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The Seven Most Important Non Technical SharePoint Success Factors
Presented By: Richard Harbridge
@rharbridge
Who am I?
I
Understanding the Non Technical
The Biggest ReasonsSharePoint Projects Fail?
Is necessary to avoid poor…
Shared Understand...
Our Goal Today…
From Here                                                           To Here
What we will be talking about…
Understanding the ‘Why’ & Making a Decision
Achieving Buy In and Setting Expectations
D...
Understanding the ‘Why’ and Making a Decision
Meet Joe
Hi!
At Joe’s Company…
Decision Makers don’t have Enough Information
The CFO needs to Reduce Costs
IT Services Struggles to Keep Up
And
People Are Having Trouble Finding What They Need
So Joe has an Idea!
Since…
Awesome!   
Not as awesome.
And Everyone in Joe’s Company uses Microsoft Office…
SharePoint is the Perfect Fit!
Map the needs of the organization to the right technology…
Perform in depth product comparisons and evaluations
Like this 
one…
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
This is important as Microsoft alone has a quite a few…
Dynamics AX
Dynamics CRM
Dynamics GP
Dynamics NAV
Dynamics POS
Dyn...
2007
Online
On Site
Even SharePoint has multiple options
2010
It’s not just a feature to feature comparison
So Joe does all that good research and…
SharePoint is a part of his overall Enterprise Technology Plan
The Outcome
Within the overall enterprise technology plan SharePoint meets specific business needs.
What to watch out for…
We have to define our needs carefully if we want to pick the right technology.
Achieving Buy In and Setting Expectations
Before we begin…
Let’s Talk About Perceptions
People See Different Things
Perceptions Impact Motivation
Joe is on a mission.
Joe has to convince IT Services, the CFO and Decision Makers
We are going to help Joe out with an exercise!
Thanks!
Two Key Groups Must Buy In and Have The Right Expectations
IT Services
Decision Makers
What is the most important thing to IT Services?
COST OF OWNERSHIP
What are some ways we can convince IT Services?
Cost of Ownership (IT)
The Biggest Point to Share is:
SharePoint eventually allows Business Users to develop and implement...
Explain Information Overload
Information
Information
Information
Information
Explain Platform Benefits
What is the most important thing to Decision Makers?
Add Value To Business
What are some ways we can convince Decision Makers?
Add Value (Decision Makers)
The Biggest Point to Share is:
SharePoint can help achievebusiness objectives by improving pro...
Prioritize and Plan
Paired Comparison Matrix
Map Solutions to Objectives
 Direct Relationship	Indirect Relationship
* Objectives should be more specific – Example pu...
SharePoint will be…
Utilized by Business Users to develop and implement business solutions that use technology without IT’...
What’s the expectationwe have to set?
It Takes Time
SharePoint Solutions (Evolution)
*Super Simplified
The Outcome
Joe has achieved momentum and buy in.
What to watch out for…
Joe must carefully manage expectations and maintain the momentum.
Determining and Supporting ROI
How do we get here?
Lets Talk Numbers (CFO/Finance)
The Biggest Point to Share is:
SharePoint is worth the initial investment and ongoing cost...
Evaluating With Discounted Cash Flow
Show expected cost and return over multiple time periods. 
Remember to ‘discount’ val...
Evaluating with Real Options Analysis
Evaluating with Monte Carlo Analysis
There are different ways of calculating ROI
This is kind of boring…
ROI Advice and Tips
Excel has wonderful Formulas
There are really only two 
ways of using ROI
1. For Prioritization
2. To Improve Return
1. For Prioritization
The Simplest ROI Formula Ever
Estimated Value
Even I can do it!
Estimated Difficulty
1. For Prioritization
Examples
I have a difficult requirement. It’s an 8 in difficulty (out of 10).
I have an easy require...
2. To Improve Return
ROI (traditionally) Measures Financial Impact
2. To Improve Return
ROI analysis often  misses 'non-financial impact’ or ‘increased potential’
STILL 
IMPORTANT
Impr...
