Office 365 and Art of User Onboarding
As with any technology or platform, Office 365 environments are about the end users and their productivity. For IT teams looking to maximize the ROI of Office 365 means that they need to control when and who receives a license, monitoring access to documents, access to Skype for Business, analyzing use of OneDrive for Business and simply ensuring that the right content doesn’t get into the wrong hands. It all starts with day one.
When a new employee starts at a business, a comprehensive introduction to its IT environment is essential to establishing their productivity – this is about providing access and authorization to the underlying infrastructure that enables your business to work.
Onboarding is, in theory, quite straightforward. However, if you take into account the size of the company, the number of departments, hardware, software, permissions management and so on, it is understandable how inefficiencies, oversights and mistakes could be made. If you don’t have the right procedures in place, it is easy to see how things could become complicated and confused. With new employees coming up against barriers right from the beginning, they engage less and consume unused licenses that cost the business money.
In any organization, there are multiple steps to incorporating a new employee into a company’s structure. In the case of a new hire both your IT and HR departments will have a combined part to play in the successful onboarding process. You might think of it as macro and micro roles; where HR will take care of broad aspects (macro) of starting at a new job: payment, legal contracts, providing company policies, etc. They will likely be the ‘face’ of the onboarding process, while IT will take care of the more role-specific aspects (micro) of the onboarding process making sure that our new hire has the right hardware, online identity (email, user ID, etc.) and access to the right areas of the business. Both have a significant role in best practice onboarding and will communicate often to overcome any issues or difficulties.
Account provisioning is one area that can cause real problems if not dealt with properly. Without a plan, your IT team can be overwhelmed with the amount of users, the amount of data or speed of change. When it comes to account provisioning, having a simple process for creating accounts, adding data authorization and other access for users is the best way forward but can be easily omitted by busy IT departments.
The point is clear: IT teams with a comprehensive, repeatable process for on-boarding end users is essential for increasing end user engagement, maximizing Office 365 licenses and minimizing the need for IT support. To learn more about Office 365 onboarding and management, join Dr. Steve Marsh on Thursday, Sept. 22 for Hidden Challenges of Office 365 User Management, a webinar where attendees with learn how to build better on-boarding/sun-setting plans, discover how Office 365 is being used, simplifying OneDrive for Business management and how to plug the unseen administration gaps in Office 365.
Paul LaPorte is an expert in business continuity, disaster recovery and security. He is Director of Product Marketing for Backup and Storage products at Metalogix, and previously served as Principle Strategist for Continuity Research, and as a senior executive of Evergreen Assurance, a pioneer in real-time disaster recovery for mission critical applications.