KMA Insights Webinar Sept 2009 -- SharePoint the Sophomore Year

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KMA Insights Webinar Sept 2009 -- SharePoint the Sophomore Year

  1. 1. Webinar Series<br />September 30, 2009<br />SharePoint the Sophomore Year<br />Maximizing your investment in SharePoint after initial implementation<br />Presented by:<br />
  2. 2. About the Speakers<br /> Sadie Van Buren Bob Lincavicks Marc Solomon<br />SVanBuren [at]<br />KMA-llc[dot]net<br />Bob [dot] Lincavicks [at]<br />Microsoft[dot]com<br />msolomon[at]<br />PRTM[dot]com<br />
  3. 3. Agenda<br />How YOUR priorities and objectives for SharePoint compare to those of the broader SharePoint community <br />Key trends in how organizations are implementing SharePoint <br />5 common themes in successful SharePoint initiatives <br />5 common challenges, and how clients overcome them<br />Questions & Answers <br />
  4. 4. Housekeeping Items<br />Experiencing Issues? <br />Change color of your seat to RED<br />Questions for Speakers? <br />Submit questions during webinar<br />Twitter Discussion<br />#kmasharepointsophomore<br />Poll Questions <br />Webinar Feedback<br /> Next Steps/Moving Forward<br />
  5. 5. KMA:1. How YOUR priorities and objectives for SharePoint compare to those of the broader SharePoint community 2. Key trends in how organizations are implementing SharePoint <br />
  6. 6. SharePoint in its Sophomore Year<br />Trends we’re seeing<br />Collaboration<br />Search<br />Social Computing<br />Administration<br />Conclusions<br />Recommendations<br />Photo credits & contact information<br />
  7. 7. Trends – SharePoint in its Sophomore Year<br />2009 Survey to clients and associates of KMA<br />
  8. 8. Typical SharePoint Project Progression<br />High<br />Phase 2<br />Complexity and Risk<br />Low<br />Phase 1<br />Low<br />High<br />Buy-In<br />
  9. 9. Is Collaboration Happening Within SharePoint?<br />9<br />
  10. 10. 75% Say Collaboration is Happening Within SharePoint<br />
  11. 11. If collaboration is happening, how?<br />“Teams that have embraced SharePoint are using it to get organized around projects.”<br />“Lots of ways: team sites, blogs, wikis, workflows...”<br />“The greatest example of collaboration is our project sites where the project team and our clients manage the details of their project with us.”<br />“People are requesting collaboration sites and use them to describe processes get approvals and manage requirements and projects.”<br />“Extensive use of wikis; some use of blogs.”<br />
  12. 12. Use of SharePoint’s Collaboration Tools, 2008 vs. 2009<br />
  13. 13. Has SharePoint Improved Collaboration?<br />
  14. 14. For 60% of Respondents, SharePoint has improved collaboration.<br />
  15. 15. If SharePoint has improved collaboration, how?<br />“Centralized all critical information for dispersed teams. Eliminated email clogging and helped version control on documents.”<br />“Customers are extremely pleased with the portal we have created to collaborate with them on their projects.”<br />“Same information is readily available which prompts conversation vs. confusion.”<br />“As detailed in KMPro Journal, the wikis have helped cross-office matter teams coordinate their discovery and project management efforts; blogs have helped smaller and larger groups stay in touch with each other.”<br />
  16. 16. Perceived effectiveness of the social tools within SharePoint is increasing.<br />2008<br />2009<br />
  17. 17. Is SharePoint facilitating Knowledge Management?<br />17<br />
  18. 18. For 70% of Respondents, SharePoint Facilitates KM<br />
  19. 19. If SP is facilitating KM, how?<br />“Yes, we use it quite extensively in IT to capture all aspects of documentation, troubleshooting, fixes, support calls and annual licensing and maintenance. We are try to expand that to other parts of the organization for capturing intellectual property.”<br />“Custom InfoPath form collects critical client data at given points in relationship.”<br />“Having consultants document how they have set up some functionality so it can be supported, recreated for use elsewhere, etc.”<br />“Document IP creation in knowledge closeouts (use cases).”<br />“Using sharepoint wikis to help knowledge management team; for &quot;substantive&quot; knowledge management in the area of civil procedure (litigation) ; and in a modified form, for a “Corporate Knowledge Tree.””<br />
  20. 20. Is email captured/leveraged within SharePoint?<br />20<br />
  21. 21. For the most part, email is not captured and leveraged.<br />
  22. 22. Which Departments / Teams are benefitting most?<br />
  23. 23. What’s Good for SharePoint<br />What’s Good for IT<br />Stay out-of-box to be stable through upgrades & patches<br />Keep it basic, nothing to support and train<br />What’s Good for Finance<br />!!!<br />What’s Good for Marketing<br />Integrate with line-of-business systems but don’t cost too much<br />Make it beautiful and not at all like SharePoint<br />What’s Good for Executives<br />Lock it down, display dashboards <br />What’s Good for Project Teams<br />What’s Good for End Users<br />Make it simple, allow tagging and rating<br />Which might put you in the middle…<br />Provide self-serve site creation, different owners for different sites<br />
