Identify and Prioritize Business Scenarios

1. Identify and Prioritize Business Scenarios Office 365 Adoption

2. Where are you in the adoption process? 3 EXECUTESUCCESSPLAN 2 PEOPLE ONBOADING TECHNICAL ONBOARDING CREATESUCCESS PLAN IDENTIFY/PRIORITIZE BUSINESS SCENARIOS IDENTIFYKEY STAKEHOLDERS DRIVE VALUE Identify key stakeholders Create a dynamic team of the right people to drive and effect change Identify & prioritize business scenarios Determine how your organization will use Office 365 to addresses your business goals and challenges Create success plan Create a plan for realizing your goals with Office 365 Execute success plan Implement Office 365 in your organization Sustainment Drive ongoing adoption, manage change, measure and share success BOOST USER ENGAGEMENT AND DRIVE ADOPTION MANAGE AND PREPARE FOR CHANGE MEASURE, SHARE, SUCCESS, AND ITERATE ONBOARD • 1 ENVISION 4 1 • 2 FastTrack • 3 • 4

3. Resources available 1 2 Identify key stakeholders Identify & prioritize business scenarios Sustainment Drive ongoing adoption, manage change, measure and share success • Communication templates • Training materials • Office 356 Learning Center • Measure and Share SuccessGuide • Sample user satisfaction surveys • Identify Key Stakeholders Template • Identify and Prioritize Business Scenarios Template 3 4 Create a success plan Execute success plan • Create success plan at microsoft.fasttrack.com • Champions Program Guide microsoft.fasttrack.com

4. Why identify business scenarios? • As you identify your business scenarios, keep the following best practices in mind: • Business scenarios • are the targeted goals that you want to achieve as a team or individual. • Identifying and defining your business scenarios translates how Office 365 capabilities help your teams address challenges and achieve business goals. • Meet with people throughout your organization, including key department stakeholders, project managers, and champions • Ensure business scenarios tie into existing initiatives that your organization strives to accomplish • Define clear business scenarios of which you can effectively measure success and realize tangible results • Review the Microsoft Productivity Library (http://aka.ms/ProductivityLibrary) to discover examples of scenarios powered by Office 365

5. Define your scenarios • Consider these questions to drive the conversation: • What are some of the organization’s challenges or pain points related to communication and collaboration? 1 • Identify • the important business objectives and challenges, and start to recognize areas of opportunity to improve work processes. • Host a workshop • to delve deeper into current challenges, strategies, and goals. • What are the areas in which your organization would like to improve? 2 • What are the organization’s strategic initiatives or current transformation projects that Office 365 can support? 3 • What methods of communication and collaboration are typically better received by your organization than others? 4 • What are some of the factors that would help drive the business scenario forward? 5

6. Who should participate in this discussion? • Executives & department leadsTo ensure the scenarios align with overarching & departmental goals • Project managersTo carry out a plan that supports the scenarios The scenarios exercise should involve the people who are going to drive and support the change throughout the organization. • ITTo ensure the scenarios fit within the IT landscape • ChampionsTo help drive the change forward across end users

7. How does it all fit together? • To begin to form your own Business Scenarios, consider using the following framework: As someone in… [Team] I want to… [Description of what I want to do] Using [Specific application of the technology] I’ll know this is successful when... [Solutions success measure] As someone in Sales Management I want to have a single version of the proposal that everyone can access and edit rather than emailing different versions around the team Using a SharePoint site to centrally store and share a single version of a sales proposal that my team can edit together using co-authoring in Word and PowerPoint I’ll know this is successful when my sales team can create proposals more easily and therefore have more time to close deals

8. Examples

9. Business scenario: Produce winning RFPs faster As someone in… [Team] I want to… [Description of what I want to do] Using [Specific application of the technology] I’ll know this is successful when… [Solutions success measure] As someone in Sales Management I want to have a single version of the proposal that everyone can access and edit rather than emailing different versions around the team Using a SharePoint site to centrally store and share a single version of a sales proposal that my team can edit together using co-authoring in Word and PowerPoint I’ll know this is successful when my sales team can create proposals more easily and therefore have more time to close deals

