Google Apps for Work - Manual (Page 70)

Phase 2: Early Adopter
70
Assess team change impacts
“Google Apps has helped us to better
communicate as a team and better
communicate with our customers at
a price that fits our family business.”
—Jeff Jones, Vice President, Admiral
Pest Control
Admiral Pest Control is a professional
services company based in the United
States. It has 50 Google Apps users.
Get specific, find opportunities Learning from Solarmora, a fictionalized company
Andy knew that many departments used email for
processes that the IT department didn’t know
about. he hoped the Early Adopters would help his
team discover any key changes to the applications,
or processes.
Comments from the Early Adopters started to
trickle into the IT department—but mostly
questions or comments on specific features. Where
was input about how departments might be
affected by the transition?
Oops! Andy didn’t have a good way to get feedback
from Early Adopters on change impacts.
Andy realized he needed to be specific on his
requests for help.
The Change Management team put together a
Google Form with targeted questions:
• What applications that your team uses are linked to
email or calendar?
• Which of your team’s business processes are highly
dependent on email or calendar?
• What team policies are related to email or calendar?
• Are there team processes you think could be
improved by using Google Apps?
One key finding from the survey: a shared mailbox
used by the CFO’s assistant and Legal group to
manage the public’s questions about the company’s
annual reports. Andy updated his plans to set up
this mailbox as a Google Group, and included
training on Google Groups.
An opportunity from the survey: a Google Guide
from Finance suggested that a shared calendar
could capture the team activities for quarter-end
close. After some quick tests, the Google Guides
found that the shared calendar helped with
collaboration, and they pitched this as an example
to other groups.
Time frame: Weeks 7–9
What and why: You started tracking changes resulting from the
switch to Google Apps, now keep it up.
The Early Adopters phase puts your first business users on Google
Apps. You’ll learn about the specific business processes—automated
email responses for sales leads or invoicing, for example—or
department procedures that may be affected.
Example of areas to survey your Early Adopters to help identify
change impacts:
•
Applications linked to email
• Business processes and policies that depend on email
• New uses of Google Apps to improve productivity or
collaboration
The result You’ve built a list of key change impacts—both technical
and business/processes, and updated your communication and
training plans.