Kenneth and Serge presented the first steps in Recticel's digital workplace program, and the managed Microsoft Teams and OneDrive for Business rollout #DWA19 #presentation #recticel

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A managed Microsoft Teams and OneDrive
for Business roll-out
The first step in Recticel's digital workplace program
Successful Digital Workplace Adoption
November 13, 2019
The International Auditorium
Kenneth Meuleman (Recticel)
Meuleman.Kenneth@recticel.com
Serge Desaranno (delaware)
serge.desaranno@delaware.pro

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AGENDA
1 Recticel in a nutshell
2 Digital workplace roadmap
3 Approach to Microsoft Teams and OneDrive for Business roll-out
4 Lessons learned
5 Questions and answers

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PROFILE

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OUR BUSINESS LINES

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STRATEGY FOCUSED ON BEING THE LEADING PROVIDER OF HIGH VALUE-ADDED
SOLUTIONS IN ITS CORE MARKETS
 The building blocks of the Group’s strategy are illustrated as follows:
 Overall group wide strategic priorities supported by specific business line strategy
• Innovation in high value-added applications, products and materials
• Overall simplification of the Group and finalizing the rationalization of the manufacturing footprint
• Pursue prudent international expansion outside Europe
• Integration of sustainable development criteria in all business decisions
• Embracing digitalization in order to constantly challenge the status quo and to seize new growth opportunities
Segment Strategy
International Expansion SimplificationSustainable Innovation
Human Organization
Sustainability
Digitalization
Strategy building
blocks that can be
supported by a
digital workplace

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AGENDA
1 Recticel in a nutshell
2 Digital workplace roadmap
3 Approach to Microsoft Teams and OneDrive for Business roll-out
4 Lessons learned
5 Questions and answers

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HOW IT STARTED
DEC 2017 OCT 2018
MAIL AND CALENDAR MIGRATION
WEBEX TO SKYPE FOR BUSINESS MIGRATION
BOX REPLACEMENT WITH ONEDRIVE
IDENTITY EXTENSION
APR 2018 - DEFINE COLLABORATION STRATEGY
• LEVERAGE Office 365 INVESTMENT and STANDARD CAPABILITIES
• DEFINE HOW Recticel employees will COLLABORATE
• START from industry BEST PRACTICES
• FOCUS on GENERAL PURPOSE processes
• NOT to REPLACE Lotus Notes applications
APRIL 2018 - DEFINE DIGITAL WORKPLACE STRATEGY

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cross-location and
external
collaboration
information and
knowledge sharing
single point of
access to employee-
specific information
and tools
business
empowerment
work from anywhere
and anytime
my digital workplace

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APPROACH TO DEFINE ROADMAP
9
Awareness
•WHAT are the
capabilities of
Office 365
•HOW do other
organizations use
the Office 365
capabilities to
increase efficiency
and employee
engagement
Requirements
gathering
•NOT based on the
existing Lotus
Notes applications
•Based on insights
in the WHAT and
HOW captured
during the
awareness
Prioritization on
Business Value
•OBJECTIVELY
•# impacted
employees
•Usage
•Existing solution
Roadmap
Based on
•PRIORITIZED
requirements
•Leveraged
STANDARD Office
365 capabilities
•BEST practices
BUSINESS LINE AND STAFF DEPARTMENT STAKEHOLDERS

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DIGITAL WORKPLACE SOLUTION DOMAINS AND BUSINESS REQUIREMENTS
10
personal
information
YOUR personal documents
(today on network drive and
in My Documents folder on
PC)
For personal use and ad-hoc
(NOT structural)
collaboration
collaborative
information
Long-term collaborative
work in an organizational
entity (department, team)
Project-related collaborative
work (limited in time)
Concrete DELIVERABLES
resulting from draft work,
conversations, e-mail
exchange, discussions, etc.
knowledge
Information for a broader
audience (possibly
constrained for target
groups) in READ-ONLY
mode
INDIVIDUAL documents
subject to revision cycle
Extended with interactive
capabilities
communication
Corporate, business line,
plant, departmental
communication
Forms-based processes,
custom business
applications (based on
SharePoint, PowerApps, MS
Flow, LOB application
integration, etc.)
applicative
information
32 31 83 27

