If people won’t actually use a service, there’s no point in having it. You won’t reap any benefits. Successful implementation of Office 365 depends on user adoption. For example, when Microsoft Teams replaces Skype for Business Online, you can onboard users and get them familiar with the new platform. However, if they don’t start actively using Teams for their collaboration, then the transition is going to be disruptive since you’ll have to eventually force them to use the new service.
Having insight about who’s using Office 365 services means you can anticipate user adoption issues and plan for them. Native Office 365 tools show you how licenses are allocated, and some basic information about how they’re being used, but there isn’t significant detail, and there aren’t tools to support user adoption initiatives.
Adoption Accelerator UI
The Nova Adoption Accelerator allows you to define adoption goals and track progress against them. Here’s how it looks when you check the progress of an existing adoption campaign:
When you set up a new campaign, you’re prompted to set adoption goals and a collection period. These settings are used to analyze whether users are adopting the new workload. Here’s how it looks:
You’ll define goals for how many times you want users to perform specific actions during the collection period. So, for example, you might set a goal that you want each user to attend 2 Teams meetings during a 7-day period. Or, you might want each user to interact with a file from SharePoint 5 times within a 30-day collection period.
You might choose a shorter collection period for a workload that gets used daily, like Teams. Or, you might choose a longer collection period for a workload that gets used less often, like SharePoint.
Each day the Adoption Accelerator checks if the user met adoption goals during the last X days (collection period). Any time a user meets the goals during the collection period (the previous X days), the Adoption Accelerator considers them to have adopted the workload.
Scoping your campaign
Before you set up a new campaign, you’ll want to:
- Decide how long you’ll run the campaign and what the phases will be. You’ll provide dates the phases will run during the setup process.
- Determine how you’ll measure whether users have adopted the workload. What are your goals? (See the Adoption Goals section above.)
- Create any communication materials you want to send to users during the campaign. You can add these to the Adoption Accelerator so they’re sent automatically during the campaign.
- Decide which users you’ll track. Will you track everyone or only certain departments? Will you use a static list of users or will you adjust your list if people leave or join the organization during the campaign?
How to create a campaign
Follow these steps to create a campaign:
- Go to Usage & Adoption > Adoption Accelerator. If you are locked out of Adoption Accelerator, ensure you have the correct administration privileges. If you do and this are still locked out, contact Quadrotech support.
- Click Create New Campaign.
- Give the campaign a name and workload type, and then specify how long you want the campaign to run.
- Identify the number of phases of the campaign. For example, you might have 3 phases broken down like this:
- Phase 1: Introduce the new workload.
- Phase 2: Provide more information to get users active in the workload.
- Phase 3: Provide details about corrective action to get users active in the workload.
- Specify the time period you want to use to measure campaign progress. See the Adoption goals section above for more information.
- Add goals and specify how many times you want users to perform specific actions during the collection period. See the Adoption goals section above for more information.
- Enter a campaign description.
- Define your audience type and any filters. Here’s more about the Audience Type options:
- Dynamic: The group of users tracked as part of the campaign changes as people join and leave the organization.
- Static: A group of users is captured on the first day of the campaign and that list doesn’t change throughout the campaign.
- Define the phases by setting start date(s) and end date(s) and adding communication preferences.
Viewing, editing, and deleting existing campaigns
Follow the steps below to view, edit, or delete an existing campaign.
- Go to Usage & Adoption > Adoption Accelerator.
- If desired, sort/filter the list of campaigns and locate the desired campaign.
- View the campaign’s statistics: Click the graph button to view the campaign’s status.
- Edit the campaign: Click the pencil button, and then click through the breadcrumbs at the top of the page to edit the campaign’s parameters.
- Delete the campaign: Click the trash can button to remove the campaign and all associated data.
Let’s give an example of how you would use Adoption Accelerator.
Your organization wants to move communication platforms and believe Microsoft Teams has the best set of features that suit your users’ needs. You are beginning the transition from another piece of communication software and you think it would be beneficial to get data on which users are being integrated well into Teams, and which users may need further support. Ideally, you would like the transition period (campaign date) to be around three months, and would like the campaign to happen in three phases with three adoption goals.
- Phase One: To ease your new users into Microsoft Teams, you may want to track the Private Chat Message Count from your users within the first couple of weeks to see who has began using Teams.
- Phase Two: You may be hoping to see collaboration within your departments, so defining an adoption goal around Team Chat Message Count is the best method to track this.
- Phase Three: By this point, you are hoping that your users are now mostly communicating with Microsoft Teams. This would be a good point to see the overall scope of your adoption campaign with Total Activities.
After your campaign has finished, you then have the opportunity to see who has been fully integrated into Teams and who may need further support.
Here’s a video showing Adoption Accelerator in action: