The Requirement:
A local government organisation were upgrading from Windows XP to Windows 7 and Office 2003 to Office 2010.
Whilst the organisation has approximately 300 + staff in total, initially there were approximately 80 staff members to have the new platform and applications rolled out to them in a specific week. The 80 staff members were made up of three target groups:
To minimise the impact that the changeover might have, it was identified that the initial target groups would require some training designed to give users an overview of what the new desktop would look like, along with some basic knowledge of how to navigate within the applications that they predominately use: Excel, Word and Outlook.
In designing a solution for our client, we needed to consider time-frames and budget and we worked closely with the key stakeholders within the business to ensure that the end result was a true partnership.
Solution Provided:
During the week prior to the first roll-out of new desktops, ‘Raising the Bar’ provided the following solution:
- The new software roll-out was delivered in two tiers. The first participants to receive the upgrade training were two of the three target groups comprising of 50 to 60. Three identical 2 hour awareness sessions were scheduled for a day, the week prior to the scheduled roll-out on the following Monday
- The third target group made up of the balance of people were to have the new software rolled out to their desktop on the following Monday and they attended awareness sessions in the week prior.
- Each awareness session was designed to accommodate up to 20 people and be made up of a cross-section of staff from each target group.
- The awareness sessions familiarised staff with the new Windows environment and demonstrated how to navigate within Office 2010. This gave attendees the confidence to perform their job roles with a minimum of disruption when the new software hit their desktops.
- Post seminar, attendees were provided access to a PDF document in the form of a quick-reference handout containing screen shots along with tips and tricks to refer to back at their desks. ‘Raising the Bar’ created this document and provided it to the client as part of the solution.
- As a support to the new users, on each Monday that the new software hit the staff’s desktops, ‘Raising the Bar’ provided a training consultant on site to walk the floor and assist with any areas that would potentially trip the staff up and cause unwanted issues.
- In each of the weeks prior to new software being launched, ‘Raising the Bar’ also provided a set of 8 laptops which were set up in a suitable room on site. The laptops were fully loaded, with Office 2010 so that staff organise their own time to wander in and enjoy a hands-on experience prior to the changeover.
Outcome:
The client was over the moon. The upgrade training was delivered on time, it was well received by all who attended and the and the post-course support measure that were in place on the days that the software was rolled out was invaluable. Any potential issues were identified and rectified immediately.
Further sessions are planned for staff as the new software is gradually rolled out to other staff in future months.