Google Apps for Work Manual de usuario

Apps for Business Going GoogleA practical guide to change management for Google Apps adoption

10 Change Management Task Timeline & ChecklistHere are the suggested change management timeline and checklist for a Google Apps rollout, and the

Life After Go-Live 100 What do you leave with?If you put these ideas into practice after Go-Live, you’ll have:• An accurate measure of your achievem

Change Management Guide 101 Customer ExamplesMany our customers find that the team-based change management process taps into a well of creative comm

Customer Examples 102 VisyImages from Visy’s Google Apps deployment including a poster and a page from the company’s Google Apps training site. Visy

Change Management Guide 103 Customer ExamplesBrady CorporationA poster from Brady’s “Destination Google” marketing campaign to generate excitement b

Customer Examples 104 GenentechGoogle Squad characters created for Genentech’s marketing campaign for its Google Apps deployment. Genentech is a bio

(Gmail related: Creating Contacts)(Please feel free to contact) (Ask question)Change Management Gui

(Improves the IT service level)(99.9% availability)(Accelerates teamwork)(Optimizes productivity)Customer Examples 106 SalfacorpA poster and Google-

Change Management Guide 107 Customer ExamplesGeneral Services AdministrationAn image of a video and a Google Guide badge from the General Services A

(99.9% availability)Grâce à Google Agenda, organisez vos journées, envoyez des invitations et partagez votre agenda en toute simplicitéNe ratez plus v

Google GuideGet off to a good start with Mortgage Choice Google Mail, Chat and Calendar. Access a range of support and resources:s Your launch kit has

Change Management Guide 11 Change Management Task Timeline & ChecklistBuild Your Change Management Approach Make change management part of the

(Google arrived!)(We’ll implement your email and calendar in Google Apps.)(In the next days you’ll receive more details on Google Apps use and the sta

We can help!Now that you are all set up, be sure to complete your TRAINING if you haven’t already done so. Training is offered via webinar, onsite cla

Customer Examples 112 The Weather ChannelA poster promoting Go-Live day at The Weather Channel. The Weather Channel is a cable and satellite televis

Change Management Guide 113 Customer AcknowledgementsThe recommendations and information in this guide were gathered through our work with a variety

Customer Acknowledgements 114 Google Apps Customers (continued)LAN AirlinesLAN is an airline based in Chile. It has 11,000 Google Apps users.MeadWes

Change Management Guide 115 Customer AcknowledgementsGoogle for Work PartnersBoost eLearningBoost eLearning is a Google for Work Partner specializin

116 Change Management Mattersp. 5: Setup & deployment on the Google Apps Documentation & Support sitehttp://goo.gl/09sYYp. 6: Google for Wo

Change Management Guide 117 List of External Resourcesp. 34: Email announcement to companyhttp://goo.gl/bEKpgp. 34: Intranet announcement to compan

List of External Resources 118 p. 47: User guideshttp://goo.gl/jJAaBp. 47: Interactive user guideshttp://goo.gl/yd5nGp. 47: Training videoshttp:/

Change Management Guide 119 List of External Resourcesp. 64: Training resources for administrative assistantshttp://goo.gl/SnGX0p. 64: Google troub

12 Build Your Change Management ApproachBefore the rollout begins, you’ll lay the groundwork and secure resources for your change management efforts

List of External Resources 120 Life After Go-Livep. 93: Google Apps Marketplacehttp://goo.gl/XKGNSp. 95: Google for Work Bloghttp://goo.gl/38e3qp.