2. To Improve Return
Example of Non-Financial Measurement
IS 
Use them.
SharePoint Deployment Planning Services (SDPS)
https://www.partnersdps.com/Pages/ToolsSupport.aspx
Rapid Economic Justification Guide
http://www.microsoft.com/business/enterprise/value.mspx
MEASURE THE RIGHT THING
What you don’t want.
Don’t lose perspective.
Public Statisticscan help…
Typical workers produce 3+ GB of data per year.
30% of a typical workers day is spent searching...
Statistics within the Organization are better.
20% of our IT Support people who travel do not have access to our IT polici...
The Outcome
Joe is measuring effort effectively to better prioritize or to improve return on investment.
What to watch out for…
Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wro...
Implementing Successful Governance
What is Governance?
GOVERNANCE IS REQUIRED
What does that mean?
Without effective governanceorganization, performance, andcapability are significantly reduced.
Without Governance
So how do we do it?
Teamwork is Key
There are typically 5 teams for SharePoint Governance:
Business Strategy Team
Initiatives/Technical Strate...
Identify patterns.Plan for patterns.Execute patterns.
I think I see a Pattern.
Executing Governance
The Result:
Governance Documentation
Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
Objectives...
SharePoint will be…
Utilized by Business Users to develop and implement business solutions that use technology without IT’...
Operations Documentation
Objectives/Priorities
Disaster Recovery Plan
Deployment Process, Policies, and Schedule
Storage a...
Support Documentation
Objectives/Priorities
Site Classification and Platform Classification
Site Provisioning Process/Ques...
Development Documentation
Branding Guide
Workflow Policy
SharePoint Designer Policy
Development Standards
Testing Requirem...
IS 
Use them.
Governance Checklist
TechNet, Community and More..
With Governance
The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related Processes
What to watch out for…
Not just documents, policies, and procedures. It is an active and ongoing process.
Approaching and Supporting SharePoint
What is the best approach for SharePoint Implementations?
ITERATIVE APPROACH
Why Iterative?
SharePoint is a very large platform.
It takes time to understand SharePoint. 
SharePoint is great for rapid...
CommunicationPlanning
TheCommunicationPlan
Will act as a binding agreement (forces you to carry through).
Helps keep communication focused.
Help...
CommunicationTips
Use pictures and more pictures.
Explain as much as you can (Pros/Cons).
Solidifies decisions and allows ...
SupportPlanning
Don’t forget you aren’t superman.
(Sorry Joe)
Multiple Tiers for Escalation
(You can’t know everything)
Measure Support
Learn and use data to be proactive.
Diversify Support
resources/mediums
Books and Manuals
Online
MSDN
TechNet
Blogs
Cheat Sheets
One on One
Classroom Training...
Useful, digestible trainingsessions (less than an hour)
Workshops > Presentations
Avoid too much too fast.Keep it simple.
It’s like learning to drive.
IS 
Use them.
Productivity Hub
SharePoint Learning Kit
Stand Alone/Portal Edition Training
Support Tip…
RESPOND
You never want to give the IT busy signal, or support busy signal.
The Outcome
SharePoint is supported effectively.
What to watch out for…
The training and support can be costly in time and resources.
Improved User Adoption
User Adoption
How do we get successful User Adoption?
USERS MUST UNDERSTAND THE VALUE
Successful User Adoption Requires…
User Adoption Advice and Tips
Do a video like this one…
High Availability, Mobility and Accessibility also lead to better User Adoption!
SharePoint Workspace/Groove, Outlook Inte...
Cultivate and promote the 
right culture.
Create an Identity and Brand
Consistency Across User Environments
Modify Provisioned Site (or Templates) Based on Need
Bra...
Focus on those on board/ready.
People who already want it.
Make it Fun!
Hold Contests, Scavenger Hunts and Other Activities
Use what they love.
If they love using outlook focus on using that as a leveraging point.
Say “Thank You”
It’s okay to be proud.
Reward super users with achievements. 
