Overcoming the Challenge of Office 365 User Adoption through Online Training
Adoption. It’s a scary word to an IT professional. You can roll out some shiny new application, get every bit of the configuration correct, have every user account ready – and if users hate it, it can spell doom.
The shift to a platform as immense as Office 365, for example, which includes as many as 14 different applications that completely replace just about anything used on-premises, can be daunting for users. We all know IT is smart enough to not roll everything out at once, which helps, but there are certain aspects of even the most widely known applications. Take Word online vs desktop Word for instance. These two applications don’t completely align. Add on top of that all the new applications in Office 365 that users aren’t even remotely familiar with, and you’ll find most users are simply going to find ways to work around the new applications, using inefficient ways to accomplish tasks.
In the end, adoption is about two things:
- Productivity – There’s a reason the organization has chosen your new application or platform. The belief is that users will be more efficient, effective, and productive. Faster access to data, quicker and better decision-making, anytime/anywhere/any device access to the tools they need – it all adds up to more productivity.
- Happiness – Newer should mean easier for the user. Each task they perform should be simpler and faster to accomplish, making the task of accomplishing something more enjoyable.
So, how can you ensure adoption when what you’re putting in place is partially or completely foreign to the user?
The answer lies in educating the user with on-line training. And, not just any training; good, task-based training – the kind that empowers the user to take immediate action from what they’ve just learned.
To achieve adoption, I see a few necessary on-line training factors you’ll need to consider as you leverage training content to enhance the adoption of a given new application or platform:
- Is Should Be Relevant – Don’t make someone sit through a presentation on, say, Microsoft Teams, unless they are going to be using Teams in their department to collaborate. Then divide the training material / videos into segments that are relevant to specific tasks users will need to learn. With an average attention span of less than 20 minutes, users need training in functional, practical pieces.
- It Should Be Easy to Access – By placing the training content within the applications they will be using it makes it much faster to access the information they need to complete a task. If you have a large on-line library of training content and videos, be sure to have it full-text indexed so that users can quickly find what they need.
- It Should Be Applicable – By applicable, I mean, make the training focused on a specific capability so the user can immediately apply what has been taught to their work. Using Teams-based Chat is something the user can begin to do the moment they watch the short how-to video covering that topic.
The key to adoption is getting the users to feel comfortable using your new application or platform. By leveraging on-line training that keys in on the need to be relevant, easy to access, and immediately applicable, you’ll find that your users will more naturally take ownership of their use of new applications, quickly build confidence in the new platform, and ultimately drive toward complete adoption.
This type of online training is also known as “Just-in-Time Learning” or JITL. Today CoreView is the only unified management solution for Office 365 that provides this type of JITL model for Office 365.
Here are some highlights about the CoreView training solution and some useful download links that provide more details:
- Includes over 2,200 training videos for Office 365 and Office ProPlus.
- These are task-based, or “How To”, videos ranging from 60 seconds to 2 minutes.
- Video library is fully-indexed for fast searches to find the training you need, right when you need it.
- The on-line video library uses your Office 365 login credentials to provide single sign-on for users.
- Customers can also integrate the training videos inside of Microsoft Teams and SharePoint.
- Solution Datasheet –> Training and Adoption Capabilities in CoreView
- Comparison Datasheet –> Why JITL is More Effective than E-Learning
- White Paper –> Benefits of JITL for Office 365 Training and Adoption