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Share Australia - The Seven Most Important 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.
  • 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


  • 1. The Seven Most Important SharePoint Success FactorsRichard Harbridge – Senior SharePoint Evangelist#SPSuccess @RHarbridge
  • 2. #SPSuccess @RHarbridge
  • 3. The Biggest Reasons Non Technical Understanding the SharePoint Projects Fail? Is necessary to avoid poor…  Shared Understanding of Requirements/Needs  Knowledge around Limitations of the Software (When to use it/When not to)  Estimation of Effort and Schedule Accuracy#SPSuccess @RHarbridge
  • 4. Our Goal Today… From Here To Here#SPSuccess @RHarbridge
  • 5. #SPSuccess @RHarbridge
  • 6. #SPSuccess @RHarbridge
  • 7. Understanding the ‘Why’ and Making a Decision#SPSuccess @RHarbridge
  • 8. Meet Joe Hi!#SPSuccess @RHarbridge
  • 9. At Joe’s Company…#SPSuccess @RHarbridge
  • 10. Decision Makers don’t have Enough Information#SPSuccess @RHarbridge
  • 11. The CFO needs to Reduce Costs#SPSuccess @RHarbridge
  • 12. IT Services Struggles to Keep Up#SPSuccess @RHarbridge
  • 13. And People Are Having Trouble Finding What They Need#SPSuccess @RHarbridge
  • 14. So Joe has an Idea!#SPSuccess @RHarbridge
  • 15. We can solve our problems with technology!#SPSuccess @RHarbridge
  • 16. Since… Awesome! Not as awesome.#SPSuccess @RHarbridge
  • 17. And Everyone in Joe’s Company uses Microsoft Office…#SPSuccess @RHarbridge
  • 18. SharePoint is the Perfect Fit!#SPSuccess @RHarbridge
  • 19. #SPSuccess @RHarbridge
  • 20. Map the needs of the organization to the right technology…#SPSuccess @RHarbridge
  • 21. This is important as Microsoft alone has a quite a few… • Dynamics AX • Dynamics CRM • Dynamics GP • Dynamics NAV • Dynamics POS • Dynamics RMS • Dynamics SL#SPSuccess @RHarbridge
  • 22. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com#SPSuccess @RHarbridge
  • 23. Even SharePoint has multiple options 2010 Foundation 2007 Standard Online Enterprise On Site#SPSuccess @RHarbridge
  • 24. It’s Big Ecosystem#SPSuccess @RHarbridge
  • 25. It’s not just a feature to feature comparison Technology Process People#SPSuccess @RHarbridge
  • 26. So Joe does all that good research and…#SPSuccess @RHarbridge
  • 27. SharePoint is a part of his overall Enterprise Technology Plan#SPSuccess @RHarbridge
  • 28. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.#SPSuccess @RHarbridge
  • 29. What to watch out for… We have to define our needs carefully if we want to pick the right technology.#SPSuccess @RHarbridge
  • 30. Achieving Buy In and Setting Expectations#SPSuccess @RHarbridge
  • 31. Before we begin…#SPSuccess @RHarbridge
  • 32. Let’s Talk About Perceptions#SPSuccess @RHarbridge
  • 33. #SPSuccess @RHarbridge
  • 34. People See Different Things#SPSuccess @RHarbridge
  • 35. Perceptions Impact Motivation • Acceptance • Physical Activity • Curiosity • Power • Hunger • Attractiveness • Family • Saving • Honour • Social Contact • Idealism • Status • Independence • Security • Order • Vengeance#SPSuccess @RHarbridge
  • 36. Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers#SPSuccess @RHarbridge
  • 37. What is the most important thing to IT Services?#SPSuccess @RHarbridge
  • 39. What are some ways we can convince IT Services?#SPSuccess @RHarbridge
  • 40. SharePoint and IT The Main Point of Implementing SharePoint:  SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement.#SPSuccess @RHarbridge
  • 41. SharePoint and ITSecondary (But Important) Points: SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. When I Say “SharePoint Integration” You Probably Think Of This...
  • 42. SharePoint and IT The Reality:  IT struggles with supporting another technology.#SPSuccess @RHarbridge
  • 43. Information Overload Search Process Collaboration Information Information Information Information Information Control Management#SPSuccess @RHarbridge
  • 44. Explain Platform Benefits Search Search Records Collaborati Manageme on nt Process Collaboration Document Personaliza Manageme tion nt Information Information Business Control Intelligence Control Management Forms#SPSuccess @RHarbridge Services Process
  • 45. What is the most important thing to Decision Makers?#SPSuccess @RHarbridge
  • 46. Add ValueTo Business
  • 47. What are some ways we can convince Decision Makers?#SPSuccess @RHarbridge
  • 48. Add Value (Decision Makers)The Biggest Point to Share is: SharePoint can help achieve business 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. It takes time and investment to reach the point all managers and executives want.
