Jan Vanoudendycke (Director of Knowledge Management at Engie) presented the vision, roll-out and adoption process of the massive Engie Digital Workplace effort to connect everyone in the 150.000 people company #DWA19 #presentation #engie

1. towards a connected company
Jan Vanoudendycke

2. We develop, build and operate power
plants delivering low CO2 energy
based on renewables and ever
greener natural gas.
• #1 in independent power production
• 103GW (1) installed
• 90% low CO2
• 23% renewables (2)
2
Low CO2 power
generation
We develop, build and operate large
gas and electricity infrastructures,
ensuring energy supply.
• #1 gas infrastructure operator in Europe
• 12 billion m3 gas storage capacity
• Global presence in power transmission
and distribution
Global
networks
We help our customers - individuals,
businesses, cities and territories – with
a wide range of energy, and beyond
energy, solutions.
• 24 million contracts worldwide
• Global leader in energy
solutions for cities
• 350+ District heating and cooling
networks worldwide
Customer
solutions
(1) At 31/12/2017, at 100 %. (2) Excl.pumped storage for hydro (3 %).
We help our customers to improve their use of energy
and to reduce CO2 emissions

3. 150.000
employees
€65
billion
total revenue
2.4 billion
recurring profit
after tax
€14.3
billion
dedicated to the
2016-2018
investment
program
3
NORTH AMERICA(1)
€3.9 billion
total revenue
(1) Including Mexico. (2) Including Turkey.
Present in 70 countries across 5 continents
LATIN AMERICA(1)
€4.3 billion
total revenue
EUROPE(2)
€51.0 billion
total revenue
AFRICA
€0.4 billion
total revenue
MIDDLE-EAST
€0.9 billion
total revenue
OCEANIA
€1.9 billion
total revenue
ASIA
€2.8 billion
total revenue

4. How it started: an organisational Health Check in 2013 showed a clear need to
share knowledge and expertise better
4
Strengthen the connections within our current modelOrganisation model
Put in place partnership-mode policies and practicesBehaviour
Establish the capability to enter the businesses of the futureNew business
Boost the flow of expertise and knowledgeSharing

5. Global workshops clearly identified the user needs
5
Connect &
discuss with peers
A group of expertise location toolsLocate
A support forum where employees can post urgent questions
and receive responses from expertsAsk
A tool for capturing lessons learned, business intelligence,
etc., and making these available in a searchable repositoryShare
A place where employees can contribute, edit and consult
reference materialStore
A platform that supports communities (networks, …) in their
activitiesConnect
A discussion forum where employees can have
conversations and share ideas, on-line or in-personDiscuss
A space where employees, customers, partners and other
external parties can collaborateCollaborate
A taxonomy that provides a common vocabulary across the
organizationClassify
Locate & ask
the expert
Share & store
insights

6. We started with a Social Network for “Locate and Ask” (Yammer) in September 2014
⚫ Proof of concept – 100 users spread globally – does it work: access, performance, ease of use
⚫ After one month - Pilot 600 users spread globally – part of existing CoPs – already active in KM
⚫ After 3 months - Global Launch to 10,000 users globally - All our “Knowledge Workers”
Followed by a unique space to share and store documents for our CoPs (SharePoint
Online) in Jan 2015
⚫ Formalised existing communities
⚫ Widened membership
⚫ Migrated collaboration workspaces to the cloud
There is a clear objective: “connecting the company”

7. ⚫ Won ENGIE “Innovation Trophy” for internal collaboration – June 2015
⚫ Asked to expand model to rest of Group – 150,000 global users, 600 email domains
⚫ Centrally funded Office 365 platform
⚫ Corporate Knowledge Management Function (KM)
We expanded our solutions to the whole ENGIE Group in January 2016

8. What are the key aspects of adoption?
8
10
4040
10
Factors affecting collaboration
Technology People Process Workplace

9. Each adoption model creates sustainable individual behaviour change
Why
How
WhatWho

10. Collaboration benefits are related to Individuals and to Business
10
Ease of use support tools
Saving of time – job easier
Network / community
development
Improved skill &
knowledge
Visibility &
recognition
Hierarchy of
benefits
Individual
Business
⚫ Efficiency of better access to knowledge &
expertise
⚫ Performance improvement from collaboration
⚫ Cost reduction from best practice & knowledge
reuse
⚫ Organisational learning from improved
knowledge transfer
⚫ Faster/better decision making from business
intelligence
⚫ Effectiveness of business process automation
⚫ Improved compliance through effective records
management
Increased digital competencies

11. Collaboration is a matter of CULTURE!
(…) we want to inspire all of you – our ENGIE colleagues around the world - to fully
embrace a culture of working together, based on the effective use of these
collaboration tools. As importantly, it should encourage us all to commit to sharing
knowledge and information, to working with each other, and learning from each other.
Isabelle Kocher
Chief Executive Officer
(….) Every member of staff, wherever he or she is, must be able to mobilize all the
knowledge of the Group. (…) Sharing with the rest of the Group is as important as
reaching your own targets. We count on each one of you!
Didier Holleaux
Executive Vice President

