Empowering Schools Through Microsoft 365 Champions
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Created on 2025-02-10 21:12
Published on 2025-02-10 22:07
The problem:
It is becoming increasingly commonplace for multi-academy trusts to align their schools onto a common platform like Microsoft 365. Doing so is often done in pursuit of the organisation's goals to improve communication and foster collaboration between schools.
Work to achieve this change is generally approached as a project using framework, and regardless of the methodology used, the final stage always focuses on embedding and sustaining the new system. Frameworks like Kotter's approach anchor the change within the culture, Lewin's model emphasizes the refreezing stage, Prosci highlights reinforcement, and the Education Endowment Foundation (EEF) underscores the importance of sustaining change by embedding practices, providing long-term support, evaluating progress, and building a culture of continuous improvement.
Although the final part of the process is well-documented, it is often overlooked because it is challenging to complete and resources are quickly reassigned to other projects like onboarding new schools.
In the case of the project to align schools in M365, the omission of the final stage will render it impossible for the change to be embedded consistently across all schools within the trust and significantly reduce the overall project success.
The solution:
A Microsoft 365 (M365) champion programme can be a highly effective way to facilitate the adoption of digital tools and skills. Indeed, M365 Champions often have a role in the migration process itself. This approach is especially useful within a multi-academy trust, where there are often hundreds of stakeholders (staff, students, parents, governors etc.) in various locations that need to quickly gain confidence using M365.
A well-structured M365 Champions programme can help to ensure that the implementation of technology is not just a 'plug and play' exercise but rather a carefully managed transformation that empowers all staff – sustaining the change.
A lack of adequate training and support can hinder the adoption and full utilisation of technology, leaving staff using only a small portion of the available tools and missing out on the potential benefits. Moreover, it results in users finding their own way to do things and creating differences in behaviour. M365 champions can share knowledge and enthusiasm for new ways of working across all staff, ensuring that no one is left behind. These champions act as a bridge between the IT department and the wider staff body, offering peer-to-peer support and guidance. This helps to create a more inclusive and supportive environment for digital adoption.
Implementing M365 Champions:
A common challenge in implementing multiple M365 Champions is the availability of funds for their salaries. While funding is one approach, another method is to identify existing staff across the trust whose roles align with the responsibilities of an M365 champion. By utilising current employees, the funding obstacle is eliminated.
The rest of this article is written from the point of view that M365 Champions will be identified within existing staff.
Stages to implementation:
Implementing an M365 Champions Programme involves several key stages that must be carefully managed to ensure success:
Identification of Champions: The first step is to recruit volunteers from various roles across the multi-academy trust, including teaching staff, administrative personnel and support staff. These individuals should be enthusiastic about technology and keen to help their colleagues. Ideally, they will also exhibit strong communication skills and a willingness to learn. By selecting champions from different departments and schools, the trust can ensure that the programme reaches all corners of the organisation, fostering a culture of digital innovation and collaboration.
Specialised Training: Once identified, the champions should be given extra training on the various M365 tools, such as Planner, OneNote, and SharePoint. This ensures they possess a thorough understanding of the tools and are well-equipped to train and assist others effectively. This training can be intensive and cover advanced functionalities, giving the champions a deep dive into each tool’s capabilities. They should also be briefed on best practices and common troubleshooting steps to handle any issues that may arise.
Additionally, resources such as detailed user guides, video tutorials, and access to a dedicated support team can be provided to the champions to aid their learning process. Regular workshops and refresher courses should be scheduled to keep their knowledge up to date with any new features or updates in M365. This continuous learning approach will help maintain a high level of expertise among the champions, ensuring that they can provide consistent and accurate support to their colleagues.
Bespoke Training Programme: A tailored training programme should be developed for all staff, covering M365 basics, collaboration, and productivity. This programme should cater to different skill levels and learning styles, and can include elements such as 'smarter meetings' and 'mobile working'. Many apprenticeship providers facilitate Level 3 or higher apprenticeships that can provide this training. While this service brings with it additional charges, these often fall within an organisation's apprenticeship levy, reducing or completely removing this barrier entirely. In many cases, it is possible to access these through other routes including gifted levies where other organisations support education through their levy allocations. By using existing staff and levies, two of the key obstacles are removed entirely.
