There are two key principles to understand with regards to driving adoption - these are push and pull adoption. Push adoption is where you send a message out to a user by using broadcasts or drip campaigns. This means that the user will receive a message in the Microsoft Teams Chat inbox without triggering it. Pull adoption is where the user finds and triggers the bot message themselves - usually by searching for the bot or by being linked to it. Here is a bit more information about each form of adoption:

Push adoption

You can push your bot out to people using a broadcast, you can even choose and create specific segments of staff to broadcast a message to. This is the most forceful method of driving adoption and it will bring a larger number of users into your bot in a shorter period of time. We'd recommend sending a message welcoming the recipient and explaining the purpose of the bot.

For example "Hi {{first_name}}, I'm your Company Handbook Assistant and I'm here to help answer some of the more common HR questions. Want to give it a go? Ask me a question or browse available resources".

Pull adoption

This is where you drive people into the bot, rather than pinging them directly. The most simple way to do this is to provide a bot link. You can find these on your bot dashboard on the platform. These can then be posted, emailed, shared or added to any relevant documentation. Some customers also create vanity URLs that redirect to their bot links to make them more memorable.

You can also ask people to search in Microsoft Teams. For example: "We've just launched a Company Handbook Assistant to help provide access to important HR information. To use it, go to the search bar in Microsoft Teams and search for "Company Handbook Assistant". You can ask it all kinds of questions such as 'What's our vacation policy?' "

We also recommend selecting internal champions who can help promote and distribute the bot within their teams. Have team leaders and super users demonstrate the bot. Create a video of how the bot works and share it with staff.

Involve teams. Creating a bot can be a great team building opportunity. Get teams together, have an open discussion about pain points. Allow them to identify them, include them in the decision and bot design process, so they own it and the outcomes. Allow teams to experiment and test out bots that resolve their business and team needs. They can then demonstrate the benefits to other teams.

Other adoption techniques

Manage setup policies in Microsoft Teams and pin apps

As an admin, you can use app setup policies to do the following tasks:

  • Customize Teams to highlight the apps that are most important for your users. You choose the apps to pin and set the order that they appear. Pinning apps lets you showcase apps that users in your organization need, including apps built by third parties or by developers in your organization.

  • Control whether users can pin apps to Teams.

  • Install apps on behalf of users (in preview). You choose which apps are installed by default for users when they start Teams. Keep in mind that users can still install apps themselves if the app permission policy that's assigned to them allows it.

Apps are pinned to the app bar, which is the bar on the side of the Teams desktop client and at the bottom of the Teams mobile clients (iOS and Android).

Learn more about managing app setup policies in Microsoft Teams here.

Incorporate into existing processes

If your bot is designed to digitize existing processes and automate workflows, then make sure the bot link and discovery methods are incorporated into any relevant staff touch points - both online and offline.

Include in new starter onboarding

In the same way you would make new starters aware of any software or tools they need to use to get their job done, you should ensure you do the same with any bots or automated tools that they will need to use. Include information on the bots they are likely to use, what they do and how to access them. Better yet, create an onboarding bot that conducts this training to new starters on your behalf!

Physical Posters

This might be a slightly old school way of promoting bots, but it works. Create some simple posters that show a key screen from the bot, a short and concise description and instructions for how to find and access it. Place these posters in high traffic areas by the event entrance, meeting areas or the coffee machine.

On Site Screens

If you have screens in your offices, why don't you have one of the bits of information on loop being something to promote the bot. Explain how your team member will benefit from using the bot.

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