On October 23rd, 2014, we updated our
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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
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 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…
SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
2007 Online On Site Even SharePoint has multiple options 2010
It’s Big Ecosystem
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
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?
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.
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...
SharePoint and IT The Reality:
IT struggles with supporting another technology.
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.
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
Map Solutions to Objectives Direct Relationship Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
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?
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…
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
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.
Disaster Recovery Plan
Storage and Quota Policies
Service Level Agreements
Deployment Process, Policies, and Schedule
SharePoint Designer Policy
Development Standards (Including OOTB vs Custom)
Development Environment Policy
Deployment Process, Policies, and Schedule
SharePoint Standards Online
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Training and Communication Plans
MySite Policies (Pictures)…
User Lifecycle Policy
Legal and Compliance Policy
SharePoint Standards Online
IS Use them.
TechNet, Community and More..
Frameworks are Use them.
Microsoft Operations Framework (MOF)
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?
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.
Will act as a binding agreement (forces you to carry through).
Helps keep communication focused.
Helps prevent unwanted surprises.
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
One on One
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.
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
How do we get successful User Adoption?
USERS MUST UNDERSTAND THE VALUE
Successful User Adoption Requires…
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
Make it easier to work with Powerful Columns You Probably Didn’t Know About
Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
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
Knowyour team and needs
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.
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
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