1. Stakeholder Engagement Plan: Background to Roles and Responsibilities
MGX FY16
9/8/2018 5:30 AM
Stakeholder Engagement Plan: Background to Roles and Responsibilities
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. MGX FY16
9/8/2018 5:30 AM
Overview
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

3. The Change Network Hierarchy Driving change across large organizations
MGX FY16
9/8/2018 5:30 AM
The Change Network Hierarchy Driving change across large organizations
The face of the change
Communicates the business WHY for the change with peers and employees
2 hours/month
Executive Sponsor
Adoption Core Team
The face of the change to impacted groups
Communicates the business WHY for the change with peers and employees
2 hours/month. Target 4-5 executives.
Sponsor Coalition
Project Sponsor (CIO)
Ambassadors
Drives change through a region or function
Encourages employees to engage with the change
~4 hours/month. Target 5-10 Directors and above.
Adoption Extended Team
Drives change at the individual level
Helps peers become highly performant
~10 hours/month. Target employees from various levels.
Change Champions
Assists development of the strategy and plans that will be executed by the Change Network
Leads change with employees
~4 hours/month. Targets all employee managers.
Managers & Supervisors
Employees
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

4. Managers & Supervisors
MGX FY16
9/8/2018 5:30 AM
Change Network Rules
There are three sizes of Change Network that you can choose:
Foundational Change Network: You have to have a minimal change network that includes sponsors and managers, or you will not get strong business adoption of the technology
Adding Peer-Level Expertise: You can expand one level to add a broad group of users who are trained to help their colleagues adopt new ways of working using the technology
Adding Mid-Level Leaders: You can expand one final level to add a group of Directors (or Vice Presidents in a large company) whose job is to help move the change forward in a region or function
Adding Mid-Level Leaders
Ambassadors
Adding Peer-Level Expertise
Change Champions
Foundational Change Network
Executive Sponsor
Sponsor Coalition
Managers & Supervisors
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

5. MGX FY16
9/8/2018 5:30 AM
ACM Core Team
This is the group that creates the adoption strategy and develops the adoption plans.
The team is typically made up of members from different functional areas and business units. The role of the Project Sponsor resides in this team.
Members typically focus on specific deliverables based on their skill set, such as communication plans and learning plans, but they will be involved in all aspects of strategy and planning.
While the team will develop the adoption plans, they are not the primary actors during adoption execution. The primary actors are the members of the Change Network. The Change Network is made of the Sponsors, Ambassadors, Champions, and Managers. They are the key advocates for the change and play the primary role in adoption execution.
The team responsibilities include coaching each of these Change Network groups to ensure that the adoption is successful.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

6. MGX FY16
9/8/2018 5:30 AM
ACM Extended Team
Extended teams are teams that assist the ACM Core Team with a specific effort or plan for a finite work stream and time. This team is typically made up of distinct groups:
Employees from different functional areas or sites that are assigned to specific tasks as needed
Existing business units that perform specific activities, such as internal communications and training organizations, that can support adoption by assisting in the execution of the adoption plan
Special teams that need to take on roles for the project – e.g. HR to help with Rewards and Recognitions to design and manage the Awards Program to reinforce the change
Ancillary resources that are engaged to provide assistance in the development and delivery of the adoption plan. This can include specific capabilities like mass printing or roadshow delivery that can involve the engagement of a vendor or internal or external service provider.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

7. MGX FY16
9/8/2018 5:30 AM
Executive Sponsor
Overall accountability for the adoption of the technology within the organization to achieve the required business results. To achieve this, the Executive Sponsor will be required to create a Sponsor Coalition, which they then guide and oversee throughout the project. The key activities that the Executive Sponsor will be expected to undertake are:
Participate actively and visibly throughout the project; issue critical communications as defined in the Communications Plan and Stakeholder Engagement Plan
Build a coalition of sponsorship with other Executive Sponsors, Business Unit Sponsors, and manage stakeholder resistance
Communicate directly with Business Unit Sponsors and employees on the importance of adoption and adoption progress
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

8. MGX FY16
9/8/2018 5:30 AM
Sponsor Coalition
Responsible for the adoption of the technology within an impacted group or business unit. Each sponsor nominates Ambassadors to drive adoption of the change within the group or business unit. The key activities that the Sponsor Coalition member will be expected to undertake are:
Participate actively and visibly throughout the project; issue critical communications as defined in the Communications Plan and Stakeholder Engagement Plan
Work actively with the Ambassadors to drive adoption in the business
Build a coalition of sponsorship with the other Business Unit Sponsors and key business unit stakeholders
Manage resistance within the business unit
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