12. Executive Support is critical: defining expectations for managers and all
employees is key
12

13. FOR MANAGERS
• Encourage
• Support
• Reward
FOR ALL STAFF
• Check
• Consult
• Contribute

14. If what you are doing isn’t worth sharing, then why are you doing it?

15. ⚫ Drones – from idea to business case in seven days.
⚫ Asset Performance – Sourcing spares to save outages.
⚫ Executive Realisation – Answers from three continents in real time
Marketing and success stories are very important

16. Integrating new ways of working into daily activities is not that easy

17. Don’t underestimate support and training
Yammer support groups ENGIE Office 365 Training Portal

18. Following our last meeting, we propose that you move to the next
phase of the Office 365 support project.
This phase will be carried out as follows:
➢ An appointment to be scheduled in order to better understand
how you and your team work.
➢ Proposal of a solution adapted to your way of working as well
as assistance in its deployment.
Your Service Premier IT Team.
HOW TO CONTACT
US ?
INCIDENT ISSUES
You are facing a technical problem with your computer or mobile
equipment ? Your Service Premier IT Team is available at :
(33) 1 44 22 8001
dsi-servicepremier@engie.com
Manager : Mohamed MAMOU
FOR THE ATTENTION OF
COMEX MEMBERS AND
THEIR STAFF

19. ▪ Access your documents from any location,
any device, any time
▪ Contact experts who can provide advice and
share knowledge wherever they exist
▪ Automatically receive information relative to
your interests wherever it was created
▪ Communicate in real time with colleagues
and associates inside and outside ENGIE
▪ Collaborate with colleagues working on
similar topics wherever they are located
Do you want to ….
▪ Use the latest digital applications to work
more effectively, individually and in teams,
▪ Author and edit documents on the go and
co-author with anyone around the world
▪ Automate your business process – use
integrated workflows and apps to make
information flow effectively
▪ Manage your content more efficiently and
securely
▪ Analyse and present data in interactive
dashboards

20. ENGIE’s Digital Workplace is based on O365
integrated, mobile, evergreen
▪ The applications are available for mobile devices
▪ Updates and ‘evergreen’ versions are automatically made available without intervention on the users’ PC
COLLABORATION &
COMMUNICATIONS
APPLICATIONS
OFFICE ONLINE
APPLICATIONS
CORE
SPECIALIST
Enterprise
social
network
Collaboration
and document
management
Conferencing
and
communication
Online
electronic
notebook
Online personal
document
library
Internal
secured
« YouTube »
Enhanced
search and
discovery
Interactive
presentations
Chat-based
team
workspace
Planning and
task
management
Self service
Application
development
Workflow
management
Interactive data
analysis and
visualization
Surveys Polls
and Quizzes

21. Office 365 status today
21
156 721
O365 Licensed
Users
47 231
Skype active users
80 875
SharePoint active
users
58 679
OneDrive active
users
71 616
Yammer users
(21 780 active
users)
44 520
Teams active
users
146 480
mailboxes on EXO

22. We won the Enterprise Collaboration Award 2017

23. The adoption teams play a crucial role
Tools
Webinars, O365 Training Portal
Local Team
A dedicated team, composed of local IT, COMMS, KM (and HR if possible) will be mobilized.
O365 Adoption will become a real mission for those members – worktime will be allocated to the task.
Local Adoption Plan
A starter kit based on the 3 pillars of Adoption, explaining the main steps and giving initiatives suggestions will be given
to each team to help building its local Adoption plan.
Global follow-up
A main action plan & checklist will be shared with all local teams for follow-up.
Once a month, each team will share with the Group PM about the status, the roadmap and the main difficulties.
Local Responsibility
- 1 Identified responsible per Entity : CIOs, Comms, KM (and HR?) will be contacted to name 1 O365 Adoption responsible per Entity.
- Concrete and measurable objectives will have to be defined for each Entity.

24. ⚫ Vision, objectives and strategy (the purpose)
— Must be understood and embraced by all: this is the end state, where the company wants to be
— Fully aligned with the strategic objectives of the business - All activities must be aligned with the vision
⚫ Leadership driven culture change
— Leaders promote and display the desired behaviours themselves
— Collaborative behaviour recognised and rewarded, features in career progression and in personal objectives
— Adequate resources deployed – core KM team, global network of change agents, evergreen communications
⚫ Relevant to everyone
— Inclusivity: all staff have a profile, a voice and a presence
— In the flow: embedded in normal work routines, supporting business processes, incorporating everyday tools
⚫ Driven by the business
— Adoption must be driven and supported at local level
— Answer real needs of the business to determine what knowledge needs to be managed
⚫ Infrastructure
— Incorporate and integrate all tools employees use on a daily basis
— Accessible globally from any device with acceptable performance and security
— Users move between features seamlessly without switching to separate applications
Critical Success Factors: a quick reminder – a summary