Digital Maturity Assessment: Before training begins, it is useful to assess the current level of M365 adoption within the trust. This assessment will identify areas of improvement and help to guide the training programme. The assessment should include surveys, interviews, and usage data analysis to provide a comprehensive understanding of how staff are currently using the tools and where gaps exist.
This can be repeated during the programme to track progress and make necessary adjustments. By regularly evaluating the effectiveness of the training and the performance of the champions, the trust can ensure that the programme remains relevant and continues to meet the evolving needs of the staff. Regular feedback sessions with the champions can also provide valuable insights and help to refine the training approach, addressing any emerging challenges and capitalising on successful strategies.
Cascade of Knowledge: Once the M365 champions have received their specialised training, they can begin to disseminate their knowledge within their immediate teams as well as across the entire trust. This dissemination process may take various forms, including informal support sessions, one-on-one guidance, and structured group training sessions. By leveraging their expertise, these champions can address specific queries, provide hands-on assistance, and lead workshops that cover advanced functionalities and practical applications of the M365 tools. This approach ensures that the knowledge is not only shared but also applied effectively, fostering a continuous cycle of learning and improvement within the organisation.
Ongoing Support: Champions will continue to provide ongoing assistance and guidance to colleagues, acting as the first point of contact for any questions or issues. They will be available for regular consultations, offering troubleshooting help, sharing advanced tips, and guiding staff through complex functionalities of M365 tools. This consistent support system ensures that even after the initial training phase, staff members have access to expert advice and can continuously improve their digital skills. Champions can also facilitate peer-to-peer learning by organising collaborative sessions where staff can share their experiences and solutions to common challenges. This not only enhances the learning process but also fosters a supportive and connected community within the organisation.
Communication and Engagement: It is important to launch comprehensive campaigns to raise awareness and drive participation in training initiatives. These campaigns could employ a variety of methods to effectively reach all staff members. For instance, regular email newsletters can provide updates on training schedules, highlight success stories of champions, and share tips on using M365 tools efficiently. Posters strategically placed in common areas can serve as visual reminders of the training programme and its benefits. Additionally, champions can play a crucial role in promoting the programme through word-of-mouth, encouraging their colleagues to participate and emphasising its value for personal and professional growth. By using multiple communication channels, the trust can ensure that the message reaches everyone and fosters a collective enthusiasm for the digital transformation journey.
Data-Driven Approach: An assessment framework should be used to track progress, measure success, and guide future strategy. This will provide concrete metrics to demonstrate the return on investment. By regularly collecting and analysing data, the trust can identify trends, highlight successful practices, and pinpoint areas needing improvement. This approach enables a dynamic and responsive programme, allowing for adjustments and enhancements in real-time. Additionally, continuous data collection supports long-term strategic planning, ensuring that the programme aligns with the trust’s evolving objectives and continues to deliver value. The insights gained can also reinforce the importance of the champions' role and validate the investments made in their training and development.
Expected outcomes:
The expected outcomes of implementing an M365 Champions programme are wide-ranging and significant:
Increased Digital Skills: Staff will gain increased digital skills and confidence in using M365 tools. This will enable them to use the software more effectively and efficiently. They will become proficient in navigating various applications, performing complex tasks, and troubleshooting issues independently. This newfound expertise will empower them to leverage the full potential of M365 tools, leading to improved personal productivity and enhanced collaborative efforts within the trust. As a result, staff will feel more equipped to integrate digital solutions into their daily workflows, thereby fostering a culture of continuous learning and innovation.
Improved Collaboration: Moving away from sharing files via email to using OneDrive and SharePoint will significantly enhance efficiency and reduce issues related to version control. By having a centralised location for files, staff can easily access the most up-to-date versions of documents, collaborate in real-time, and streamline their workflows. This shift will not only save time but also foster a more cohesive and organised approach to managing and sharing information within the trust. As a result, teams can work more seamlessly together, ensuring that everyone is on the same page and contributing effectively to shared projects and goals.
Enhanced Communication: Teams will communicate and collaborate more effectively, using tools such as Teams for instant messaging, video calls, and shared workspaces. This will not only facilitate quicker decision-making processes but also foster a more connected and responsive work environment.
