As organizations invest in productivity and collaboration solutions like Microsoft 365, a significant challenge has emerged: ensuring that employees not only use but also fully leverage the advanced features.
Despite the investment in tools like Microsoft Teams, SharePoint, and the newly introduced Copilot, many organizations find that their workforce is not taking full advantage of these technologies. This underutilization can be likened to being given a flying car and still choosing to drive a regular one out of habit or fear of the new. To find out where the solution to this problem lies, Petri.com’s Stephen Rose spoke to JP Bruzzese, Microsoft MVP and Co-Founder and Chief Evangelist at Clip Training, at the Microsoft 365 Community Conference in Orlando, Florida.
The adoption challenge
The integration of tools in Microsoft 365 promises enhanced communication, collaboration, and productivity. However, these benefits are only realized if the tools are properly adopted. A common issue facing organizations is that many employees continue to rely on outdated practices that undermine the productivity improvements that investing in Microsoft 365 licenses could bring.
“We’re still seeing people working on documents by sending emails back and forth instead of putting it into Teams and using the collaboration that’s built into Teams.”
One persistent problem is the use of email for sharing documents instead of leveraging the collaborative capabilities within Teams. “We’re still seeing people working on documents by sending emails back and forth instead of putting it into Teams and using the collaboration that’s built into Teams. And I think we’re going see more of that with Copilot.” Emailing documents leads to version control issues and also prevents use of other features in Microsoft 365, limiting the collaborative potential.
Another issue is the inconsistent use of storage. “One of the things I’m seeing as I work with a variety of clients is the better people are using Teams, the better Copilot is going to work. When they’re not putting stuff either in Teams or OneDrive, or they’re using group chats, which are not captured by Copilot, it’s going to be harder for them to get more value out of it.” Without proper usage of centralized storage, features like Copilot, which depend on organized and accessible data, cannot function as intended.
“Whether it’s Teams or SharePoint or now Copilot, you could be paying for this solution and getting nothing in return.”
Additionally, the resistance to new features like Copilot can be a barrier. Employees may feel overwhelmed by the new capabilities or not see the immediate benefits of adopting these tools, leading to underuse. “Imagine if we had flying cars, and if the CEO of the company gave everyone a flying car, but what he finds is that every day people are still driving themselves to work. Why? Because they’re afraid. It’s new. They’re not used to this.”
The importance of training
To address these challenges, targeted and ongoing training is essential. Training should focus not just on how to use the tools, but on why these tools are beneficial and how they can transform daily workflows. The analogy of the flying car is particularly apt: employees need to be convinced of the value and safety of new tools before they will leave behind their old ways.
Training programs should emphasize practical, task-based learning that demonstrates how Microsoft 365 features can solve real-world problems. For example, showing how Teams can replace email chains for document collaboration can help users see the immediate benefits of making the switch.
“One of the things I’ve told companies is you have to turn off attachments. They just have to be turned off. If you’re still allowing that, it’s killing you.”
“Just because you’ve given it to them doesn’t mean they’re adopting it. Whether it’s Teams or SharePoint or now Copilot, you could be paying for all of this incredible solution of communication, collaboration, cooperation, and getting nothing in return”. Organizations need to go beyond just providing the tools but also ensuring that employees are trained to use them effectively.
Moreover, training should be incremental, allowing users to build confidence with each new feature they adopt. “One of the things I’ve told companies is you have to turn off attachments. They just have to be turned off. If you’re still allowing that, it’s killing you.”
Best practices for encouraging adoption
- Mandate best practices: Organizations should establish clear guidelines that encourage the use of Microsoft 365 features. For instance, turning off email attachments and instead using OneDrive or SharePoint for file sharing can force users to engage with these tools, thereby increasing their familiarity and comfort level. “Anything that’s more than three years old that hasn’t been opened in 90 days, archive it to make Copilot work better.”
- Archiving and cleanup: Regularly archiving old files and turning on desktop redirect features can help maintain an organized environment, which is crucial for the effective functioning of Copilot and other AI-driven tools.
- Community and peer learning: Fostering a sense of community around Microsoft 365 usage can also enhance adoption. User groups and community events, both virtual and in-person, provide opportunities for employees to learn from each other, share best practices, and troubleshoot common issues. Peer-to-peer learning can be more impactful than formal training sessions alone. “I saw this interesting illustration on LinkedIn the other day. A professor dropped all of these balloons from the ceiling and told the students to find their balloon, and they couldn’t do it in the time frame that he allotted. But then he changed the parameters, and he said, ‘Whatever balloon you pick up, find that person and give it to them.’ And within three minutes, they had all the balloons distributed.”
- Focus on the 70%: In any organization, there will be early adopters, late adopters, and those resistant to change. Training efforts should focus on the middle 70%—those who are open to change but need some convincing. As this group starts to adopt new practices, their success can help pull the more reluctant users along. The “70, 15, 15 rule,” focuses on the majority and then creates a ripple effect, gradually bringing the entire organization on board.
Train users not just how to use the tools but also understand their value
The full potential of Microsoft 365 can only be realized when its advanced features are widely and effectively adopted within an organization. But this requires a commitment to ongoing training that not only teaches users how to work with the tools but also helps them understand their value.
“It’s for their own good, and it’s for the betterment of the entire company.”
By addressing the challenges of adoption through targeted training and strategic best practices, organizations can ensure that their investment in Microsoft 365 delivers maximum returns, transforming workflows and enhancing productivity across the board. “It’s for their own good, and it’s for the betterment of the entire company.”