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SharePoint Tips (Of The Iceberg) Strategic Best Practices Points To Ponder

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Best-practice perspectives on the SharePoint phenomenon ... presented for IFO via Webinar, August 2011

Best-practice perspectives on the SharePoint phenomenon ... presented for IFO via Webinar, August 2011

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  • 1. Connected at last. SharePoint Tips (of the Iceberg):Strategic Best-Practices Points to Ponder Presented by: Steve Weissman Executive Director Holly Group 617-383-4655
  • 2. About Your Instructor Connected at last.• Steve Weissman – User Adviser, Strategy Consultant & Industry Analyst – Expert in Best Practices for Solution Acquisition & Adoption – Certified Instructor, ECM & BPM – Executive Director, Holly Group • Strategy consulting, change management, and software industry analysis to help people work better and work better together
  • 3. SharePoint is Taking Off Connected at last.• Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research – A big number even before SharePoint 2010 came out
  • 4. SharePoint is Taking Off Connected at last.• Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research• Deployments of the SharePoint platform have increased by 500% over the course of just six months – Global 360 – A likely-inflated vendor figure, presumably calculated immediately following the release of SharePoint 2010
  • 5. SharePoint is Taking Off Connected at last.• Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research• Deployments of the SharePoint platform have increased by 500% over the course of just six months – Global 360• Microsoft has been adding 20,000 SharePoint users per day, every day for the last five years – So says Jared Spataro, Director of SharePoint product management, on ZDnet, March 24, 2011
  • 6. Q&A Connected at last.• What’s your level of SharePoint involvement? – Already deployed it – Have developed a plan to deploy it – Still considering whether to deploy it Poll Question – Still just learning about it
  • 7. It’s No Magic Bullet … Connected at last.• Add-Ons Are Key – 55% of surveyed organizations plan to install for workflow/BPM; 40% to add security, classification, records management, and archive; 30% to add back-up, storage, and emails Source: AIIM International, Using SharePoint for ECM, Spring 2011
  • 8. It’s No Magic Bullet … Connected at last.• Add-Ons Are Key• Not All Implementations Are Successful – 40% of the organizations that stopped using SharePoint did so for reasons of security/control Source: AIIM International, Using SharePoint for ECM, Spring 2011
  • 9. It’s No Magic Bullet … Connected at last.• Add-Ons Are Key• Not All Implementations Are Successful• Not All Implementations Are Visible – 40% of surveyed organizations did not know the size of their SharePoint deployment Source: AIIM International, Using SharePoint for ECM, Spring 2011
  • 10. But It’s Here to Stay Connected at last.• It’s from Microsoft – Infrastructure vendor of choice for many organizations, and plenty-deep pockets to ensure it sticks• It works – As with Windows and CRM, the third version’s the charm! (and now it’s in v4)• It does many things – Supports business intelligence, collaboration, portals, search, content management, forms, etc.
  • 11. If It’s Not One Thing, It’s AnotherConnected at last.“We continue to see SharePoint as the ultimateSwiss army knife.” – Jeff Teper Corporate VP for SharePoint Microsoft Corp.
  • 12. If It’s Not One Thing, It’s AnotherConnected at last.“We continue to see SharePoint as the ultimateSwiss army knife.” – Jeff Teper Corporate VP for SharePoint Microsoft Corp. But is it Too Many Things to Too Many People?
  • 13. Q&A Connected at last.• What are you looking for SharePoint to do? – Collaboration – Portals – Search Poll Question – Content management – Business forms – Business intelligence – Other (please specify)
  • 14. The Really Big Questions Connected at last.• Is SharePoint Really Free? – Well … • SharePoint Foundation 2010 is a free download, but companies using it must be properly licensed for Microsoft SharePoint Server (and SQL Server, and Windows Server, etc.) • Common need for add-ons boosts costs for licenses, maintenance, support, staff time, etc.
  • 15. The Really Big Questions Connected at last.• Is SharePoint as Simple as It’s Made Out to Be? – Well … • It’s simple enough that even a line-of-business manager can do it! • BUT
  • 16. The Really Big Questions Connected at last.• Is SharePoint as Simple as It’s Made Out to Be? – Well … • It’s simple enough that even a line-of-business manager can do it! • BUT – It often leads to uncontrolled mini-infrastructures • “SharePoint sprawl” – 2010 AIIM survey found 25% of respondents reported this as a major issue
  • 17. Looking for Governance (in all the wrong places) Connected at last.• Tag! You’re (Not) It – 2011 AIIM survey said 43% of respondents cite metadata, classifications, taxonomy as their biggest ongoing issues • Considered to be increasing compliance risks in 10% of SharePoint sites • Only 11% of respondents have legal discovery policies for SharePoint
  • 18. Looking for Governance (in all the wrong places) Connected at last.• Tag! You’re (Not) It – 2011 AIIM survey said 43% of respondents cite metadata, classifications, taxonomy as their biggest ongoing issues • Considered to be increasing compliance risks in 10% of SharePoint sites • Only 11% of respondents have legal discovery policies for SharePoint – IT managers, senior executives, and litigation judges absolutely hate this! • Flies in the face of intensifying scrutiny regarding data protection, privacy, fiscal accountability
  • 19. Sounds Good on (Brochure) Paper Connected at last.• Take My Forms (Please!) – Redmond’s Top Three Things to like about InfoPath • Quickly and efficiently create forms and minimize training time • Easily create sophisticated forms without writing code • Give participants the ability to fill out forms online or offline
  • 20. But Not All That Glitters is Gold Connected at last.• True statements – but with a catch – Enjoy more powerful Web browser forms • Improved parity between InfoPath client and SharePoint Server forms does not equal more power; merely fixes an old problem – Enhance forms with code • Tacit acknowledgment that simpler forms are InfoPath’s strength
