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Office 365 User Adoption Series: Learning From Experience with Gareth Rose (Episode 2).

We understand that seamless user adoption of Office 365 and SharePoint can prove tricky, with many hurdles to jump before your whole organisation is fully on board.

That’s why we’re creating a series of podcasts focusing on real-life user adoption stories, with schools, academies and businesses just like yours.

The second episode features Tony Phillips, Cloud Design Box Founder, and Gareth Rose, Assistant Headteacher at Notley High School & Braintree Sixth Form.

Gareth’s experience with user adoption in schools is unique as he has already been through the process of rolling out Office 365, Teams, SharePoint and Class Notebook at his former workplace, Dagenham Park Church of England School.

We spoke with Gareth to find out what tools and techniques he is going to reuse when introducing the Microsoft suite to the staff and pupils at Notley High School.



Create champions.

“My first piece of advice is to get people to become champions of the product. Get the RE teacher to understand the value in putting all their class resources online and show the Music teacher how pupils can annotate in OneNote,” Gareth enthuses.

Starting out with small, basic tasks, Gareth got to know the main pain points of departments and the word spread from there.

“You can see the spark in their eyes when you’ve saved them 20 minutes of time using a basic feature of Office 365.”

Give them no choice.

“A very quick win is changing everyone’s home page to the staff or pupil SharePoint. This gets people familiar with the technology and helps them to become comfortable with using it in the future,” Gareth continues.

“Make it so it’s the only way to access some resources, such as the lunchtime duty rota. When people start to see how beneficial it is to have one calendar that is regularly updated, rather than multiple emails with multiple versions, they begin to gain confidence in the system.”

From here, Gareth explains, the word ‘SharePoint’ was being banded around the staffroom and uttered in staff meetings. By getting people to engage with the platform, you can raise their confidence when it comes to moving more activities across to Office 365.

Have an open-door policy.

“Of course, giving people only one choice when accessing certain documents is risky. But, explain to people, if they have any issues, they can come and see you,” he points out.

“At Dagenham Park, I would sit in with teachers on the first few lessons to get them and their pupils properly set up. In a couple of sessions, teachers and students were writing digital notes and recording their voices in French – incredible to see.”

Working with members of staff and pupils in this way also allows you to understand the many ways in which Office 365 and SharePoint can help enhance the teaching and learning experience.

“After this, it’s kind of like a rolling stone,” Gareth highlights.

“I can see a time in the future where all pupils have iPads. We’ve seen schools hand out devices to their students, but without an ecosystem in which they can actually use them in. What we’re building here is an environment where everyone is on board and using the features of Office 365 to their full potential.”

Final, takeaway points from Gareth:

  • Create and identify champions of Office 365 and SharePoint.
  • Get to know ways in which individuals and departments could benefit from using the suite.
  • Change the homepage and make some resources available only on SharePoint.
  • Be prepared to offer support and answer any questions people have.
  • Design an ecosystem in which people can use Office 365.

If you have any questions about user adoption, or how Office 365 and SharePoint could transform your workspace, school or academy, please get in touch with Cloud Design Box today.

The benefits of Office 365 and SharePoint in education

There’s no denying that Office 365 now provides a fantastic integrated suite of products. Why should schools and colleges look at moving to Office 365? Can it save time, money and improve student engagement? Let’s take a look in more detail.

Why is cloud storage important?

Office Integration
Office 365

One of the big benefits of using Office 365 (in general), is the close integration with Office Online. The days when students had to install Office on a PC or be restricted to an OS or desktop device are long gone. Office 365 brings Word, Excel, PowerPoint, OneNote and Sway to all devices. Office 365 licencing also means that students can download the full version too.

Access on any device

Can your students access all the lesson resources, shared drives and personal drives on their mobile and tablet devices at home? Only Google and Microsoft provide realistic solutions. Both are free for schools, but both require some setup and modification to make them suitable for each individual school.

Students are far more likely to access resources on mobile or tablet devices. In fact, many will never want to own a laptop or desktop computer. In addition to this, teachers are more reliant on using personal tablets and phones to access resources. The OneDrive for Business app allows students to search and navigate through all the shared resources from their phone and tablet.

Document management
Office 365

Remember accidentally losing a file? It would involve a call to the IT department who would then be searching through backups trying to locate the correct file. OneDrive and SharePoint both have a recycle bin, so you can restore documents for 93 days after the original deletion date. If you delete it from the end-user recycle bin, your IT admins can get it back from the site collection recycle bin (within the 93 days). Even after the 93 days, you can call Microsoft who can sometimes help you get older files back.

What if someone saves over a document or a mistake is made? Every document has version history by default, so you can easily go back to a previous version of the document.

Live collaboration and co-authoring

One of the most impressive features of SharePoint to demonstrate is the ability for multiple users to work on the same document at the same time. It could be a lesson plan in a Word Document, a marksheet in excel or a presentation in PowerPoint. These products provide co-authoring in a slick and easy-to-use way. The paragraph, cell or slide will lock and all users will see the editing live (see below).

Remember when marksheet spreadsheets were locked for editing when trying to open on the school servers? You don’t have that problem in SharePoint, you can work quicker and more efficiently saving precious time that teachers don’t have enough of.
co-authoring
Co-authoring in Office 365

What about homework and electronic assignments?

SharePoint is a great document management system but what about assignments and grading work? For homework and assignments, Office 365 has a range of built-in and third-party products to provide assignment functionality.

Microsoft Teams is also free for education and comes with some built-in assignment tools. These are great basic assignment tools ideal for keeping track of homework. Teams integrates with SharePoint, so you can access all your class and shared resources.

Microsoft Teams
Assignments in Microsoft Teams

Class Notebook is a powerful learning tool with individual student sections, an immersive reader, and tools to distribute and collect work.

OneNote Class Notebook
OneNote Class Notebook

If you want some more in-depth assignment tools, third-party products such as teacher dashboard, firefly, show my homework and many more come with Office 365 single sign-on. Store your resources in SharePoint and use any other application for assignments. Please note that not all these third-party products will allow students an easy way to create and submit office documents.

At Cloud Design Box, we can help you implement Teams with MIS data, create SharePoint resource areas, apply custom branding, training, support, workflows and much more! Contact us via the website for more details.

SharePoint by Cloud Design Box
SharePoint Design by Cloud Design Box