  24. 24. How is Search being used?<br />24<br />
  25. 25. Advanced uses of Search & Future Plans for Search<br />
  26. 26. Only a Quarter of Respondents Monitor Search Usage.<br />
  27. 27. Have Search Customizations been made?<br />27<br />
  28. 28. Less than half have made search customizations.<br />
  29. 29. Is anyone monitoring site usage?<br />29<br />
  30. 30. Less than half monitor site usage.<br />
  31. 31. What Surprises Came With Your Implementation?<br />“We have found that in order to get buy-in and really get non-IT departments using the system you need dedicated SharePoint staff to help build out sites and evangelize the benefits of Sharepoint, which unfortunately we do not have at my company. Our growth has been much more organic and as a result much, much slower.”<br />“The contradiction of people&apos;s expressed need/desire to find content, yet lack of drive to produce and capture it.”<br />“Management thought this would be a project that ended. Did not realize people would crave more and that it would evolve over time.”<br />“Many different kinds of uses of wikis have arisen. One of the more unusual ones was to track and control contacts with a very busy client with whom we have many projects.”<br />
  32. 32. Conclusions<br />SharePoint can have a positive influence on collaboration and knowledge management – “conversation vs. confusion.”<br />For Microsoft-oriented companies, SharePoint is perceived as “inevitable.”<br />Sharepoint’s social computing tools are increasingly used and accepted.<br />Search optimization is not a focus in early phases of SharePoint implementation.<br />Email continues to live in its own world.<br />
  33. 33. Recommendations<br />People focus<br />Usability<br />Knowledge Brokers<br />Monitoring<br />Executive sponsorship<br />
  34. 34. Resources<br />Forrester: “Identifying When to SharePoint, or Not, for Business Content Needs” by Kyle McNabb & Tim Walters, Ph.D., 1/9/09 http://www.forrester.com/go?docid=47368<br />Forrester: “MOSS 2007 Adoption In A Word: Pervasive” by Kyle McNabb, 4/2/08 https://www.microsoft.com/presspass/itanalyst/docs/04-02-08ForresterMOSSSurveyMarch2008.aspx<br />AIIM Market IQ on Findability: http://www.aiim.org/Research/MarketIQ/Findability-7-16-08.aspx<br />
  35. 35. Photo Credits<br />
  36. 36. Microsoft:5 common themes in successful SharePoint initiatives<br />
  37. 37. Common Themes for Success<br />Link to existing Business Need (Carrot/Stick)<br />
  38. 38. Common Themes for Success<br />Extrapolate to other internal drivers (Now that I have this….)<br />
  39. 39. Common Themes for Success<br />Build on incremental wins (Knock down the simple thingswhile you work on the hard stuff)<br />
  40. 40. Common Themes for Success<br />Look for other products that could use SharePoint as a platform(Now that I have this…. From another side)<br />
  41. 41. Common Themes for Success<br />Focus on the Change management & the End-user experience<br /> (Training, Branding, Announcements, etc)<br />
  42. 42. PRTM <br />5 common challenges, and how clients overcome them <br />
  43. 43. The Challenges<br />1. Centrality<br />Single point of maintenance<br />2. Utilization<br />User-focused architecture<br />3. Motivation<br />Incentives to learn and innovate<br />4. Participation<br />Making SharePoint our system of record<br />5. Payback<br />Reporting and metrics worth measuring<br />
  44. 44. Freshman Settings<br />Unwieldy assemblage of unmarked and often empty file folders<br />Down-time chasing after frameworks, use cases, templates and other “recoverable” resources<br />Sophomore Wins<br />Anticipated reuse of project materials leads to higher utilization rates<br />The infrastructure for shaping the innovations we generate and deliver<br />
  45. 45. ParticipationMaking SharePoint Our System of Record<br />KM Provision <br />Key to enhanced collaboration and acceleration of skills acquisition, cross-unit synergies, IP creation, and systems support infrastructure<br />Timeliness<br />Eliminate the guess work around “latest greatest”<br />Leverage not only quality materials but the latest deliverables<br />Intentions = Transactions<br />Repurpose project histories, sales pipelines and other relational fodder as dynamic web-parts<br />
  46. 46. Questions and Answers<br /> Sadie Van Buren Bob Lincavicks Marc Solomon<br />Implementation Experiences<br />SharePoint Successes<br />SharePoint Lessons Learned<br />Thank you to our speakers!<br />
  47. 47. Moving Forward….<br />Get (and share) a copy of today’s slides via slideshare.net<br />Engage KMA for Microsoft – funded consulting:<br />Business Productivity IO Assessment<br />½ day<br />Get baseline assessment of your IT productivity<br />Gain valuable insight into opportunities for efficiency gains relative to YOUR priorities<br />Business Value Planning Services<br />From 3 to 15 days<br />Align Business and IT stakeholders<br />Identify and design improvements to business process(es)<br />Build a business case for process improvements<br />Thank you!!! http://www.kma-llc.net<br />

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