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I recently attended several Teams Governance Workshops held by AvePoint in multiple U.S. cities. Based on customer feedback, it’s apparent that Teams is point of interest of most organizations. However, it is also important to recognize that the challenges of Microsoft Teams and Office 365 are the same as previous versions of SharePoint. When we polled customers about their most pressing concerns with Office 365, they responded with 3 significant challenges:
- How do you ensure adoption?
- How do you control adoption without crippling my users’ ability to collaborate?
- How do you avoid risk and sprawl on this new platform?
When I pointed out in my previous blog publish, organizations and users are already confused regarding where they must be collaborating. This will only increase once technology are deployed.
Just how can organizations get in front of the curve and be sure that this deployment would be the one which changes the way in which their business works? Finding yourself in the SharePoint space for more than 12 years, there’s a couple of fundamental methods that I’ve seen make it simpler for business users to collaborate.
It appears like this type of simple factor, right? I know the majority of you reading this are already saying “We do this with every new technology we implement,” and I know that’s the situation. If this is being done, though, so why do we continue to see email and chat used as the primary methods of communication in our organizations?
I have seen the largest challenges arise for individuals people who work in technology ourselves. We wish to show the company user an easy method without taking time to understand the issues with what they’re using today.
Based on research conducted by Daniel Kahneman and Amos Tversky (above), culminating in Kahneman’s Nobel Prize in 2002, a person will often need to realize a perceived gain with a minimum of 3x to change their way of working (anything less could be viewed as “losing” what they have).
So, how can this be addressed within the real life? While there’s no silver bullet, a good option to begin is by reaching out to select business users and asking the best questions. I’ve seen a couple of common scenarios resonate with customers across all verticals while at AvePoint:
- Are you able to locate fairly easily the information you train with every day? (An excellent trick here’s to keep these things look for a document that needs to be readily available to everybody within their business unit).
- How many places do you presently store your data today?
- Which platforms do you log into to collaborate on an every day basis?
- The number of channels must you use to remain on the top of company updates?
Outdoors of the questions above, what’s worked best would be to identify the line of economic (LOB)-specific tasks that users perform regularly. Once we all know that, we are able to ask what’s most frustrating about their process and begin working towards a solution.
The next phase is always to understand how much individuals challenges impact the business. Keep in your mind that a user needs a perceived value increase of 3x over a current solution to create a change. This really is where it’s important to not only understand the challenge, but also the context of that challenge.
Let’s take the example from previous exercise of a user describing how they choose a specific document. Say the procedure went something similar to this:
- The user searches their inbox for the subject line of an email they remember containing an essential link.
- Regrettably, that subject line search produces countless emails. The user then move onto their initial file share of preference.
- A similar document is found there, but it’s dated at over 3 years old.
- The user then messages a friend for that latest version because they saw that colleague using it the other day.
- The colleague emails an attachment towards the user.
How is the user distinguish between your newer/older versions of this document six several weeks lower the road? Let’s say the user labored for any manufacturing company. What’s the possibility impact of these working with outdated design documents?
And that’s just one example of a user’s perspective. Think of companies with a large number of users. The challenges of maintaining an inefficient collaboration platform may include items like:
- Increased cost of maintaining multiple platforms with similar functionality
- Elevated risk because of data residing in unsecured repositories
- Decreased productivity because of duplication, outdated, and limited visibility of the data running core business processes each day
An easy method to collaborate is by harnessing the strength of technology while increasing the bottom line for the business.
At this time we will be able to make the case for change. You may be asking, “What platform should we modify to?” As a Microsoft Partner there might be some bias, but more often than not I’ve seen Office 365 as the only platform that meets a wide range of required functionality.
Among the simplest formats that can be used to justify technology adoption was presented by John T. Gourville of the Harvard Business Review here. He describes this because the Trade-Offs Innovation Demand. Users should find out the proposed “innovation” after which outline the gains and losses of applying it. Evaluating each platform like this gives you advisable regarding what your best option will be.
Now you’ve made the decision in your platform (for argument’s sake, let’s assume its Office 365). How can you ensure that your users are actually adopting it and making use of the woking platform effectively? With choices from Exchange, SharePoint, Teams, Groups, Yammer, etc. it may be daunting for any non-technical person to understand what to do.
Creating a table that outlines the intended collaboration methods can be a great benefit. Be certain to consider audience, formality, and sensitivity as your beginning points. After that you are able to add anything your company in particular may require.
The easiest method to get this to simple for your users is thru automation. Automation will permit them to answer business-related questions easier and revel in a corresponding digital workspace for his or her need.
You can do this through workflows coded in-house or through organizations for example AvePoint. The advantage of utilizing AvePoint is that we drastically reduce the time that it takes to deploy products. We offer the added advantage of automation through the lifecycle of any digital workspace. This addresses many from the challenges uncovered in the chart above.
There’s no good way to solve all of the challenges your business may face when applying new technology, mainly in the enterprise collaboration space. However, the path to adoption could be a smooth one should you can accurately pair technical features using their appropriate business uses. I hope I’ve provided you with a beginning point to making your next major technology shift an enduring one!
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