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SharePoint Conference .ORG - The Seven Most Important Success Factors

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  • My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you. 
  • 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.
  • The first tip I will give is to never ever give a single number. As an example when asked how long it will take to make ‘report A’ let the requester know a range that you feel comfortable with. Why a range? Realistically in a quick situation like that if you don’t give a range it won’t indicate how uncertain you are about the estimate.If you were thinking about the request and felt like the task would take somewhere between 2-8 hours then communicating only a single value guess such as ’6 hours’ can be misleading as it doesn’t include any information about how confident you are.
  • So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
  • 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

SharePoint Conference .ORG - The Seven Most Important Success Factors SharePoint Conference .ORG - The Seven Most Important Success Factors Presentation Transcript

  • The Seven Most ImportantSharePoint Success Factors Presented By: Richard Harbridge #SPC_ORG @RHarbridge
  • Who am I?
  • SPTechCon SharePointThe SharePointTechnology Conference Symposium
  • The Biggest ReasonsUnderstanding the Non TechnicalSharePoint 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
  • Our Goal Today… From Here To Here
  • Understanding the ‘Why’ and Making a Decision
  • Meet Joe Hi!#SPC_ORG @RHarbridge
  • At Joe’s Company…#SPC_ORG @RHarbridge
  • Decision Makers don’t have Enough Information#SPC_ORG @RHarbridge
  • The CFO needs to Reduce Costs#SPC_ORG @RHarbridge
  • IT Services Struggles to Keep Up#SPC_ORG @RHarbridge
  • And People Are Having Trouble Finding What They Need#SPC_ORG @RHarbridge
  • So Joe has an Idea!#SPC_ORG @RHarbridge
  • Since… Awesome! Not as awesome.#SPC_ORG @RHarbridge
  • And Everyone in Joe’s Company uses Microsoft Office…#SPC_ORG @RHarbridge
  • SharePoint is the Perfect Fit!#SPC_ORG @RHarbridge
  • #SPC_ORG @RHarbridge
  • Map the needs of the organization to the right technology…#SPC_ORG @RHarbridge
  • Perform in depth product comparisons and evaluations#SPC_ORG @RHarbridge
  • 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
  • SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
  • Even SharePoint has multiple options 2010 Foundation 2007 Standard Online Enterprise On Site#SPC_ORG @RHarbridge
  • It’s Big Ecosystem
  • It’s not just a feature to feature comparison Technology Process People#SPC_ORG @RHarbridge
  • So Joe does all that good research and…#SPC_ORG @RHarbridge
  • SharePoint is a part of his overall Enterprise Technology Plan#SPC_ORG @RHarbridge
  • The OutcomeWithin the overall enterprise technologyplan 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 andSetting Expectations
  • Before we begin…#SPC_ORG @RHarbridge
  • Let’s Talk About Perceptions#SPC_ORG @RHarbridge
  • #SPC_ORG @RHarbridge
  • People See Different Things#SPC_ORG @RHarbridge
  • Perceptions Impact Motivation • Acceptance • Physical Activity • Curiosity • Power • Hunger • Attractiveness • Family • Saving • Honour • Social Contact • Idealism • Status • Independence • Security • Order • Vengeance#SPC_ORG @RHarbridge
  • Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers#SPC_ORG @RHarbridge
  • What is the most important thing to IT Services?#SPC_ORG @RHarbridge
  • COST OFOWNERSHIP
  • What are some ways we can convince IT Services?#SPC_ORG @RHarbridge
  • 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.#SPC_ORG @RHarbridge
  • SharePoint and IT Secondary (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...#SPC_ORG @RHarbridge
  • SharePoint and IT The Reality:  IT struggles with supporting another technology.#SPC_ORG @RHarbridge
  • Explain Information Overload Search Process Collaboration Information Information Information Control Management#SPC_ORG @RHarbridge
  • Explain Platform Benefits Search Records Collaboration Management Search Personalization Process Collaboration Management Information Information Business Control Intelligence Control Management Forms Services Process#SPC_ORG @RHarbridge
  • What is the most important thing to Decision Makers?#SPC_ORG @RHarbridge
  • Add ValueTo Business
  • What are some ways we can convince Decision Makers?#SPC_ORG @RHarbridge
  • 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.#SPC_ORG @RHarbridge
  • Prioritize and Plan#SPC_ORG @RHarbridge
  • 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 and      Taxonomy Migrate File Shares     Create Dashboards      Implement Workflow     Solutions Configure Search Services      Branding     * Objectives/solutions should be more specific – Example purposes only.#SPC_ORG @RHarbridge
  • What’s the expectation we have to set?#SPC_ORG @RHarbridge
  • It Takes Time
  • SharePoint Solutions (Evolution) Business Information Collaboration Business Intelligence Driven Driven Process Driven Driven Reporting Workflow/ Communication Collaboration Auditing Dashboards *Super Simplified#SPC_ORG @RHarbridge
  • The OutcomeJoe has achieved momentum and buy in.