  • 49. Prioritize and Plan#SPSuccess @RHarbridge
  • 50. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve Efficiency Adjust Site Structure      Migrate File Shares     Create Dashboards      Workflow Solution     Configure Search Services      Branding     * Objectives should be more specific – Example purposes only.#SPSuccess @RHarbridge
  • 51. What’s the expectation we have to set?#SPSuccess @RHarbridge
  • 52. It Takes Time
  • 53. SharePoint Solutions (Evolution) Business Information Collaboration Business Process Intelligence Driven Driven Driven Driven Reporting Workflow/ Communication Collaboration Auditing Dashboards *Super Simplified#SPSuccess @RHarbridge
  • 54. The Outcome Joe has achieved momentum and buy in.#SPSuccess @RHarbridge
  • 55. What to watch out for… Joe must carefully manage expectations and maintain the momentum.#SPSuccess @RHarbridge
  • 56. Determining and Supporting ROI#SPSuccess @RHarbridge
  • 57. How do we get here?#SPSuccess @RHarbridge
  • 58. Evaluating With Discounted Cash Flow  Show expected cost and return over multiple time periods.  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.#SPSuccess @RHarbridge
  • 59. Evaluating with Real Options Analysis#SPSuccess @RHarbridge
  • 60. Evaluating with Monte Carlo Analysis#SPSuccess @RHarbridge
  • 61. There are different ways of calculating ROI This is kind of boring…#SPSuccess @RHarbridge
  • 62. There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return#SPSuccess @RHarbridge
  • 63. 1. For Prioritization The Simplest ROI Formula Ever Estimated Value Even I can do it! Estimated Difficulty#SPSuccess @RHarbridge
  • 64. 1. For Prioritization Examples I have a difficult requirement. It’s an 8 in difficulty (out of 10). I have an easy requirement. It’s a 2 in difficulty (out of 10). The expected value of the difficult requirement is 4 (out of 10). The expected value of the easy requirement is 6 (out of 10). Estimated Value Estimated Difficulty
  • 65. 2. To Improve Return ROI (traditionally) Measures Financial Impact#SPSuccess @RHarbridge
  • 66. 2. To Improve Return ROI analysis often misses non-financial impact’ or ‘increased potential’ Improved Relationships Website/Intranet Visitors Improved Know-How User Complaints Improved Morale Improved Skills Positive Word of Mouth Increased Innovation Click-throughs Connections Employment Applications Comments Negative Word of Mouth#SPSuccess @RHarbridge Better Reputation
  • 67. 2. To Improve Return Example of Non-Financial Measurement#SPSuccess @RHarbridge
  • 69. #SPSuccess @RHarbridge
  • 70. What you don’t want. Don’t lose perspective.#SPSuccess @RHarbridge
  • 71. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.#SPSuccess @RHarbridge
  • 72. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.#SPSuccess @RHarbridge
  • 73. Implementing Successful Governance#SPSuccess @RHarbridge
  • 74. What is Governance?#SPSuccess @RHarbridge
  • 76. What does that mean? Without effective governance organization, performance, and capability are significantly#SPSuccess @RHarbridge reduced.
  • 77. Without Governance#SPSuccess @RHarbridge
  • 78. So how do we do it?#SPSuccess @RHarbridge
  • 79. Teamwork is Key There are typically 5 teams for SharePoint Governance:  Business Strategy Team  Initiatives/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPSuccess @RHarbridge
  • 80. Identify patterns.Plan for patterns.Execute patterns.
