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 planand execute your rollout
Using various Microsoft 365 apps and services throughout theplanning and execution of your rollout can add to its success.
Consider doing this to get the team familiar with the service so theycan effectively evangelize it to colleagues.
Some examples include:o

Use Microsoft Teams to plan your project and collaborate on
documents related to implementationo

Use Microsoft Planner for day-to-day task managemento

Use Yammer to build, ready, and support your Microsoft 365
Champions Communityo

Use Skype for Business to conduct online meetings with yourproject team, capturing meeting minutes in Microsoft OneNote

Microsoft 365 rollout timeline sample
Workstream

Week 1

Week 2

Identify Key Stakeholders
and Assemble Team

Identify and recruit Success Owner
and Project Manager

Identify and recruit Executive Sponsor(s)and fill remaining team roles

Identify and Prioritize Scenarios

Identify and develop scenarios

Prioritize scenarios

Define Success Criteria

Week 3

Week 5

Week 6 Launch

Define success criteria/key performanceindicators (KPI) and establish KPIbenchmarks

Create Success Plan

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

Finalize Success Plan

Build Champions Program

Identify and recruit Champions.
Create Yammer or Teams group to
support Champions

Train Champions and brainstorm activities

Determine ongoing champion
duties

Early Adopter Program

Recruit program participants. Set up
a Yammer or Teams group to makecommunication and feedback
collection easy

Circulate a baseline survey to participants.
Provide participants with activatedaccount to formally begin Early Adopter
ProgramCheck in with program participants
to collect informal feedback

Communication and Awareness

Develop communication plan andengagement event strategy.
Develop communication materials
using the available templates

Send a 'countdown email' to employees

Ensure that Microsoft 365 has avisual presence throughout
corporate offices

Training

Develop end user training plan

SupportWeek 4

Set up internal training site to store
training resources

Finalize champion launch activities

Get feedback and success stories from
Champions to use in launch
Send out a final survey and use any
insights gathered to makeadjustments to launch

Announce upcoming Microsoft 365
launch on company intranet. Prepare
for launch engagement event.

Create a Yammer or Teams group forend users to share their Microsoft 365
success stories. Circulate a baseline
survey to end users

Send an 'Announcement Email to let
users know what's available. Executelaunch engagement event

Train end users

Train end users

Ready help desk to support end users

Boost User Engagement and Drive
AdoptionManage 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 9Week 10

Week 11

Week 12

Identify Key Stakeholders
and Assemble Team
Identify and Prioritize Scenarios
Define Success Criteria
Create Success Plan
Get feedback from Champions anditerate program as necessary

Build Champions Program
Early Adopter Program
Communication and AwarenessTraining

Send "Tips and Tricks" email to end
users
Setup ongoing training series

SupportBoost User Engagement and Drive
Adoption

Prepare and run contests to continue encouraging user engagement
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 IterateCollect and report on Microsoft 365 success criteria and Key Performance Indicators (KPIs)
Capture and share success stories
Roll out new Scenarios

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

Send "Tips and Tricks" email to end
usershttps://aka.ms/TeamsAdoption
Tools & Downloads page

Adoption & deployment workstreams
Scope and Outcomes for workstreams (1 of 2)
Workstream

OutcomeCore Deliverables

Scope & Notes

Phase-driven deployment and Adoption Plan withidentified owners, dates & risks/issues as needed

Collaboration Improvement Plan
Sprint over sprint execution to goal
Decision Log, Risks & Issues List
Regular planning & alignment meetings

Program Communications & Success Stories

Stakeholders, user communities and program
participants have frequent insight into progress andsuccess examples

Project news and reporting assets

Champion Program

Increased digital literacy; reduced change fatigue;
increased solution adoption; talent identification;transition support

Monthly Champion training ROB
Collation of themes and issues for support, training
and program leads
Owner of enthusiasm

Monthly Champion calls – 1 hour;
Leads with others optional attendance at public O365
Champions Community calls with Microsoft – 1 hour

Support Readiness

Incident support and resolution
Management of issue escalation

Onboarding – 8 hours

Early training with Champions
Onboarding to feedback channels
Monthly review of issues/trends within Service Health
Review

Early Adopters & Feedback

Provide hands-on insights of solution in target
environment. Develop feedback methods thatscale. Identify champion candidates & high- value
business process improvements.

Employee engagement; interactive onboarding
sessions & design/deployment & analysis offeedback channel

Governance & Security

Guide governance and policy decisions forexperience. Complete required configuration.
Support training & communications on same.

Service Strategy & Project Plan
Stakeholder Mapping & AlignmentsCore collaboration improvement team for initial phase(Strategy, Champion & Early Adopter phases)
May increase team size as project expands

Adoption & deployment workstreams
Scope and outcomes for workstreams (2 of 2)
Workstream

OutcomeCore Deliverables

Technical Readiness & Alignment

Technical implementation of service ensuring
quality and availability. Definition of technicalprojects that deliver the overall strategy & businessvalue.

Metrics & Reporting

Provide on-demand reporting of meaningfulbusiness and service metrics to ensure definedoutcome.

Business Process Mapping

Define high-level scenarios for improvement basedon user interviews, team focus groups andobservation.

Deliver impact to difficulty ranking for ongoingprioritization of effort.

Awareness Campaign

Create awareness and enthusiasm for digitaltransformation and business initiatives.

Key messages and creative assets used to inform
users of transition and outcomesTraining Program

Create digital literacy and operational efficiency.
Reduce change fatigue.

