Effective Adoption Tools for Office 365
So, what are common training materials for Office 365 and how do you get users to use them? Common training materials include:
- How to Videos. These are usually short – I mean VERY short, 30 second to 5 minute videos that explain how to do exactly one thing. This could be how to upload a document, how to share a document, how to create a new document in OneDrive, or how to log in to office.com, for example.
- Videos about fundamental concepts. For example, a video explaining cloud computing and why we use it at our workplace. These can range from 20 minutes to an hour.
- A training portal that serves as a one stop shop for accessing training materials
Once you understand the personas in your organization, you can do several things that will help your adoption efforts. Two of these are:
- Incorporate the needs of the different personas into your governance discussions
- Target each persona with relevant training communications
- Email. Use email campaign tools to communicate targeted training to the right persona and track who opens those messages and clicks on the internal training links. If you target your emails to your audience and provide them with personally relevant content on a consistent basis, you can drive readership above the 20% open rate. Additional ways to make email content more engaging include using pictures, testimonials and video links. Sending just plain text will not be as effective.
- Printed matter such as posters, flyers, brochures, and reference cards. Create these with content for specific personas and/or distribute them so that they are received by personas who will find them relevant.
- Digital Signage. Consider the personas in each office area that has a digital sign and decide what content would be relevant to them. Here again, video content, even silent with closed captions, can be very engaging.
- Live events such as webinars, lunch and learns, and IT Fairs.
- You can target specific personas when inviting people to the events.
- At the beginning of your presentation identify the personas present and customize your content appropriately.
- Incorporate training videos into your lunch and learns.
- For an IT Fair, make sure the personas attending know which sessions will be relevant to them. For example, instead of “This session is about OneNote” say “Run meetings? Learn how you can use OneNote to take notes easier”.
- Word of mouth. Get the word out about new training content by telling managers to have their staff try the new training materials. Emphasis on “try” with the ask that feedback be provided. Select which content you promote to which managers based on the personas that report to them.
- Helpdesk. Make sure hour helpdesk staff are aware of the training resources that they can share with their customers. Help them understand which content they should recommend to which customer.
- Champions. Make sure your champions are the first to get access to the new training videos. Have them select their favorites to share with their peers.
- Onboarding. Include these training materials in employee onboarding and customize the onboarding experience based on their persona.