Training your organization on SharePoint#SPSOslo

Marijn Somers – www.mijn365coach.beOctober 22nd, 2016

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@marijnsomers• Analist, Project Manager• Speaker, Trainer, Coach, Strong focus on Governance

• * MBTI-type: ENTJ• * AIIM CIP certified

• Balestra – fencing term for a quick jump forward, focuses on ECM &

collaboration governance.• Mijn 365 Coach

– Platform for local video training on Office 365• Licensed clock and watchmaker

What are you going to learn today• Why train users?• How ?

– Different kinds of people require different ways of training

– How to roll out a complete training package in your organisation

• What ?– Use stories– Customer example– Mistakes

Why train your organisation ?

Why ?

Result

Advantages of a trained user• Drive user adoption• Make fewer (critical) mistakes

– Less calls to help desk– Less calls to IT departments

• Higher productivity• More confidence = happier employees

Extra benefits on training

• Spread the word!!• Learn• get feedback from users• Change management• Emphasize on important topics

A company approaches you to guide the rollout / training

Audiences

Generations

Different ways of training

• Classroom training • Coaching • Train the trainer • On demand video’s• Wiki / blogs• Textbook• Playground environment• Performance support

Classroom training• Big “glop” of one or multiple days • Immersive:

– new location and no access to emails

• Terrible for: teaching people a whole new way of working

• Good for: key users– Pre-existing knowledge: Deepdive– Extend on that

Short training burst• 10 – 15 people max• 2 hour max• Practical excercises

• Good for:– Readers– Members– Owners

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Provide multiple repetitions

• Early repetition may involve recall of the fact or a different presentation of the fact.

• Later repetitions – should allow for greater elaboration– apply the fact to a context or a specific

setting• Don’t do the same training 5 times

– Tell them, show them, excercise

Coaching• Expensive (1-1)• Made to measure

– Answer the coachee’s questions– Build something together

• Deep dive• Perfect for: early adopters / Management

Train the trainer• Viral way of training

– Train 10 trainers who can each train 10 more people

• Excellent for basics• Will not always be able to answer questions• Will not always feel comfortable• Make sure they get your message across!

On demand video’s• Scenario based visual training• Short chunks

• 2 flavors: – Online video’s – Own video’s

• Large audiences• Majority

On demand video’s• Create your own

– Focus on business goals– Align with your message

• As expensive as you want – voice artists– Multilanguage

• Default online video’s– Easy to find them– No focus on your message– Not your own branding– Not your own specific tools

• Cheaper• Youtube, MS

Wiki / blog / text books

• Support• Text books

– Global overview– Changes

• Blogs– Versions– Not always showing best way

Playground environment

• Site owner access rights• Test things out• Doesn’t matter if you break it• similar to production

• Great for– Support– Owners / designers

Performance support• Context based help functionality• Ex. Visualsp / Content Panda

How to distribute / inform users on training?

• Use SharePoint• “Academy” or “learning center”• Easy to use / digest• Contains:

– Vision / mission– Product / template catalog information – Documentation / training per target group (new in

the organisation?)– Training dates– Help & FAQ (knowledge base)– Site requests– Timeline (what are we working on ?)

Example

Example

Technology adoption lifecycle

CoachingShort burst training

Video training with forum

Academy site with plethora of training solutions

Support docs: wiki / blogs / video’sFAQ

Q&A forumVideo’s

Playground environment

Stories, mistakes

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• We use it all the time• Data about data• Example:

– Title– Brand– Weight– Calories– Ingredients– Expiry date

Stories: Metadata

SharePoint in plain English• https://www.youtube.com/watch?v=s12Jb5Z

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Business practices that refuse to die• https://www.youtube.com/watch?v=QIqA_YK

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Case from a customer• 50K+ users

• BA 1: no training• BA 2: only classroom training• BA 3: default Microsoft 4 hour training

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Live example for customer• 2 hour training for ‘early adopters’• Coaching afterwards

• Rollout phase:– Online training (short chunks) for readers,

members, owners• Owner training mandatory before you can

request a site

• Key user trainings on “advanced topics”

Training mistakes• Trying to teach too much at once to minimize

the amount of required training

• Leave training out of the governance plan

• Have single way of training for whole company

• Wait for 2 more weeks to give a site after training

Key take aways• Don’t do full day training (a waste of time for them and

you)• Better:

– Introduction (email, short video,…)– Awareness sessions with tips/tricks in short/lunch

sessions– On demand coaching / help– Portal with

• Texts• Video’s and tutorials• Tip sheets

Key take aways• Training should always be

– Just in time – Just enough

• People have different ways to learn optimally (nlp)

• Repeat repeat repeat– Tell them what you are going to say– Tell it– Tell what you have said

Have fun and look cool doing it

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