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SharePoint as part of a Digital strategy
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SharePoint as part of a Digital strategy

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Originally delivered at the SharePoint Evolutions conference in London, April 2013. Target audience was project leads and decision makers responsible for defining the business case and potential......

Originally delivered at the SharePoint Evolutions conference in London, April 2013. Target audience was project leads and decision makers responsible for defining the business case and potential business value for deploying SharePoint for content management, communications, process improvement and collaborative working

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  • 1. Sharon Richardson sharonr@joiningdots.net A PRACTICAL DIGITAL STRATEGY @joiningdots When to use SharePoint… or not
  • 2. ‘Read Me First’ text This presentation was originally delivered at the SharePoint Evolutions conference held in London, 15th – 17th April 2013 (#SPEVO13 The target audience was project leads and decision makers responsible for defining the business case for using SharePoint as part of a wider technology mandate or digital strategy This version has been modified for viewing on Slideshare. Some content has been removed or adjusted due formatting limitations. And some notes have been added to (obviously, not by a long way) make up for the lack of a presenter  Usual disclaimers apply. All registered trademarks, logos, images and product names are the property of their respective owners @joiningdots © Joining Dots Ltd. All rights reserved. Notes look like this…
  • 3. To find out more This is a SharePoint-specific version of a ‘Practical Technology Strategy’ workshop. For background information and additional notes about this presentation, please visit the blog post: http://www.joiningdots.com/blog/2013/07 /digital-strategy/ @joiningdots
  • 4. Let’s begin… @joiningdots
  • 5. The Agenda Establishing SharePoint’s value • What is SharePoint? • SharePoint’s role within a digital strategy • The influence of the technology mandate @joiningdots
  • 6. What is SharePoint @joiningdots
  • 7. What does Dilbert think? You know a technology has arrived when it becomes a Dilbert cartoon subject… @joiningdots
  • 8. “What is SharePoint? …It‟s kind of magical in a certain way. It‟s a really special kind of product... It‟s kind of like an operating system” What about Microsoft? Said during the keynote at the Microsoft SharePoint conference in 2009. Not one of the better descriptions… @joiningdots
  • 9. “A web-based platform for information management, communications and collaborative processes.” Defining SharePoint My definition. Keep it simple. Might not be trendy but provides focus @joiningdots
  • 10. Why use SharePoint? Images: http://www.landrover.com @joiningdots The platform vs application debate…
  • 11. Why use SharePoint? Platforms do many things quite well but do not cope with exceptional requirements. Applications focus on one scenario to its extreme. Different trade-offs @joiningdots
  • 12. Case study In 2009, there were 850,000 incidents reported in the UK relating to poor clinical handover of patient care leading, directly or indirectly, to 3,500 deaths Doctors ranked Barking, Havering and Redbridge University Hospitals NHS Trust (BHRUT) 31st of 34 London hospitals @joiningdots
  • 13. Case study A target: Improve the handover process and patient safety by filling in the gaps between systems: teams working on different shifts, with different IT systems, and on different locations The solution: ‘eHandover’ using SharePoint as the portal connecting patient care systems All systems were already deployed. @joiningdots
  • 14. Case study A target: Improve the handover process and patient safety by filling in the gaps between systems: teams working on different shifts, with different IT systems, and on different locations The solution: ‘eHandover’ using SharePoint as the portal connecting patient care systems All systems were already deployed. SharePoint was originally being used only for basic departmental document management. There was no initial business case or strategy beyond that remit. But as a platform, it can be adapted quickly to meet unexpected demands. In this example, there were no funds to invest in new technology. They had to work with what had already been deployed. @joiningdots
  • 15. The Outcome • 98% completion rate of tasks • Speed of the ‘end of shift’ handover meeting reduced from 45 to 20 minutes • Weekend mortality rates began to fall • Within 12 months, doctors ranked BHRUT 1st out of 34 London hospitals Could not have accurately predicted benefits @joiningdots
  • 16. SharePoint’s Strengths Once it’s in place: • Familiar tools • Quick to configure • Covers a range of potential uses • Plugs gaps between IT systems
  • 17. SharePoint’s Strengths Once it’s in place: • Familiar tools • Quick to configure • Covers a range of potential uses • Plugs gaps between IT systems Beware making a business case for deploying SharePoint. It‟s the potential once it is in place that will lead to most value creation The strategy should be a decision criteria for when and how to use SharePoint versus alternatives for planned and unplanned solutions
  • 18. SharePoint Strategy Team-based Activities Social Network Forms-based Processes Published Content Consistency / Efficiency Managed Expertise / Innovation Adaptable SharePoint features and capabilities span four categories of solution across different spectrums. But in all cases, never forget it is a platform @joiningdots
