Successful Digital Workplace Adoption

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How to drive employee engagement and user adoption of your digital workplace

13 November 2019 (9h15-17h15)
Location: The International Auditorium (Brussels)
Presented in English by Isabel De Clercq, Hans Vandenberghe, Sam Marshall, Jan Vanoudendycke (Engie), Bruce Fecheyr-Lippens (Solvay), Christiaan Lustig (Brayton House), Dave Geentjens (Vlaamse Overheid), Serge Desaranno (Delaware), Kenneth Meuleman (Recticel)
Price: 640 EUR (excl. 21% VAT)

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The conference "Successful Digital Workplace Adoption" is a joint venture between IT Works and ValueIntranet.

9.30h - 10.20h

Opening plenary session: What are the key challenges faced by HR, Internal Communication and IT when implementing a modern digital workplace?

Based on their practical experiences, Sam Marshall, Isabel De Clercq and Hans Vandenberghe, 3 thought leaders in the field of social collaboration, communication and technologies will present and discuss their views on the major challenges in the design, implementation, roll-out and adoption of a digital workplace. We will also use digivoting to capture the challenges and problems that you experience in your company, and collectively come up with answers and solutions to these problems.

10.20h - 11.00h

How Focus on Digital Employee Experience (DEX) Improves Digital Workplace Adoption and Success (Christiaan Lustig, Brayton House)

What is most important when implementing and optimising an intranet or digital workplace? How do you make sure, as a project group, intranet manager or owner, that you’re doing the right things… and doing things right? How do you get all stakeholders in your organisation on the same page? And which practical guidelines are there to improve content, adoption, and business processes?

Christiaan Lustig will talk about how a shared focus on the digital employee experience (DEX) helps Comms, IT, HR, business teams, and potential partners to create a strategy and roadmap for the digital workplace. About how you then shape it in such a way that colleagues can work and collaborate more efficiently and effectively, and spend their time and attention with customers, citizens, tenants, students, guests, and so on. With better service and happier employees as results.

The model that Christiaan uses, combines multiple perspectives on digital employee experience, and encompasses various ‘tracks’ for a DEX approach. These include UX, content, technology, adoption, and governance. For each of these tracks, Christiaan shares practical examples from Dutch and Belgian (international) organisations, and advise that you can get started with right away.

11.00h - 12.10h

Case: Digital Transformation of the FLEMISH GOVERNMENT (Dave Geentjens, Program Manager Digital Workplace, Vlaamse Overheid)

In 2017 the Flemish Government decided to migrate to Office 365, and Dave became resonsible for governance and user adoption. In December 2018, the migration of 12000 users to O365, including a new vision for introducing mobile devices, started. It's called Digitally Maximized but that really sounds better in Dutch: Maximaal Digitaal.

Currently, more than 80% of the migration is completed and we learned some valuable lessons out of the user feedback that was structurally integrated into the project:

1. Efforts on user adoption have no effect if the technique fails
2. Written information is not read, but should not be missing
3. Retention on end-user group training is too low to make a difference
4. Ambassadors are crucial but getting the right people for the job is difficult
5. Desk to desk support is an important safety net for end users we cannot reach through other means

Today, we start a new journey to get these 12000 employees ready for Teams.

To discuss the power of the digital workplace for each specific target audience, and tackle the problems that people see in starting, using, and successfully adopting the new way of working, we would like to break up the group in 3 parallel sessions: People, Platforms and Comms. Each breakout session has a moderator and a practical case study that should lead to an interesting discussion.

PEOPLE / HR

Business Case: to be confirmed

Lessons Learned

Discussion + advice

COMMunications

Business Case: to be confirmed

Lessons Learned

Discussion + advice

PLATFORM / TOOLS

 

Business Case: Recticel: A Managed Microsoft Teams and OneDrive roll-out, the first step in Recticel's digital workplace program (presented by Serge Desaranno (Delaware Consulting) and Kenneth Meuleman (Recticel), followed by a discussion of the lessons learned)

In 2017 Recticel took the decision to migrate from Lotus Notes to Office 365 and started off with the infrastructural migration to Microsoft Outlook and Skype for Business. The transition for its 2.800 employees was completed by mid-2018. Recticel wanted to leverage the Office 365 investment and further invest in its digital transformation. A collaboration study conducted in 2018 resulted in a multi-year digital workplace program. A first phase in that program roadmap was the roll-out of OneDrive and Microsoft Teams as a collaboration platform for projects and permanent teams.

This session will give you insights on how Recticel defined its digital workplace program and how it approach the implementation of the first phase from a communication, change management and governance point of view, to ensure a smooth user adoption.

14.00h - 14.40h

First afternoon session: The Building Blocks of a Digital Workplace (Sam Marshall, Clearbox Consulting)

We are seeing examples emerging of truly great digital workplaces that deliver a valuable and integrated employee experience. But what makes this hard to achieve is that there are so many elements to get right.

In this keynote Sam Marshall will present a tried-and tested framework for planning a digital workplace that helps organisations make progress while preserving a strategic vision. Sam will look at:

• the capabilities a digital workplace should deliver
• the technology aspect, particularly what is needed to 'glue' the various elements of a digital workplace together (for sure Office 365 will get a mention, but there's much more to it than that)
• the people side - who should drive digital workplace progress, and what are the roles for key functions such as IT, HR and Communications?

14.40h - 15.20h

Second afternoon session: Critical Success Factors for Digital Workplace Adoption at Engie (Jan Vanoudendycke, Director Knowledge Management at ENGIE)

ENGIE has implemented a single, global platform where all employees can embrace new collaborative, knowledge sharing and productive ways of working using a common set of leading edge digital applications from any location, any device. This is supported by a major change programme embracing executive sponsorship, leadership by promotion and active participation, a worldwide network of adoption champions, an evergreen training and communications programme, a culture where collaborative behavior is recognised and rewarded together with tools that support the improvement of daily processes making the Digital Workplace our primary working environment.

• It's a change project, so will take a very long time
• Executive engagement is key
• Training is a must
• Teamwork with KM, IT, HR and Comms is critical
• Technology must work always and everywhere

15.55 - 16.40h

Closing keynote: Unleashing the Full Potential of People, Teams and SOLVAY (Bruce Fecheyr-Lippens, SVP, Global Head Agile Working, Digital HR, People Analytics, and HR Director Excellence Center at Solvay)

SOLUTIONS EXPO: We are pleased to have these solution providers at our conference:

Involv Intranet is a ready-to-go and easy-to-use intranet solution built on Office 365 and SharePoint modern experience. The integration with all Office 365 apps and the flexible drag & drop interface ensure high ease of use and high user adoption. Involv Intranet is made by Cognit, a Belgian IT company and systems integrator.