Sample Adoption Plans

and Timelines
Microsoft 365 Adoption Guide | Supplemental Resources

Date 01-22-19
© Copyright Microsoft Corporation. All rights reserved.
Use Microsoft 365 to plan
and execute your rollout
Using various Microsoft 365 apps and services throughout the
planning and execution of your rollout can add to its success.
Consider doing this to get the team familiar with the service so they
can effectively evangelize it to colleagues.

Some examples include:

o Use Microsoft Teams to plan your project and collaborate on

documents related to implementation

o Use Microsoft Planner for day-to-day task management

o Use Yammer to build, ready, and support your Microsoft 365

Champions Community

o Use Skype for Business to conduct online meetings with your

project team, capturing meeting minutes in Microsoft OneNote
Microsoft 365 rollout timeline sample
Workstream Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Launch

Identify Key Stakeholders Identify and recruit Success Owner Identify and recruit Executive Sponsor(s)
and Assemble Team and Project Manager and fill remaining team roles

Identify and Prioritize Scenarios Identify and develop scenarios Prioritize scenarios

Define Success Criteria Define success criteria/key performance

indicators (KPI) and establish KPI
benchmarks

Create Success Plan Begin capturing project details in a Finalize Success Plan
Success Plan at
http://fasttrack.microsoft.com

Build Champions Program Identify and recruit Champions. Train Champions and brainstorm activities Determine ongoing champion Finalize champion launch activities Get feedback and success stories from
Create Yammer or Teams group to duties Champions to use in launch
support Champions

Early Adopter Program Recruit program participants. Set up Circulate a baseline survey to participants. Check in with program participants Send out a final survey and use any
a Yammer or Teams group to make Provide participants with activated to collect informal feedback insights gathered to make
communication and feedback account to formally begin Early Adopter adjustments to launch
collection easy Program

Communication and Awareness Develop communication plan and Send a 'countdown email' to employees Ensure that Microsoft 365 has a Announce upcoming Microsoft 365 Create a Yammer or Teams group for Send an 'Announcement Email to let
engagement event strategy. visual presence throughout launch on company intranet. Prepare end users to share their Microsoft 365 users know what's available. Execute
Develop communication materials corporate offices for launch engagement event. success stories. Circulate a baseline launch engagement event
using the available templates survey to end users

Training Develop end user training plan Set up internal training site to store Train end users Train end users
training resources

Support Ready help desk to support end users

Boost User Engagement and Drive

Adoption

Manage and prepare for change

Measure, Share Success and Iterate

Use the Success Plan in the FastTrack portal to plan for the key milestones https://fasttrack.microsoft.com
Microsoft 365 rollout timeline sample
Workstream Week 7 Week 8 Week 9 Week 10 Week 11 Week 12

Identify Key Stakeholders

and Assemble Team

Identify and Prioritize Scenarios

Define Success Criteria

Create Success Plan

Build Champions Program Get feedback from Champions and

iterate program as necessary

Early Adopter Program

Communication and Awareness Send "Tips and Tricks" email to end Send "Tips and Tricks" email to end Send "Tips and Tricks" email to end
users users. Circulate a post-launch survey. users

Training Setup ongoing training series

Support

Boost User Engagement and Drive Prepare and run contests to continue encouraging user engagement
Adoption
Update and maintain internal training site

Share success stories

Periodically host additional engagement events

Manage and prepare for change Monitor the Public Roadmap and blogs

Communicate to and ready end users for new feature releases

Measure, Share Success and Iterate Collect and report on Microsoft 365 success criteria and Key Performance Indicators (KPIs)

Capture and share success stories

Roll out new Scenarios

https://aka.ms/TeamsAdoption
Tools & Downloads page
Adoption & deployment workstreams
Scope and Outcomes for workstreams (1 of 2)

Workstream Outcome Core Deliverables Scope & Notes

Service Strategy & Project Plan Phase-driven deployment and Adoption Plan with Collaboration Improvement Plan Core collaboration improvement team for initial phase
identified owners, dates & risks/issues as needed Sprint over sprint execution to goal (Strategy, Champion & Early Adopter phases)
Stakeholder Mapping & Alignments Decision Log, Risks & Issues List May increase team size as project expands
Regular planning & alignment meetings

Program Communications & Success Stories Stakeholders, user communities and program Project news and reporting assets
participants have frequent insight into progress and
success examples

Champion Program Increased digital literacy; reduced change fatigue; Monthly Champion training ROB Monthly Champion calls – 1 hour;
increased solution adoption; talent identification; Collation of themes and issues for support, training Leads with others optional attendance at public O365
transition support and program leads Champions Community calls with Microsoft – 1 hour
Owner of enthusiasm

Support Readiness Incident support and resolution Onboarding – 8 hours Early training with Champions
Management of issue escalation Onboarding to feedback channels
Monthly review of issues/trends within Service Health
Review

Early Adopters & Feedback Provide hands-on insights of solution in target Employee engagement; interactive onboarding
environment. Develop feedback methods that sessions & design/deployment & analysis of
scale. Identify champion candidates & high- value feedback channel
business process improvements.

