CHAPTER 6 Introducing Cisco Unified MeetingPlace to Your Organization After you decide to make Cisco Unified MeetingPlace a key component of your conferencing strategy, it is then time to roll out Cisco Unified MeetingPlace to your employees with the Rapid Adoption Plan (RAP). RAP is a five-step plan to introduce users to Cisco Unified MeetingPlace, train them on the system, and get them using it. The goal of RAP is to get employees throughout your organization up and running on Cisco Unified MeetingPlace within two weeks. This chapter describes RAP and includes worksheets toward its implementation, and contains the following sections: RAP: Five Steps to Collaboration, page 6-1 RAP Worksheets, page 6-3 If someone other than you is responsible for introducing Cisco Unified MeetingPlace to your organization, give that person the information in this chapter. RAP: Five Steps to Collaboration Cisco Systems supports and administers RAP until Cisco Unified MeetingPlace is fully implemented and adopted by your employees. RAP is a flexible program that can be quickly adopted to address your current processes. Work with your Cisco Unified MeetingPlace application consultant to determine which steps and which components are appropriate for you. Step 1: Prepare Before introducing Cisco Unified MeetingPlace to your employees, you and your Cisco Unified MeetingPlace application consultant will define how Cisco Unified MeetingPlace supports your business initiatives. Cisco Unified MeetingPlace is then branded with your name, system tools are customized, support staff is prepared, and other preannouncement tasks are completed. See Worksheet 6-1: Prepare, page 6-4. 6-1
RAP: Five Steps to Collaboration Chapter 6 Step 2: Announce Presenting Cisco Unified MeetingPlace to your user community may be made by using any combination of e-mail, voice mail, company newsletters, and/or on-site marketing. You may choose an enterprisewide announcement strategy, a department-by-department strategy, or a combination of both. Toward this aim, we provide you with the following: Sample e-mail and voice mail templates. Quick Reference Cards. Cisco Unified MeetingPlace Reference Center Pages. Customizable front-end pages that link to your online Reference Center. The Reference Center answers basic questions about Cisco Unified MeetingPlace and includes materials such as e-tutorials, meeting tips, and application stories. See Worksheet 6-2: Announce, page 6-7. Step 3: Quick Start For end users, contacts, and attendants, there are quick-start guides, wallet cards, and user guides. They may also choose from a variety of training experiences, such as: The Cisco Enterprise Training. On-site or remote training sessions conducted by training experts to get system administrators and end users up and running. Lunch & Learn Sessions. Quick Start training in an informal setting on site. Technology Fair. An on-site opportunity for users to ask questions and view demos as part of a company-sponsored Technology Fair. Tips and Application Stories. Periodic e-mail reminders to end users about the functionality of Cisco Unified MeetingPlace. See Worksheet 6-3: Quick Start, page 6-8. Step 4: Permeate Simply knowing how to use Cisco Unified MeetingPlace is rarely enough to maximize the system s capabilities. Your Cisco Unified MeetingPlace application consultant will help your organization identify departments that will benefit from usingcisco Unified MeetingPlace for specific applications (for example, crisis management, product demos, or sales meetings). Toward this aim, application demos have been created and are available for your use. Training continues with the following options: New Hire Awareness Kit. A complete guide to get new employees up to speed on Cisco Unified MeetingPlace quickly and easily. Cisco Unified MeetingPlace University. Live online training sessions to get system managers up to speed and help train new employees. Customer roundtables. Open forum discussions for system administrators from a wide array of customer organizations to discuss issues and solutions with each other. See Worksheet 6-4: Permeate, page 6-10. 6-2
Chapter 6 RAP Worksheets Step 5: Monitor and Expand The final step in any good plan is reviewing the plan s success and provisioning for the future. Toward this aim, the Cisco marketing department administers an End User Satisfaction Survey. Your Cisco Unified MeetingPlace application consultant can provide you with more information about this. As more users adopt Cisco Unified MeetingPlace, capacity planning helps to ensure availability of sufficient capacity. See Worksheet 6-5: Monitor and Expand, page 6-12. RAP Worksheets This section contains worksheets for gathering information for the training and rollout of your Cisco Unified MeetingPlace system. Each worksheet is a step in the RAP program. Worksheet 6-1: Prepare, page 6-4 Worksheet 6-2: Announce, page 6-7 Worksheet 6-3: Quick Start, page 6-8 Worksheet 6-4: Permeate, page 6-10 Worksheet 6-5: Monitor and Expand, page 6-12 Work with your Cisco Unified MeetingPlace application consultant to complete the worksheets and determine the best tools for your environment. 6-3
Worksheet 6-1: Prepare In this worksheet, AM AC Pre-Rollout 1. Decide on an enterprisewide or departmental strategy. 2. If departmental strategy, define key functional departments to use solution: C. 3. What is the pending event? (For example, eliminate long-distance carrier, integrate Outlook into desktop infrastructure.) C. 4. Ensure Cisco Unified MeetingPlace phone number is listed in company directory. 5. Customize electronic marketing campaigns. E-mail campaign Voice mail campaign Cisco Unified MeetingPlace Reference Center Newsletter campaign 6. Customize End User Awareness Tools (when necessary) and make ready for distribution. QRC Web QRC Web Scheduling/Attending QRC Outlook QRC Phone New Hire Awareness Kit 7. Create link from corporate intranet to Cisco Unified MeetingPlace Dedicated Reference Center page. 8. Support Staff Readiness. 2 Hours: System Administrator Training 9. Determine dates and times for on-site or remote training classes. AC Information provided by AM Provided by AM 6-4
