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Best Practices - SharePoint Success Factors


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  • You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
  • You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
  • Ask every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/abilityUse Pictures - Pictures and moreeee pictures.
  • Dependency also works.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
  • Transcript

    • 1. The seven most important SharePoint Success Factors
      A Focus on the Non-Technical
      Presented By: Richard Harbridge
      #BPC11 @RHarbridge
    • 2. Who am I?
    • 3. Understanding the Non Technical
      The Biggest ReasonsSharePoint Projects Fail?
      Is necessary to avoid poor…
      • Shared Understanding of Requirements/Needs
      • 4. Knowledge around Limitations of the Software (When to use it/When not to)
      • 5. Estimation of Effort and Schedule Accuracy
    • Our Goal Today…
      From Here To Here
    • 6. What we will be talking about…
      Understanding the ‘Why’ & Making a Decision
      Achieving Buy In and Setting Expectations
      Determining and Supporting ROI
      Implementing Successful Governance
      Approaching and Supporting SharePoint
      Improving User Adoption
      Planning for New Work and Growth
    • 7. Understanding the ‘Why’ and Making a Decision
    • 8. Meet Joe
    • 9. At Joe’s Company…
    • 10. Decision Makers don’t have Enough Information
    • 11. The CFO needs to Reduce Costs
    • 12. IT Services Struggles to Keep Up
    • 13. And
      People Are Having Trouble Finding What They Need
    • 14. So Joe has an Idea!
    • 15. Since…
      Not as awesome.
    • 16. And Everyone in Joe’s Company uses Microsoft Office…
    • 17. SharePoint is the Perfect Fit!
    • 18.
    • 19. Map the needs of the organization to the right technology…
    • 20. Perform in depth product comparisons and evaluations
    • 21. Like this
      Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
    • 22. This is important as Microsoft alone has a quite a few…
    • 2007
      On Site
      Even SharePoint has multiple options
    • 29. It’s not just a feature to feature comparison
    • 30. So Joe does all that good research and…
    • 31. SharePoint is a part of his overall Enterprise Technology Plan
    • 32. The Outcome
      Within the overall enterprise technology plan SharePoint meets specific business needs.
    • 33. What to watch out for…
      We have to define our needs carefully if we want to pick the right technology.
    • 34. Achieving Buy In and Setting Expectations
    • 35. Before we begin…
    • 36. Let’s Talk About Perceptions
    • 37.
    • 38. People See Different Things
    • 39. Perceptions Impact Motivation
    • 40. Two Key Groups Must Buy In and Have The Right Expectations
      IT Services
      Decision Makers
    • 41. What is the most important thing to IT Services?
    • 43. What are some ways we can convince IT Services?
    • 44. Cost of Ownership (IT)
      The Biggest Point to Share is:
      • SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.
      The Reality:
      • IT doesn’t want to learn/support a new technology.
      • 45. SharePoint’s integration is invaluable to IT.
      • 46. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
    • Explain Information Overload
    • 47. Explain Platform Benefits
    • 48. What is the most important thing to Decision Makers?
    • 49. Add Value To Business
    • 50. What are some ways we can convince Decision Makers?
    • 51. Add Value (Decision Makers)
      The Biggest Point to Share is:
      • SharePoint can help achievebusiness objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.
      The Reality:
      • Business Objectives are often not specific enough to be achievable.
      • 52. It takes time and investment to reach the point all managers and executives want.
    • Prioritize and Plan
    • 53. Map Solutions to Objectives
       Direct Relationship Indirect Relationship
      * Objectives should be more specific – Example purposes only.
    • 54. What’s the expectationwe have to set?
    • 55. It Takes Time
    • 56. SharePoint Solutions (Evolution)
      *Super Simplified
    • 57. The Outcome
      Joe has achieved momentum and buy in.
    • 58. What to watch out for…
      Joe must carefully manage expectations and maintain the momentum.
    • 59. Determining and Supporting ROI
    • 60. How do we get here?
    • 61. Evaluating With Discounted Cash Flow
      • Show expected cost and return over multiple time periods.
      • 62. Remember to ‘discount’ values to account for cost of capital impact and the fact $5 dollars today is worth less than $5 in the future.