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ROADMAP RESULTED FROM …
REQUIREMENTS PRIORITIZATION
TOP 50 requirements
18
COLLABORATION
18
KNOWLEDGE
3
COMMUNICATION
STANDARD
CAPABILITIES
LIMITED RESOURCE
REQUIREMENTS IN
ANALYSIS PHASE
QUICK WINS
Personal drive slow
when not on site
My Documents folder
on PC not accessible
on other devices
Shared drives not
usable for
collaboration over
different plants or
with external people
Links to info and
applications are
managed by each user
IDT lead times for
collaboration
IMPROVEMENT AREAS
Lack of mobility
No access to info
without PC and WiFi

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ROADMAP
12
GOVERNED MICROSOFT TEAMS SETUP
GOVERNED ONEDRIVE FOR BUSINESS SETUP
01/19 02/19 6/1903/19 04/19
DATA GOVERNANCE AND INFORMATION PROTECTION
TRAINING
COMMUNICATION AND CHANGE MANAGEMENT EXECUTION
02/20
INFORMATION ARCHITECTURE
2020
DEFINEORGANIZATIONALMETADATA
NETWORK
ASSESSMENT
HELP PORTAL
EXTENDED MICROSOFT
TEAMS APP
09/19 12/19 01/20
MICROSOFT TEAMS EXTENSIONS
Microsoft Teams and Who is Who (gradual, based on training schedule)GO LIVE OneDrive for Business,
WHO IS WHO SETUP
KNOWLEDGE PILOT
SETUP TRAINING
GO LIVE Policies/Procedures and Knowledge Portal-concept
KNOWLEDGE TOPICS
MY RECTICEL WORKPLACE
COMMUNICATION AND CHANGE MANAGEMENT PLAN AND EXECUTION

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AGENDA
1 Recticel in a nutshell
2 Digital workplace roadmap
3 Approach to Microsoft Teams and OneDrive for Business roll-out
4 Lessons learned
5 Questions and answers

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MANAGED MICROSOFT TEAMS AND ONEDRIVE FOR BUSINESS ROLL-OUT
HR COMM
IT
GOVERNANCE
INFORMUSER ADOPTION
AN ORGANIZATIONAL CHANGE MANAGEMENT PROJECT
NOT AN IT PROJECT

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USER ADOPTION - FOUR STEP ROCKET APPROACH
understand context and assess
change, inspire and align
stakeholders
design, plan and
prepare initiatives
implement, manage and
adjust change initiatives;
learn from experience
anchor the change in culture and
realize the expected benefits
Change
objectives
achieved
Agreed
results
Next steps?
Have a clear vision
and agreed
objectives
Have a clear and
agreed governance
structure
Have an
understanding of the
change and context
organization
and
processes
change
leadership
change
communication
training
and
documentation

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USER ADOPTION - FOUR STEP ROCKET APPROACH
WORKSHOP 1
▪ Current and future
situation description
▪ START/STOP
scenarios
▪ SWOT analysis
▪ Stakeholder analysis
▪ Risks and goals
▪ Basic message house
WORKSHOP 2
▪ Definition of adoption
and governance KPI’s
▪ Validation of message
house and
communication
directions
CREATION
▪ Production of assets
EXECUTION
▪ Ambassadors
▪ Pre-launch, launch and post-launch communication (e-
mails; posters, screen presentations)
▪ Help portal
▪ Training (classroom and online)
▪ User adoption monitoring

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START/STOP SCENARIOS
Collaborate more
efficiently on
projects and within
teams
Maximize
your personal
productivity
Run effective
meetings
Manage your
personal
information in a
secured
environment
START STOP BENEFITS
Sharing files online with internal
colleagues and external third
parties in a user-friendly and
secured MS Teams-based
workspace
• Sending documents by e-mail
(attachments) to internal or
external parties
• Using external tools for file sharing
(WeTransfer, DropBox, etc.)
• Less e-mail communication
overload
• Single source of truth (latest
version
• Secured information
Managing access rights to MS
Teams-based workspace yourself
Contacting IT or administrators
to give internals/externals access to
information
• Quick and easy file sharing,
also with external people
• Controlled but empowered
business users regarding
sensitivity of information
Reviewing and authoring the
latest version of a document
online
• Multiplying file names (v1, v2,
_commented by)
• Creating duplicates
• Not being sure you are working on
the latest version
• Single source of truth
• One overview with all comments
• Always possible to restore older
versions of a file when needed
Accessing your shared workspace
in MS Teams anytime, anywhere
and from any device (also mobile)
• Storing documents locally or on
non-accessible file servers
• Taking local copies of files for
offline working
• Information available anytime,
anywhere and from any device
• No information loss when device
crashes as information is shared
online