  • 19. SharePoint Strategy Portal Intranet / Extranet Specialist Applications Team & Project Sites Profiles & Personal Sites @joiningdots
  • 20. SharePoint Strategy Portal Intranet / Extranet Specialist Applications Team & Project Sites Profiles & Personal Sites Define the boundaries. E.g. when is something part of the intranet versus should be in a team site or requires a specialist application.. Different templates, standards and processes should apply to each category to guide uses @joiningdots
  • 21. SharePoint within a digital strategy @joiningdots
  • 22. The 3 categories of IT Category Purpose Characteristics Function IT Assists with the execution of discrete tasks Makes standalone tasks more efficient, can be adopted ‘as is’ complements can add value Network IT Facilitates interactions without specifying parameters Doesn’t impose complements, they emerge over time as usage patterns emerge Enterprise IT Specifies the business processes and integration Does impose complements – process flows, data formats, standards. Use is mandated Source: Mastering The Three Worlds Of Information Technology by Andrew McAfee, Harvard Business Review, publ. Nov, 2006 @joiningdots
  • 23. The 3 categories of IT Category Purpose Function IT Assists with the execution of discrete tasks Network IT Facilitates interactions without specifying parameters Enterprise IT Specifies the business processes and integration SharePoint This is SharePoint‟s bread and butter This is a different scale of project entirely @joiningdots
  • 24. Degrees of Structure Structured Semi- Structured Unstructured Conversation All content and processes fall into these four categories Each category has different characteristics and requires different technologies to manage
  • 25. Degrees of Structure Business Systems • Transactional processes • Enterprise IT • Usually business critical Structured Semi- Structured Unstructured Conversation Structured
  • 26. Degrees of Structure Forms-based • Collaborative processes • Functional or Enterprise IT? • Usually departmental Structured Semi- Structured Unstructured Conversation Structured Semi- Structured
  • 27. Unstructured Degrees of Structure Document-based • Formal and informal • Span enterprise, network and functional IT • Span individual, department and organisational uses Structured Semi- Structured Unstructured Conversation
  • 28. Conversation Degrees of Structure Social Fragments • Contextual • Network IT: Communications • Unmanageable Structured Semi- Structured Unstructured Conversation Isn‟t stopping us from still trying…
  • 29. Most enterprise apps and content management platforms offer solutions Digital Strategy Structured Semi- Structured Unstructured Conversation Business critical transactions Enterprise applications Forms-based processes Decision criteria required Documents & web content Content management platform(s) Social Fragments Comms & Networks New choices emerging @joiningdots
  • 30. Example 1 Structured Semi- Structured Unstructured • CRM: Salesforce • ERP: SAP • Active: SharePoint • Archive: File share Case study: Both the CRM and ERP apps include forms and workflow capabilities. As does SharePoint Which to use for new projects involving forms- based processes? @joiningdots
  • 31. Example 1: Choose Ent. App SharePoint Time critical or interim requirement? Yes Features available in an Ent App? Can SharePoint do it? Yes Investigate alternatives Semi- Structured No No No Based on a client‟s IT budget and in-house skills and technology mandate @joiningdots
  • 32. Client has a large number of expert Access database users. Decision was that any Access forms-based solution still in use after 2 years would be converted into a managed solution in Oracle or SharePoint by IT Example 2 Structured Semi- Structured Unstructured • Transactional: Oracle • Portal: SharePoint • SharePoint• SharePoint or Access* * Maximum lifespan: 2 years @joiningdots
  • 33. New choices Conversation Conversational solutions span knowledge capture/re-use, idea generation, forums and feedback channels. The content that is the hardest to control or manage… Traditionally they have been targeted by content management platforms and communications systems with limited success A new category has emerged: online social networks Social Fragments Comms & Networks @joiningdots
  • 34. Example 3 Unstructured Conversation SharePoint Yammer Note: This was before Microsoft acquired Yammer… Client wanted richer social networking capabilities than available within SharePoint 2010. Successfully piloted Yammer and encouraged viral adoption @joiningdots
  • 35. Example 4 Unstructured Conversation SharePoint SharePoint+ Note: This was after Microsoft acquired Yammer… Client unable to use online service due to industry legislation. Decided to upgrade to SharePoint 2013 to leverage new built-in features. If value falls short, will consider on-premise add-ons @joiningdots
  • 36. Have a digital strategy Structured Semi- Structured Unstructured Conversation Business critical transactions Forms-based processes Documents & web content Social Fragments Decide which technologies are appropriate for your organisation to manage each of these four categories of content. The decisions should not just be about technical features and capabilities. Choices should align to your IT budget, in-house skills, business goals, industry regulations, preference for platforms vs applications etc. @joiningdots
  • 37. Technology Mandate @joiningdots