Then promote the desire to get rewards.
Create a SharePoint Showcase
Good Idea!
Where users submit and show off 
their SharePoint “Solutions”
Make it easier to work with
IS 
Use them.
What used to be GearUp…
http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
The              Kit is     ...
Walk your own talk.
The Outcome
SharePoint is successfully adopted by a large enough group of users to be deemed successful.
What to watch out for…
The build it they will come approach will not work alone.
Planning for New Work and Growth
What about New Work & Growth?
Spend time in advance building a channel for new work.
Avoid the flood.
Know your limits
Growyour team
Knowyour team and needs
Developers(s)
Administrators(s)
Architect(s)
Business Analyst(s)
Project Manager(s)
Site Administr...
Cultivatenew work! It’s a good thing. 
This boosts user adoption! (More functionality and dependency over time)
The Outcome
The SharePoint Implementation continues to grow, expand and provide more value.
What to watch out for…
You need to plan support for new work/requests otherwise people will lose confidence.
Recap: Non Technical Issues…
Often are the Big Reasons Projects Fail
Shared Understanding of Requirements/Needs
Knowing th...
So being successful requires…
Understanding the non technical as well as the technical.
Success Factors…
Understanding the ‘Why’ & Making a Decision
Achieving Buy In and Setting Expectations
Determining and...
Thank You Organizers, Sponsors andYoufor Making this Possible.
Questions? Ideas? Feedback? Contact me:
Twitter:   @rharbri...
The Seven Most Important (Non Technical) SharePoint Success Factors
The Seven Most Important (Non Technical) SharePoint Success Factors
The Seven Most Important (Non Technical) SharePoint Success Factors
The Seven Most Important (Non Technical) SharePoint Success Factors
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Transcript of "The Seven Most Important (Non Technical) SharePoint Success Factors"

  1. 1. The Seven Most Important Non Technical SharePoint Success Factors Presented By: Richard Harbridge @rharbridge
  2. 2. Who am I? I
  3. 3. Understanding the Non Technical The Biggest ReasonsSharePoint 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
  4. 4. Our Goal Today… From Here To Here
  5. 5. 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
  6. 6. Understanding the ‘Why’ and Making a Decision
  7. 7. Meet Joe Hi!
  8. 8. At Joe’s Company…
  9. 9. Decision Makers don’t have Enough Information
  10. 10. The CFO needs to Reduce Costs
  11. 11. IT Services Struggles to Keep Up
  12. 12. And People Are Having Trouble Finding What They Need
  13. 13. So Joe has an Idea!
  14. 14. Since… Awesome! Not as awesome.
  15. 15. And Everyone in Joe’s Company uses Microsoft Office…
  16. 16. SharePoint is the Perfect Fit!
  17. 17. Map the needs of the organization to the right technology…
  18. 18. Perform in depth product comparisons and evaluations
  19. 19. Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  20. 20. 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
  21. 21. 2007 Online On Site Even SharePoint has multiple options 2010
  22. 22. It’s not just a feature to feature comparison
  23. 23. So Joe does all that good research and…
  24. 24. SharePoint is a part of his overall Enterprise Technology Plan
  25. 25. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
  26. 26. What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  27. 27. Achieving Buy In and Setting Expectations
  28. 28. Before we begin…
  29. 29. Let’s Talk About Perceptions
  30. 30. People See Different Things
  31. 31. Perceptions Impact Motivation
  32. 32. Joe is on a mission.
  33. 33. Joe has to convince IT Services, the CFO and Decision Makers
  34. 34. We are going to help Joe out with an exercise! Thanks!
  35. 35. Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
  36. 36. What is the most important thing to IT Services?
  37. 37. COST OF OWNERSHIP
  38. 38. What are some ways we can convince IT Services?
  39. 39. 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. SharePoint’s integration is invaluable to IT. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
  40. 40. Explain Information Overload Information Information Information Information
  41. 41. Explain Platform Benefits
  42. 42. What is the most important thing to Decision Makers?
