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 (near Rogier) (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.

Besides a great programme, we also have a solutions expo with the leading solution providers Amplexor, Coyo, Involv Intranet, Jamespot and Synergics (see beneath the programme).

9.30h - 10.20h

Opening plenary session: What are the key challenges and opportunities for HR, Internal Communications 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 HR will present and discuss their views on the major challenges and opportunities 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.

11.30h - 12.15h

ROOM C: Business 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 responsible 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, the Flemish Government starts a new journey to get these 12000 employees ready for Teams.

The digital transformation is an infinite game. But in 6 months time Duffel has come quite close to transform into a forceful, digital local government. This achievement was made thanks to a strong focus on the 4 digital outcomes of the digital revolution:

1. Empower your Employees
2. Engage your Customers
3. Optimize your Operations
4. Transform your Products

In this session, we mainly focus on the role the secure and digital workplace plays as an enabler to achieve a more productive and a more engaged workforce. Together with Duffel we mapped their future-proof ambitions onto a roadmap to successfully change their Digital Workplace, and transform and prepare them for the digital future.

Abstract follows. Their focus is on communicating the changes to make a digital workplace rollout and adoption successful, based on 2 very different case studies. At TVH, this was a international rollout of the TVH digital workplace, while the RIZIV business case involved activity based working, a paperless office and a digital workspace.

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.

12.15h - 13.00h

ROOM E: Business Case: 80% of the company is working remotely. How to reach and engage team workers and spread the organization's culture? Deep dive into Ozitem's Digital Workplace daily operations (presented by Roxane Pasina (Ozitem's Chief Marketing and Communication Officer), followed by a discussion of the lessons learned)

In this presentation, Roxane Pasina (Ozitem’s Chief Marketing and Communication Officer) will show you how they went in 1 year from an old Intranet to an interactive digital workplace allowing them to overcome their communication challenges. When 80% of the company is working outside of headquarters it’s very challenging to communicate efficiently. Key success factors include interactive and engaging content, easy to access training documents, quick search and a personalized interface. Roxane will share 10 key success factors and her experience with Jamespot.

14.00h - 14.40h

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

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:

	Coyo is the social intranet that gives your company a digital home! More than just an intranet, COYO is the place where everyone at your company comes together. Not only does it have an ultramodern look, but the software also follows a fundamental mobile-first approach.
	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.
	Jamespot is a French software company specialising in collaborative and social solutions. Founded in 2005, the company quickly established itself as a leader in the Enterprise Social Networks market. Jamespot is a 100 % SaaS platform that can be customised according to your needs, whether they are about the organization (intranet, extranet, digital workplace) or the teams (information sharing, collaboration in projects, etc.)
	Synergics is a managed cloud service provider specialised in developing strategic partnerships with growth companies. They help companies improve their competitive position by aligning IT and business on a strategic (innovate), tactical (transform) and operational level (manage).
	Amplexor is a global leading partner for content management, digital experience and collaboration. For more than 30 years, they have been transforming organizations towards digital and operational excellence, in the industries of aerospace, defense, energy & environment, finance, life sciences, manufacturing, telecom and the public sector.