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SharePoint Saturday New Hampshire - The Seven Most Important SharePoint 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.
  • This is to set the conceptual sceneYou will see this diagram a lot.
  • 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 Saturday New Hampshire - The Seven Most Important SharePoint Success Factors SharePoint Saturday New Hampshire - The Seven Most Important SharePoint Success Factors Presentation Transcript

  • The Seven Most Important SharePoint Success Factors
    Presented By: Richard Harbridge
    #SPSNH @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
  • Our Goal Today…
    From Here To Here
  • Information!
  • 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
  • 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.
    Enable
    Solutions
  • 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.
    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
  • Map Solutions to Objectives
     Direct Relationship Indirect Relationship
    * Objectives/solutions should be more specific – Example purposes only.
  • 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 SupportingROI
  • 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
  • IS
    Use them.
  • SharePoint Deployment Planning Services (SDPS)
    https://www.partnersdps.com/Pages/ToolsSupport.aspx
  • MEASURE THE RIGHT THING
  • What you don’t want.
    Don’t lose perspective.
  • 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
  • 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
  • Identify patterns.Plan for patterns.Execute patterns.
  • I think I see a Pattern.
  • Executing Governance
  • No Single “Approach”
    Projects
    Communities
    Tasks
    Practices
  • 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.
  • 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
  • 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
    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)…
  • Support Outcomes
    • User Lifecycle Policy
    • Taxonomy Management
    • Social Policies
    • Content Standards
    • Legal and Compliance Policy
    • Search Management
    SharePoint Standards Online
  • IS
    Use them.
  • Governance Checklist
  • TechNet, Community and More..
  • Frameworks
    are
    Use them.
  • Governance Classification Triangle
    Permanent central portal
    - Few authors/Many readers
    Communication Portal
    • Central navigation
    • Central taxonomy
    • Divisional stakeholders
    • Enterprise search
    CentralPortal
    Departmental Sites
    • Departments
    • Resources
    • Business Processes
    - Few authors/Many readers
    Increasing Strictness of Governance
    Collaboration
    • Local taxonomies
    • Local search
    Semi Structured
    Team sites
    - Multiple authors
    Blogs, bios,
    Social
    Personal
    Above The Line versus Below The Line
  • ITIL Framework
  • COBIT Framework
  • Microsoft Operations Framework (MOF)
  • 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 SupportingSharePoint
  • 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.
  • Opportunistic Driven Learning
    Image from Paul Culmsee
  • Opportunistic Driven Learning
    Image from Paul Culmsee
  • 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
  • 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
  • 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
  • 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.
  • Make it Fun!
    Hold Contests, Scavenger Hunts and Other Activities
  • 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
  • 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.
  • 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
    • Blogs: http://www.RHarbridge.com
    • Email: Richard@RHarbridge.com
    • Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com