Change Management Guide 13 Build Your Change Management ApproachMake change management part of the projectFor the most effective deployment, you’ll

Build Your Change Management Approach 14 Build your change management proposalYou’ll want to finish this guide before working on the change manageme

Change Management Guide 15 Build Your Change Management ApproachBuild your change management proposal (continued)Your change management approach nee

Build Your Change Management Approach 16 Secure executive supportFirst, you’ll present to your project team for their input and feedback. Next, prep

Change Management Guide 17 Build Your Change Management ApproachSecure executive support (continued) Tips for a successful sponsor: • Don’t let your

Build Your Change Management Approach 18 Conduct your deployment planning workshopNow that you have executive support to make change management part

Change Management Guide 19 Build Your Change Management ApproachBuild your Change Management teamWho should be on your launch team? We’ve seen teams

2 This guide is dedicated to our customers and partners who shared their experiences and insights with us.—The Google Apps Team© Copyright 2012–2014 G

Build Your Change Management Approach 20 What do you leave with?As you move through the rollout, you’ll adjust your change management plan. But as y

Change Management Guide 21 Phase 1: Core ITThis is a phase of intensive research, planning, and often creativity. What you do here sets the groundwo

Phase 1: Core IT 22 Profile your user communityTime frame: Weeks 1–2What and why: You know the users who frequently pop up on your radar: The ones

Change Management Guide 23 Phase 1: Core ITProfile your user community | How toStart a map of your user community and capture information about each

Phase 1: Core IT 24 Profile your user community | Best practices As you get started profiling your user community, use these best practices: • Partn

Change Management Guide 25 Phase 1: Core ITProfile your user community | Best practices (continued)• Identify accessibility needs. Do you have any b

Phase 1: Core IT 26 Create your marketing strategyTime frame: Weeks 1–2What and why—marketing the change: It’s not enough to tell users that somet

Change Management Guide 27 Phase 1: Core ITCreate your marketing strategy | How toStep 1: Build the teamThe best resource is often your Marketing or

Phase 1: Core IT 28 Create your marketing strategy | How to (continued)Here’s an example from MeadWestvaco, a global packaging company with 15,000 G

Change Management Guide 29 Phase 1: Core ITCreate your marketing strategy | How to (continued)Step 4: Select marketing channelsHow will you get your

Change Management Guide 3What’s in this GuideChange Management Matters 4Change Management Task Timeline & Checklist 10Build Your Change Managem

Phase 1: Core IT 30 Create your marketing strategy | Customer examplesHere are stories from two companies about why they chose Google Apps and the b

Change Management Guide 31 Phase 1: Core ITCreate your marketing strategy | Customer examples (continued)The Roche GroupThe Roche Group is a global

Phase 1: Core IT 32 Create your marketing strategy | Best practices Keep the elevator pitch messages real. • Not good—“We want a more flexible solut

Change Management Guide 33 Phase 1: Core ITComplete the communications planTime frame: Weeks 1–2What and why: A communication plan is important fo

Phase 1: Core IT 34 Complete the communications plan | How toHere’s a sample communications plan and suggested timeline with links to customizable G

Change Management Guide 35 Phase 1: Core ITComplete the communications plan | How to (continued)Message and Details DateEmail 3: Switch reminder wit

Phase 1: Core IT 36 Complete the communications plan | Best practices Edit the sample communications plan so it’ll work best for your company and yo

Change Management Guide 37 Phase 1: Core ITComplete the training planTime frame: Weeks 1–2What and why: Google Apps for Work is easy to use, but e

Phase 1: Core IT 38 Complete the training plan | How toHere’s a list of common courses delivered during Google Apps deployments. A Google for Work P

Change Management Guide 39 Phase 1: Core ITComplete the training plan | Best practices Here are a few things to consider as you complete your traini

4 Change Management MattersCongratulations on your decision to move to the cloud with Google Apps for Work! Moving to the cloud has tremendous benefit

Phase 1: Core IT 40 Send key messages to usersTime frame: Weeks 2–4What and why: Once you have finalized your communication plan, it’s time to sta

Change Management Guide 41 Phase 1: Core ITCreate a training site and materials | Best practices Here are some best practices to consider as you’re

Phase 1: Core IT 42 “You need to get your initial communications right for your Core IT users. Their experience can really set the tone for your pro

Change Management Guide 43 Phase 1: Core ITStart your Google Guides programTime frame: Weeks 2–3What are Google Guides? To ensure the best possibl

Phase 1: Core IT 44 Start your Google Guides program | How toStep 1: Design the specifics of your Google Guides Program• Responsibilities: Define yo

