Why Change Why Train
Email. It’s arguably the most basic messaging tool we use at work, yet it’s the tool we use most often. If we are using it more than any other tool, shouldn’t it be the one with the greatest investment? If email is the first thing my users check when they get into the office, the last place they go before leaving work, and a constant necessity in between those two points in the day, then you bet that when budget season comes around, and am putting that on a list to at least consider looking at the best option out there.
The thing about this new age of “email” (we’ll call it cloud email), is that it’s more than email as we know it. But companies like Google and Microsoft didn’t just add in all these other productivity applications so they could put a higher price tag on a more extensive package. Instead they discovered first hand and through partners like us who work with their clients, that users needed simplicity in their daily processes overall.
Let’s look at an example: When your marketing manager spends all morning attaching files in emails to get feedback on a new design, it’s half the day wasted on a meaningless task that doesn’t add any value to his or her work. Google changed that outcome by giving us the ability to share an entire folder of collateral to a designated group of people. It takes one click + typing in the group’s name + hitting ‘Enter’. It’s fast. And it works because it’s integrated with your email.
The circumstance above only really applies to file storage and sharing. What about video conferencing? Client presentations? Questionnaires? Company-wide polling? Digital Signage? Reporting to Management? You name it. It all lives in a single platform that’s tied to email. [And if it’s not? There’s an open API to make an outside application fit in there too.] This uniformity of tools provides a seamless transition from one activity to the next, so that you are no longer distracted by your process itself.
When you take into account all of the features that do exist in these new platforms, it can be a bit intimidating to think of how that transition would play out for your end users. You can’t just focus on the basics anymore, because email is anything but basic. End users need to be given the opportunity to find the solution’s value as a whole, and the organizations who are doing so are the ones that are stepping ahead at an exponential rate compared to their competitors.
Basic actions. These include tasks like sending an email, creating a document, posting a link on your internal community like Yammer or G+. Users have prior knowledge of skills like these and the steps involved don’t necessarily change a whole lot between platforms. You could probably throw a user on one of these brand new interfaces and they would eventually be able to figure out how to do these basic tasks on their own.
What they might not ever discover on their own are actions like filtering content to find information faster [Google], or using Delve [Microsoft] to bring up relevant projects that the tool finds for you by learning your patterns over time. These are the countless features that make G Suite and Office365 so compelling and beyond beneficial. With so much flexibility in these platforms, how to nail the right ones to actually share with your users?
What does your change management process look like? As the change agent, take the time to acquire a sense of the processes that are performed in each of your company’s departments. As you work with your cloud solution provider (one that has a close partnership to the system you’re moving to), bring those use cases to the surface, and the trainings will be tailored to match those users’ everyday needs and requirements.
In the end, moving email work to the cloud, doesn’t need to be challenging. In fact, it should be fun. It should be invigorating. It should be productive. If you’ve never performed a cloud migration before, look to someone who has done hundreds, and don’t let your learning curve take away from the larger picture of the business’s transformation. You are the face of change. Your confidence directly affects the confidence of your users.Originally published on October 06, 2016