10. Business scenario: Educate distributed sales representatives from anywhere As someone in… [Team] I want to… [Description of what I want to do] Using [Specific application of the technology] I’ll know this is successful when… [Solutions success measure] As someone in Marketing I want to Deliver virtual conferences to ensure field sales personnel are up-to-date on the most recent campaigns Using Skype for Business for with full voice and HD video for meetings, SharePoint to share meeting files, and Yammer to facilitate post-meeting discussion I’ll know this is successful when Field sales employees receive updates from marketing in a more timely manner

11. Business scenario: Crowd source new product ideas As someone in… [Team] I want to… [Description of what I want to do] Using [Specific application of the technology] I’ll know this is successful when… [Solutions success measure] As someone in Product Management I want to Incorporate feedback from customers, supply chain, partners, and employees across all departments and outside Product Management’s immediate network Using Delve to group and share related documents specific to new product design, collecting feedback from across the organization I’ll know this is successful when Product ideas initiating outside of the Product Management teams begin speeding up the time-to-market for innovative new product ideas

12. Draft your business scenarios • To begin to form your own business scenarios, consider using the following framework: As someone in… [Team] I want to… [Description of what I want to do] Using [Specific application of the technology] I’ll know this is successful when… [Solutions success measure] As someone in ________________________________________________________________________________________________________________________________________________________________________ I want to _______________________________________________________________________________________________________________________________________________________________________ Using _______________________________________________________________________________________________________________________________________________________________________ I’ll know this is successful when _______________________________________________________________________________________________________________________________________________________________________

13. Find example Business Scenarios • The Productivity Library • has a set of Business Scenarios Microsoft has compiled to help you discover ways to use Office 365 that can be impactful to your organization. • Identifying and defining your business scenarios translates how Office 365 capabilities help your teams address challenges and achieve business goals. Access the Productivity Library http://aka.ms/ProductivityLibrary

14. Simplify and start small Break down your approach into incremental steps Keep it simple to avoid overwhelming people Identify “low hanging fruits” to begin with Get the right team for your pilot

15. Prioritize your scenarios • Consider these tips and tricks: • Prioritize • As Office 365 can make a positive impact right across your business, it is important that you prioritize your Business Scenarios to ensure that you understand where to place your focus first. • Think about what is going to deliver the most value to your people first. 1 • Some of the things you might execute immediately (e.g. email migration) may not deliver immediate visible value. 2 • Focus on getting quicker, visible wins first (e.g. getting everyone to instant messaging). 3

16. How to prioritizeyour scenarios? Replace traditional phone system with Cloud PBX High • Balance impact versus difficulty • on the chart according to the level of expected impact on the organization and how difficult it is to achieve. Instant messaging for all HR policy review workflow Impact Medium Product training in Office video New hire Yammer group Email in the cloud Low Low Medium High Difficulty

17. Prioritize ScenariosTemplate High • Plot your Business Scenarios • to understand what scenarios will provide the highest level of impact the fastest, and also help to determine the harder projects that may be more important, but need more planning. • Scenario positioning • will help determine the highest value scenarios to focus on first. High impact, low difficulty scenarios should be your first “quick wins.” Medium and high difficulty scenarios will require more stakeholder analysis and discussion. Impact Medium Low Low Medium High Difficulty

18. Define your success criteria • As you draft your success criteria, use the SMART mnemonic to guide you: • When you develop • your ideal business scenarios and solutions, it’s critical to come up with a formal set of success criteria to measure the impact resulting from your Office 365 rollout. You’ll need to determine what should be measured, and how you will go about collecting both quantitative and qualitative data. • We recommend • that you choose criteria that will help you showcase success to leadership, such as user satisfaction, employee engagement, adoption velocity, and figures related to your desired business scenarios. • Specific: Clear and unambiguous; answers the questions, “What, why, who, where?” S • Measurable: Concrete; clearly demonstrates progress. M • Attainable: Realistic; not extreme. A • Relevant: Matters to stakeholders. R • Timely: Grounded to a specific target date; answers the question, “When?” T

19. Microsoft FastTrack Scenarios Learn how to get the most out of Office 365, quickly get your team onboard, and drive adoption. Scenarios inspire people to work in new ways using Office 365, along with related communication kits to support adoption. Approach • A three-step approach to drive adoption supported by downloadable templates and best practices. • Resources Community Talk to thousands of other Microsoft customers as part of thedriving adoption community at http://aka.ms/DriveAdoption. Helpful resources to learn about other customer stories and special offers to make it easier to get started. fasttrack.office.com 