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MESSAGE HOUSE
• Foster teamwork
• Stimulate co-creation and collaboration
• Single source of truth
• Not reinventing the wheel
• Stimulate cross-divisional real-time
interactions
[break down silo thinking]
• Quick and easy file sharing also with
external people
• More effective meetings
• Less e-mail overload
• Employee self-service
[be in control]
• Your mobile workplace
[anywhere, anytime, any device in a
secure way]
• Secured environment for storing and
accessing personal files (OneDrive for
Business)
• Secured environment for information
exchange, cross-locations and with
external people
• No shadow IT
• Automatic back-up
• Access rights are easy to manage
END USERS
COLLABORATION EFFICIENCY SECURITY
CONNECT/WORKING TOGETHER
SHARING IS CARING
ONE TEAM, ONE DRIVE/TEAMWORK DELIVERED
New modern and secured tools for collaboration (MS Teams) and storage of personal files (OneDrive for Business), integrated in
broader Office 365-based personal productivity environment

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COMMUNICATION
GO LIVE
-4 weeks -2 weeks +1 week +2 weeks +3 weeks +4 weeks-3 weeks -1 week
mail
poster
screen presentation
PRE-LAUNCH
focus on
Awareness * Desire * Knowledge
LAUNCH
focus on
Knowledge *
Adoption
POST-LAUNCH
focus on
Adoption * Reinforcement

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COMMUNICATION
▪ Position in an overall digital
workplace program
▪ Management support

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COMMUNICATION

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COMMUNICATION

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COMMUNICATION

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MS TEAMS AND ONEDRIVE GOVERNANCE SETTINGS
(External) sharing
Link types
Notifications
Auditing
E-mail integration
Apps
Permissions
Etc.

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STANDARD MICROSOFT TEAMS CHALLENGES
Comprehensive
dashboard
MS Team context Creation governance
Lifecycle
management

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CREATION GOVERNANCE
SELF-SERVICE

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CREATION GOVERNANCE

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CREATION GOVERNANCE

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CREATION GOVERNANCE
MS Team approval process based on
the need for external access and
managed by business and NOT IT

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CREATION GOVERNANCE
Automated application of a standard
naming format, adds context to the
Microsoft Team

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MS TEAMS APP WITH AUTOMATED GOVERNANCE (ON ROADMAP)

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SECURITY
CONDITIONAL ACCESS FOR RECTICEL AND MFA FOR EXTERNALS

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AMBASSADORS ARE KEY
73
Close to the employees -
geographically distributed
Classroom-trained

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TRAINING
U1: MS Teams conversations and meetings
U2: Request MS Team and MS Teams as a owner
U3: MS Teams as a member
U4: OneDrive for Business
1h
3h
3h
1.5h
Classroom Online
Self-training

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TRAINING APPROACH
Supports, coaches and trains Microsoft Team owners
is a Microsoft Team owner
AMBASSADOR
Microsoft Team
owners
Creates and manages Microsoft Teams
supports and coaches Microsoft Team members
Recticel employees
SharePoint administrator
Functional
support

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HELP PORTAL
36

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HELP PORTAL

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HELP PORTAL
38
START/STOP scenarios are used
as entry points, instead of a list of
functionalities

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AGENDA
1 Recticel in a nutshell
2 Digital workplace roadmap
3 Approach to Microsoft Teams and OneDrive for Business roll-out
4 Lessons learned
5 Questions and answers

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LESSONS LEARNED
• Ambassadors are playing a key role
• Provide them the possibility to free up time
• Eager to coach and inspire owners
• Community to support each other
• Get them close to the users
• User adoption process is a continuous process
• It does not stop after the roll-out
• Communicate about good practices
• Correct people when returning to old habits (e.g. make a post and copy link to the conversation)
• Organizing a team will not be learned in classroom trainings, but by just doing it and common sense
• Team owners should take time to introduce a team
• Make agreements with the members on how to organize, share and collaborate
• Give advice to members on how to do common team-related actions
• Lead by example
• Platform is evolving fast
• New features and solutions are released, which makes it a challenge to update training material and inform the end-user community
• Convince people why using MS Teams, by illustrating the advantages compared to the file server - focus on employee self-support
• Restore documents, manage access rights, working together on documents, etc.
• Always refer to the training material
• To make it more known to the users, communication is not always read 
• Be aware - involve work councils as soon as possible in the process (e.g. Germany)

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AGENDA
1 Recticel in a nutshell
2 Digital workplace roadmap
3 Approach to Microsoft Teams and OneDrive for Business roll-out
4 Lessons learned
5 Questions and answers