9. MGX FY16
9/8/2018 5:30 AM
Ambassadors
Ambassadors will typically be directors or vice presidents, and drive the change throughout a region or function. Each Ambassador works closely with their relevant Sponsor Coalition member to achieve this. The Ambassadors may have to engage with a number of other Ambassadors to ensure the successful adoption across a business unit/area. Key activities include:
Discussing the concepts, and communicating about the project, during normal business activities with peers, direct reports and other employees
Providing regular communications and project updates to their units through existing channels
Evangelize personal use of the technology and features, explaining the productivity and efficiency benefits achieved
Leading a team of Change Champions, and providing the Change Champions with direction, during the pre and post adoption phases
Gather and provide feedback to the core team regarding the effectiveness of Adoption Execution
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

10. MGX FY16
9/8/2018 5:30 AM
Change Champions
Change Champions are typically supervisors, employee peers, or nominated support staff who have received advanced and extended technology training. The Change Champion is responsible for providing colleagues with a nearby resource for ad-hoc technology usage guidance and Q&A support. The Change Champion will assist peers and other colleagues to adopt new ways of working using the technology. The Change Champion will provide assistance by:
Developing a group coaching plan that provides a schedule of support for the group of users that the Change Champion is responsible for
Attending initial on-boarding briefings, training, and periodic review meetings
Answering questions and providing guidance on appropriate topics
Evangelize personal use of the technology and features, explaining the productivity and efficiency benefits achieved
Reviewing adoption progress with colleagues
Providing feedback to Ambassadors on issues and resistance, and the overall progress of adoption
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

11. Managers and Supervisors
MGX FY16
9/8/2018 5:30 AM
Managers and Supervisors
All managers or supervisors who have direct reports need very special support. An employee’s direct supervisor is crucial in delivering the most personal messages for that employee. Managers provide assistance by:
Leading employees through change
Introducing change to their employees
Managing employees through transition
Reinforcing and celebrating successes
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

12. Full Details: Roles and Responsibilities of the Change Network
MGX FY16
9/8/2018 5:30 AM
Full Details: Roles and Responsibilities of the Change Network
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

13. Sponsorship Coalition Role and Responsibilities
MGX FY16
9/8/2018 5:30 AM
Sponsorship Coalition Role and Responsibilities
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

14. Sponsorship Coalition – Goals
MGX FY16
9/8/2018 5:30 AM
Sponsorship Coalition – Goals
The sponsorship coalition will drive awareness of key concepts such as:
Why is the technology important to this Business Unit or Impacted Group?
What types of competitive advantages will it provide?
How will the technology help drive collaboration and innovation at the Customer?
Why is it important to adopt and use the technology as quickly as possible as a Customer employee?
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

15. Sponsorship Coalition – Activities
MGX FY16
9/8/2018 5:30 AM
Sponsorship Coalition – Activities
The sponsorship coalition will drive awareness of these concepts by:
Discussing these concepts and communicating about the project during their normal business activities with peers, direct reports, and employees
Providing communications and project updates to their Business Unit or Impacted Group through existing channels
Evangelizing personal use of the technology and features, and explaining the productivity and potential efficiency benefits achieved
Rewarding and recognizing employee participation and usage as deployments begin
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

16. Sponsorship Coalition – Accountabilities
MGX FY16
9/8/2018 5:30 AM
Sponsorship Coalition – Accountabilities
Each sponsorship coalition member’s responsibilities and commitments:
Develop the Change Network organization for their Business Unit or Impacted Group. Although the core team recommends at least two Ambassadors for each sponsor coalition member, the exact composition of each sponsor’s organization should be determined by that sponsor. The core team will provide examples of different models and help with development and recruitment as needed.
Recruit at least two members from their business unit/impacted group to join the Adoption Core Team. These team members will serve as liaisons between the sponsor coalition member and the Adoption Core Team.
Commit to two hours per month for awareness activities.
The Adoption Core Team members will assist their sponsor coalition member by developing and managing all awareness and communication materials, in many cases sponsor involvement is limited to a final review and signature on s, postings, etc.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

17. Ambassadors Role and Responsibilities
MGX FY16
9/8/2018 5:30 AM
Ambassadors Role and Responsibilities
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

18. Ambassadors – Goals The Ambassadors will drive key concepts such as:
MGX FY16
9/8/2018 5:30 AM
Ambassadors – Goals
The Ambassadors will drive key concepts such as:
How to achieve key persona benefits for the relevant business scenarios using the technology
Specific potential benefits and use of the technology for functional roles (e.g. accounting)
Promotion and coordination of training resources in their area
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

