when I used it a month or two ago.

Have you used this tool as well and if yes, what were your findings?

Image courtesy of imagerymajestic at FreeDigitalPhotos.net

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