The Seven Most Important (Non Technical) SharePoint Success Factors
 

The Seven Most Important (Non Technical) SharePoint Success Factors

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The Seven Most Important (Non Technical) SharePoint Success Factors The Seven Most Important (Non Technical) SharePoint Success Factors Presentation Transcript

  • 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 Understanding of Requirements/Needs Knowledge around Limitations of the Software (When to use it/When not to) Estimation of Effort and Schedule Accuracy View slide
  • Our Goal Today… From Here To Here View slide
  • 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
  • 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 Dynamics RMS Dynamics SL
  • 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 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.
  • 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 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.
  • Prioritize and Plan
  • Paired Comparison Matrix
  • Map Solutions to Objectives  Direct Relationship Indirect Relationship * Objectives should be more specific – Example purposes only.
  • 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. …
  • 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 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.
  • 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.
  • 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 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
  • 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 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
  • 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 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
  • 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
  • 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 wrong.
  • 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 Strategy Team Tactical Teams: Tactical Operations Team Tactical Development Team Tactical Support Team
  • 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/Priorities (Tech/Business)
  • 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. …
  • Operations Documentation Objectives/Priorities Disaster Recovery Plan Deployment Process, Policies, and Schedule Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Etc…
  • 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)…
  • Development Documentation Branding Guide Workflow Policy SharePoint Designer Policy Development Standards Testing Requirements Etc…
  • 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 prototyping, and for proof of concept work. It ensures there is enough time to review, adjust, and communicate.
  • CommunicationPlanning
  • TheCommunicationPlan Will act as a binding agreement (forces you to carry through). Helps keep communication focused. Helps prevent unwanted surprises.
  • 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.
  • 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 Forums Help Etc
  • 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 Integration (Offlining), Mobile and More
  • Cultivate and promote the right culture.
  • 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.
  • 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 ! Buzz Sweet
  • 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 Administrator(s) Super Users(s) Trainer(s)
  • 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 the Limitations of the Software (When to use it/When not to) Estimating Effort and Schedule Accuracy
  • 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 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
  • 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