You've invested heavily in your transition to the cloud. Perhaps you've opted for Microsoft 365, or implemented a data analytics system in Azure. Now, you have to get people to use it. That can often be more difficult then we think. In some cases, only the technology team is excited about all the things that the cloud can do. Non-technical users from other departments just can't seem to get on board, and use only a tiny fraction of what the cloud has to offer. That could have a significant negative impact on your cloud ROI. What can be done?
Turn off the old stuff
The easiest way to make employees use basic cloud productivity tools is to turn off the legacy ones that you were using. That might work if you're migrating from an old on-premises ERP system to a new one in the cloud that offers the only way for a user to do their job. It gets tricky if you're introducing a new cloud-based application that they haven't used before and can survive without. They might choose to use alternative tools to complete their tasks (sending orders by email rather than using a dedicated online app, for example), or they might only use the bare minimum functionality of the new service.
Support the transition with training
Training is a necessary initiative to get employees on board, but there are different ways to do it. In-person classroom sessions are a good start, but smart organisations might back this up with at-the-desk online training, offering on-demand screen shares and videos that show how to complete specific tasks. Vendors will often provide these resources with their cloud-based software.
Other innovations might include organising free-form drop-in sessions for a set time after the software transition, where employees can get their questions about the software answered. This enables them to keep evolving and learning more about the software after the main training has ended.
Seed the workforce with advocates
One way to help encourage more intense use of the software among employees is to create a team of 'champions' within the company. These are employees who have been on more intensive training programs so that they can encourage others and answer their questions. Putting a champion on each team or in each department provides a go-to person for queries. The champion can also remind others about more advanced uses of the software that will take employee productivity to the next level.
Provide positive use cases
There's nothing like explaining to people how they can make their lives simpler to encourage the use of new software. Providing positive examples of how advanced features can help employees get their jobs done faster and more effectively is a great way to encourage the adoption of more functionality. Where possible, use case studies from actual employees in your company who can lead others by example.
Gamify and incentivise
Gamification uses social incentives to encourage user behaviour. It's a tricky initiative to tackle - you don't want to patronise employees with flippant, infantile competitions that get in the way of their work - but handled properly, it can inject a little fun into the mix and create a healthy sense of competition. Which team used the whiteboard feature the most in Teams this quarter? Who created the most useful model using the cloud-based analytics tool in the last month? Rewards (a team lunch at the local restaurant, say) can be a great way to bring people on board.
Gather quantitative feedback
Cloud-based systems can sometimes report on which aspects of software employees are using the most. Microsoft introduced its Adoption Score in August 2022, providing admins with anonymous data on how employees are using Office 365. That helps them to see gaps in adoption so that they can advise employee groups on new things to try.
Every little thing counts when trying to boost cloud ROI. Focusing on the employee experience can help to push productivity benefits through the organisation, unlocking new value. All it takes is a little imagination and effort to boost user engagement.