Change Management Guide 45 Phase 1: Core ITStart your Google Guides program | Best practices Don’t be shy about asking for Google Guides. When aske

Phase 1: Core IT 46 Create a training site and materials“eLearning works well for organizations with distributed workforces. It can provide performa

Change Management Guide 47 Phase 1: Core ITCreate a training site and materials | How toGoogle provides a variety of learning resources to get you s

Phase 1: Core IT 48 Send key messages to users | Best practices Communication Don’ts: • Don’t send off messages without a thorough review. Run your

Change Management Guide 49 Phase 1: Core ITAssess company-wide change impactsTime frame: Weeks 2–4What are change impacts? Change impacts are thin

Change Management Guide 5 Change Management MattersAbout this guideThere’s no single approach to change management—what’s best depends on your compa

Phase 1: Core IT 50 “We left the old world behind. We did not migrate mail or calendar. We gave people instructions on how to migrate contacts. We g

Change Management Guide 51 Phase 1: Core IT“We communicated the key differences between Lotus and Google in advance. That way it wasn’t a surprise t

Phase 1: Core IT 52 Deliver and evaluate Core IT trainingTime frame: Weeks 2–4What and why: During this phase, you launch your user learning cente

Change Management Guide 53 Phase 1: Core ITDeliver and evaluate Core IT training | How to“Cloud Sherpas provided specialized training for Outlook us

Phase 1: Core IT 54 Deliver and evaluate Core IT training | Best practices Here are some best practices for delivering Core IT training: • Give IT a

Change Management Guide 55 Phase 1: Core ITWhat do you leave with?As you complete the Core IT phase you should have:• A summary of your user communi

56 Phase 2: Early AdopterBy the end Early Adopter phase, a cross-section of your users (typically 5–10%) begin to use Google Apps. This includes you

Change Management Guide 57 Phase 2: Early AdopterLaunch your marketing campaignTime frame: Weeks 5–9What and why: In the Core IT phase, you design

Phase 2: Early Adopter 58 Launch your marketing campaign | How to1. Secure resources. Reach out to your Marketing, HR, and Communications department

Change Management Guide 59 Phase 2: Early AdopterLaunch your marketing campaign | Best practices Use these best practices as you roll out your campa

Change Management Matters 6 Get Ready, Communicate, Train!You’ll find many models for change management, ongoing scientific studies, and approaches

Phase 2: Early Adopter 60 Send key messages to users“Any successful project has to consider and plan for the human element. It takes into account ed

Change Management Guide 61 Phase 2: Early AdopterSend key messages to users | How toSend these messages to the Early Adopters (including your Google

Phase 2: Early Adopter 62 Send key messages to users | Best practices Top tips for communicating with your Early Adopters: • Remind people about co-

Change Management Guide 63 Phase 2: Early AdopterComplete training materials for usersTime frame: Week 7What and why: The Early Adopter phase is t

Phase 2: Early Adopter 64 Complete training materials for users | How toYou’ll be delivering some courses for the first time, so make sure the cours

Change Management Guide 65 Phase 2: Early AdopterComplete training materials for users | Best practices“During every major IT change, users experien

Phase 2: Early Adopter 66 Start your Google Guides programTime frame: Weeks 7–8What and why: In the Core IT phase, you defined your Google Guides

Change Management Guide 67 Phase 2: Early AdopterStart your Google Guides program | How toTypically the kickoff is run two to three weeks before Ear

Phase 2: Early Adopter 68 Deliver & evaluate trainingTime frame: Weeks 7–8What and why: Because you’ll be delivering training to a representat

Change Management Guide 69 Phase 2: Early AdopterDeliver & evaluate training | Best practices Best practices and advice for Early Adopter traini

Change Management Guide 7 Change Management MattersWhat changes am I managing?Here are the general types of changes that can affect your users or or

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 custo

Change Management Guide 71 Phase 3: Global Go-LiveGlobal Go-Live—this is what the team has been working towards. You’ll prepare all of your organiza

