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Further develop collaborations, optimise work processes and reorganise communication across departmental boundaries.
With the switch from Lotus Notes to Microsoft M365 (agree21M365), Volksbanken and Raiffeisenbanken are currently in a technical transition phase. The change is intended to modernise the IT infrastructure and thus contribute to the digitalisation of the banking business, particularly to offer a shift into a new working world. The aim is to develop collaboration through more modern applications, optimise work processes and reorganise communication across departmental boundaries.
However, the transformation goes beyond the introduction of new tools. It can support a cultural change and provide more agile working, flexible communication, and autonomous action. This clarifies that this transformation goes beyond a pure IT project and focuses on other areas such as mindset, culture and organisation. Therefore, it is essential to design the transition based on a big picture and a change roadmap.
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In addition to the technical changes and the corresponding activities, the aim is to identify and involve representatives from all organisational units and levels. Other challenges include getting people to embrace the cultural change, proactively help shape it based on the new possibilities, and inspire them across departmental boundaries.
It is important to consider employees' different needs and experiences and the bank's culture, and to build on what has been tried and tested.
As part of the introduction of Microsoft 365 (M365), it is advisable to design the transition as an IT project and a cultural change towards a sustainable working environment. To consider the different perspectives and create a shared understanding of the goals, certified Fincon trainers provide support in a workshop using the eigenland® method. This method can be used to develop target scenarios, such as a big picture for the new world of work, which serves as a guideline for the entire transformation.
Definition of core areas
An open dialog
The Big Picture
For the workshop, 60 theses focus on the six fields of action: communication, information, work processes, work organisation, collaboration and change.The structured evaluation of these fields of action identifies core areas that must be prioritised for the successful introduction of M365.
The workshop should involve stakeholders and work package managers from various areas. The method relies on playful, interactive elements to evaluate the theses, which promotes constructive discussion and open dialogue. The participants then reflect on the current situation and future requirements for the new world of work.
The workshop result is a big picture (target image) for the future world of work with M365. The big picture defines the strategic guidelines for the transformation and shows how the new tools can be used optimally to improve work processes and culture.
Modern Communication: Microsoft Teams as the central communication channel
Efficient information flows: Use SharePoint and OneDrive to store transparent and structured documents
Optimised Processes: Digitalisation of workflows to minimise media disruptions
Flexible work organisation: Introduction of hybrid working models
Collaborative Cooperation: building a collaborative network across departmental boundaries
Change as a success factor: implementation of a structured change process that actively involves all employees
The eigenland® workshop is the basis for a holistic target picture in the context of M365 and presents the current situation's strengths and weaknesses. The big picture is the strategic compass, showing the direction of the change process and providing the project teams with orientation for implementing the measures. Stakeholders and work package leaders are actively involved and act as actors in the change process. This makes them the first movers who live the new mindset, a prerequisite for acceptance and identification with the transformation.
As a result, the bank is well prepared for the technical changeover and the new world of work with M365. A motivating change story and transparent communication ensure the sustainable success of all transformation measures, even beyond the cut-over into maintenance.
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Fincon Reply is a business and IT consultancy specializing in the financial services industry. Fincon Reply proactively advises banks, the Sparkassen Finance Group, insurance companies and near-financial companies as well as their suppliers on their digital transformation. The company provides on-site support with specialised teams of consultants and developers and delivers turnkey solutions.