  • What to watch out for…Joe must carefully manage expectations and maintain the momentum.
  • Determining andSupporting ROI
  • How do we get here?#SPC_ORG @RHarbridge
  • 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#SPC_ORG @RHarbridge
  • Evaluating with Monte Carlo Analysis#SPC_ORG @RHarbridge
  • There are different ways of calculating ROI This is kind of boring…#SPC_ORG @RHarbridge
  • There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return#SPC_ORG @RHarbridge
  • 1. For Prioritization The Simplest ROI Formula Ever Estimated Valueit!I can Even do Estimated Difficulty#SPC_ORG @RHarbridge
  • 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#SPC_ORG @RHarbridge
  • Giving Estimates At least 2 hours… 4 hours maybe?Forgotten/Not Shared 16? Way too much.Have Our Now That We 8 Tops. Magic Number I better pick something in between… 6 Hours! How Long Will X Take You? Never Give a Single Number#SPC_ORG @RHarbridge Two Simple Tricks For Making Better Estimates
  • Always Give Ranged Estimates 2-8 Hours! Ranged Estimates Help Communicate Confidence and Set Expectations#SPC_ORG @RHarbridge Two Simple Tricks For Making Better Estimates
  • 2. To Improve Return ROI (traditionally) Measures Financial Impact#SPC_ORG @RHarbridge
  • 2. To Improve Return ROI analysis often misses non-financial impact’ or ‘increased potential’ Improved Relationships Website/Intranet Visitors Improved Know-How Improved Morale Improved Skills User Complaints Positive Word of Mouth Increased Innovation Connections Click-throughs Employment Applications Comments Negative Word of Mouth Better Reputation#SPC_ORG @RHarbridge
  • 2. To Improve Return Example of Non-Financial Measurement#SPC_ORG @RHarbridge
  • IS Use them.#SPC_ORG @RHarbridge
  • SharePoint Deployment Planning Services (SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx#SPC_ORG @RHarbridge
  • MEASURETHE RIGHT THING
  • #SPC_ORG @RHarbridge
  • What you don’t want. Don’t lose perspective.#SPC_ORG @RHarbridge
  • The Outcome Joe is measuring effort effectively tobetter prioritize or to improve return on investment.
  • What to watch out for… Fear of bad estimation leading to notestimating at all. Vaguely right is better than precisely wrong.
  • Implementing Successful Governance
  • What is Governance?#SPC_ORG @RHarbridge
  • GOVERNANCEIS REQUIRED
  • What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SPC_ORG @RHarbridge
  • Without Governance#SPC_ORG @RHarbridge
  • So how do we do it?#SPC_ORG @RHarbridge
  • Teamwork is KeyThere 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#SPC_ORG @RHarbridge The 5 Teams You Need For Effective SharePoint Governance
  • Alternative TeamsIf the organization or implementation is small enough you mightonly need to start with two and break them apart as youmature/grow.  Strategy Team  Tactical Team  Business  Operations  Technical  Development  Support#SPC_ORG @RHarbridge
  • Identify patterns.Plan for patterns.Execute patterns.
