Share Point Summit 2010 - Selling SharePoint to Decision Makers

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Contact: Rich BlankNouvEON Consultingwww.nouveon.comphone: 704-243-9153blog: www.sharepointpmp.comtwitter: sharepointpmplinkedin: http://www.linkedin.com/in/richardblankemail: getrichieb@gmail.com

A Case Study: Steps to Selling SharePoint to Decision Makers
Rich Blank
NouvEON Consulting
www.nouveon.com

A Case Study: Steps to Selling SharePoint to Decision Makers
One of the challenges in deploying an Enterprise 2.0 platform like SharePoint is first figuring out how to get approval for funding such an initiative. I've read a few articles on ROI of Collaboration and the bottom line is that the bottom line of collaboration is often hard to quantify. So how do you sell the value of collaboration to those individuals who make decisions within your organization? It's often difficult to wrap your arms around concepts like blogs, wikis, or communities and even harder to quantify those in some type of hard ROI. However, there is a methodology to the madness of establishing value of these collaboration tools. And that methodology can be broken down into 7 key steps.
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Agenda
Introduction
Executive Overview: Client Case Study
Steps for Selling SharePoint to Decision Makers
Summary
Questions
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Introduction
About the Speaker:
Rich Blank
NouvEON Consulting
www.nouveon.com
15 years of consulting focused on portals, collaboration, content management strategy and technology consulting.
Current technology focus on Microsoft SharePoint Strategy, Planning, and Implementation. Prior experience with eRoom, Documentum, Lotus Quickr/Connections, Autonomy Interwoven, SDL Tridion, and other competing portal, collaboration and ECM platforms.
Certified Project Management Professional (PMP) and Six Sigma Green Belt.
Previous senior managing & technology consulting positions at IBM, EMC, KPMG, and HP.
Contact information is at the end of this presentation.
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Executive Overview: Client Case Study
Audience: Sr. Architects, IT Project Managers, Sr. Managers, Directors, CxOs
Objective: Share a client case study of a successful project focused on obtaining funding for the approval a centralized and global shared IT service for collaboration and information management leveraging the Microsoft SharePoint platform.
Client Challenge: Billion dollar global industrial company with multiple sites on 3 continents, consumer and government lines of businesses. Traditionally decentralized IT organization with multiple silos of information, multiple software platforms from multiple vendors, and strict security requirements for government related groups. A centrally funded SharePoint project was prioritized at the bottom of the “nice to have” list vs. a “must do”.
Solution: Consulting engagement following the following Steps for Selling Microsoft SharePoint to Decision Makers outlined in this presentation.
Results: Approval of several million dollars for a centralized IT Shared Service for Global Collaboration Initiatives leveraging the Microsoft SharePoint Platform.
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Steps to Selling SharePoint to Decision Makers
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End Result = Business Value of SharePoint and Funding

1. Discover Current State
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Project Charter
Identification of the Stakeholders and Technical Subject Matter Expects
Current State Assessment
Current High level process flows
Voice of Customer (internal)

Current State - Questions
Current organization and process:
How are people collaborating today?
How is work accomplished today? (e.g. email)
Who is the audience?
Current content:
How do users access the information?
High level types, Classifications, Lifecycles
Which information is used in decision making?
Existing collaboration or content management systems:
The challenges using them where applicable.
Technical architecture diagrams
Existing Governance or related documentation
How much are these current systems costing today?
Where are these systems used and by whom?
Pain Points?
Any related initiatives currently in-flight?
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Current State – High Level Findings
People are working in larger and broader teams
Demand exists for Web 2.0 & collaboration capabilities and solutions
Many lines of business have independently invested in siloed solutions
Current tools for collaboration are not adequate
Difficult to use, navigate, and find content and information
User experience is inconsistent and not intuitive
Lack of capabilities, including document management, reduces adoption of current enterprise portal.
Securing information is not consistent across solutions and tools
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Current State – High Level Process Flow
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Large files are constantly being emailed to large groups to work on, consistently forcing users to manage their email.
A document is emailed to a dozen people and their response is required very quickly.
The document is resent a few times because of edits.
The document is resent a few more times because the original email gets lost in the shuffle of the hundreds of emails received daily.
Eventually all the responses are received and results compiled.

Current State – Voice of Customer (VOC)
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“Six Sigma Black Belts need to share best practices on how they solved problems at other sites.”
“Project team sites are an extremely valuable resource that we don’t know we’re missing.”
“We need a consistent way to work with customers, suppliers and subcontractors.”
“We don’t know what we know (and don’t know), who knows it or who to call.”
“Our biggest inefficiencies are disjointed systems.”
“Customers expect collaboration technology.”
“Our intellectual capital is underleveraged.”
“Because of the abundance of e-mail, people are ignoring the messages.”
“We need a forum to provide feedback so we can improve our processes.”
“We’re in the same organization and are strangers… there’s no way to connect.”

2. Define Business Drivers
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Identified through:
Stakeholder Interviews
Business Strategy

Business Drivers – Questions for Stakeholders
Examples:
In general, does collaboration technology (including project team sites, expertise location, communities of interest, blogs, wikis, content management) relate to any current or future strategic initiatives, objectives or opportunities within your organization?
Briefly describe specific business challenges you face which you believe could be improved with better collaboration.
What barriers, inefficiencies or complexities exist with your current methods of working collaboratively?
What is your definition of success for using a collaboration system to connect, share, team and manage?
What needs to occur from the stakeholder viewpoint to gain their support of a collaboration initiative? What will get their vote?
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Business Drivers - Examples
Opportunities for efficiencies, customer insights, and innovation.
Enhanced knowledge and social learning. Maximize organization’s intellectual capital.
Top-down communication continues to have less impact due to overuse of email and information overload.
More engaged and connected employees and attracting talent who might otherwise go to other organizations with these technology capabilities.
Individual lines of businesses will continue to build silos or independently go outside of the IT organization.
Increased costs from duplication of effort
The organization is a matrix with silos of information and people. Uncoordinated customer efforts across lines of business.
Disconnected people and processes - decreased productivity due to the physical and organizational distance from one another.
Competition is investing in it and will accelerate ahead of us.
Primary tools for collaboration are not adequate, ineffective, or lack appropriate security.
Finding people and sharing information are time consuming and difficult.
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3. Analyze and Align
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High Level Requirements and Dependencies
Profile User Community
SharePoint Capabilities / Functionality
Impact to Strategic Objectives
Consolidate Current Costs
ROI

Analyze and Align – Dependencies and Challenges
Dependencies or challenges include anything that will impact the global deployment of SharePoint.
Examples:
Technical (e.g. network)
Active Directory projects
Security initiatives
Organizational or political constraints
Existing projects
Resource constraints
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Profile the User Community
Users requiring “project” management.
Users focused on improving business “process” management.
Users who require “light” ad-hoc collaboration around documents.
Users who are looking to connect with colleagues and share knowledge.
Users who want to find subject matter experts.
Mobile users who are not online regularly.
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Analyze and Align - SharePoint Capability Mapping
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Pain Points
SharePoint Capabilities
Poor User Experience
Time Finding Experts
Team Inefficiencies
Customer Intelligence
Knowledge Retention
Security/ Compliance

Analyze and Align - to Strategic Business Objectives
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Analyze and Align- Quantify Current Costs (Example)
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ROI
ROI of collaboration is difficult to measure because the costs and opportunities are often hidden.
Will a particular business process be improved using SharePoint? Cost savings? Time savings?
What’s the cost associated with lost productivity from managing documents and ad-hoc business processes through email?
How much time is lost searching for information?
What are the costs and where are the measurable opportunities for connecting people to each other and contextual and relevant information?
What’s the value of a conversation?
What’s the value of an idea?
What’s the value of shared knowledge?
Can a Six Sigma approach be applied to SharePoint as an information management platform?
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Structured Collaboration = More Measurable
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ROI
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4. Develop Vision
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Paint the Vision - Collaboration “big picture”
Success Stories – both internal and external
Create demos
Highlight Benefits of SharePoint Capabilities
Investigate 3rd party add-ons and solutions for SharePoint
Elevator Pitch

Vision - Define Collaboration “Big Picture”
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Vision – SharePoint

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Vision – Enterprise Information Management Platform
Access
Search
Collaborate
Analyze
Audit
Secure
Report
Structured Data
(ERP)
Unified
Enterprise
Information
Metadata
Unstructured Data
(documents, email, web 2.0, etc…)
Content Management
Security and Metadata Management
Business Process Management

Vision - Shared IT Service
To a Service Oriented and Shared Capability Model
From a Siloed, Costly and
Under-Leveraged Model
Shared:
Foundation
Capabilities
Solutions
Services
Expensive due to redundancies of investments
Siloed and vertically integrated “solutions”
Line of business focused
Isolated audience
IT Business Principles
Leverage shared capabilities and solutions
Complementary design and re-use capability
Business and customer driven
Highly disciplined functional execution

Vision - Enabling the Collaborative Enterprise
Collaborative Enterprise
Traditional Enterprise
Matrixed
Information Flow
United, open and secure borders
People Driven
Agile
Transparent
Intuitive
On Demand
Shorter time to market
Bottom Up
Hierarchical
Information Friction
Silos and Boundaries
IT Driven
Inflexible
Need to Know
Overly complex
Scheduled
Long time to market
Top Down
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Vision - Highlight Benefits of Capabilities
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Vision - Success Stories (Solution = SharePoint)
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Vision - Demos
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Don’t be afraid to show rich media.
e.g. Video testimonial of a key stakeholder providing their endorsement of the technology as a strategic objective.

