Practical Tips to Increase SharePoint Adoption
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Practical Tips to Increase SharePoint Adoption



Have you deployed SharePoint but none of your employees are using it? Despite having SharePoint within your organization, end users continue do their work the old fashioned way via email threads, file ...

Have you deployed SharePoint but none of your employees are using it? Despite having SharePoint within your organization, end users continue do their work the old fashioned way via email threads, file shares, paper based approval, etc. There is no guarantee that the solution will be adopted. This is the case even if users are involved in every step of your SharePoint solution. Attend this session, to learn techniques I've used to increase adoption of SharePoint solutions that have become slow or stalled.



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  • You can lead a horse to water, but you can't make it drink.Have you deployed SharePoint but none of your employees are using it? Despite having SharePoint within your organization, end users continue do their work the old fashioned way via email threads, file shares, paper based approval, etc. There is no guarantee that the solution will be adopted. This is the case even if users are involved in every step of your SharePoint solution. Attend this session, to learn techniques I've used to increase adoption of SharePoint solutions that have become slow or stalled.You can lead a horse to water, but you can't make it drink. The same analogy is true for SharePoint adoption. Despite having SharePoint within your organization, end users continue do their work the old fashioned way via email threads, file shares, paper based approval, etc. There is no guarantee that the solution will be adopted. You are getting no ROI for SharePoint - even if users are involved in every step of your SharePoint solution. Attend this session, to learn techniques I've used to increase adoption of SharePoint solutions that have become slow or stalled.
  • The research is clear: engage end-users for a more successful implementation. Ignore end-users at your peril.Here is my four-item framework for evaluating whether end-users are sufficiently engaged in your implementation:Goal involvement. Have you developed a statement of business goals for the project that has been formally endorsed by the stakeholders, or was installing software the only formal goal?Project origin. Did an end-user group actively participate in defining project requirements and selecting the vendor, or was the project completely IT-driven?End-user benefit. Will the application give end-users valuable new capabilities, or is there little apparent benefit to end-users and managers?Project communications. Will stakeholders receive frequent updates on project status, or is that considered to be low priority?
  • What are some of your favorite SharePoint features?
  • If you were to explain to users what SharePoint is using technology terms this is what it would look like.
  • just because your organization has deployed SharePoint does not mean it is being used successfully. This is what many organizations are in denial of.
  • Thankfully there are easy solutionsLets press the easy button to get started
  • We all have our SharePoint stories. What’s yours?Pain Points Difficulty finding content due to outdated and irrelevant results Users inability to remember URLs Orphaned team sites, mysites, doc and mtg workspaces No rollover of site ownership Users hitting site quotas Complicated and painful restores due to lack of site recycle bin Leaked information because content not properly secured User Community Not Involved in Planning SharePoint Site Use Lack of GovernanceSharePoint was deployed without policies and proceduresEnd Users Expected to Create or Manage SharePoint Sites Did not leverage SharePoint Features (i.e. ECM - metadata)Employees Unaware of Powerful SharePoint Features Uncertainty that Confidential Information is Secure Added Training Needs Burden Staff SharePoint Training Wasn’t Based on End User Needs Help Desk was not Trained to Answer SharePoint Questions Change in Organizational Culture Required for SharePoint to Be Accepted
  • 70 to 1 state that the most critical factor (70% listed it as number 1) for software success and return-on-investment is effective user adoption User adoption is the single biggest challenge when implementing new technology – it is now and it has been for 15 years.
  • Leverage Experts and ChampionsCEO MemosTown Hall MeetingsBreak Room PostersOther Fun Ideas:Online Scavenger Hunts“Birth” AnnouncementsLaunch PartiesMake sure you have an ongoing plan for continuous communicationTraining: Not just for Developers and ITAlso For:Power Users (Site Owners)VisitorsMembersWeb Content ContributorsWorkflow Approvers“just-in-time and just enough”It’s critical that important information gets moved to the new systemSeveral Options:Clean and migrate everythingMigrate nothing; Index old contentNew content only in new systemClean and migrate recent content only.Don’t Migrate without Cleaning!Contact Person for Every PageUse pictures and contact infoInternal Site Owner User GroupsEmpower users to help each otherGet the IT Help Desk on boardGiving users power means more questionsEnd-User Feedback LoopGet feedback in two ways:Metrics-based (number of users, rating scale, etc)Anecdotes (good/bad experiences)End-User resources (guides, help, etc)Answer WIIFMShow (with real data) why something is usefulMake It Fun!Buck the company cultureProvide Recognition for Content ContributionMoney talks; so do titles & certificatesHave a Fantastic User ExperienceInvest in an information architecture
  • Focus on enabling users for the essential tasks. To avoid overwhelming users, focus at first on a few of the most important user and then make sure that users understand the benefits of the features you're enabling.Choose success metrics that tell the whole story. Monitoring Server reports are an important part of your success metrics, but for demonstrating success to upper management, you'll want to include other measures, such as user satisfaction, help desk traffic, reliability, and adoption velocity
  • Conduct a robust pilot to validate deployment and key scenarios.A carefully planned pilot allows you to get a better perspective of how people actually use the product. You can then uncover any potential obstacles and take steps to mitigate or work around them
  • A good marketing campaign informs, involves, and inspires your users, resulting in a much higher adoption rate.
  • When adopting a new tool, users typically pass through five stages, each involving a progression of behaviors and needs . . . here are three of the key stages:Awareness - User achieves awareness of the new technology and begins forming perceptions around its importance and value.Learning - User obtains an understanding, both theoretical and demonstrated, of the tool’s fundamental attributes, such as what it does, its value, how to use it, and how it integrates with existing work processes.Trial - User experiments with the tool on current projects to experience tangibly how it fits with current modes of working. Obtains real-time under-standing of benefits and experience.Application - User applies the technology regularly and gains greater familiarity with it, specifically as it relates to fundamental tasks.Adoption - User incorporates the solution as an indispensable tool. As such, the solution is a formal element within specific stages of work processes.
  • Vision of an Intranet that is so well designed
  • Flexibility is key when starting or managing a community. Don't be rigid in your expectations of its members or use cases for the community. Ask the community what they want, learn from them, and change accordingly. And above all - make sure the community members know they are valued and that you listen to themDon’t be rigidAsk the community what they want, learn from them, and change accordingly
  • Weather webpart10 Things I Learned From Microsoft’s SharePoint ITEngage & Measure Adoption and Satisfaction – Microsoft surveys their users on a quarterly basis to gather "NSAT" the statistic that gives them customer satisfaction including pain points, and ensures that service teams are meeting service level commitments. Focus is on driving adoption not deployment. They've built a feedback tool to measure and track feedback into the NSAT statisticsIT should not operate in a vacuum - Governing by committee and including advisors from the business in a cross section of roles will help include a broader perspective. These days in business transparency is so important. I'm working on creating my own advisory group. It's a challenge to get them gathered together, but once they see we'll actually listen and incorporate their feedback I expect we'll get a captive audience who will give us key pieces of feedback on challenges and our roadmap. Governance includes enforcement –Remove broad based security groups on sensitive sites (like authenticated users), email->lock->delete sites owners for sites out of policy. Microsoft has built an alert and popup mechanism to notify users that go to a site that's out of policy where the owner has not corrected the problem with the necessary action. Enforcement simply needs the rules and backing. Education Strategy – It's so easy to see how lack of education simply puts the pressure on the business to take time to struggle with the updates and releases, where a little training goes a long way. Training materials need to be accessible. We recently rolled out the productivity hub along with some videos. It seems training and education comes up in every conversation these days. A good deployment has accessible training and resources. Stay in front of demand – Those who say we'll build it and then later figure out how to govern it are missing the point. As well if you do nothing you're also missing it. Microsoft realized they needed to provide services early in the process to stay ahead of the viral site growth. They are growing at 1TB ever 2-3 months.
  • The easiest way to get users to start using SharePoint is to teach them how SharePoint can make their lives easier. The best way to implement this is by using a wiki library. Admins will be able to post instructional videos, links to helpful sites, as well as add their own content—write instructions, guides, step-by-steps, etc
  • Don’t make users go through five screens to do one taskExample: Tagging instead of folders
  • Work with people and groups on how they can use the new technology to do their work more efficiently. This should come in the form of blended learning: using ILT, eLearning, performance support and user-generated content to teach the end users how to properly wield their powerful new tool.
  • Create FormsLeverage Approval Workflows
  • SharePoint Champions / SharePoint HeroesOne thing that we did for a client was to provide badges for users that contributing to the site. Whether it was leaving a comment or rating a page – they got a badge.Showcase those that contributeI have used badges as well. I offered a special badge for admins who completed my SharePoint boot camp. However, I find the best way to generate interest in SharePoint and drive adoption is to create a core group of "super users". These are generally site administrators. I would conduct a 45 minute demo of something new and fantastic for them every two weeks and provide them with documentation on the topic along with an open QA session. Armed with a new technique every two weeks, they would go back to their departments and make their bosses look good. SharePoint adoption went way up as people began see what the tools were capable of.They felt like they were in a private club and I was showing them how to do cool things with SharePonit the most people don't take the time to learn about. In addition, when they became site administrators I would send them a welcome kit via inter-office mail that included a SharePoint book that was short but packed with good info targeted at site admins. I think it was one of those "learn sharepoint in 20 minutes things" but it had all the basic information on various list types and publishing.
  • Online Scavenger Hunt – provide employees treasure hunt type of activities so they can learn where information is stored.
  • Setup a central location for information, Help, and training during the rollout
  • Login is corp\\demouser pass@word1 to see the contentMicrosoft Productivity Hub 2010 – Coming Soon to a download center near you -
  • Have a PlanCommunicationTrainingUser supportEtc.If you fail to plan, you will plan to fail

Practical Tips to Increase SharePoint Adoption Presentation Transcript

  • 1. Practical Tips to Increase SharePoint Adoption
  • 2. About Me
    2x SharePoint MVP
    6 years of SharePoint consulting experience
    Passionate about developing highly adoptable solutions
  • 3. BrightStarr
  • 5. Got SharePoint?
  • 6. What is SharePoint?
    • Collaboration
    • 7. Portal
    • 8. Search
    • 9. Content Management
    • 10. Applications
    • 11. About 30 other things!
  • What is SharePoint?
    Steve Ballmer says,
    “SharePoint … it’s magic.” - Microsoft SharePoint Conference, 2009, Keynote
  • 12. The Challenge
    It’s Big
    It’s Everything
  • 13. What SharePoint Really Can Be To Users
  • 14. Build it and They Will Come
    The Challenge
  • 15. Denial
  • 16. Easy
  • 17. Agenda
    Pain Points
    Adoption Strategy
    Practical Tips
    Free Resources
  • 18. Pain Points
    Meeting Needs
    Pilot Site
    End User
  • 19. Most Important Factor for Realizing Value
  • 20. Agenda
    Pain Points
    Adoption Strategy
    Practical Tips
    Free Resources
  • 21. Common Adoption Plan
    Communication Plan
    Training Plan
    Content Conversion Plan
    User Support Plan
    Incentives and Reward Plan
  • 22. Executive sponsorship
    Secure explicit executive sponsorship. Organizations with executives who actively communicate the value and benefit of SharePoint are more likely to be successful with their rollout
  • 23. Adoption Team
    Create a dedicated rollout and adoption team. The presence of a dedicated team that's formed during the planning phase and lasts until the end of the adoption has been shown to be an important measure of the rollout's overall success
  • 24. Success Metrics
    Develop clearly articulated goals, success criteria, and timeline.
    Focus on enabling users for the essential tasks
    Choose success metrics that tell the whole story
  • 25. Pilot
    Conduct a robust pilot to validate deployment and key scenarios
  • 26. Marketing Campaign
    Implement a broad marketing campaign to drive awareness.
  • 27. 100%
    Adoption Strategy
  • 28. Agenda
    Pain Points
    Adoption Strategy
    Practical Tips
    Free Resources
  • 29. Your Company Vision
    Warm and inviting online landscape where employees complete their work with ease
    Cultural glue of a company

  • 30. Change is the only Constant
    Start off as open as possible, worry about guidelines later
  • 31. Can’t Live Without Intranet
  • 32. Brand Your Portal
    Don’t name it SharePoint
    Our World
    1st Base
  • 33. Connecting SharePoint to Biz Goals
    Users want to see the connection
    Outcomes, not requirements
  • 34. Focus on effectively getting employees to adopt the portal over time
  • 35. WIIFM
    What’s in it for me?
    Educate users
    Users want to understand what they get out of using the system
    For example, why they have to add metadata
  • 36. Daily Updates
  • 37. Quick Access
  • 38. Personalize Portal
  • 39. Helpdesk Checklist
    Train Help Desk Agents
    Create a Help & Training wiki site
  • 40. Don’t Try to Boil the Ocean
  • 41. Leverage SharePoint Yourself
    Put your meeting Agenda, action items and minutes on the Wiki. Get people to update their action items on the Wiki page.