  • 21. The Two Hidden Jewels Connected at last.• Embed forms in Web Parts – And make them integral components of SharePoint applications
  • 22. The Two Hidden Jewels Connected at last.• Embed forms in Web Parts – And make them integral components of SharePoint applications• Connect forms with line-of-business information and REST Web Services – No. 9 on Redmond’s list but No. 1 in terms of organizational value
  • 23. The Two Hidden Jewels Connected at last.• Embed forms in Web Parts – And make them integral components of SharePoint applications• Connect forms with line-of-business information and REST Web Services – No. 9 on Redmond’s list but No. 1 in terms of organizational value Interoperability, forms be thy name!
  • 24. Q&A Connected at last.• What are you looking for SharePoint to interoperate with? – Finance – Human Resources – Facilities Management Poll Question – Inventory – Other (please specify)
  • 25. Keys to the Value Kingdom Connected at last.• Not Just Working Better, But Working Better Together – Systems as well as people – Fundamental to deriving value• There’s More to Value Than Raw Economics – Includes process change and collaboration too – Exclusive methodology since 1998
  • 26. Introducing MaxTV® Connected at last.• Philosophy in Two Parts – The Triad … supporting the business case – The Quadruple Helix … supporting the technology decision © Holly Group All Rights Reserved.
  • 27. The MaxTV® Triad Connected at last.• Economics – Return on Investment • Generally focused on a single point in time (i.e., payback) – Total Cost of Ownership • “Total” suggests that spending eventually ends
  • 28. The MaxTV® Triad Connected at last.• Economics• Process Change – Greater efficiency, effectiveness • Boosts employee and customer satisfaction – Opportunities to realize non-obvious savings • e.g., improved employee retention, early payment discounts
  • 29. The MaxTV® Triad Connected at last.• Economics• Process Change• Collaboration – Less duplication of effort • Saves time, frustration – Better quality • Facilitates review, validation, correction • Reduces risk
  • 30. The MaxTV® Triad Connected at last.• Economics• Process Change• Collaboration All three elements must be minded and measured over time in order to maximize value!
  • 31. The MaxTV® Triad Connected at last.• Economics• Process Change• Collaboration All three elements must be minded and measured over time in order to maximize value! … as must the supporting technology
  • 32. The MaxTV® Quadruple Helix Connected at last. Data• Four interconnected strands to be managed and optimized Context Format Medium © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
  • 33. The MaxTV® Quadruple Helix Connected at last. Data• Missing or poor data? No utility © Holly Group All Rights Reserved.
  • 34. The MaxTV® Quadruple Helix Connected at last. Data• Missing or poor data? No utility Context• Missing or wrong context? Not governable © Holly Group All Rights Reserved.
  • 35. The MaxTV® Quadruple Helix Connected at last. Data• Missing or poor data? No utility Context• Missing or wrong context? Format Not governable • Mismatched formats? Not interoperable © Holly Group All Rights Reserved.
  • 36. The MaxTV® Quadruple Helix Connected at last. Data• Missing or poor data? No utility Context• Missing or wrong context? Format Not governable Medium • Mismatched formats? Not interoperable • Improper medium? Not connectable © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
  • 37. The MaxTV® Quadruple Helix Connected at last. Data• Decisions regarding one strand affect all the others Context Format Medium © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
  • 38. The MaxTV® Quadruple Helix Connected at last. Data• Decisions regarding one strand affect all the others. Context Format Medium All four strands thus must be continually well orchestrated in order to maximize value! © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
  • 39. Why Value Isn’t Maximized Connected at last.• Economics• Process Change• Collaboration Central to justification discussions but irrelevant to implementation success Irrelevant to justification discussions but central to implementation success
  • 40. What Does This Have to Do With SharePoint? Connected at last.• Everything!
  • 41. Why Value Isn’t Maximized Connected at last. Data• Missing or poor data will doom SharePoint – as anything – to Context failure Format• Implementation “beyond the bounds” means organizational Medium control cannot be exerted • Giving interoperability short shrift means format and medium will be © Holly Group mismatched, and systems All Rights Reserved. will not communicate
  • 42. Why Value Isn’t Maximized Connected at last.• Missing or poor data will doom SharePoint – as anything – to failure• Implementation “beyond the bounds” means organizational control cannot be exerted These issues – and more – are largely avoidable with proper planning up front! • Giving interoperability short shrift means format and medium will be mismatched, and systems will not communicate
  • 43. Why Value Isn’t Maximized Connected at last.• Missing or poor data will doom SharePoint – as anything – to failure• Implementation “beyond the bounds” means organizational control cannot be exerted These issues – and more – are largely avoidable with proper planning up front! But the work is hard, and often unappreciated, so it too often is left undone. • Giving interoperability short shrift means format and medium will be mismatched, and systems will not communicate
  • 44. So: Don’t Leave the Work Undone! Connected at last.• Plan Ahead – Which application(s) in what order – Involve IT and lines of business – Remember governance and value• Leverage Sweet Spots Now; Seek 3rd-Party Solutions Later – Research the alternatives – Do it yourself or enlist outside help – Shameless plug: my AIIM White Paper • Looking Beyond SharePoint: Selection Considerations for ECM Systems
  • 45. Thank You! Connected at last.• Please contact me for any questions, comments, or additional information Steve Weissman, Executive Director sweissman@hollygroup.com 617-383-4655 Twitter: steveweissman LinkedIn: in/steveweissman Fresh observations and opinions only on Weissman’s World! Visit blog.hollygroup.com