Office 365, We are doing it!…Now What? – A Series: Communication Plan

Welcome back to our blog series: Office 365, We’re doing it!…Now what? The first blog of the series focused on Subject Matter Experts and Migration Plans. In this post, we’ll delve into the Communication Plan—its content and cadence. Though this post (like all the posts in this series) may not be technical in nature, nevertheless, the information is still vital to the success of your organization’s journey to Office 365.

Migrating to Office 365? Check out our other valuable resources in our Step By Step Guide to Migrating to Office 365

How to Develop Your Office 365 Migration Communication Plan

When developing a solid communications plan, it’s best to start early to ensure the correct team members are included in the process. Namely, executive-level adoption, technical writers, and anyone from the corporate communications team to review and send the actual communication emails. The actual plans lay out exactly what communications should be sent, in what form, to what users, at what times. Nowadays most communication will be in the form of emails, those can be mass or very targeted, or both. It all depends on the specific situation and your organization.

Office 365 Communication Content Tips

Your organization will need to send various forms of communication as part of the overall migration. Here are a few suggestions:

Initial Announcement Email:

  • Send at least 3-6 months prior to migration, depending on the size of your organization.
  • Content should let your entire userbase know the organization has made the decision to move to Office 365.
  • This Email should communicate excitement and enthusiasm. Include a list of benefits and describe how O365 will increase productivity both in the office and remote.

Follow-Up Emails:

  • Send at least once/twice per month.
  • This email should also be exciting and contain a more detailed description of O365’s benefits. For instance, include how MS Teams could boost internal communication with its collaboration and chat features.
  • Describe the capability for greater storage limits within Exchange/Outlook, OneDrive & SharePoint, as well as the added benefits of the suite’s mobile features.
  • These follow-up emails should also include a high-level approach to any pre-training information that will be performed pre- and post-migration.

Specific User-Wave Targeted Emails (1-2 weeks prior):

  • Send approximately 1-2 weeks prior to a specific user-migration batch.
  • This email should target specific users scheduled for migration in the next 1-2 weeks.
  • The Email should indicate the expected date the user is scheduled to be migrated.
  • The content should also include information on how and where to report issues, location of FAQ’s, and any known/expected issues.

Specific User-Wave Targeted Emails (1-2 days prior):

  • Send 1-2 business days prior to a specific user-migration batch.
  • This email should target specific users scheduled for migration in the next day or two.
  • The content of this email should contain specifics on what tasks the user should perform and document prior to leaving the office the following day.
  • The content should also include information on how and where to report issues, location of FAQ’s, and any known/expected issues.

Specific User-Wave Targeted Emails (day after):

  • Send the day after a specific user-migration batch.
  • This email should target specific users who have been migrated as part of the specific user-migration batch.
  • The content of this email should congratulate the user on a successful migration.
  • The content should also include information on how and where to report issues, location of FAQ’s, and any known/expected issues.

Anexinet offers an Office 365 Migration Kickstart that accelerates your migration by equipping you with a readiness assessment, proof of concept, and roadmap. And if you’re looking for something I haven’t mentioned in this post, know that Anexinet has the expertise, knowledge and skilled staff to achieve your goals and ensure your migration is successful. We’d love to help your organization on its journey through Office 365, so please don’t hesitate to reach out to us.

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