Chapter 6 Worksheet 6-1: Prepare 10. If onsite, reserve an appropriately sized meeting or training room with the following requirements: Two phone lines (one should be a polycom or speakerphone) Overhead data display projector (better than individual computers for users) One computer connected to the LAN with MeetingTime client software installed, and Internet access Outlook/Notes access with executable (if applicable) 1.5 Hours: Delegate, Attendant, and Help Desk Training 11. Determine dates and times for on-site or remote training classes. 12. If on site, reserve an appropriately sized meeting or training room with the following requirements: Two phones (one should be a polycom or speakerphone) Overhead data display projector (not needed if the class is small and every user has a computer connected to the LAN) One computer connected to the LAN with MeetingTime client software installed, and Internet access Outlook/Notes access with executable (if applicable) 13. Support Structure Response Commitment. 14. FAQs. 15. Design End User Training Strategy. Train the Trainer Option Meet with corporate trainer. Provide relevant training templates. Provide supplemental materials as required. Customize links in Dedicated Reference Center pages to point to customer s internal training center. Schedule session to train the corporate trainer. Cisco-Administered Live Training Option Determine dates or times for on-site or remote training classes. If on site, reserve an appropriately sized meeting or training room with the requirements outlined in Worksheet 6-4: Permeate, page 6-10. 6-5
Worksheet 6-1: Prepare Chapter 6 Cisco Unified MeetingPlace Reference Center Option 16. E-mail the Reference Center link to the system administrator for distribution to end users. 17. Alert Human Resources department of the New Hire Awareness Kit. Customize New Hire Awareness Kit with Human Resources department. 18. Incorporate feedback from pilot group into all strategies. 19. Customize Cisco Unified MeetingPlace templates as required (Web, Outlook). 6-6
Chapter 6 Worksheet 6-2: Announce Worksheet 6-2: Announce In this worksheet, is the Cisco Unified MeetingPlace application consultant. Weeks 1 2 Note All steps may not be required. Review with your AC. 1. Define audience: enterprisewide, marketing dept., sales dept., and so on. 2. E-mail campaign. Announce Cisco Unified MeetingPlace. Define profile with training invitation. Quick Start Guide. 3. Voice mail campaign. Announce Cisco Unified MeetingPlace. Invite to take a voice tour #9. 4. Dedicated Reference Center campaign. Reference in all materials (for example, e-mail messages, training slides). Help Desk Awareness in support structure. Advertise on company home page. Maintain Reference Center for continuous Cisco Unified MeetingPlace presence. 5. Corporate newsletter campaign. Submit tips, applications on success stories for corporate newsletter. AC w/corporate communications department 6-7
Worksheet 6-3: Quick Start Chapter 6 Worksheet 6-3: Quick Start In this worksheet, AC is the Cisco Unified MeetingPlace application consultant. Weeks 2 3 1. Cisco Unified MeetingPlace E-Mail Tips campaign. One Cisco Unified MeetingPlace tip each week for six weeks (same day of week). One Cisco Unified MeetingPlace application each week for six weeks (same day each week). Include links to self-help strategies on Reference Center. 2. On-Site marketing (choose one of the following options. You may be charged extra for additional onsite strategies): Lunch and Learn (hands-on session). All Hands Demo (ten-minute demonstration during companywide meeting). Lunch Demo (non hands-on session). Technology fair. Lobby presentation. 1 Hour 3. End user training, to be completed by Cisco: Determine dates and times for on-site or remote training classes. If on site, reserve an appropriately sized meeting or training room with the following requirements: Two phones (one should be a polycom or speakerphone) Overhead data display projector Two computers connected to the LAN with Internet access Cisco Unified MeetingPlace for Outlook f or Cisco Unified MeetingPlace for Lotus Notes access with executable (if applicable) Distribute training materials to the user community if necessary. AC w/corporate training and communications departments 6-8
Chapter 6 Worksheet 6-3: Quick Start Timeline (continued) Owner Status Notes Send e-mail reminder day before training with the following: Slides Link to Reference Center website QRCs 4. Post training: Send e-mail to end users so they can register on the Reference Center for follow-up training 6-9
Worksheet 6-4: Permeate Chapter 6 Worksheet 6-4: Permeate In this worksheet, AC is the Cisco Unified MeetingPlace application consultant. Week 3 Continuous 1. If you chose the Train the Trainer option: consult with corporate trainer to ensure training strategy is in place. Incorporate into current companywide training strategy? Incorporate into current companywide training tools? 2. If you chose the Live Training option: once a month, send e-mail blast with Cisco Unified MeetingPlace University schedule. 3. If you chose the Reference Center Option: once a month, send out e-mail blast with information about the Reference Center. 4. Begin Departmental Strategy (for deeper deployment): Identify power departments or top users: C. Identify managers in relevant departments: C. Identify top users in departments: C. Define 3 5 specific department applications. These stories guide demos, presentations, and training: C. D. E. Design/Create appropriate leave-behinds for department. AC/AM with System Manager 6-10
Chapter 6 Worksheet 6-4: Permeate Timeline (continued) Owner Status Notes Complete application demo or other appropriate presentation format for department. E-mail link to application stories from other customers in the same department. Assign expert buddy in each department to answer questions. 5. Determine the next department with which to work: 6-11
Worksheet 6-5: Monitor and Expand Chapter 6 Worksheet 6-5: Monitor and Expand In this worksheet, AC is the Cisco Unified MeetingPlace application consultant. Begin in Month 3 1. Facilitate discussion with Cisco marketing department regarding Customer Satisfaction program. AC or system administrator 2. Review usage pattern: Run Raw Meeting Detail or Billing Information Detail report 3. Request assistance from Cisco marketing department for Capacity Planning (with ROI, utilization patterns, and so on). AC or system administrator 6-12