Governance & Security Guide governance and policy decisions for

experience. Complete required configuration.
Support training & communications on same.
Adoption & deployment workstreams
Scope and outcomes for workstreams (2 of 2)

Workstream Outcome Core Deliverables Scope & Notes

Technical Readiness & Alignment Technical implementation of service ensuring Service quality, enablement, and management
quality and availability. Definition of technical processes and insights
projects that deliver the overall strategy & business
value.

Metrics & Reporting Provide on-demand reporting of meaningful

business and service metrics to ensure defined
outcome.

Business Process Mapping Define high-level scenarios for improvement based Deliver impact to difficulty ranking for ongoing
on user interviews, team focus groups and prioritization of effort.
observation.

Awareness Campaign Create awareness and enthusiasm for digital Key messages and creative assets used to inform
transformation and business initiatives. users of transition and outcomes

Training Program Create digital literacy and operational efficiency. Provide on-demand and instructor led-interactive
Reduce change fatigue. onboarding to new solution

Service Health Reviews & Improvement Provide actionable insights and prioritization for Data and analysis for monthly review on service Joint effort between IT, user adoption specialists and
Planning improvement in the experience. incidents, support themes, training effectiveness, key experience stakeholders. Informs overall
experience quality, overall adoption and user experience strategy.
sentiment
Adoption & deployment workstreams
Best Practice: Identify leaders for each workstream area or integrate outcomes into existing project plans

Workstream Lead Weekly ROB & Notes

Service Strategy & Project Plan PMO - Full Team All UP - Weekly 30 minutes & monthly Planning - 1 hour

Stakeholder Mapping & Alignments

Program communications & success stories

Champion Program Monthly champion calls – 1 hour;

Leads with others optional attendance at public Champion Community calls with Microsoft – 1
hour

Support Readiness Early training with Champions

Onboarding to feedback channels
Monthly review of issues/trends within Service Health Review
Early Adopters & Feedback Monthly review of issues/trends within Service Health Review

Governance & Security

Technical Readiness & Alignment Weekly - alignment across technology deployment projects

Metrics & Reporting

Business Process Mapping

Awareness Campaign

Training Program

Service Health Reviews (ongoing improvements) Health, usage, support trends, backlog prioritization and retrospectives for deployment,
adoption and management of service. (Joint b/t adoption & IT teams)
Adoption & deployment tools
Best Practice: Complete worksheets and/or implement tools in support of workstream outcomes

Workstream Core Tool(s) Notes

Service Strategy & Project Plan Collaboration Service Team Use team template to plan and manage O365.
Connected Employee Strategy Doc Use PPT of Exec Summary to broadly communicate strategy. Change branded name as needed.
Stakeholder Mapping & Alignments Enterprise Project Plan Download tools from https://aka.ms/AdoptionTools
Stakeholder Map

Program communications & success stories Connected Employee Team & Site Configure new hub
News Hub on SPO Site Incorporate Early Adopter feedback channels
Success Stories Form, Flow and List

Champion Program Teamwork Champion Team

Support Readiness Service FAQ & Known Issues Lists

Early Adopters & Feedback Early Adopter Program guide

Governance & Security Service Check List

Technical Readiness & Alignment TR Checklist from FastTrack by Service

Metrics & reporting O365 Adoption Content Pack Outcomes matrix capture sheet (XLS)
Outcomes matrix

Business Process Mapping Scenario Mapping slides Move to Excel sheet or Form for easy reporting
Scenario Data Capture List (XLS)

Awareness Campaign Day One Kit

Customer Success Kit

Training Program Custom Learning for Microsoft 365 site & Configure custom playlists for internal content and policies
webpart

Service Health Reviews (ongoing improvements) SHR Meeting Template

Adoption & deployment tools
Best Practice: Complete worksheets and/or implement tools in support of workstream outcomes

Team or Site Name Proposed Channels Notes

Get to know Teams General Create your first Teams article

Say Hi
How do I?
Feedback
Ideas for future teams
Support

Microsoft 365 Service Management General Use team template to plan and manage Microsoft 365
Awareness and Adoption
Business Engagement
Early Adopter Program
Feedback and Insights
Security and Compliance
Strategy and Planning
Service Health and Incidents
SVC – OneDrive
SVC – Teams (and Skype if needed)
SVC – SharePoint etc..
Training
Watercooler Chat

Connected Employee Initiative Connected Employee Team & Site Configure News Hub on main Connected Employee
Program communications & success stories News Hub on SPO Site Incorporates Early Adopter feedback channels
Success Stories Form, Flow and List
Opt-in form for Early Adopter Community