  43. 43. Add Value To Business
  44. 44. What are some ways we can convince Decision Makers?
  45. 45. 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. It takes time and investment to reach the point all managers and executives want.
  46. 46. Prioritize and Plan
  47. 47. Paired Comparison Matrix
  48. 48. Map Solutions to Objectives  Direct Relationship Indirect Relationship * Objectives should be more specific – Example purposes only.
  49. 49. 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. …
  50. 50. What’s the expectationwe have to set?
  51. 51. It Takes Time
  52. 52. SharePoint Solutions (Evolution) *Super Simplified
  53. 53. The Outcome Joe has achieved momentum and buy in.
  54. 54. What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  55. 55. Determining and Supporting ROI
  56. 56. How do we get here?
  57. 57. Lets Talk Numbers (CFO/Finance) The Biggest Point to Share is: SharePoint is worth the initial investment and ongoing costs. The Reality: It is a costly investment and costly on going expense. Money can be invested to always generate a return. You need to have measurement, account for risk, and have some expectation of return (quantifiable) that makes it worth the initial investment/on going costs.
  58. 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.
  59. 59. Evaluating with Real Options Analysis
  60. 60. Evaluating with Monte Carlo Analysis
  61. 61. There are different ways of calculating ROI This is kind of boring…
  62. 62. ROI Advice and Tips
  63. 63. Excel has wonderful Formulas
  64. 64. There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return
  65. 65. 1. For Prioritization The Simplest ROI Formula Ever Estimated Value Even I can do it! Estimated Difficulty
  66. 66. 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
  67. 67. 2. To Improve Return ROI (traditionally) Measures Financial Impact
  68. 68. 2. To Improve Return ROI analysis often misses 'non-financial impact’ or ‘increased potential’ STILL IMPORTANT Improved Relationships Improved Know-How Website/Intranet Visitors Improved Morale Improved Skills User Complaints Increased Connections Positive Word of Mouth Innovation Click-throughs Employment Applications Comments Negative Word of Mouth Better Reputation
  69. 69. 2. To Improve Return Example of Non-Financial Measurement
  70. 70. IS Use them.
  71. 71. SharePoint Deployment Planning Services (SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx
  72. 72. Rapid Economic Justification Guide http://www.microsoft.com/business/enterprise/value.mspx
  73. 73. MEASURE THE RIGHT THING
  74. 74. What you don’t want. Don’t lose perspective.
  75. 75. Public Statisticscan help… Typical workers produce 3+ GB of data per year. 30% of a typical workers day is spent searching for information. In a 1,000 employee company lost productivity costs approximately $5 million a year. Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006
  76. 76. Statistics within the Organization are better. 20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling. 4 out of 5 of our workers do not know that we have an employee disaster relief fund. Currently we pay for full licensing on 7 different enterprise document management solutions. Source: “Support Review Q4,” IT, 2010 Source: “HR Employee Benefits Survey,” HR, 2010 Source: “Financial Audit of Licensing Costs,” Finance, 2010
  77. 77. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
  78. 78. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  79. 79. Implementing Successful Governance
  80. 80. What is Governance?
  81. 81. GOVERNANCE IS REQUIRED
  82. 82. What does that mean? Without effective governanceorganization, performance, andcapability are significantly reduced.
  83. 83. Without Governance
  84. 84. So how do we do it?
  85. 85. 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
  86. 86. Identify patterns.Plan for patterns.Execute patterns.
  87. 87. I think I see a Pattern.
  88. 88. Executing Governance
  89. 89. The Result:
  90. 90. Governance Documentation Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business)
  91. 91. 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. …
  92. 92. Operations Documentation Objectives/Priorities Disaster Recovery Plan Deployment Process, Policies, and Schedule Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Etc…
  93. 93. Support Documentation 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)…
  94. 94. Development Documentation Branding Guide Workflow Policy SharePoint Designer Policy Development Standards Testing Requirements Etc…
  95. 95. IS Use them.
  96. 96. Governance Checklist
  97. 97. TechNet, Community and More..
