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.
For the outdated software that was still in use, it became clear that the technical manufacturer support would soon expire: a security risk.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.
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.
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.
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.
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?
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.
"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."
How BVG prepared its digital workplace with Windows 10 and Office 365 for 6,000 employees. The company has thus taken an important step in digitalization and in its strategic orientation as an employer.