The importance of planning for an Office 365 implementation cannot be stressed enough- the time spent planning your roadmap could save you three times the effort you would eventually end up spending and cleaning up during implementation.
Confused as to where to start?
Here are seven steps to creating a high level Office 365 or online services roadmap for your organisation.
1. Start with your organisation’s strategy
It is absolutely critical to start with your organisation’s strategy and remembering to tie back technical projects to strategic business outcomes. I have harped about this point in few of my posts and will probably continue to do so in future as well.
As an example, the strategic objective for a resources based organisation at this moment could be cost reduction (due to current low commodity prices). An education related sector would probably want to drive distance education agenda. The technical roadmap would differ for the two examples above. In addition to forcing you to focus on strategic priorities, this will also act as a sure shot justification for dollars spent down the line.
If an organisation’s overall strategy is not available, I like to interview senior management from various departments to get an idea of their top priorities. This will lead to a solid understanding of common priorities and department centric strategies. Works like magic every time.
2. Collate your user issues (Conduct Interviews)
At this stage, I generally interview business users at junior or mid-management level to get their most common frustration. I focus on frustrations from technical perspective but sometimes it helps to get non-technical frustrations as well.
As an example, a technical frustration could be the inability to work remotely, which is easily solved by online services. On the other hand, the non-technical frustration could be amount of time wasted in getting approvals because people are generally out of office or have conflicting priorities. The solution for second problem can still be partially solved by technology! I say partially because we can introduce solutions to automate business processes, however a larger part of finding a solution to this lies in either driving cultural change or users adopting the technology.
Want more insights on collaboration strategy? Join us at Enterprise Collaboration Innovation & Tech Fest, a celebration of the technology, ideas and innovations that are literally transforming the way collaboration is done at work. Learn more.
3. Categorise user issues into problem areas
These could be categorised into problem areas dealing with collaboration (internal, external partners, team, functional), cost reduction, mobility, security, search, maintenance, digital, analytics and rapid application development.
The reasons for doing this is to get clarity on which program of work relates to what strategic objective and to be able to prioritise the areas that need to be tackled first. This will turn out to be of immense importance when you get down to creating a roadmap and eventually a project schedule.
Below is an example of how user issues can be categorised into problem areas, tied into strategic objectives and then prioritised accordingly:
4. Map the existing technology with problem areas
Once the first three steps are complete, this shouldn’t take too long. What I am alluding to is simple exercise of figuring out what technology would help in alleviating problems. Given below is a high level mapping. You can extend this by prioritising technology for each problem area. You can also break down technical services into sub services.
In addition to looking at currently available technology, it makes sense to keep an eye on the rollout schedule for Office 365 services (or any other online service). Microsoft keeps a rolling list of services and updates that have been launched, rolled out, in development or cancelled. Here is the list:http://success.office.com/en-us/roadmap
5. Create a roadmap
Once you have completed the first 4 steps, creating a roadmap is about bringing together all the services into a logical order. Things to consider are technical dependencies, priorities (as identified in step 3) and the Microsoft Office 365 roadmap (or vendor online services roadmap).The purpose of roadmap is to help IT managers create business cases for project (or projects in this case) and thereafter creating schedule for the projects. Given below is a high level example I came up with:
6. Define metrics to measure success
Before embarking on implementation, make sure you define key business success criteria. Some examples are given below (courtesy Microsoft).
7. Plan for change management
A strong user adoption or change management strategy will ensure sustainable success for your online services rollout. Another example from Microsoft is displayed below:
About the Author
Kartic Kapur is a Senior Consultant with Empired. His responsibilities include leading Portal, Information Management and Business Process Management projects. He provides thought leadership and strategy development expertise in functional areas like IM, RM, ECM, BPM, Mobility, Integration, and Cloud.
Empired were a proud sponsor of Enterprise Collaboration Innovation & Tech Fest.