SharePoint Conference .ORG - The Seven Most Important Success Factors

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

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

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

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

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

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

SharePoint Conference .ORG - The Seven Most Important Success Factors

by Richard Harbridge

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

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