as its integrated digital solution that increases efficiency, improves in the world with 17,000 staff in 150 countries.
We are always striving to ensure we deliver the best services to our clients, with the
latest and most cutting-edge solutions. Were also focused on delivering exceptional
value to our clients, says Russell, a 24-year veteran of the company who spent 10 years
I was pleasantly as IT director and is now the digital transformation director. Theres a real desire among
surprised when I everyone at Mott MacDonald to provide our clients with something truly innovative.
with us for the life of Working with Content and Codea member of the Microsoft Partner Networkand
Microsoft FastTrack, Mott MacDonald developed a plan to implement and adopt
our subscription. I find Microsoft Office 365, using Exchange Online, Yammer, and SharePoint Online to create an
the service invaluable. integrated digital workplace. As part of this, the company would replace its Lotus Notes
based intranet with Compass, an easy-to-use portal that acts as a single point of access
Simon Denton, Business Architect, to all of the company knowledge, including project information.
Mott MacDonald Mott MacDonald has taken a phased approach to implementation, dividing the project
into manageable pieces and working to get each one right before moving to the next.
We spend a lot of time up front getting the environment right, Russell says. If you do it
in an organized way, it doesnt need to take forever. I recommend relying on Microsoft
and your Microsoft partners to guide you, but if you can get the setup right, then you can
move forward with much more confidence.
We needed somewhere we could go to ask a serious question and get a clear answer,
says Simon Denton, the business architect responsible for Office 365 implementation at
Mott MacDonald. We wrongly discounted Microsoft FastTrack at first, because we had
used the service when we rolled out Exchange Online. We thought that was it, that we
had used up all of our FastTrack credits. I was pleasantly surprised when I learned that
FastTrack is not a special offer of short-term supportthat its with us for the life of our
subscription. I find the service invaluable.
The FastTrack Team helped Mott MacDonald with its adoption plan by providing both self-
service resources and expert advice. The FastTrack adoption methodology is really beneficial,
Denton says. It sets out quite clearly the steps we needed to go through to define principles
and scenarios. Once we did that, we knew adoption would come easily. We based our entire
adoption plan on the FastTrack documentation. It gave us a really good foundation.
For example, Mott MacDonald encouraged adoption of its new Yammer enterprise social
network with a 30 Days of Yammer campaign, which involved all of its staff and more than
doubled the number of active and engaged users. Employees started using it to break down
barriers within the organization much more quickly than anyone had expected.
We already consider Yammer so important that weve built it into our business process,
Denton says. When employees do something well on a project, they share it on Yammer.
Colleagues everywhere get easy exposure to all these success stories and best practices that
we wouldnt have known about before. And when they post about something that hasnt
gone well, we can learn from that experience, too. In a traditional network, those messages
I think thats one of often get filtered, blocked, or lost. Yammer takes them right to the top, and makes them
youre going to save Even with all of the benefits it brings, adopting new technology can be disruptive for a
company and its employees, and Russell acknowledges that change management can be a
money if you do it real challenge. Were pushing out a huge amount of new technology at the moment, plus
right, but the real key doing a lot of other new things, so the volume of change can be problematic at times.
is that its going Denton adds: The biggest obstacle in terms of change management is that taking the if
you build it, they will come approach no longer works. Were in a time now where we cant
to release your staff just expect everyone to use what we provide. Weve got to put more effort into not only
to do what they do launching a product, but also promoting, supporting, and fostering its adoption for the long
term. Employees want to understand how a new product is relevant to them and their work,
best, do it better, and how it will help them help their clients.
and get more done. To assist with the transition, Mott MacDonald also has a strategy of developing a network of
technology champions by engaging the employees who are most interested and enthusiastic
Simon Denton, Business Architect, about the new capabilities. The company makes sure the champions are well-trained and
Mott MacDonald sends them out into the business to coach and communicate with their colleagues.
From a business perspective, the training scenarios have been really useful, Denton says. We
havent had to develop much training content. We use the FastTrack materials, put them up in
Compass, and speed employee adoption of the tools. Weve seen that many employees have
looked at the basic FastTrack content and within a couple of hours, theyre not only up and
running, theyve changed the way they work. I think thats one of the main selling points of
Office 365. Yes, youre going to save money if you do it right, but the real key is that its going
to release your staff to do what they do best, do it better, and get more done.
Were doing a series of communication and education programs on different aspects of the
new environment, devoting one week to each component, Russell says. We try to immerse
employees in each subjectteam sites and OneDrive for Business one week, Microsoft
Delve the next, and so on. We also have the local IT staff at each of our locations hold clinics
to help employees learn the new technology, and we communicate through Compass, our
new intranet.
Digital by default
Looking ahead to whats next for Mott MacDonald, Russell says it aims to be digital by
default in a few years, meaning that whenever a new problem arises, decision makers
consider how technology can help them solve it. Its critical that we keep moving forward,
making sure Mott MacDonald embraces new technology solutions as they become
available and promotes them throughout the organization, Russell says. He credits the
continuous innovation approach, in which Microsoft provides each new feature and
capability as it is ready, as fundamental to that effort.
We dont need to innovate around Office 365, Russell says. Well leave that to Microsoft.
Our job is to adopt the technology as quickly as we can and to stay focused on using it to
deliver value to our clients.
This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Document published April 2016