Seven Key Ways to Gain Value from Office 365 User Adoption
To maximize your Office 365 investment, you need to ensure user adoption, so it’s imperative to incorporate proven change acceptance techniques when introducing new technology to your employees. Once you have business and IT alignment in regards to your innovation goals, it’s time to implement the software and ensure your users adopt, use, and expand their skills within Office 365.
Let’s explore seven key areas of value your business will realize with full Office 365 user adoption.
1.) Increased Efficiency and Innovation
With a functioning and adopted Office 365 solution in place, you save time managing technology and can focus on delivering innovation to your business. In order to achieve this level of innovation, your users will need to know how to properly use the Office 365 tools and will need to be comfortable using them on a daily basis.
Continually provide the solutions you know users need. For example, don’t let users randomly discover tools like Microsoft Teams. Instead, engage with and provide them with training, guidelines, and a process for using Teams to ensure they’re using it optimally amongst their own teams and across departments.
“With a functioning and adopted Office 365 solution in place, you save time required for managing technology and instead, can focus on delivering innovation and value to your business.”
2.) Protected Data: Internally and Externally
In 2017 alone, there were 1,120 total data breaches and more than 171 million personal records of consumers exposed. This number of attacks is only expected to increase, with a target on small and large companies alike.
Luckily, Office 365 has tremendous control and compliance capabilities across email, SharePoint, OneDrive, Teams, and Yammer, which makes it easier to control and protect proprietary information.
Properly enacting the policies, procedures, retention, disposition, data loss prevention, and information protection enable content sharing, internally and externally, while ensuring data is secure. Using Office 365 tools to collaborate with external partners, as opposed to non-supported third-party tools like Box or Dropbox, also ensures your content is properly governed and risk is reduced.
3.) Effectively Managed Intellectual Property
When your users have properly adopted Office 365, confidential or proprietary information moves to your intranet, Teams or team sites, communication sites, project areas, and OneDrive. By reducing your organization’s reliance on email, and instead, storing key information in a reliable system specifically designed for a search-first user experience, you more efficiently manage critical data and intellectual property.
Gone are the days when file shares, email, and the “My Documents” folder are haphazardly used. And with today’s agile workforce, it’s key that your important knowledge is maintained within your organization’s Office 365 structure and not in someone’s inbox, on their own personal device, or another unsupported third-party service.
“Using Office 365 components for more than simple email and document storage creates new opportunities for improving efficiencies.”
4.) Increased Business Intelligence
Once users have adopted Office 365, your organization can use Power BI to access valuable data stored in the various tools and deliver insights to make intelligent business decisions.
Microsoft has long been a leader in this area for a decade. Gartner has positioned them as a Leader in their Magic Quadrant for Business Intelligence and Analytics Platforms for ten consecutive years. Sample areas where Power BI delivers insight include:
- Key financial metrics
- IT spend
- Sales effectiveness
It’s another way using Office 365 components for more than simple email and document storage creates new opportunities for improving your organization’s efficiencies.
5.) Empowered Employees
With Office 365, you can empower employees by enabling more effective collaboration and supporting decentralized teams and remote workers through tools like intranets, extranets, and collaboration solutions using SharePoint, Microsoft Teams, OneDrive and all the features in Office 365. Employees now have a work environment that’s intelligent, flexible, and secure, and they can collaborate from anywhere, on any device.
6.) Decreased Reliance on Email & Client Applications
With Office 365, you eliminate the need to upgrade your desktop software, patch servers, and perform platform migrations every four years. This time savings improves productivity, allowing you to identify your organization’s business opportunities instead of just worrying about the IT problems. The underlying changes with upgrades, server patches, and platform migrations still happen, but they are gradual and more manageable as they happen over the platform life cycles.
Embracing and supporting employees’ use of Office 365 also keeps them on the front edge of modern technology, providing opportunities to grow their skills and career.
7.) Accelerated Digital Transformation
The difficulty with digital transformation is that it is 100% based on people and their ability and willingness to change how they operate. Users can send emails and use online file shares, but social content, publishing, project management, document management, business automation, and business intelligence are a different story. Full user adoption accelerates the speed of business and your digital transformation.
Unfortunately, an organization cannot simply deploy software and expect magic to happen. It’s accelerating broader business activities, processes, competencies, and models to fully leverage digital technologies. It’s challenging business leaders to harness technology to shape their specific destiny. It’s a living process that shifts throughout the journey.
It’s why 88% rely on third-party providers for at least one component.
It’s also why we leverage a proven process methodology that we refer to as Center of Excellence service for Office 365 and related technologies.
Interested in learning more about a Center of Excellence approach? Download our free whitepaper here.