  • I think I see a Pattern.#SPC_ORG @RHarbridge
  • Executing Governance#SPC_ORG @RHarbridge
  • No Single “Approach” Projects Communities Tasks Practices#SPC_ORG @RHarbridge
  • Governance Outcomes Aggregate/Reference Document or Site (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.  …#SPC_ORG @RHarbridge
  • 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#SPC_ORG @RHarbridge
  • 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#SPC_ORG @RHarbridge SharePoint Standards Online
  • 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)…#SPC_ORG @RHarbridge
  • Support Outcomes User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPC_ORG @RHarbridge SharePoint Standards Online
  • IS Use them.#SPC_ORG @RHarbridge
  • TechNet, Community and More..#SPC_ORG @RHarbridge
  • are Use them.#SPC_ORG @RHarbridge
  • Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, forma l governance Functional Areas Department Site – “Public”“PRIVATE” SITES: Open Someto business group Department Team Site – “Private” control, somemembers formal governanceTEAM SITES: Generally open Looser Project/Initiative Team Sites control, lessto team members formal governance Personal Sites– My Sites #SPC_ORG @RHarbridge
  • ITIL Framework#SPC_ORG @RHarbridge
  • COBIT Framework
  • Microsoft Operations Framework (MOF)
  • With Governance#SPC_ORG @RHarbridge
  • The OutcomeEveryone 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 andSupporting SharePoint
  • What is the best approach for SharePoint Implementations?#SPC_ORG @RHarbridge
  • ITERATIVEAPPROACH
  • 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.#SPC_ORG @RHarbridge
  • Support Planning#SPC_ORG @RHarbridge
  • Don’t forget you aren’t superman. (Sorry Joe)#SPC_ORG @RHarbridge
  • Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPC_ORG @RHarbridge
  • Measure Support Learn and use data to be proactive.#SPC_ORG @RHarbridge
  • Diversify Support resources/mediums  Books and Manuals  Online  MSDN  Forums  TechNet  Help  Blogs  Etc  Cheat Sheets  One on One  Classroom Training#SPC_ORG @RHarbridge
  • Avoid too much too fast. Keep it simple. It’s like learning to drive.#SPC_ORG @RHarbridge
  • IS Use them.#SPC_ORG @RHarbridge
  • Productivity Hub#SPC_ORG @RHarbridge
  • IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.#SPC_ORG @RHarbridge
  • Support Tip…#SPC_ORG @RHarbridge
  • RESPONDYou never want to give the IT busy signal, or support busy signal.
  • The OutcomeSharePoint is supported effectively.
  • What to watch out for…The training and support can be costly in time and resources.
  • Improved User Adoption
  • How do we get successful User Adoption?#SPC_ORG @RHarbridge
  • USERS MUSTUNDERSTAND THE VALUE
  • Successful User Adoption Requires…#SPC_ORG @RHarbridge
  • Do a video like this one…#SPC_ORG @RHarbridge
  • High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More#SPC_ORG @RHarbridge
  • 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.#SPC_ORG @RHarbridge
  • Make it Fun! Hold Contests, Scavenger Hunts and Other Activities#SPC_ORG @RHarbridge
  • Reward super users with achievements. Then promote the desire to get rewards.#SPC_ORG @RHarbridge
  • Create a SharePoint Showcase Good Idea! Where users submit and show off their SharePoint “Solutions”#SPC_ORG @RHarbridge
  • Make it easier to work with#SPC_ORG @RHarbridge
  • Make it easier to work with Powerful Columns You Probably Didn’t Know About#SPC_ORG @RHarbridge
  • Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea#SPC_ORG @RHarbridge
  • #SPC_ORG @RHarbridge
  • The OutcomeSharePoint 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?#SPC_ORG @RHarbridge
  • Know your limits#SPC_ORG @RHarbridge
  • Grow your team#SPC_ORG @RHarbridge
  • 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)#SPC_ORG @RHarbridge
  • Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)#SPC_ORG @RHarbridge
  • The OutcomeThe SharePoint Implementation continues to grow, expand and provide more value.
  • What to watch out for… You need to plan support for newwork/requests otherwise people will lose confidence.
  • Success Factors…1. Understanding the ‘Why’ & Making a Decision Understand Business Needs and Map to Them2. Achieving Buy In and Setting Expectations Share Alignment, Vision and3. Determining and Supporting ROI Return More Use Measurements to Improve and4. Implementing Successful Governance Use Team Work And Execute With Patterns5. ApproachingLeverage Everyone, and Respond Be Iterative, and Supporting SharePoint6. ImprovingValue Adoption Share the User and Successes7. Planning your Capabilityand Growth Manage for New Work and Priorities
  • Thank YouOrganizers, Sponsors and You for Making this Possible.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