Converting an E-mail Culture into a SharePoint Culture by Robert Bogue - SPTechCon

Converting from an eMail Culture to a SharePoint Culture 3/3/2013

Copyright 2013 AvailTek LLC – All Rights Reserved 1

Converting from an eMailCulture to SharePoint

CultureRobert Bogue

(317) 572-5310

[email protected]

Agenda

• Social says eMail is dead (Jim)

• eMail is an addiction

• Why eMail is bad

• Barriers to SharePoint adoption

• The psychology of change

• Tools for SharePoint adoption

Why I Care

• I helped to create the problem…

• I struggle with the same cultural issues with my clients…



Is eMail dead?

What’s Your Outlook?

• First application started in the morning

• The application that runs the longest

By the numbers (2012/day)…

• 400 Million Tweets

• 2.2 Billion Email users

• 2.7 Billion Facebook Likes

• 144 Billion Email messages

eMail as an Addiction



Responsiveness Expectations

• Postal Mail – 1 week

• Email Message –normally 24 hours, no more than 72

• Text Message – normally 8 hours, no more than 24

• Voice Mail Message –normally 4 hours, no more than 24

• Three Phone Calls, Back-to-Back - Immediate

What is an Addiction?

“the state of being enslaved to a habit or practice…”

Alcohol Addiction Disordered Eating



eMail Addiction Test

• Have you checked your email more than every four hours – today?

• Do you feel anxiety when your phone battery is less than 20%?

• Was the last time you were disconnected from email for more than two days longer than a year ago?

• Does your preoccupation with email cause you to do dangerous or harmful activities?• Reading or responding to email while driving?• Reading or responding to email while in a meeting?

Organizational eMail Addiction Test• Has your organization ever communicated a layoff,

employee termination, or staff reduction via email first?

• Do you routinely have email conversations that include more than ten replies?

• Does your organization communicate emotionally charged information via email?

Why eMail Addiction Matters

• Rational messages won’t be sufficient to change behavior

• Deeply ingrained

• Addictions are hard to break



Emotional-Rational-Environment

• The Model• Elephant – Emotional

powerhouse

• Rider – Rational control

• Path –Environment and habits

• Implications• The rider has the

illusion of control

• The path has strong influence

CC Flickr mckaysavage

What’s Wrong With eMail?

It’s used for everything

• Short messages and long monologues

• Urgent and unimportant

• It’s in your face (pushed to you)

Where did I put that?

• Which version is the current version?

• Does it have comments in it?

• Does it have everyone’s changes integrated?



Who has access?

• Email is a personal repository

• What happens when the person is on vacation?

• Who cleans up the mess when they leave the company?

Barriers to SharePoint Adoption

Difficulty in Getting Started

• Can’t figure out where to ask for a site

• Don’t know how much it will cost the department

• Don’t know who they need to get approval from

• Is training required before a site can be created?

Mounting Challenges

• Lack of training

• Lack of resources

• Difficulty requesting and getting help

• Lack of licensing

• Product limitations



Lack of Training

• Why• Curse of Knowledge (It’s

harder than you think)

• Why Not?• Time out of role

• Training material costs

The Psychology of Change

John Kotter’s 8 Steps

• Create urgency

• Form a powerful coalition

• Create a vision for change

• Communicate the vision

• Remove obstacles

• Create short-term wins

• Build on the change

• Anchor the changes in corporate culture

Creating a Real Sense of Urgency

• Break the existing solution• Progressively make the

mailboxes smaller

• Reduce the maximum attachment size that can be sent via email



Clear Vision / Message

• In the face of confusion nothing happens

• The devil is in the details

Inertia and Momentum

• Remove barriers and break inertia• Make it easy• Give them a push

• Get small wins in first• Pick the most

enthusiastic supporters and make them successful

• Sell the small wins to bigger opportunities

Adoption

Relative advantage

Compatibility

ComplexityTrialability

Observability

You

Power

Independence

Curiosity

Acceptance

Order

Saving

Honor

Idealism

Social Contact

Family

Status

Vengeance

Romance

Eating

Physical Activity

Tranquility



Knowledge, Attitudes, Practices

Practices

• Personal Commitment

Attitudes

• Close Connections

Knowledge

• Mass Media

Breaking Bad Habits

1. Really want to change (not just hope)

2. Make the habit conscious

3. Bait and Switch – Find something else whenever you are tempted

4. Stay Committed –Don’t waiver or say “just this one time”

Tools for SharePoint Adoption

Build It For Them

• Create a place for them to get their needs met

• Allow every department access to post on the home page



Start in the Right Place

• Set all users web browser home to the corporate intranet

• Make the resources they need easy to reach from the home page

Restrict “All User” distribution lists

• Create barriers in front of mass emails

• Deter the use of email through social shaming

Create Communication Guidelines

• Set expectations for communication medium

• Establish awareness of good email etiquette

Maintain “small” mailbox sizes

• Users get small email inboxes to discourage the movement of file attachments

• Requests for larger sized mailboxes are responded to by “crisis counselors”



Disable Email Notifications

• On Computers

• On Phones

Review

• eMail is not dead

• eMail is an addiction

• Barriers slow the adoption of SharePoint

• Organizational psychology can be used to change behavior

Thank YouRob Bogue

[email protected]

(317) 572-5310

mailto:[email protected]

Documents

Converting an E-mail Culture into a SharePoint Culture by Robert Bogue - SPTechCon