SharePoint 2010 Adoption Best PracticesBy Ivor Davies And Casey Trujillo with BrainStorm
SharePoint 2010 Adoption Best Practices Ivor Davies: 10 Years of SharePoint experience 22 Years of IT work within the Province of Ontario (30 years with company) Seasoned IT Professional in SharePoint / Business Intelligence / Project Server / Microsoft Office / Virtualization Social Media Enthusiast (Twitter / LinkedIn / FaceBook / Pinterest) Casey: BrainStorm Account Manager Canada 14 years of experience in end user training ITIL Certified Lover of all things bacon
Microsoft Partnership Facilitators & Trainers Microsoft Experience Center (MEC/CIE) Partner MEC Program Curriculum and Content Contributors Office.com Help in Office product Office 2010 Buzz Day curriculum Ribbon Hero content Productivity Hub
SharePoint 2010 Adoption Agenda SharePoint 2010 Overview Upgrade & Migration Resource Centers Must Have Elements Killer Applications Three Audiences & Perspectives IT Pros Developers End Users End-user Readiness
Defining the Adoption NeedFrom introduction of Word 1.0 to Word On2003, functionality increased from 50to 300 menu items and from 100 to average, only1,500 commands. 13% of desktop- Microsoft, 2007 software features are Customers submit feature used. requests for Office - IDC, 2001 2003, 80% of which are already in the product. - Microsoft, 2003-2006 Office applications overhaul UI and introduce a Ribbon. - Microsoft, 2007-2010 Longevity is confused with familiarity
SharePoint 2010 Feature Areas Business Connectivity Ribbon UI Services SharePoint Workspace InfoPath® Form SharePoint Mobile Services Office Client and Office Web App Integra Access Services Standards Support External Lists Workflow SharePoint Designer Visual Studio Composites Tagging, Tag Cloud, Ratings API Enhancements Social Bookmarking REST/ATOM/RSS/AJAX Blogs and Wikis /Silverlight My Sites Activity Feeds PerformancePoint™ Profiles and Expertise Services Org Browser Microsoft Excel® Services Chart Web Part Microsoft Visio® Services Enterprise Content Types Web Analytics Metadata and Navigation Microsoft SQL Server® Integration Document Sets PowerPivot Multi-stage Disposition Social Relevance Audio and Video Content Types Phonetic Search Remote Blob Storage Navigation List Enhancements FAST Integration Enhanced Pipeline
Must-Have Elements Communication Plan Training Plan Content Conversion Plan User Support Plan Incentives and Reward Plan http://www.scottjamison.com/blog/ Executive Sponsorship Plan http://www.sharepointpromag.com/blog/sharepoint-pro-by- admins-devs--industry-observers-23/sharepoint/4-tips- engaging-executives-sharepoint-141690 Information Architecture Plan http://blogs.msdn.com/b/joelo/archive/2007/03/16/informatio n-architecture-and-the-information-architect.aspx Governance Plan http://technet.microsoft.com/en-us/sharepoint/ff800826
Why Killer Applications Matter? Make people want to use SharePoint Remember – most times they have a choice Hint: just using SharePoint as a file share replacement is not a good reason Make SharePoint part of critical business process/flow So they need to use SharePoint Adoption curve & tipping point Point of implementing SharePoint is to eventually allow Business Users to develop technology solutions without IT.
How to Identify Your Killer Application? Internal user/focus groups User Champions Executive Sponsors Surveys Microsoft Experience Center: http://envisionthepossible.com
Scorecards & Dashboards What: Solution for managing key programs at multiple levels – executive, program manager, individual Why: Many project delays & cost overruns How: Targeted dashboard views to get more visibility into where & why delays were occurring with actionable steps Action: Learn more about Business Intelligence in SharePoint: http://tinyurl.com/spinsights Consider Project Server for Portfolio Management: http://tinyurl.com/msprojectserver
Enterprise Search & Search 1st Migrations What: Enterprise search unifies finding content across various content sources SharePoint, file shares, LOB systems, other content stores Why: People cannot find content “locked up” in various silos How: Implemented FAST for SharePoint 2010, 1st phase for centralized search while longer term consolidation occurs Action: Learn Enterprise Search in SharePoint http://tinyurl.com/spsearch Tip: Be sure to invest in search: best bets, scopes, reporting, etc.