  • 81. I think I see a Pattern.#SPSuccess @RHarbridge
  • 82. Executing Governance#SPSuccess @RHarbridge
  • 83. Governance Outcomes  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business)#SPSuccess @RHarbridge
  • 84. SharePoint will be…  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications. SharePoint will not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.#SPSuccess @RHarbridge
  • 85. Operations Outcomes  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule#SPSuccess @RHarbridge
  • 86. Development Outcomes  Objectives/Priorities  Branding Guide  SharePoint Designer Policy  Workflow Policy  Development Standards (Including OOTB vs Custom)  Development Environment Policy  Testing Requirements  Deployment Process, Policies, and Schedule#SPSuccess @RHarbridge SharePoint Standards Online
  • 87. Support Outcomes  Objectives/Priorities  Site Classification and Platform Classification  Site Provisioning Process/Questionnaire  User Expectations Agreement  Roles and Responsibilities  Support Agreement(s)  Training and Communication Plans  MySite Policies (Pictures)…#SPSuccess @RHarbridge
  • 88. Support Outcomes  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management#SPSuccess @RHarbridge SharePoint Standards Online
  • 89. With Governance#SPSuccess @RHarbridge
  • 90. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes#SPSuccess @RHarbridge
  • 91. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#SPSuccess @RHarbridge
  • 92. Approaching and Supporting SharePoint#SPSuccess @RHarbridge
  • 93. What is the best approach for SharePoint Implementations?#SPSuccess @RHarbridge
  • 95. Why Iterative?  SharePoint is a very large platform.  It takes time to understand SharePoint.  SharePoint is great for rapid prototyping, and for proof of concept work.  It ensures there is enough time to review, adjust, and communicate.#SPSuccess @RHarbridge
  • 96. Support Planning#SPSuccess @RHarbridge
  • 97. Don’t forget you aren’t superman.#SPSuccess @RHarbridge (Sorry Joe)
  • 98. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPSuccess @RHarbridge
  • 99. Measure Support Learn and use data to be proactive.#SPSuccess @RHarbridge
  • 100. Diversify Support resources/mediums  Books and Manuals  Online  MSDN  Forums  TechNet  Help  Blogs  Etc  Cheat Sheets  One on One  Classroom Training#SPSuccess @RHarbridge
  • 101. Avoid too much too fast. Keep it simple. It’s like learning to drive.#SPSuccess @RHarbridge
  • 102. IS#SPSuccess @RHarbridge Use them.
  • 103. Productivity Hub#SPSuccess @RHarbridge
  • 104. Support Tip…#SPSuccess @RHarbridge
  • 105. RESPONDYou never want to give the IT busy signal, or support busy signal.
  • 106. The Outcome SharePoint is supported effectively.#SPSuccess @RHarbridge
  • 107. What to watch out for… The training and support can be costly in time and resources.#SPSuccess @RHarbridge
  • 108. Improved User Adoption#SPSuccess @RHarbridge
  • 109. How do we get successful User Adoption?#SPSuccess @RHarbridge
  • 111. Successful User Adoption Requires…#SPSuccess @RHarbridge
  • 112. Do a video like this one…#SPSuccess @RHarbridge
  • 113. High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), and Mobile#SPSuccess @RHarbridge
  • 114. 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.#SPSuccess @RHarbridge
  • 115. Make it Fun! Hold Contests, Scavenger Hunts and Other Activities#SPSuccess @RHarbridge
  • 116. Reward super users with achievements. Then promote the desire to get rewards.#SPSuccess @RHarbridge
  • 117. Create a SharePoint Showcase Good Idea! Where users submit and show off their SharePoint “Solutions”#SPSuccess @RHarbridge
  • 118. #SPSuccess @RHarbridge
  • 119. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.#SPSuccess @RHarbridge
  • 120. What to watch out for… The build it they will come approach will not work alone.#SPSuccess @RHarbridge
  • 121. Planning for New Work and Growth#SPSuccess @RHarbridge
  • 122. What about New Work & Growth?#SPSuccess @RHarbridge
  • 123. Spend time in advance building a channel for new work.#SPSuccess @RHarbridge Avoid the flood.
  • 124. Know your limits#SPSuccess @RHarbridge
  • 125. Grow your team#SPSuccess @RHarbridge
  • 126. Know your team and needs  Developers(s)  Administrators(s)  Architect(s)  Business Analyst(s)  Project Manager(s)  Site Administrator(s)  Super Users(s)  Trainer(s)#SPSuccess @RHarbridge
  • 127. Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)#SPSuccess @RHarbridge
  • 128. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.#SPSuccess @RHarbridge
  • 129. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.#SPSuccess @RHarbridge
  • 130. Success Factors… 1. Understand Business Needs Making a Decision Understanding the ‘Why’ & and Map to Them 2. Share Alignment,and Setting Expectations Achieving Buy In Vision and Expectations 3. Use Measurements to Improve and Return More Determining and Supporting ROI 4. Use Team Work And Execute With Patterns Implementing Successful Governance 5. Be Iterative, Leverage Everyone, and Respond Approaching and Supporting SharePoint 6. Share the Value Adoption Improving User and Successes 7. Manage your Capabilityand Growth Planning for New Work and Priorities#SPSuccess @RHarbridge
  • 131. Thank You Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com 15 Pages of Important Questions at SharePointDiagnostics.com#SPSuccess @RHarbridge