Executive Snapshot
This project redesigned M365 onboarding after the organization’s initial external training failed to translate into sustained, on-the-job usage. I led an international working group to identify core productivity use cases, then designed a concise, video-based onboarding system that supported both existing employees and future hires. The solution prioritized practical application, localization at scale, and long-term accessibility through automated LMS onboarding.
Business Context & Performance Problem
The organization transitioned to Microsoft 365 as its primary collaboration platform.
Employees initially completed an external eLearning course, but several issues emerged:
Content was feature-heavy and tool-centric
Learners struggled to transfer knowledge to daily work
The course was available only for a limited period
New hires had no structured M365 onboarding
The business risk was twofold:
Reduced productivity despite significant investment in tooling
Fragmented and inconsistent usage patterns across teams and countries
Success required enabling people to do real work faster, not teaching every M365 feature.
Action Mapping (Diagnostic Backbone)
I applied Action Mapping principles with the digitalization lead and line stakeholders to focus the solution on what employees actually need to do differently at work.
Business Goal
Increase employee productivity and collaboration efficiency by enabling effective, consistent use of core M365 tools, with a scalable onboarding solution for new hires.
Critical On-the-Job Behaviors
Employees must be able to:
Choose the right M365 tool for common collaboration scenarios
Set up and manage shared workspaces
Schedule and run effective online or hybrid meetings
Share files securely and manage access correctly
Organize tasks and workflows across teams
Key Barriers Identified
Feature Overload
Employees were overwhelmed by the breadth of M365 functionality.
Low Transfer to Daily Work
Training emphasized “how the tool works” rather than “when and why to use it.”
Onboarding Gaps
Knowledge decayed quickly and was not accessible to new hires.
What Was Intentionally Excluded
Exhaustive feature walkthroughs
Advanced configurations irrelevant to most roles
Long, linear courses
Scope discipline was essential to avoid recreating the original problem.
Experience the Solution
Explore an onboarding video:
Constraints & Friction
This project operated under several constraints:
M365 tools evolve rapidly → content needed to stay maintainable
Multiple countries and languages → localization was non-negotiable
Onboarding had to scale without increasing L&D workload
Stakeholders had competing views on “what’s essential”
These constraints shaped both format choice and tooling decisions.
Options Considered & Rejected
Several approaches were evaluated and rejected:
Re-licensing or extending the external course
Rejected due to poor relevance and lack of ownership.
Single comprehensive M365 course
Risked repeating cognitive overload and low retention.
Country-specific versions only
Would have increased fragmentation and maintenance cost.
Instead, I chose short, standardized use-case videos with centralized logic and localized delivery.
Design Strategy & Key Decisions
Key design decisions included:
Structuring content around workplace scenarios, not tools
→ Shifted learner focus from features to outcomes.
Limiting each video to one core use case
→ Reduced cognitive load and improved retention.
Ending each video with a practical task
→ Encouraged immediate transfer to work.
Using AI avatars for video delivery
→ Enabled rapid localization and future updates.
Use of AI as an Accelerator
AI was used intentionally as an operational and scalability lever.
AI enabled:
Rapid production of consistent video tutorials
One-click localization into multiple languages
Reduced dependency on live presenters
Faster iteration without re-recording human presenters
AI was not used to:
Replace instructional decision-making
Automate content selection
Generate generic explanations
Implementation & Delivery
I led:
Formation and facilitation of an international working group
Alignment on core use cases and scope boundaries
Oversight of scenario scripting across countries
Design and development of selected videos
LMS integration and automation
Delivery included:
11 micro-videos covering Teams, Outlook, OneNote, OneDrive, SharePoint, Forms, Whiteboard, PowerPoint Live, and Planner
Rise 360 course to provide a backbone for the videos
Automated Cornerstone LMS assignment for new hires
Solution
The solution comprised 11 micro-videos, each focusing on a specific use case for M365 tools, including Teams, Outlook, OneNote, OneDrive, SharePoint, Forms, Whiteboard, PowerPoint Live, and Planner.
Key Features
Use Case-Centered Content: Videos focused on essential features to provide learners with practical, job-relevant skills without overwhelming them.
Localization: Synthesia AI avatars streamlined the localization process, enabling one-click translation into multiple languages.
Accessibility: Videos were compiled into a Rise 360 course and uploaded to the LMS catalog. A dynamic LMS assignment automatically enrolled new hires in the course.
Video Design
Engagement: Videos began by demonstrating the value of each tool to capture interest.
Clarity: Highlighters directed learners’ attention to key elements on the screen.
Skill Development: Each video concluded with a practical task to reinforce learning.
Topics
How to create a workspace for a project or team in Microsoft Teams.
How to customize this workspace by integrating various productivity tools.
How to schedule or join online or hybrid meetings using Teams or the Outlook calendar.
How to share files using SharePoint in Teams or OneDrive, and how to manage permissions.
How to backup your files automatically using OneDrive.
How to facilitate meetings using Whiteboard or the PowerPoint Live feature.
How to use Planner to stay organised.
Learning Science
The course design was informed by established learning theories and principles to maximize engagement and retention:
Cognitive Load Theory: Content was broken into short, focused micro-videos to reduce cognitive overload and help learners process information more effectively.
Constructivist Learning Theory: Practical tasks at the end of each video encouraged learners to actively apply their knowledge, fostering deeper understanding through experiential learning.
Multimedia Learning Principles: The course adhered to Mayer’s principles, such as:
Segmenting Principle: Information was divided into manageable chunks to improve comprehension.
Signaling Principle: Highlighters and visual cues directed attention to key elements, enhancing focus.
Modality Principle: A combination of visuals, narration, and text was used to cater to different learning preferences.
Spaced Repetition: Learners could revisit videos as needed, reinforcing key concepts over time to improve retention.
Outcomes, Signals & Learnings
The course has been published and is currently being localized across countries.
Early signals include:
Positive learner feedback on clarity and relevance
Strong endorsement from L&D colleagues
Improved confidence reported by new hires
Productivity and collaboration impact will be evaluated after broader rollout
What This Project Demonstrates About Me
I design onboarding around productivity, not tools
I apply scope discipline to prevent cognitive overload
I lead cross-country collaboration effectively
I use AI to reduce maintenance cost and increase scalability
I design learning systems that support both today’s employees and future hires