Building the Case for OneDrive in Office 365

October 6, 2017   //   Cloud,

In my last blog, I covered the necessary steps for choosing the right technology solution. Now, let’s take a closer look at how these steps help to build strategic technology adoption. I’ll use a real-life scenario of a company looking to improve their file sharing methods. Spoiler alert: we ultimately end up recommending OneDrive in Office 365 as the optimal solution. Here is how we came to that conclusion:

Background:
The company’s traditional FTP/SFTP file sharing method was becoming too complex to use and manage – for both IT and end-users. In the absence of a better alternative, users were finding their own solutions in Dropbox, Google Drive, and a number of other disparate systems, leading to a series of issues:

  • Increased cybersecurity concerns due to a lack of IT oversight
  • Financial waste due to investing and maintaining redundant and unnecessary software
  • Poor user experience due to a lack of IT support

Justifying the Need for OneDrive

1. Business Case Justification

Like every other IT project, always start by identifying the business needs:

  1. All documents should automatically sync and back up safely in the cloud
  2. Documents must be accessed from anywhere at any time, allowing for greater productivity and collaboration
  3. Companion apps for IOS and Android must be incorporated
  4. Easy and automatic syncing of folders is necessary to reduce the number of files saved to machine desktops

2. Value & Complexity

We score a series of criteria from 1 – 10 (10 being the most optimal) based on the following roadmap elements:

  • Business Value: Assemble ROI justification based on business value
    Metrics Rationale: Given the largely inefficient and potentially dangerous consequences of legacy file sharing methods, which have now led to even bigger issues with Shadow IT, we rated this project a 8/10
  • Clarity of Requirements: How well-defined are the use cases for this new solution?
    Metrics Rational: Since the organization had already made investments in Office 365 and the end user was familiar with the Microsoft interface, we rated this project an 7/10
  • Relative Effort: What steps are required to reach a satisfactory solution?
    Metrics Rational: The company had already migrated several workloads to the cloud, which made the relative effort achievable with the current resources. We gave this project 5/10

3. Recommended Products

Based on the justifications above, we determined what technology will have the greatest impact:

Based on the solutions overall score, we were able to determine where it fits into the larger strategic plan. By going through this exercise with a number of other potential solutions already built into the company’s Office 365 investment, we were able to build a clear and controlled strategic plan with high impact initiatives getting delivered first, and low impact, less clearly defined solutions saved for a later phase when the business was more mature and ready to tackle these initiatives.

Here is an example of what this may look like:

Office 365 Roadmap

While the rapid release of new technology has created new opportunities to grow your business with greater speed, agility, and effectiveness, these new tools often come with little guidance to help businesses understand the intended purpose of each new application and decide which ones to leverage and when. If you’re looking for a strategic partner who can help cut through the noise and devise a strategic plan for technology adoption with your business needs at its core, contact us to learn more about our approach.

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