Stromnetz Berlin

The way to the digital workplace with Office 365

Stromnetzt Berlin Logo
Industry
Energy provider
Employees
1400
Project duration
13 months
Leistungen
Consulting & Strategy / New Work / Data Management / IT Services
From roll-out
to training
With a well thought outproject management andexpert knowledge to betterdigitization.

Together with Assecor, Stromnetz Berlin GmbH (SNB) set the course for the company to obtain a modern digital workplace and thus a customized out-of-the-box solution with Office 365. Assecor advised SNB during the implementation and supported the project and project management team in various roles along the way.

The project "Digital Workplace of the SNB" consisted of three sub-projects in total:
  • 1. the roll-out of Office 365
  • 2. project marketing: "O365 pick-me-up"
  • 3. communication and training concept for the roll-out
1. The roll-out of Microsoft Office 365
Challenge

For the outdated software that was still in use, it became clear that the technical manufacturer support would soon expire: a security risk. Accordingly, the SNB's security standards would no longer be met by the version in use. There was no doubt that the software environment would have to be renewed. In addition, the technical update was intended to enable new forms of collaboration. Among other things, the goal was to be able to work with internal as well as external employees without media discontinuity, and to do so while on the road and on different devices. The task was therefore to make the transition to the new software solution as smooth as possible for 1400 SNB employees.

Solution

Assecor supported the SNB through the roll-out of Office 365 in terms of technology and communication. The software solution was enhanced with several components from the Microsoft product range and supplemented with the latest security features. Assecor advised on various topics and processes during the roll-out of Office365 (including Skype 4 Business and Cloud Services) and supported the SNB in various roles in IT support (first level support and quality assurance) and in the management of the project.

Benefits
  • Skype for Business enables modern communication without media discontinuity
  • Team and project pages can be created in SharePoint Online to enable collaborative work
  • Employees have access to emails and documents from any device via the Office 365 portal
  • Documents can be easily shared with colleagues and external collaborators via OneDrive and SharePoint Online.
  • Employees always work with the latest Office versions and productivity tools
The SNB digital workplace
Office Pro Plus
OneNote Logo
Outlook Logo
PowerPoin Logo
Cloud Services
SharePoint Logo
Teams Logo
Skype Logo
Exel Logo
One Drive Logo
2. Project marketing: "O365 pick-me-up"
Challenge

For successful digitization, it is important to provide employees with relevant knowledge, practical information, skills transfer and know-how. The challenge is to prepare employees for the roll-out of Office 365 in the most targeted way possible. In the vision of the digital workplace, people can communicate with each other regardless of location and with sophisticated identity and role management. In reality, however, people bring very different prerequisites with them when they use technical means. For this purpose, Assecor employees were to give short presentations on individual topics related to the services from the Microsoft Office 365 environment upon request and in consultation with the customer. In addition to knowledge transfer, the goal was to prepare employees for the roll-out of O365. This included breaking down resistance to using the new digital workplace, securing the support of employees, creating understanding for the project goals, and being able to identify with the project. This was to be done within the in-house regular lecture series "DigiHours" on digital topics.

Solution

Together with Assecor, SNB designed a roadmap for project marketing. Trainings and lectures were to pave the ground for the extensive roll-out of Microsoft Office 365. The goal was to bring inexperienced employees as well as those technically affine to the project in 30-minute short presentations with workshop character on possibilities of Office 365: The O365 Pick-Me-Up. Assecor presented central aspects of the new digital workplace with O365 as part of the DigiHours, in accordance with a jointly developed editorial plan. The goal was to demonstrate the possibilities of Office 365, and thus get employees excited about the new software environment.

For this purpose, Assecor held short presentations on various Microsoft products such as SharePoint Online, OneDrive 4 Business, OneNote or Skype 4 Business. In addition to the training, Assecor created "one-pagers," an orientation guide for users that can only be one page long. The training material was uploaded to SharePoint Online in a digital training portal designed and implemented by Assecor together with SNB and also made available centrally for upcoming training sessions. In the training portal you will not only find the one-pager, but also further presentation material from the DigiHours, an event calendar and news.

Benefits
  • Increased acceptance of the new software environment among employees through initial familiarization
  • Removal of hurdles in a targeted manner
  • Understanding of the project goals by demonstrating the possibilities of O365
  • Media competence and demonstration of the possibilities of the digital workplace through a panoramic view of O365
  • OnePager and Quick Tips for presented applications
3. Communication and training concept for the roll-out
3. Kommunikations- und Schulungs-
    konzept für den Roll-out
Challenge

For a roll-out of Office 365 with 1400 users, it is important to prepare users in their respective profiles and knowledge levels for the new software environment when creating communication tools and imparting basic knowledge. Bringing heterogeneous employee groups up to speed on the topic of "Office 365" through different channels, in training clusters and different training trainers and making them fit for the level requires a targeted and prepared communication and training concept. In addition, the users have different levels of prior technical knowledge, which requires an adapted introduction. The challenge was therefore to reach the SNB employees as precisely as possible while at the same time integrating a large number of users. How could the different requirements of the employees be brought together in a consistent and well thought-out training concept?

Solution

Together with Stromnetz Berlin GmbH, our team designed a concept that helped the SNB employees through the migration with concise and relevant information and facilitated their first steps in the new software environment. Assecor advised on the training and communication concept before, during and after the roll-out. Assecor also conducted the training sessions themselves and provided support for project communication to all stakeholders. The SNB employees were kept up to date with relevant information regarding the roll-out by means of a mailing. At the same time, Assecor worked closely with the customer to provide information on the key data of the rollout in such a way as to raise awareness of the upcoming changes at the workplace and the project goals in advance of the migration. Essential information on the first steps in the digital workplace in several training clusters made it easier for employees to get started with O365. The training sessions were divided into different, staggered clusters, each with a group of employees. Accordingly, the migration was also staggered over a period of several months. Training trainers provided by Assecor especially for this purpose led the individual training clusters with a total of 1400 users. This ensured an optimal transfer of knowledge.

Benefits
  • Knowledge transfer tailored to the employee profile
  • Creation of understanding and acceptance for the project goals and the project procedure
  • Securing support from key constituencies
"Assecor has always been a helpful partner: How to proceed? It was important to be able to have an open and sometimes controversial dialogue with consultants from Assecor."
Inga Kühn,
Senior Projektmanagerin Digital Solutions,
BEOS AG Berlin
Peter Fürstenberg, Stromnetz Berlin GmbH
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Leistungen im Projekt:
Software Development &
Business Application
Services
New Work
Data Management
IT Services
Consulting & Strategy
Stromnetz Berlin

The way to a digital workplace with Office 365

Together with Assecor, Stromnetz Berlin has set the course for enabling a modern digital workplace and thus a customized out-of-the-box solution with Office 365 for employees.

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