Provide on-demand and instructor led-interactive
onboarding to new solution

Service Health Reviews & Improvement
Planning

Provide actionable insights and prioritization forimprovement in the experience.

Data and analysis for monthly review on service
incidents, support themes, training effectiveness,experience quality, overall adoption and user
sentiment

Scope & Notes

Service quality, enablement, and management
processes and insights

Joint effort between IT, user adoption specialists andkey experience stakeholders. Informs overall
experience strategy.

Adoption & deployment workstreams

Best Practice: Identify leaders for each workstream area or integrate outcomes into existing project plans
Workstream
Service Strategy & Project Plan

Lead

Weekly ROB & Notes
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)NotesCollaboration Service Team
Connected Employee Strategy Doc
Enterprise Project Plan
Stakeholder Map

Use team template to plan and manage O365.
Use PPT of Exec Summary to broadly communicate strategy. Change branded name as needed.
Download tools from https://aka.ms/AdoptionTools

Program communications & success stories

Connected Employee Team & Site
News Hub on SPO Site
Success Stories Form, Flow and List

Configure new hub
Incorporate Early Adopter feedback channels

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

Outcomes matrix capture sheet (XLS)Business Process Mapping

Scenario Mapping slides
Scenario Data Capture List (XLS)

Move to Excel sheet or Form for easy reporting

Awareness Campaign

Day One Kit
Customer Success Kit

Training Program

Custom Learning for Microsoft 365 site &webpartService Health Reviews (ongoing improvements)

SHR Meeting Template

Service Strategy & Project Plan
Stakeholder Mapping & Alignments

Configure custom playlists for internal content and policies

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

GeneralSay HiHow do I?
Feedback
Ideas for future teams
SupportCreate your first Teams article

Microsoft 365 Service Management

GeneralAwareness 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

Use team template to plan and manage Microsoft 365

Connected Employee Initiative
Program communications & success stories

Connected Employee Team & Site
News Hub on SPO Site
Success Stories Form, Flow and List
Opt-in form for Early Adopter Community

Configure News Hub on main Connected Employee
Incorporates Early Adopter feedback channels

Teamwork Champions

GeneralBest Practices, Training and How To
Champion Corner
Program Leads
Social Hub

Core onboarding notebook and reports
Training documents and link to training site
Q&A & champion conversation hub
Program planning
Connectors to Teams, SharePoint & Planner Blogs & Twitter feeds

How do Champions fit into overall launch planning?
Identify key stakeholders

Business
scenarios

Office 365 early adoption program with champions

Identify/Prioritize businessscenariosCreate & execute a Success
Plan

Measure, share success,and iterate

Identify and launch additional solutions
Highlight and share success

Organization-wide launch: communications,training, events, success stories

Communications
and training

Organize and develop Champions Community

IT and social
governanceSupervise licensing, security and social governance discussions

Informstakeholders

Review of
domains

Identify
champions

Assessviability ofthird parties

Execute Champions Community

Assist inreportingSupportmobile apps

Support global launch

Full Microsoft 365 launch

Adoption
Approach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 designof the Champions Community.

o Inform Champions of what their involvement entails plus the timecommitment 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 tolearn 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 yourorganization-wide launch.

o Announce where Champions can be reached and how employees can learn from themthrough 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 publicrecognition and awards.

Business
scenarios

Identify and launch additional solutions

Microsoft 365 Early Adopter Program with Champions

Highlight and share successo Drive awareness among Champions that highlighting and sharing Microsoft

365 success is a part of their role. Ensure they understand how sharing successwill 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 thesesuccess stories and have discussions around feedback.

Align to technical timeline

LAUNCH

Initiate
Onboarding
workstream

AssessRemediate
EnableMigration
workstream

MAIL MIGRATION* (as applicable)
FILE MIGRATION* (as applicable)

BATCH 1

BATCH 2

BATCH 3

BATCH 4EAP & launch planning
Early adoption program
Adoptionworkstream

Help desk readiness
Champions program

ONGOING >Communications

ONGOING >Training

ONGOING >Measure & iterate

ONGOING >ONBOARDING
INITIATE• Start onboarding process with FastTrack• Review your goals and plans to drive business buy-in

ASSESS• FastTrack will provide assessment, guidance andtroubleshooting tools for Active Directory and Network• FastTrack will share best practices and resources to plan
launch and end-user adoption
REMEDIATE• Complete your remediation tasks to meet requirementsfor onboarding, adopting and migrating each service• FastTrack will review the outcomes of the remediation
activities with you to ensure you are ready to proceed

ADOPTIONMIGRATIONENABLE• FastTrack will provide guidance to:• enable tenant setup, network configuration, and DNS
configuration• setup account, online or federated• enable Exchange Online, Skype for Business,
OneDrive for Business, SharePoint Online, Yammer
Enterprise, Microsoft 365 ProPlus and Microsoft
Teams• Complete your service onboarding, plus tenant andidentity integration• FastTrack will provide mail migration
services* to Exchange Online• FastTrack will provide file migration
services* to SharePoint Online or
OneDrive for Business• Identify stakeholders, identify and prioritize scenarios,
create success plan (inclusive of communication andtraining plans)• Early Adopter Program: planning, communications
and deployment, and survey and measure• Execute success plan: Champions program,communications, training and help desk readiness• Boost user engagement and adoption, manage andprepare for change, measure, share success anditerate* FastTrack mail and migration services are available to eligible customers
Visit https://aka.ms/fasttrackdatamigration for more information