Phase 3: Global Go-Live 72 Send a user readiness surveyTime frame: Week 10What and why: How can you tell how well users are prepared for the trans

Change Management Guide 73 Phase 3: Global Go-LiveSend a user readiness survey | How toThe survey results can help identify who requires the most he

Phase 3: Global Go-Live 74 Send a user readiness survey | Best practices Why you shouldn’t skip the survey: • You might be tempted to not run a surv

Change Management Guide 75 Phase 3: Global Go-LiveComplete internal marketing activitiesTime frame: Weeks 10–13What and why: This step is similar

Phase 3: Global Go-Live 76 Complete internal marketing activities | How toEarlier in the deployment, your marketing materials and events might have

Change Management Guide 77 Phase 3: Global Go-LiveComplete internal marketing activities | Best practices Remember to use a variety of marketing cha

Phase 3: Global Go-Live 78 Time frame: Weeks 10–13What and why: Keep up the constant communication as you approach the big day. You want to make s

Change Management Guide 79 Phase 3: Global Go-LiveHere’s a suggested timeline for sending out messages to users during the Global Go-Live phase:Task

Change Management Matters 8 The Google Apps RolloutFor a company of 250 or more employees, a standard Google Apps transition is divided into three p

Phase 3: Global Go-Live 80 Increase the impact of your communications so you can reach all of the users migrated during Global Go-Live: • Use multi

Change Management Guide 81 Phase 3: Global Go-LiveComplete training materialsTime frame: Week 11What and why: During the Global Go-Live phase, you

Phase 3: Global Go-Live 82 Finalize training materials | How toNow put the finishing touches on your training materials. Note: If you put your team’

Change Management Guide 83 Phase 3: Global Go-LiveFinalize training materials | Best practices Tips on organizing your training materials: • Use dif

Phase 3: Global Go-Live 84 Complete & execute the support planTime frame: Weeks 11–13What and why: The goal of this step is to put everyone on

Change Management Guide 85 Phase 3: Global Go-LiveComplete & execute the support plan | How toPrinciples of the Go-Live support strategy: A good

Phase 3: Global Go-Live 86 Complete & execute the support plan | Best practices Some best practices for designing your support strategy with you

Change Management Guide 87 Phase 3: Global Go-LiveDeliver & evaluate trainingTime frame: Weeks 11–13What and why: This is the big payoff. By t

Phase 3: Global Go-Live 88 Deliver & evaluate training | How toMost companies deliver training a few weeks before Go-Live and continue to offer

Change Management Guide 89 Phase 3: Global Go-LiveDeliver & evaluate training | Best practices For the best learning experience: • Conduct train

Change Management Guide 9 Change Management MattersPhase 2: Early Adopters Between 5–10% of your company begins using Google Apps. These Early Adopt

Phase 3: Global Go-Live 90 What do you leave with?Leading up the Go-Live day, you’ll complete your change management activities to have:• Feedback f

Change Management Guide 91 Life After Go-LiveNow that you’ve hitched yourself to the future—and to a better, more robust set of business application

Life After Go-Live 92 Review progress against project goalsLet’s call this your “post-project reality check.” If you honestly assess now, you’ll see

Change Management Guide 93 Life After Go-LiveReview progress against project goals (continued)Here are some ideas and metrics you can use to assess

Life After Go-Live 94 Continue to gather feedback from usersIf you do this, you’ll accomplish two things: Your users will feel acknowledged and usef

Change Management Guide 95 Life After Go-LivePlan for ongoing change managementChange isn’t something you can start and finish. With Google Apps, yo

Life After Go-Live 96 Celebrate the success of your deploymentIf you don’t celebrate, everybody will think you take them for granted. You also want

Change Management Guide 97 Life After Go-LiveSet up an ongoing communications processSomeone is always telling you to communicate—and for good reaso

Life After Go-Live 98 Create a maintenance plan for training materialsYou decided early on that this wouldn’t be another one-off effort, so get busy

Change Management Guide 99 Life After Go-LiveProvide advanced, ongoing Google Apps trainingYou did all that thoughtful work on your user community a