In Google's change management guide, GSuite Apps rollout is divided into 3 phases:
Core IT - Your pilot IT staff starts using Google for everyday activity
Early Adopters - A small percentage of users are set up to be familiarized with GSuite Apps for Work
Global Go-Live - All users become synchronized and active GSuite Apps users
Google provides specialized courses for each phase and audience. Using these resources you can go about training end users to use Google's products.
Phase 1: Core IT
Developing A Training Plan
Training needs to follow a Who, What, When and How approach to adopting GSuite Apps. You have to ask the following questions:
- Who needs training? Which user groups?
- What skills do users need?
- When will training be completed?
- How will training be given?
These questions and considerations help you determine where you enterprise stands and what steps you need to take next. Analyze your user groups. Are there users who have never used Google? That group will likely need special training.
For example, IT, Communications, and Help Desk workers will utilize different features of GSuite Apps. Google provides a series of training courses to be taken during each phase. They focus on the set of Google products end users will use the most:
- GSuite Apps for Administrative Assistants - Advanced tasks in Gmail and Calendar
- GSuite Apps for IT Administrators - Managing services in accounts and GSuite Apps Control Panel
- Gmail and Calendar Basics - Basics of Gmail and Calendar (inbox, event, messages)
- GSuite Apps for the Help Desk - Google Support
- GSuite Apps for Executives - Gmail and Calendar delegation, GSuite Apps on mobile
- Google Guides training for Global Go-Live - Signatures and Labels
Phase 2: Early GSuite Adopters
In the Early Adopters phase, the training plan and implementations that began during the previous Core IT phase is expanded. The foundation you created (training sites, planning) will help a greater set of users.
Some of the courses mentioned in the Core IT phase (GSuite Apps for Administrative Assistants, GSuite Apps for Executives, GSuite Apps for the Help Desk) will be delivered to applicable audiences.
- Executives - In Google's Apps Learning Center, executives have access to resources to go to for help as mobile users. Specialized training for executives consists of the usage of mobile devices and offline email.
- Help Desk - Help Desk users learn how to work with Google Support and gain basic troubleshooting skills from Google's Troubleshooting resource. This group of users benefits from sharing the data migration strategies from Phase 1.
- Administrative Assistants - Administrative Assistants are supported by a set of tips provided by Google's "Top 20 Ways to Use GSuite Apps for Administrative Assistants".
During this phase, you should be careful to note the concerns, questions and feedback users may have about the training. You can utilize and reference that feedback for the Global Go-Live phase.
Phase 3: Global Go-Live
It's go time! By now, your communication and internal marketing strategies should have gotten the average end user informed and ready for the switch. The information collected during the first 2 phases will be put to use as you finalize and update the training materials you are using. In the final phase, you will be training a large swath of users.
At most, all users should have been taken the Gmail and Calendar Basics course. Because there is such a large group to work with, the following best practices will ensure a smoother transition:
- Promote your training materials (sites, ebooks, online documentation, eLearning)
- Give people a step-by-step guide to getting started
- Use different learning formats for different learning styles
- Include a FAQs to prevent repetitive questions
By the time you get all users through training, your enterprise will be ready to go Google. The workers of your organization will be utilizing a powerful collaboration tool in all aspects of their daily work.