SharePoint Adoption and Change Management Strategy

The SharePoint Change and Adoption Strategy Project is designed to ensure a smooth transition to SharePoint within your organization. SharePoint is a powerful platform for collaboration, document management, communication and records management. To maximize its potential and ensure user adoption, a structured approach is necessary.

This is where Spot Solutions comes in. Our team has experience and expertise in change management and is certified in different change methodologies. With a communication plan, we’ll help you identify:

What information to communicate When to communicate Who to communicate with

We provide support in the form of “Ask Me Anything” sessions and pre-change training. Throughout the training, we provide support to guide you through the process. Real, effective change starts with building a dialogue about why things need to change, how they will change, and what the impact will be for the people who complete the work, day to day.

While there are many change methodologies, and our business analysts and project managers are certified in various frameworks, the one Spot Solutions has been experiencing the most success with is the ADKAR (Awareness, Desire, Knowledge, Ability and Reinforcement) approach.

Activities

Initiation Phase (20 hours)

Kick-Off Meeting
Kick-off presentation
Initiation meeting to understand concerns, needs and expectations.

Stakeholder Analysis

Identify key stakeholders and their roles. Understand their needs and concerns related to SharePoint.

Needs Assessment

Analyze current processes and pain points within the organization. Define specific business needs that SharePoint can address.

Set Clear Objectives

Establish clear and measurable project objectives. Ensure alignment with the organization's overall goals.

Planning Phase (15 hours)

Communication Plan

Develop a comprehensive communication plan for stakeholders. Plan regular updates and targeted messaging to keep everyone informed.

Training Strategy

Determine the training needs of different user groups. Plan for various training methods, such as webinars, workshops, and online resources.

Implementation Phase (between 1,000 to 2,000 users)

Pilot Program (80 hours) Select a small group of users to participate in a pilot program. Gather feedback, identify issues, and refine the SharePoint environment.

Documentation and Resources

Create user-friendly documentation and resources (e.g., user guides, FAQs, videos).

Change Champions

Identify and empower change champions within the organization. These advocates provide peer support and promote adoption. Feedback Mechanisms Establish feedback mechanisms to capture user suggestions and concerns. Regularly review and act on this feedback to improve the SharePoint experience.

Roll-Out Phase (80 hours)

Measurement and KPIs Define key performance indicators (KPIs) to track project success. Monitor user adoption, engagement, and process improvements.

Rollout Plan

Develop a phased rollout plan to ensure a smooth transition. Consider starting with a limited set of features and gradually expanding.

User Support (up to 2 weeks)

Provide ongoing user support through a dedicated help desk or support team. Address user issues promptly to maintain user confidence. Feedback Loop Continuously assess the adoption and usage of SharePoint. Use data and feedback to refine the strategy and make necessary adjustments.

Post-Implementation Review

Conduct a post-implementation review to assess the success of the change and adoption strategy. Identify lessons learned for future projects.