19. Ambassadors – Activities
MGX FY16
9/8/2018 5:30 AM
Ambassadors – Activities
The Ambassadors will drive awareness of these concepts by:
Discussing these concepts and communicating about the project during their normal business activities with peers, direct reports, and employees
Providing communications and project updates to their Business Unit or Impacted Group through existing channels
Evangelizing personal use of the technology and features, and explaining the productivity and potential efficiency benefits achieved
Gathering and providing feedback to the core team regarding the effectiveness of change management and adoption progress
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

20. Ambassadors – Accountabilities
MGX FY16
9/8/2018 5:30 AM
Ambassadors – Accountabilities
Each Ambassador’s responsibilities and commitments:
Assist in recruiting Change Champions for their organization
Provide localization guidance on materials and communication
Commit to four hours per month for activities (as defined above)
The Adoption Core Team (and Adoption Extended Team depending on the number of Ambassadors) will assist each Ambassador by developing and managing all awareness and communications materials. In many cases the Ambassador’s involvement will be limited to material delivery and minor localization.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

21. Change Champions Role and Responsibilities
MGX FY16
9/8/2018 5:30 AM
Change Champions Role and Responsibilities
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

22. Change Champions – Goals
MGX FY16
9/8/2018 5:30 AM
Change Champions – Goals
The Change Champions will drive key concepts such as:
How to achieve key benefits for the relevant business scenarios using the technology
New ways of working to make employees lives easier
Potential benefits and use of the technology for functional roles (e.g. accounting)
Promotion of training resources in their area
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

23. Change Champions – Activities
MGX FY16
9/8/2018 5:30 AM
Change Champions – Activities
The Change Champions will drive these concepts by:
Providing technical and functional expertise one-to-one and in groups both in-person, via the phone, and online
Providing localized training
Assisting the Sponsor Coalition and Ambassadors as needed
Evangelizing personal use of the technology and features, explaining the productivity and potential efficiency benefits achieved
Gathering and providing feedback to the core team regarding the effectiveness of change management and adoption progress
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

24. Change Champions – Accountabilities
MGX FY16
9/8/2018 5:30 AM
Change Champions – Accountabilities
Each Change Champion’s responsibilities and commitments:
Develop a group coaching plan that provides a schedule of support for the group of users that the Change Champion is responsible for
Attending initial on-boarding briefings, training, and periodic review meetings
Assist in helping answer questions for their group according to the schedule
Provide guidance on materials and communication, including localization
Providing feedback to Ambassadors on issues and resistance, and the overall progress of adoption
Commit to ten hours per month for activities (as defined above)
The Adoption Core Team will assist the Change Champions by developing and managing resources to support their role.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

25. Managers Role and Responsibilities
MGX FY16
9/8/2018 5:30 AM
Managers Role and Responsibilities
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

26. Managers and Supervisors – Goals
MGX FY16
9/8/2018 5:30 AM
Managers and Supervisors – Goals
All managers or supervisors who have direct reports need very special support. An employee’s direct supervisor is crucial in delivering the most personal messages for that employee. Managers provide assistance by:
Introducing change to their employees (note: managers with direct reports who are also managers must treat these people as employees first, and managers second)
Managing employees through transition
Reinforcing and celebrating successes
How to achieve key benefits for the relevant business scenarios using the technology
New ways of working to make employees lives easier
Potential benefits and use of the technology for functional roles (e.g. accounting)
Promotion of training resources in their area
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

27. Managers and Supervisors – Activities
MGX FY16
9/8/2018 5:30 AM
Managers and Supervisors – Activities
The Managers and Supervisors will drive these concepts by:
Making a personal choice as an employee themselves to support and participate in the change by identifying their own areas of resistance and discussing objections or concerns with their own manager
Understanding the CM tools and techniques to become capable change leaders
Meeting 1:1 to discuss the change and impacts on the employee
Managing employee resistance
Evangelizing personal use of the technology and features, explaining the productivity and potential efficiency benefits achieved
Gathering and providing feedback to the core team regarding the effectiveness of change management and adoption progress
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

28. Managers and Supervisors – Accountabilities
MGX FY16
9/8/2018 5:30 AM
Managers and Supervisors – Accountabilities
Each Managers and Supervisor’s responsibilities and commitments:
Managers should build awareness of the change, using key messages from the CM team
Managers should prepare for and hold meetings with their entire group to discuss the change
Managers should work with their employees to assess their current state of mind, develop corrective actions, and then prepare for and meet with employees one-on-one. These individual steps are repeated as necessary during the change.
Managers should reinforce change and celebrate success
The Adoption Core Team will assist the Managers and Supervisors by developing and managing resources to support their role.
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

29. MGX FY16
9/8/2018 5:30 AM
© 2015 Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.