Increased Efficiency: The streamlining of processes and more efficient use of M365 tools will save time, allowing staff to focus on other important tasks. By automating routine tasks and reducing the need for manual data entry, staff can allocate their time to more strategic activities that add greater value to the trust. For instance, with tools like Power Automate, repetitive workflows can be automated, minimising errors and ensuring consistency. This increased efficiency not only boosts individual productivity but also enhances overall operational effectiveness, leading to smoother execution of projects and faster achievement of goals. Staff will be able to manage their workloads more effectively, prioritising critical tasks and reducing the potential for burnout. This shift towards a more efficient work environment will foster a culture of innovation and continuous improvement, as staff will have the bandwidth to explore new ideas and solutions.
Greater Engagement: Staff will become more engaged with technology and the digital transformation process. This can be seen through increased participation in training sessions, a willingness to explore new digital tools, and a more positive attitude towards embracing technological changes. As staff gain confidence and proficiency, their enthusiasm for integrating these tools into their daily routines will grow, fostering a more dynamic and innovative work environment.
Improved Technology Adoption: With the successful implementation of the M365 Champions programme, the trust will be better positioned to adopt more advanced technologies, such as AI tools, more readily in the future. This is because a solid foundation has been laid, ensuring that staff are not only competent but also enthusiastic about integrating new digital solutions into their workflow. This preparedness will accelerate the adoption of cutting-edge technologies, fostering an environment of continuous technological evolution and innovation.
Sustainable Skills Development: The trust will establish a comprehensive framework for the continuous development of digital skills, ensuring that staff can consistently learn and adapt to evolving technological changes. This approach promotes an environment where ongoing professional growth is embedded within the organisation’s culture, enabling staff to remain proficient and confident in using new digital tools and platforms as they emerge.
Data-Driven Improvement: Regular assessments will provide vital metrics and insights, enabling the trust to make informed decisions and fine-tune its strategies. By continually analysing the data, the programme can be adjusted to ensure it remains effective and aligned with the evolving needs of the trust. This approach will not only enhance the return on investment but also foster a culture of evidence-based practice and continual improvement.
Positive Feedback: Staff will be more likely to view the programme in a positive light and be able to see how it helps in their day-to-day tasks. This positive feedback can create a culture of learning and innovation. As staff share their success stories and experiences, it will further encourage their peers to embrace the programme, resulting in a more unified and technologically adept workforce.
Conclusion:
In conclusion, implementing an M365 champions programme will enable your multi-academy trust to build a digitally mature organisation. By empowering staff to effectively use digital tools, the trust will be able to improve outcomes, increase efficiencies, and lay the groundwork for further technological advancements. This programme will enable the trust to keep pace with technological advancements and adapt to the evolving needs of the educational landscape. By ensuring that all staff have the skills and confidence to use digital tools, a multi-academy trust can ensure that it is providing the best possible education to its students.
Close the loop by embedding practices
Contacts:
If this article has sparked your interest, consider contacting Primary Goal about their Level 3 Digital Champion: Education scheme [ LINK ]
Useful documents:
Business case to implement a M365 Digital Champion scheme
Here's a generic business case to pitch the M365 Champions scheme to a governance group within your multi-academy trust.
Business Case: Implementing a Microsoft 365 Champions Programme
Introduction
This document outlines the business case for implementing a Microsoft 365 (M365) Champions Programme within {name} multi-academy trust. The programme aims to enhance digital literacy, improve operational efficiency, and foster a culture of collaboration across all schools and staff. By investing in a structured approach to digital skills development, we can maximise the benefits of our existing M365 investment and lay a foundation for future technological advancements.
Problem Statement
Currently, our multi-academy trust faces several challenges related to technology adoption:
Underutilised M365 Potential: Many staff members are using only a fraction of the M365 tools available, resulting in untapped potential for improved productivity and collaboration. For example, staff may be using Teams mainly for video calls and chats, without exploiting its other features, and sharing files via email, instead of using OneDrive and SharePoint.
Inefficient Processes: Inefficient practices such as sharing files via email lead to version control issues, increased email traffic, and strain on the server, which results in lost time and resources.