  • 38. What’s the CIO’s mandate? Mandate Definition IT Focus Leverage Streamline operations and increase organisational effectiveness Standards, Governance, Internal comms Expand Refine business processes and enhance collaboration Integration Internal collab tools Transform Change the industry value chain through improved relationships Simplification Dashboards to drive better decisions Pioneer Radically innovate products, markets, business models Data analysis including social network analysis Source: IBM Global CIO Survey 2011 @joiningdots
  • 39. What’s the CIO’s mandate? Business view of IT Leverage Expand Transform Pioneer Provider of functional technology services 52% 27% 14% 8% Facilitator of organisational process efficiency 28% 32% 26% 14% Provider of industry- specific solutions to support business 14% 27% 34% 26% Critical enabler of business vision 6% 15% 27% 52% @joiningdots
  • 40. Choose Wisely High-performing companies picked the mandate that aligned to the needs of the business today, not the one that sounded the most interesting…
  • 41. Support the mandate Leverage Expand Transform Pioneer Automation & Comms Integration & Collab Business Process Redesign Analytics & New Methods Need to do better Need to grow Need to change Need to innovate @joiningdots
  • 42. Leveraging Leverage Automation & Comms Need to do better A Leverage mandate is about improving operational effectiveness. That often means „do more with less‟ – efficiency gains Platforms such as SharePoint offer the ability to quickly deliver new capabilities using a familiar set of tools and cover the basics for information retrieval, simple process automation and communications. The alternative is using simple niche tools for functional purposes @joiningdots
  • 43. Expanding Expand Integration & Collab Need to grow To expand means growing the business. Scaling collaboration becomes much more significant. Requires connected systems and people. Often needing to balance simplicity of solutions that work well for a leverage mandate (usually the precursor) with the challenges scaling out can introduce This is the realm of content management solutions and application integration. Requires a mainstream platform, often with add-ons, or enterprise applications @joiningdots
  • 44. Transformation Transform Business Process Redesign Need to change Transformation is about doing things differently rather than doing things better (Leverage) or bigger (Expand). The need to change is usually driven by industry disruption. This means generic platforms may lack specific essential features. Enterprise applications are often dominant but still require customisation. Successful solutions usually involve bespoke development, tailoring the technology @joiningdots
  • 45. Pioneering Pioneer Analytics & New Methods Need to innovate The Pioneer mandate is about being the first to do something – drive an industry disruption rather than react to it. The „early mover‟ advantage. Technology can enable early insights through improvements in data analytics and new ways of working. Smaller solutions are more likely to drive value during a pioneering phase. Start-up niche apps or home-grown solutions. Usually have a limited shelf-life @joiningdots
  • 46. Support the mandate Leverage Expand Transform Pioneer Automation & Comms Integration & Collab Process Redesign Analytics & New Methods Platform Niche Apps Startup Niche Custom Dev (w/ Platform+) Platform+ Ent. Apps @joiningdots Platform Ent. App Custom Dev
  • 47. Support the mandate Leverage Expand Transform Pioneer @joiningdots Leverage and Pioneer mandates are the easiest to deliver business value because technology plays a key role. Shows in survey results. Expand and Transform mandates are much more dependent on the culture of the organisation and peoples‟ commitment to change. IT projects in these categories are much more susceptible to delays, budget over-runs and failure. Intranets, ERP/CRM deployments and business process re- engineering are all classic examples
  • 48. Alignment Technology Capability Business Priority Cultural Fitness Ability to act Desire for change Wrong problem Right problem Ability to act Reluctance to change Right problem | Desire for change | Inability to act Right problem Ability to act Desire for change @joiningdots
  • 49. An effective strategy 1. What does the business need to change? 2. Which technology mandate offers the most potential value? 3. What type of solution is most likely to achieve the chosen mandate? @joiningdots
  • 50. To find out more For background information and additional notes about this presentation, please visit the blog post: http://www.joiningdots.com/blog/2013/07 /digital-strategy/ @joiningdots
  • 51. References • Microsoft case study: BHRUT, 2012 http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?c asestudyid=710000001699 • Mastering the three worlds of information technology by Andrew McAffee, Harvard Business Review 2006 http://hbr.org/2006/11/mastering-the-three-worlds-of-information- technology/ar/1 • IBM Global Chief Information Officers Survey 2011 http://www-935.ibm.com/services/c-suite/cio/study/ • Collaboration is not the same as social, blog post 2013 http://www.joiningdots.com/blog/2013/02/collaboration-is-not- the-same-as-social/ • Defining a SharePoint strategy, blog post 2013 http://www.sharepointsharon.com/2013/02/webcast-defining-a- sharepoint-strategy/ @joiningdots
  • 52. Sharon Richardson sharonr@joiningdots.com For info and contact details, please visit www.joiningdots.com For SharePoint-specific articles, visit www.sharepointsharon.com