    • Evaluating with Real Options Analysis
    • 63. Evaluating with Monte Carlo Analysis
    • 64. There are different ways of calculating ROI
      This is kind of boring…
    • 65. There are really only two
      ways of using ROI
      1. For Prioritization
      2. To Improve Return
    • 66. 1. For Prioritization
      The Simplest ROI Formula Ever
      Estimated Value
      Even I can do it!
      Estimated Difficulty
    • 67. 1. For Prioritization
      • I have a difficult requirement. It’s an 8 in difficulty (out of 10).
      • 68. I have an easy requirement. It’s a 2 in difficulty (out of 10).
      • 69. The expected value of the difficult requirement is 4 (out of 10).
      • 70. The expected value of the easy requirement is 6 (out of 10).
      Estimated Value
      Estimated Difficulty
    • 71. 2. To Improve Return
      ROI (traditionally) Measures Financial Impact
    • 72. 2. To Improve Return
      ROI analysis often misses 'non-financial impact’ or ‘increased potential’
      Improved Relationships
      Improved Know-How
      Website/Intranet Visitors
      Improved Morale
      Improved Skills
      User Complaints
      Increased Connections
      Positive Word of Mouth
      Employment Applications
      Negative Word of Mouth
      Better Reputation
    • 73. 2. To Improve Return
      Example of Non-Financial Measurement
    • 74. IS
      Use them.
    • 75. SharePoint Deployment Planning Services (SDPS)
    • 76. Rapid Economic Justification Guide
    • 78.
    • 79. What you don’t want.
      Don’t lose perspective.
    • 80. The Outcome
      Joe is measuring effort effectively to better prioritize or to improve return on investment.
    • 81. What to watch out for…
      Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
    • 82. Implementing Successful Governance
    • 83. What is Governance?
    • 85. What does that mean?
      Without effective governanceorganization, performance, andcapability are significantly reduced.
    • 86. Without Governance
    • 87. So how do we do it?
    • 88. Teamwork is Key
      There are typically 5 teams for SharePoint Governance:
      • Business Strategy Team
      • 89. Initiatives/Technical Strategy Team
      • 90. Tactical Teams:
      • 91. Tactical Operations Team
      • 92. Tactical Development Team
      • 93. Tactical Support Team
    • Alternative Teams
      If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
    • Identify patterns.Plan for patterns.Execute patterns.
    • 100. I think I see a Pattern.
    • 101. Executing Governance
    • 102. No Single “Approach”
    • 103. Governance Deliverables
      • Aggregate/Reference Document or Site(Contains all SharePoint Info – Single Point of Reference)
      • 104. Objectives/Priorities (Tech/Business)
    • SharePoint will be…
      • Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
      • 105. Our primary unified application delivery platform.
      • 106. Our primary workflow/business process automation platform.
      • 107. Our intranet and communication center for internal corporate communications.
      • 108.
      SharePoint will not be…
      • Our (external) web content management platform.
      • 109. Our primary document management platform.
      • 110. Our contact management platform.
      • 111.
    • Operations Deliverables
      • Objectives/Priorities
      • 112. Disaster Recovery Plan
      • 113. Storage and Quota Policies
      • 114. Monitoring Plans
      • 115. Maintenance Plans
      • 116. Service Level Agreements
      • 117. Security Policies
      • 118. Deployment Process, Policies, and Schedule
    • Development Deliverables
      • Objectives/Priorities
      • 119. Branding Guide
      • 120. SharePoint Designer Policy
      • 121. Workflow Policy
      • 122. Development Standards (Including OOTB vs Custom)
      • 123. Development Environment Policy
      • 124. Testing Requirements
      • 125. Deployment Process, Policies, and Schedule
      SharePoint Standards Online
    • 126. Support Deliverables
      • Objectives/Priorities
      • 127. Site Classification and Platform Classification
      • 128. Site Provisioning Process/Questionnaire
      • 129. User Expectations Agreement
      • 130. Roles and Responsibilities
      • 131. Support Agreement(s)
      • 132. Training and Communication Plans
      • 133. MySite Policies (Pictures)…
    • Support Deliverables
      SharePoint Standards Online
    • 139. IS
      Use them.
    • 140. Governance Checklist
    • 141. TechNet, Community and More..
    • 142. Frameworks
      Use them.