Inconsistent Digital Skills: There is a lack of consistent digital skills across the trust, with varying levels of proficiency in using M365 tools. This hinders effective communication and collaboration.
Need for Agile Workforce: The trust needs to build an agile workforce that can adapt quickly to technological changes and work effectively in a hybrid environment.
Proposed Solution: The M365 Champions Programme
To address these challenges, we propose implementing an M365 Champions Programme. This programme will involve:
Identifying and Training M365 Champions: Recruiting a team of volunteer staff from various roles across the trust, including teaching and support staff, and providing them with extra training on M365 tools such as Planner, OneNote and SharePoint.
Bespoke Training for all Staff: Delivering a training programme to all staff covering M365 basics, smarter meetings, better collaboration, wellbeing, inclusion, productivity, and mobile working.
Digital Maturity Assessments: Conducting regular assessments to measure the trust's adoption of M365 tools, identify areas for improvement, and track progress.
Cascade of Knowledge: Enabling M365 champions to share their knowledge and enthusiasm for new ways of working with their immediate teams and the wider trust.
Ongoing Support: Champions providing continuous support and guidance to colleagues, acting as a first point of contact for M365 related questions.
Communication and Engagement: Launching campaigns to raise awareness and encourage staff to attend training sessions and engage with the program.
Expected Benefits
Implementing the M365 Champions Programme will deliver a range of significant benefits:
Increased Digital Skills: Staff will gain improved digital skills and confidence in using M365 tools. This will enable them to use the software more effectively and efficiently.
Improved Collaboration: Teams will communicate and collaborate more effectively through tools like Teams, which allows for instant messaging, video calls, and shared workspaces.
Streamlined File Sharing: Moving away from sharing files via email to using OneDrive and SharePoint will reduce email traffic, ease strain on the server and enhance document management and version control.
Enhanced Personal Productivity: Using tools like OneNote will help staff to organise their notes more effectively, which means that notes are easily searchable and accessible.
More Efficient Meetings: The "smarter meetings" training will enable staff to run meetings more effectively, leading to reduced meeting times and more productive discussions.
Quicker Problem Solving: The M365 Champions can provide quick, peer to peer support to colleagues, reducing the need to wait for help from the IT department, enabling staff to continue with their work uninterrupted.
Improved Policy Adoption: Champions will also assist in the smoother adoption of new policies, supporting their teams with new processes.
Data-Driven Improvements: Regular digital maturity assessments will ensure that the programme is effective and continues to meet the needs of the organisation. This allows for targeted improvements in the areas where they are most needed, which leads to a more efficient use of resources.
Future-Proofing: Laying a solid foundation for future technology adoption, including AI tools. The trust will have a staff group who can take these technologies forward.
Return on Investment (ROI)
While measuring the exact financial ROI for a programme like this is complex, the benefits are clear:
Increased efficiency and time savings will lead to productivity gains.
Reduced IT support requests due to peer-to-peer support from M365 Champions, and staff having the skills to use the software efficiently.
Improved communication and collaboration will reduce time wasted on miscommunication or duplicating effort.
The data-driven approach will help track progress and focus on areas with the biggest impact, maximising the effectiveness of the programme and use of resources.
The programme will reduce the risk of underutilising expensive technology and enhance overall digital maturity, as well as lay the groundwork for future technologies.
Financial Implications
The costs of the programme will include training for the M365 Champions, the delivery of the bespoke training programme for all staff, and the digital maturity assessments. These costs will need to be balanced against the potential cost savings that can be achieved through improved efficiency and productivity. The return on investment will be maximized by planning a structured training programme and using regular digital maturity assessments.
Conclusion
The M365 Champions Programme is a strategic investment in our staff and the future of our multi-academy trust. By empowering staff to use digital tools effectively, we can significantly improve efficiency, collaboration, and overall performance. This programme will also provide a framework for continuous improvement, ensuring that our organisation is ready to embrace future technological advancements.
The M365 Champions Programme is not simply about implementing new technology; it's about creating a more efficient, connected, and forward-thinking educational environment.
We recommend that the governance group approve the proposed M365 Champions Programme to unlock the full potential of our M365 investment and to ensure our staff have the skills to provide the best possible education to our students.