Vision - Elevator Pitch
Create an elevator pitch about your intended initiative.
No more than 10 slides.
Introduce your initiative and the need for collaboration based on current state assessment and analysis.
Leverage your Microsoft Account Manager or related partners.
Showcase SharePoint capabilities.
Craft a good story to tell over and over again.
Evangelize, be passionate and be positive.
Can be expanded to more of a concept of operations (as-is, to-be, high level description of environment)
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5. Blueprint Future State
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Future state architecture and Security
Service Catalog
High Level Governance

Future State
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Colleagues
Customers
Partners
Solution Catalog
Business Networking
Secure Team & Project Workspaces
Document & Policy Management
Communities of Practice
Enhanced Portals
Enterprise Search
Solution Services
Delivery coordination
Development
Training and Education
Governance
Support
Foundation
Built on Microsoft SharePoint
Shared infrastructure, security, auditing & reporting

Future State - Governance
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Strategy
Policy
Risk Management
Application/Information Use
External Access
Security and Compliance
eDiscovery / Legal
Site Roles and Responsibilities
Consistent Branding
Executive Summary
High Level Governance Model
Team Roles and Responsibilities
Alignment of Business Goals
Performance Metrics and Value
Operational
Technical
Support
Communication Plan
Site Creation
Site Archiving/Retention
External User Account Access
Billing / Chargebacks
Training/Best Practices
Solution Consulting – Templates, Site Design, Custom Interface/Solution Development
Testing
Architecture (information and network)
Change Management
Job Scheduling
Backup/Restore
Retention/archiving
Performance
Availability
Security and Membership
Licensing / Maintenance
Desktop Support

6. Architect Strategy
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Summarize current state, business drivers, analysis, and vision
Required Infrastructure and Resources
Costing
Risks
Critical Success Factors

Strategy - Costing Considerations
SharePoint Product Licensing
SQL Server Licensing
Windows Server
Virus Scan and Backups
Hardware & Infrastructure
Resources
Third Party Add-ons
Consulting
Governance
Marketing & Training
Solution Development
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Strategy - Risks
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Strategy - Critical Success Factors
User Adoption and Training (ease of use, empower departments and individuals)
Platform Reliability and Performance
Governance
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7. Build Roadmap
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Implementation approach and timeline
Usually a phased approach
Include migration of legacy systems and content

Roadmap - Example
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Future
Q3’10
Q4’10
Q2’10
Q1’10
Q4’09
Q4’11
Q3’11
Q2’11
Q1’11
PILOT
Pilot
People, Teams and Communities
Secure Team Spaces
Communities and Web 2.0
Business Networking (PROFILES)
Enterprise Search and Portal
Portal Redesign
Search People and Secure Team Sites
Enterprise Search
PORTAL
C1
C2
C3
Content
Migrations
Platform Infrastructure
Development and Test Infrastructure
Production Environment Built

Summary: SharePoint Enables Business Transformation
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PROCESS
Average = 12-16 Week Initiative
KEY ELEMENTS
DELIVERABLES
Gap / Benefit Analysis
Future State Blueprint
Opportunity / Impact Matrix
Success Stories
SharePoint Capabilities
Solution Demos
Risk Matrix
Costing Spreadsheet
Project Charter
Current State Assessment
High Level Process Flows
Cause / Effect Diagrams
Voice of Customer
Stakeholder Analysis
Business Drivers
Critical Success Factors
SharePoint Strategy and Deployment Plan Document
Executive Presentation

Summary
FINAL DELIVERABLES…
Outline:
Objective and Goals of the Project (Why Are We Here)
Proposed Solution (What = SharePoint) – consider including a brief demo / screenshots
Summary of Current State (Addressing What Problems for Whom and Where)
Benefits (More of the Why and What)
Critical Success Factors (More of the What)
Governance and Resources (Who and What is needed)
Project Roadmap (How and How Long)
Risks
Costs (How Much)
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Summary
FINAL THOUGHTS….
Follow the 7 Steps Outlined in this presentation to help build an objective, clear and fact-based, and complete business case for SharePoint and presentation to executives.
Address the “what’s in it for me?” and how does my line of business benefit attitude.
Align and get support from business thought leaders and key business leaders (beyond sponsors) and technology champions who believe and support SharePoint as part of their business strategy.
You are not only marketing to end users, but selling to C-level, technology steering committees, and senior management throughout your organization to obtain funding.
In some cases, downplay Microsoft SharePoint (make it less about the technology). Promote how the capabilities of a shared collaboration and information management platform can improve the current state and enable the transformation the business.
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Questions?
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Contact: Rich BlankNouvEON Consultingwww.nouveon.comphone: 704-243-9153blog: www.sharepointpmp.comtwitter: sharepointpmplinkedin: http://www.linkedin.com/in/richardblankemail: getrichieb@gmail.com

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Share Point Summit 2010 - Selling SharePoint to Decision Makers

by Rich Blank on Apr 12, 2010

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Share Point Summit 2010 - Selling SharePoint to Decision Makers — Presentation Transcript