    • 143. ITIL Framework
    • 144. COBIT Framework
    • 145. Microsoft Operations Framework (MOF)
    • 146. With Governance
    • 147. The Outcome
      Everyone Achieves a Shared Understanding of SharePoint Related Processes
    • 148. What to watch out for…
      Not just documents, policies, and procedures. It is an active and ongoing process.
    • 149. Approaching and Supporting SharePoint
    • 150. What is the best approach for SharePoint Implementations?
    • 152. Why Iterative?
      • SharePoint is a very large platform.
      • 153. It takes time to understand SharePoint.
      • 154. SharePoint is great for rapid prototyping, and for proof of concept work.
      • 155. It ensures there is enough time to review, adjust, and communicate.
    • CommunicationPlanning
    • 156. TheCommunicationPlan
      • Will act as a binding agreement (forces you to carry through).
      • 157. Helps keep communication focused.
      • 158. Helps prevent unwanted surprises.
    • SupportPlanning
    • 159. Don’t forget you aren’t superman.
      (Sorry Joe)
    • 160. Multiple Tiers for Escalation
      (You can’t know everything)
    • 161. Measure Support
      Learn and use data to be proactive.
    • 162. Diversify Support
    • Useful, digestible trainingsessions (less than an hour)
      Workshops > Presentations
    • 173. Avoid too much too fast.Keep it simple.
      It’s like learning to drive.
    • 174. IS
      Use them.
    • 175. Productivity Hub
    • 176. Support Tip…
    • 177. RESPOND
      You never want to give the IT busy signal, or support busy signal.
    • 178. The Outcome
      SharePoint is supported effectively.
    • 179. What to watch out for…
      The training and support can be costly in time and resources.
    • 180. Improved User Adoption
    • 181. How do we get successful User Adoption?
    • 183. Successful User Adoption Requires…
    • 184. Do a video like this one…
    • 185. High Availability, Mobility and Accessibility also lead to better User Adoption!
      SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
    • 186. Cultivate and promote the
      right culture.
    • 187. Create an Identity and Brand
      Consistency Across User Environments
      Modify Provisioned Site (or Templates) Based on Need
      Branding should make it easier, and more effective.
    • 188. Focus on those on board/ready.
      People who already want it.
    • 189. Make it Fun!
      Hold Contests, Scavenger Hunts and Other Activities
    • 190. Use what they love.
      If they love using outlook focus on using that as a leveraging point.
    • 191. Say “Thank You”
      It’s okay to be proud.
    • 192. Reward super users with achievements.
      Then promote the desire to get rewards.
    • 193. Create a SharePoint Showcase
      Good Idea!
      Where users submit and show off
      their SharePoint “Solutions”
    • 194.
    • 195. Make it Easier to Work With
    • 196. The Outcome
      SharePoint is successfully adopted by a large enough group of users to be deemed successful.
    • 197. What to watch out for…
      The build it they will come approach will not work alone.
    • 198. Planning for New Work and Growth
    • 199. What about New Work & Growth?
    • 200. Spend time in advance building a channel for new work.
      Avoid the flood.
    • 201. Know your limits
    • 202. Growyour team
    • 203. Knowyour team and needs
    • Cultivatenew work! It’s a good thing.
      This boosts user adoption! (More functionality and dependency over time)
    • 211. The Outcome
      The SharePoint Implementation continues to grow, expand and provide more value.
    • 212. What to watch out for…
      You need to plan support for new work/requests otherwise people will lose confidence.
    • 213. So being successful requires…
      Understanding the non technical as well as the technical.
    • 214. Success Factors…
      Understanding the ‘Why’ & Making a Decision
      Achieving Buy In and Setting Expectations
      Determining and Supporting ROI
      Implementing Successful Governance
      Approaching and Supporting SharePoint
      Improving User Adoption
      Planning for New Work and Growth
      Understand Business Needs and Map to Them
      Share Alignment, Vision and Expectations
      Use Measurements to Improve and Return More
      Use Team Work And Execute With Patterns
      Be Iterative, Leverage Everyone, and Respond
      Share the Value and Successes
      Manage your Capability and Priorities
    • 215. Thank You Organizers, Sponsors andYoufor Making this Possible.
      Questions? Ideas? Feedback? Contact me:
      • Twitter: @rharbridge
      • 216. Blog:
      • 217. LinkedIn:
      • 218. Email me at:
      • 219. My company: