- Welcome to Desktop Deployment Essentials,
our new series to help you prepare
for your shift to Windows 10 and Office 365 ProPlus.
In the next few minutes I'll walk you through step eight
in our deployment process wheel.
I'll walk you through the tools, tips, and templates
for training your users on the latest updates
to Windows and Office.
The trick here is to figure out
how to introduce updates when some users
might fear disruptions to their productivity
or changes in their workflow
or if they have to learn new things.
And the good news is if you're moving from Windows 7,
or Office 2010 or 2013, there will be a lot of people
familiar with Windows 10 and newer versions of Office
that they're running on their personal devices
and all this is gonna help reduce the impact of change.
Starting with Office,
if you're deploying Office 365 ProPlus for the first time,
this is when you can communicate the benefits
of signing into Office apps and saving files to OneDrive
or sharp point locations to enable easier file sharing,
reduce file branching,
and also enable realtime co-authoring.
Detailed communication and training templates
are available for these and other local browser-based apps
like Teams and Planner.
We also give guidance for new in-app capabilities
like attaching OneDrive link files in Outlook
or using new Morph slide transitions
and designer features in PowerPoint.
For Windows 10, we help you familiarize your users
with optional default capabilities
like Windows Hello to login securely using biometrics,
start menu updates to personalize your Windows experience,
Timeline to easily get back to what you were working on,
Cortana, and much more.
Now there are also visible security and compliance controls
that your users may also be exposed to.
Enterprise Mobility + Security
which comprises Azure ID and Microsoft Intune
integrates additional capabilities
with Windows 10 and Office 365,
that you can target for your desktop upgrade.
For example, if you're using multi-factor authentication,
this uses Azure ID and protects user's sign in
to resources by leveraging a phone app or pin
to securely access services.
And Azure information protection
makes it easy for users to classify
and label their documents.
And these are just a handful of new capabilities
that may be experienced by your users
and to avoid help desk calls,
we recommend two complimentary approaches.
First, proactive communication to users
so they know what to expect and second,
the use of deployment rings with phased deployment
to control the rate of your rollout.
Let's start by explaining the concept
of phased deployment using deployment rings.
Basically, it's the concept of starting
with small groups then broadening that
in a measured way over time.
Normally by the time a communication
and training plan is drafted,
these rings and their members should be formed.
This way you can reduce potential risk
and validate your approach as you continually
open the deployment valve or pause activities if needed.
For example, when you see more help desk calls
come in than expected.
Now deployment rings are best created in cooperation
with business units and their managers.
You'll want an understanding of critical dates and times
to avoid when deploying or making changes.
Now with careful planning and buy-in
from these stakeholders it's easier to get users on board
and comfortable with any changes coming their way.
Now let's break down what you'll want to do in these phases.
First, phase one should consist of the IT team
and early adopter insiders.
It's usually best to begin your deployment
with the IT team and enthusiastic and user adopters
who volunteer for early access.
Now with these insiders, you can test your communications,
the impacts of change, and the effectiveness
of your communications and training.
During this phase IT runs small pilots
and learns troubleshooting automation techniques
to help during the broader deployment phases.
It's important to have engaged members
in this initial phase to make sure
they're documenting their observations
and feeding back to the process.
Also it's good to have champions outside of IT
that help extend organic word of mouth communication
of new capabilities and they'll often
be the first line of support when users
in later phases need help.
Next is the pilot phase.
Once you feel good about the first phase,
you can start to target a larger set of users
for your pilot.
Now this should comprise a representative mix of user roles,
device types, Windows apps, and office add-ins.
The data returning from these groups
will be used by analytics to target initial waves
for phase three, broader deployment.
Remember all PCs in this phase and future phases
should be logging up to the analytics service
so that you can collect telemetry.
Now for this phase, it's especially important
to communicate changes and help users
take advantage of new capabilities.
Users can often deprioritize or ignore email
or other communications coming from IT
so it helps to meet with their management
to get help communicating change
in driving that option of new tools and technology.
You'll also need their input on time frames to avoid,
so you can minimize user disruption.
For example, the finance team may be particularly sensitive
at the end of a fiscal quarter,
or product development teams
may want you to avoid their timings for product launches.
In parallel to planning for devices,
users, departments, and timing,
you can start to build your communication
and training plans as well as begin compiling content
or engaging with outside resources to help train users.
To help your effort in pulling together training content,
you can access a comprehensive set
of short, video-based training
with step by step instructional guidance
on the Microsoft FastTrack Productivity Library.
Now there are hundreds of topics
based on what's important to your organization,
including creating more impactful content,
sharing sights, transforming teamwork,
and unlocking productivity with modern devices.
Also if you're using Office 365 or Microsoft 365,
there's a very good chance that you're eligible
for help with driving user adoption
via Microsoft's FastTrack service.
Representatives will guide you
through adoption best practices
as you go through Microsoft 365, Windows, Office,
and EMS rollout processes.
And additional resources can be found
on Microsoft's IT Showcase Series
which provides Windows 10 deployment-related content.
It includes timelines and schedules,
digital promotion templates, email templates,
and intranet content.
Now these are based on the materials
used for Microsoft's own deployment of Windows 10
across thousands of users
and has been modified for any organization to use.
These components and services together can be fine tuned
during the pilot phase.
And as you start to realize what's resonating with users
on the training side of things,
which devices to target via analytics,
and which devices are users to avoid or delay,
you can begin to broaden your deployment
in later phases using a data and experience-driven approach.
As your pilot expands you'll wanna document
and publish frequently asked questions
and self-service content to help
proactively reduce support tickets and help desk activities.
And this brings us to phase three and beyond:
broad deployment.
Now by the time you reach broad deployment phases,
you'll have refined your processes,
communication, training and self-service tools.
Now you can use data collected via telemetry
to target more and more PCs.
And you can also deploy at a rate
that's manageable to your IT department,
help desk, users, and network capacity.
You can always go back to step two
in the deployment process wheel
to optimize your network even further,
and you can watch more about that at the link shown.
Now in addition telemetry that you monitor
via the analytics tools,
you can also monitor Office 365 and Microsoft 365 usage
in a granular way with detailed usage reports
via workload in the admin center,
and by using the admin reports via Power BI.
These are great tools so help set and track goals
as you roll out new tools for working together,
like Microsoft Teams or new ways
to share files like OneDrive.
Remember, new technology acceptance and adoption
will continue long after every PC
in your organization has Windows 10
and Office 365 ProPlus installed.
And users won't necessarily change how they work
unless you take the time to inform
and train them of new capabilities.
So that was a quick run through
of user communication, training tips and resources.
We've now reviewed every step
in our modern desktop deployment process wheel
but the good news is, you can revisit many of the steps
and keep using the tools that you just set up
to stay up to date with semi-annual feature updates.
To learn more, visit our modern desktop deployment center
and keep following our desktop deployment essentials series
here on Microsoft Mechanics.
Thanks for watching.
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