11 Tips for A Smooth Rollout of Microsoft Teams
In a world where we are more connected than ever before, having a sound strategy for company collaboration is vital to business success. Microsoft Teams redefines collaboration with a new level of interconnectivity and portability, across any device, seamlessly.
More than instant messaging, Teams offers the future of collaboration, today. If you’ve been to one of our Teams webinars, you know all about it!
Teams is used by over 500,000 organizations and has quickly become the best solution to facilitate workplace communication. It is incredibly intuitive, easy to set up, and Microsoft is constantly adding new features and tools. That being said, this can also lead to many businesses skipping past formal Teams planning and end-user considerations, launching Teams and then leaving users and groups to use it as they see fit.
Regardless of how user-friendly a new technology may be, it is crucial that a business invest time in mapping out plans for their Teams implementation, training, adoption, and ongoing usage.
Usage vs. Adoption of Microsoft Teams
Teams is simple enough that most people can log in and use it straight away. That being said, usability and adoption are really two different issues. In fact, 83% of senior executives reported that one of their biggest challenges was getting their staff to use new software. When a business invests in any system or solution for staff, they want employees to use it consistently and effectively for their day-to-day needs. This requires some planning and strategy to get going. There will always be better results in implementing technology if a plan is formulated and followed.
We’ve outlined 11 tips for a successful launch & effective adoption of Teams in your organization:
1. Getting Setup with Teams: Check the Quality of your Network
It’s easy to overlook this point, which is why it has landed in 1st place. Assuming a network has the capacity necessary for Teams will backfire if your staff are unable to carry out meetings online with quality sound, visuals and without lag time. No one will want to use Teams if it can’t run smoothly!
2. Set up an Early Adopter Program
It is so important to set up Teams adopters in your business. Some people are more willing to adopt new things in their workplace. These staff members should be identified and form an early test group. The group can communicate amongst themselves and work it into their daily work lives.
3. Identify Additional Needs
While you have your Early Adopter Program running, ensure that they are taking note of any need for integrations. Implement these integrations and ensure to troubleshoot with the Early Adopters to work out bugs prior to a full launch.
4. Assign Your Microsoft Teams Champions
A champions program is an essential part of driving the adoption of Teams. These influencers in your company provide much-needed support and encouragement to employees who are adopting the new technology. Ideally, you will have a group of supportive leaders from your Early Adopter Program that will be able to serve as champions and mentor business units as they integrate Teams. Your Teams ‘Champions’ should be available for occasional assistance and should advocate for the use of Teams across all business units. Learn more about establishing Champions for user adoption.
5. Establish Plans for Change & Adoption
Any business system or process is only useful if it’s fully adopted. Staff, regardless of tenure or age, will adopt change more readily if transparency is embraced. Share that a change is coming and how it will be implemented over the next few months. Leaders should be willing to be open about the change and be open to concerns from employees.
6. Train Your Users
Design and carry out a Teams training plan that works for your organization. This can be a company-wide training event or a smaller training group format with Teams Champions at the helm. Any way you choose to do it, ensure that your staff feel prepared to make the change. Microsoft has a library of training resources available.
7. Lead by Example
It’s harder than it seems. When Teams is in the launch phase, it is crucial that more than the Teams Champions lead the way. Leadership should also embrace and utilize the technology… lead by example as they say! If not, staff succumb to the mentality of “well, my manager doesn’t do it!”.
8. Phase-in Feedback
As the rest of the staff-base gets comfortable using Teams, are there any confusing points or questions that continually arise? Address these as they come about.
9. Phase-out Old Tech
Ensure that all staff members have migrated their information to your corporate cloud for safekeeping. Then, it’s up to you how far you want to take Teams! Maybe even eliminating phones? The sky is the limit in this case.
10. Establish a Teams Policy
This could almost move to spot #2, but oftentimes leadership doesn’t consider the actual usage until Teams takes off. Consider how you’d like to see Teams used within your organization from the beginning and consider what ways it should not be used. This can include ways your company mandates creating/using Teams, what are the guideline and policies for chat, what’s expected in terms of logging in, and how staff are expected to use Teams for meetings, client projects, and other core processes. Your Teams Policy should be a formal document that is shared with staff and posted in an accessible place – like Teams! Don’t forget to revisit this as time goes on to account for new processes around features and any feedback you have collected from users.
11. Monitor and Adjust
Like any new business tech, you always want to make sure it’s adding value. Monitor your Teams usage and keep your ear to the ground for additional feedback and tips. Don’t be afraid to include Teams training in new employee onboarding, and set up ongoing lunch and learn or training sessions with staff to keep them up to date on the many new features and options that are being added to Teams.
There you have it – 11 simple steps to achieving a smooth implementation and boosting the adoption of Microsoft Teams. To get an entire team on board takes a little work. There are different personalities, different generations, levels of experience and job functions to be considered. The time span for this type of plan is up to the company and it can all be done relatively quickly. A benefit of doing it this way represents long-term success and long-term savings that can be re-invested into growth plans.
Get Started with Microsoft Teams – We Can Help!
Corporate Renaissance Group is here to help you get setup quickly and easily with Teams. We are a Microsoft Gold Partner with over 30 years of experience. We can handle all your Office 365, Teams and SharePoint set up needs, along with integration, training and support.
Contact CRGroup at 613.232.4295 or email us at firstname.lastname@example.org
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