  98. 98. With Governance
  99. 99. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  100. 100. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  101. 101. Approaching and Supporting SharePoint
  102. 102. What is the best approach for SharePoint Implementations?
  103. 103. ITERATIVE APPROACH
  104. 104. 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.
  105. 105. CommunicationPlanning
  106. 106. TheCommunicationPlan Will act as a binding agreement (forces you to carry through). Helps keep communication focused. Helps prevent unwanted surprises.
  107. 107. CommunicationTips Use pictures and more pictures. Explain as much as you can (Pros/Cons). Solidifies decisions and allows themto explain to anyone who asks. Ask every question three times in three different ways.
  108. 108. SupportPlanning
  109. 109. Don’t forget you aren’t superman. (Sorry Joe)
  110. 110. Multiple Tiers for Escalation (You can’t know everything)
  111. 111. Measure Support Learn and use data to be proactive.
  112. 112. Diversify Support resources/mediums Books and Manuals Online MSDN TechNet Blogs Cheat Sheets One on One Classroom Training Forums Help Etc
  113. 113. Useful, digestible trainingsessions (less than an hour) Workshops > Presentations
  114. 114. Avoid too much too fast.Keep it simple. It’s like learning to drive.
  115. 115. IS Use them.
  116. 116. Productivity Hub
  117. 117. SharePoint Learning Kit
  118. 118. Stand Alone/Portal Edition Training
  119. 119. Support Tip…
  120. 120. RESPOND You never want to give the IT busy signal, or support busy signal.
  121. 121. The Outcome SharePoint is supported effectively.
  122. 122. What to watch out for… The training and support can be costly in time and resources.
  123. 123. Improved User Adoption
  124. 124. User Adoption
  125. 125. How do we get successful User Adoption?
  126. 126. USERS MUST UNDERSTAND THE VALUE
  127. 127. Successful User Adoption Requires…
  128. 128. User Adoption Advice and Tips
  129. 129. Do a video like this one…
  130. 130. High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
  131. 131. Cultivate and promote the right culture.
  132. 132. 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.
  133. 133. Focus on those on board/ready. People who already want it.
  134. 134. Make it Fun! Hold Contests, Scavenger Hunts and Other Activities
  135. 135. Use what they love. If they love using outlook focus on using that as a leveraging point.
  136. 136. Say “Thank You” It’s okay to be proud.
  137. 137. Reward super users with achievements. Then promote the desire to get rewards.
  138. 138. Create a SharePoint Showcase Good Idea! Where users submit and show off their SharePoint “Solutions”
  139. 139. Make it easier to work with
  140. 140. IS Use them.
  141. 141. What used to be GearUp… http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx The Kit is ! Buzz Sweet
  142. 142. Walk your own talk.
  143. 143. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  144. 144. What to watch out for… The build it they will come approach will not work alone.
  145. 145. Planning for New Work and Growth
  146. 146. What about New Work & Growth?
  147. 147. Spend time in advance building a channel for new work. Avoid the flood.
  148. 148. Know your limits
  149. 149. Growyour team
  150. 150. Knowyour team and needs Developers(s) Administrators(s) Architect(s) Business Analyst(s) Project Manager(s) Site Administrator(s) Super Users(s) Trainer(s)
  151. 151. Cultivatenew work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  152. 152. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  153. 153. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  154. 154. Recap: Non Technical Issues… Often are the Big Reasons Projects Fail Shared Understanding of Requirements/Needs Knowing the Limitations of the Software (When to use it/When not to) Estimating Effort and Schedule Accuracy
  155. 155. So being successful requires… Understanding the non technical as well as the technical.
  156. 156. 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
  157. 157. Thank You Organizers, Sponsors andYoufor Making this Possible. Questions? Ideas? Feedback? Contact me: Twitter: @rharbridge Blog: www.rharbridge.com LinkedIn: www.linkedin.com/in/rharbridge Email me at: richard@rharbridge.com My company: www.Allin.com
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