Idea & Innovation Management What: Solution for soliciting feedback & responses to corporate challenges Why: Need employee, customer & partner engagement & new ideas in the pipeline How: Drive adoption by streamlining process for posting ideas, sharing, rating, commenting Action Read about innovation management solutions leveraging SharePoint: http://tinyurl.com/SharePointInnovation http://www.microsoft.com/enterprise/solutions/innovation- management/default.aspx#fbid=0vjXvEP3eJU
Users Have Specific Moments of Need Performance support Skill development Deployment Monday Affinity and awareness Training is a process, not an event.
Right time. Right audience. Right medium. QuickHelpT M CBT Training Quick Instructor Start -Led Cards Training Feature s Buzz Change Train-the- Days Benefits Trainer Personalit y
Best Practices For CBTs Video training right in the Ribbon Video clips run 1- 4 min Full search functionality In-product performance support Content is where and when users need it
Best Practices Quick Start Cards Don’t overwhelm the user Step-by-step, full-color instructions Popular features, key board shortcuts Make it easy on the eyes
More Tools to Aid in the Process BrainStorm Adoption Kit for SharePoint 2010: Quick Start Card for SharePoint 2010 6-page quick reference illustrating the primary how-two’s to get your users up and running on their new software Quick Start Cards for Office 2010 A sampling of 6-pages of step-by-step, illustrated instruction cards, available for major Microsoft Office applications Video-Based Training within SharePoint 2010 3-month trial to QuickHelp, the video training solution delivering thousands of short, easy-to-search clips right from Microsoft SharePoint. Video content also available for all Office 2010
Additional Resources SharePoint 2010 Adoption Best Practices white paper: http://tinyurl.com/spadopt SharePoint 2010 Usage Best Practices white paper: http://tinyurl.com/spusage End User SharePoint http://endusersharepoint.com SharePoint Maturity Model http://www.sharepointmaturity.com SharePoint User Groups & SharePoint Saturdays (Toronto SharePoint Saturday is July 7th 2012) http://tinyurl.com/spusers https://www.facebook.com/groups/116019685496/ Getting Started with SharePoint 2010 http://tinyurl.com/sp2010start
Additional Resources on Social Media SharePoint 2010 Group on LinkedIn: http://www.linkedin.com/groups/SharePoint-2010- 1869506?trk=myg_ugrp_ovr SharePoint 2013 Group on LinkedIn: http://www.linkedin.com/groups?gid=3854668&trk=myg_ug rp_ovr Twitter Hastags for SharePoint 2010 #sp2010 / #sharepoint Follow BrainStorm Inc. on Twitter @BrainStormInc Follow Ivor Davies on Twitter @IvorDavies59 50 Must-Follow Tweeters for SharePoint Enthusiasts http://www.topsharepoint.com/50-must-follow- tweeters-for-sharepoint-enthusiasts BrainStorm FaceBook Company Page https://www.facebook.com/enduserexperts
Additional Resources And finally…. The SharePoint Adoption Kit – That’s why I use SharePoint (from Microsoft): http://sharepoint.microsoft.com/i usesharepoint/pages/get-the- kit.aspx
Final Thoughts Understand the Challenges Just because you build it, doesn’t mean they will come Adoption won’t happen magically (even though you want it to) Users of SharePoint have jobs & other options to get their work done (e.g. email) Have a Plan Not having a plan is planning to fail Use one or more angles Communication, training, user support, etc) Break SharePoint rollout phases down into smaller digestible chunks Crawl, walk and then run Plan for continual long term engagement Training & communication planning is key
And Finally…. Interesting quote: "Dont think outside the box. Think like there is no box.”