Teamwork Champions General Core onboarding notebook and reports

Best Practices, Training and How To Training documents and link to training site
Champion Corner Q&A & champion conversation hub
Program Leads Program planning
Social Hub Connectors to Teams, SharePoint & Planner Blogs & Twitter feeds
 How do Champions fit into overall launch planning?
Adoption Identify key stakeholders
Identify/Prioritize business Create & execute a Success Measure, share success,
scenarios Plan and iterate
Approach

Full Microsoft 365 launch

Business
Office 365 early adoption program with champions Identify and launch additional solutions
scenarios

Highlight and share success

Organization-wide launch: communications,

Communications Organize and develop Champions Community
training, events, success stories
and training
Inform Identify
Execute Champions Community
stakeholders champions

Supervise licensing, security and social governance discussions Support global launch
IT and social
governance Assess
Review of Assist in Support
viability of
domains reporting mobile apps
third parties
o Set the context and scope of the community: what, why and how.

o Design and align your Champion strategy to organizational goals and Microsoft 365
vision, and ensure you include a community to engage and support the Champions.
o Attain sponsorship from key stakeholders and executives.

o Develop your overall coverage plan, for example, the number of Champions per
office, department, team, floor, etc.
o Develop your champion commitment guide.
o Gain an understanding of who your stakeholders are - the Champions,
organizational influencers, team leaders, Executive Sponsors, etc.
o Articulate the value of the Champions Community to the organization
to secure support from key stakeholders.
o Work with these stakeholders to develop and approve the final design
of the Champions Community.
o Inform Champions of what their involvement entails plus the time
commitment required.
o Have discussions with department leads and managers across different
business teams to help locate thought leaders, technology evangelists, etc., so
you can identify ideal Champion candidates.
o Utilize your Microsoft 365 support group, or Yammer or Teams network if you
have one, to identify who is already helping new Microsoft 365 users and has
potential to grow as a Champion
o Having gone through the motions of planning, this stage is about actually
executing on your plan.
o Continuously meet with Champions to learn how they’re doing and gather
feedback about how their teams are finding new ways of working.
o Throughout your organization-wide launch, encourage interested employees to
learn more about the Champions Community and provide them with guidance
about how to get involved.
o Communicate the purpose and strategy of the Champions Community as part of your
organization-wide launch.
o Announce where Champions can be reached and how employees can learn from them
through online and offline communications around the Microsoft 365 launch.
o Provide Champions with a fact sheet to provide to their manager to attain buy-in.

o Give something back. Recognize the work that Champions are doing through public
recognition and awards.
 Microsoft 365 Early Adopter Program with Champions Identify and launch additional solutions
Business
scenarios Highlight and share success

o Drive awareness among Champions that highlighting and sharing Microsoft

365 success is a part of their role. Ensure they understand how sharing success
will support them in their discussions with new users by incorporating it into
any Champion training.
o Ensure there is an open space for Champions to connect with one another,
such as a Yammer or Teams group, where they can highlight these
success stories and have discussions around feedback.
Align to technical timeline
LAUNCH

Initiate

Onboarding Assess
workstream Remediate
Enable

Migration MAIL MIGRATION* (as applicable)

workstream FILE MIGRATION* (as applicable) BATCH 1 BATCH 2 BATCH 3 BATCH 4

EAP & launch planning

Early adoption program
Help desk readiness
Adoption
Champions program ONGOING >
workstream
Communications ONGOING >

Training ONGOING >

Measure & iterate ONGOING >

ONBOARDING MIGRATION ADOPTION

INITIATE ENABLE • FastTrack will provide mail migration • Identify stakeholders, identify and prioritize scenarios,
• Start onboarding process with FastTrack • FastTrack will provide guidance to: services* to Exchange Online create success plan (inclusive of communication and
• Review your goals and plans to drive business buy-in • enable tenant setup, network configuration, and DNS • FastTrack will provide file migration training plans)
ASSESS configuration services* to SharePoint Online or • Early Adopter Program: planning, communications
• FastTrack will provide assessment, guidance and • setup account, online or federated OneDrive for Business and deployment, and survey and measure
troubleshooting tools for Active Directory and Network • enable Exchange Online, Skype for Business, • Execute success plan: Champions program,
• FastTrack will share best practices and resources to plan OneDrive for Business, SharePoint Online, Yammer communications, training and help desk readiness
launch and end-user adoption Enterprise, Microsoft 365 ProPlus and Microsoft • Boost user engagement and adoption, manage and
REMEDIATE Teams prepare for change, measure, share success and
• Complete your remediation tasks to meet requirements • Complete your service onboarding, plus tenant and iterate
for onboarding, adopting and migrating each service identity integration
• FastTrack will review the outcomes of the remediation
activities with you to ensure you are ready to proceed

* FastTrack mail and migration services are available to eligible customers

Visit https://aka.ms/fasttrackdatamigration for more information