The document discusses best practices for implementing SharePoint successfully. It recommends taking an iterative approach, establishing governance through cross-functional teams, carefully planning support, and managing expectations around the time required. The overall message is that SharePoint implementations require non-technical buy-in, clear objectives, governance, support structures, and an incremental rollout approach to achieve the desired business outcomes.
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Understanding the Non Technical
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
The Biggest Reasons
SharePoint Projects Fail?
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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
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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
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When I Say “SharePoint Integration”
You Probably Think Of This...
Secondary (But Important) Points:
SharePoint’s integration with technologies you
already use and it’s extendibility are invaluable.
SharePoint and IT
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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.
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SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards
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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 Discounted Cash Flow
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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
1. For Prioritization
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Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number
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Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!
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ROI analysis often misses 'non-financial
impact’ or ‘increased potential’
Website/Intranet Visitors
Increased
Connections
User Complaints
Improved Morale Improved Skills
Improved Know-How
Innovation
Better Reputation
Employment Applications
Click-throughs
Comments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return
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What to watch out for…
Fear of bad estimation leading to not
estimating at all. Vaguely right is better
than precisely wrong.
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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
The 5 Teams You Need For Effective
SharePoint Governance
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Alternative Teams
If the organization or implementation is small enough you might
only need to start with two and break them apart as you
mature/grow.
Tactical Team
Operations
Development
Support
Strategy Team
Business
Technical
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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 be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
…
SharePoint will not be…
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Objectives/Priorities
Disaster Recovery Plan
Storage and Quota Policies
Monitoring Plans
Maintenance Plans
Service Level Agreements
Security Policies
Deployment Process, Policies, and Schedule
Operations Outcomes
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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
Development Outcomes
SharePoint Standards Online
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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)…
Support Outcomes
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User Lifecycle Policy
Taxonomy Management
Social Policies
Content Standards
Legal and Compliance Policy
Search Management
Support Outcomes
SharePoint Standards Online
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Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open
to all employees
TEAM SITES: Generally open
to team members
Tightly
controlled,
formal
governance
Looser control,
less formal
governance
Some control,
some formal
governance
“PRIVATE” SITES: Open
to business group
members
Define Governance Control Levels
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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.
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Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
(You can’t know everything)
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High Availability, Mobility and
Accessibility also lead to better
User Adoption!
SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
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Create an Identity and Brand
Branding should make it easier, and more effective.
Consistency Across
User Environments
Modify Provisioned
Site (or Templates)
Based on Need
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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)
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1. Understanding the ‘Why’ & Making a Decision
2. Achieving Buy In and Setting Expectations
3. Determining and Supporting ROI
4. Implementing Successful Governance
5. Approaching and Supporting SharePoint
6. Improving User Adoption
7. Planning for New Work and Growth
1. Understand Business Needs and Map to Them
2. Share Alignment, Vision and Expectations
3. Use Measurements to Improve and Return More
4. Use Team Work And Execute With Patterns
5. Be Iterative, Leverage Everyone, and Respond
6. Share the Value and Successes
7. Manage your Capability and Priorities
Success Factors…
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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
Thank You
Organizers, Sponsors and You for Making this Possible.
Editor's Notes
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