  • 42. Leverage SharePoint Yourself
    After: Post it on SharePoint. Email everyone from the team a link to the item.
    Before: Send a bulk-email to your teams distribution list
  • 43. Digital Asset Management
    Slides Library
    Video Library
    Image Library
  • 44. Image Library
  • 45. Image Slider
  • 46. Calendar Overlays
  • 47. Survey - Add a Quick Poll
  • 48. Automate Business Processes
  • 49. Encourage Social Communation
  • 50. Build a Social Network
    Leverage Activity Feeds
  • 51. SharePoint Heroes
  • 52. Online Scavenger Hunts
  • 53. Agenda
    Pain Points
    Adoption Strategy
    Practical Tips
    Free Resources
  • 54. Training
    Set up a comprehensive intranet site for end users.
  • 55. Productivity Hub
    Productivity Hub
  • 56. SharePoint Buzz Kit
    Resources for Rollout and Launch
    • Posters and announcements
    • 57. Brownbag sessions and slides
    • 58. Video demos for kiosks
    • 59. Training and certificates
    • 60. SharePoint Adoption Kit will be updated for SharePoint 2010
    SharePoint Buzz Kit
  • 61.
    10 Webisodes:
    1. Sticky Situation:
    Don’t let your to-do list drive you nuts. Use SharePoint to keep it all together.
    2. The Elusive Chris Smith:
    Take the mystery out of finding people. Clue: Use SharePoint.
    3. Cup of Chaos: Coffee spills are messy. Ditch the drama with SharePoint.
    4. Team Player:
    Teamwork shouldn’t come with undesired side effects. SharePoint has the right prescription.
    5. Take a Number:
    Don’t make your team line up for answers. Share your knowledge with SharePoint.
    6. Gift Exchange:
    Not keeping up with your colleagues can get…awkward. SharePoint keeps you in the know.
    7. Proposal Panic:
    Many People in one document can get crazy.  Stay on the same page with SharePoint.
    8. Get the Massage:
    It’s mission critical—and missing. Better find SharePoint. 
    9. Meeting Mayhem:
    Inefficient meetings are a drag. So why not invite SharePoint?
    10. Begging for Approval:
    Say goodnight to nightmare processes. Say hello to SharePoint.
  • 62.
    10 How-To Videos:
    1. Show Me How: Sticky Situation
    Use SharePoint task lists to help you and your team get things done.
    2. Show Me How: The Elusive Chris Smith
    Use SharePoint search to find the right people faster.
    3. Show Me How: Cup of Chaos
    Use SharePoint to keep your documents safe.
    4. Show Me How: Team Player
    Use SharePoint team sites to be productive and efficient team.
    5. Show Me How: Take a Number
     Use SharePoint wikis, blogs, and discussion boards, to share information within your organization.
    6. Show Me How:Gift Exchange
    Use SharePoint My Sites to stay up to date on the people and topics that interest you.
    7. Show Me How: Proposal Panic
    Use SharePoint to make document collaboration simple.
    8. Show Me How: Get the Massage
    Use SharePoint lists to track and manage team resources with ease.
    9. Show Me How: Meeting Mayhem
    Use a SharePoint meeting workspace to make your meeting run smoothly.
    10. Show Me How: Begging for Approval
    Use SharePoint workflows to get the approval you need.
  • 63.
    • 46 Quick Reference Cards
    • 64. Split into 6 categories:
    • 65. Hit Every Deadline
    • 66. Collaborate and Communicate
    • 67. Be Heard
    • 68. Find People and Resources
    • 69. Manage Content
    • 70. Work on Your Own Terms
  • Adoption Kit
  • 71. Adoption Planning
    Content, Content, Content (did I mention content?)
    Engagement Calendar
    Active Community Management
    Regular Communication
    Acknowledge Contributions
    Feature Members
    Reputation Management
  • 72. Adoption won’t happen magically (even though you want it to)
  • 73. Key Takeaways
    Adoption is like Oxygen
  • 74. Take Aways
    Have a plan
  • 75. It’s About the Little Things
    Read every single comment on the intranet
    Say “thank you” in response to every single feedback form submitted
    Key to success is respect for employees. Without respect for employees our communications cannot come across as genuine or sincere
  • 76. Thank You
    Recommended Resources
    Contact Info