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SharePoint Saturday NY - The Seven Most Important Success Factors for SharePoint



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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.
  • Ask every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/abilityUse Pictures - Pictures and moreeee pictures.
  • Dependancy 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


  • 1. The Seven Most Important Non Technical SharePoint Success Factors
    Presented By: Richard Harbridge
  • 2. Who am I?
  • 3. Understanding the Non Technical
    The Biggest ReasonsSharePoint Projects Fail?
    Is necessary to avoid poor…
    • Shared Understanding of Requirements/Needs
    • 4. Knowledge around Limitations of the Software (When to use it/When not to)
    • 5. Estimation of Effort and Schedule Accuracy
  • Our Goal Today…
    From Here To Here
  • 6. 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
  • 7. Understanding the ‘Why’ and Making a Decision
  • 8. Meet Joe
  • 9. At Joe’s Company…
  • 10. Decision Makers don’t have Enough Information
  • 11. The CFO needs to Reduce Costs
  • 12. IT Services Struggles to Keep Up
  • 13. And
    People Are Having Trouble Finding What They Need
  • 14. So Joe has an Idea!
  • 15. We can solve our problems with technology!
  • 16.
  • 17. What does Joe really knowabout his Company’s needs?
    Decision Makers don’t have Enough Information
    The CFO needs to Reduce Costs
    IT Services Struggles to Keep Up
    People Are Having Trouble Finding What They Need
  • 18. Even if Joe understands the needs of his workplace…
  • 19. Technology is never
    the whole solution
  • 20. Let’s say Joe does understand the needs of his organization
    What’s Next?
  • 21. Research
  • 22. Joe doesn’t really like research…
    This is boring…
  • 23. So Joe decides…
    Not as awesome.
  • 24. Since Everyone in Joe’s Company uses Microsoft Office…
  • 25. SharePoint is the Perfect Fit!
  • 26.
  • 27. Map the needs of the organization to the right technology…
  • 28. Perform in depth product comparisons and evaluations
  • 29. Like this
    Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  • 30. This is important as Microsoft alone has a quite a few…
  • 2007
    On Site
    Even SharePoint has multiple options
  • 37. It’s not just a feature to feature comparison
  • 38. So Joe does all that good research and…
  • 39. SharePoint is a part of his overall Enterprise Technology Plan
  • 40. The Outcome
    Joe has made an educated and informed decision based on the businesses needs.
  • 41. What to watch out for…
    We have to define our needs carefully if we want to pick the right technology.
  • 42. Achieving Buy In and Setting Expectations
  • 43. Before we begin…
  • 44. Let’s Talk About Perceptions
  • 45.
  • 46. People See Different Things
  • 47. Perceptions Impact Motivation
  • 48. Joe is on a mission.
  • 49. Joe has to convince IT Services, the CFO and Decision Makers
  • 50. We are going to help Joe out with an exercise!
  • 51. What is the most important thing to IT Services?
  • 53. What are some ways we can convince IT Services?
  • 54. Cost of Ownership (IT)
    The Biggest Point to Share is:
    • SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.
    The Reality:
    • IT doesn’t want to learn/support a new technology.
    • 55. SharePoint’s integration is invaluable to IT.
    • 56. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
  • What is the most important thing to the CFO?
  • 57. NUMBERS
  • 58. What are some ways we can convince the CFO?
  • 59. Lets Talk Numbers (CFO/Finance)
    The Biggest Point to Share is:
    • SharePoint is worth the initial investment and ongoing costs.
    The Reality:
    • It is a costly investment and costly on going expense.
    • 60. Money can be invested to always generate a return.
    • 61. You need to have measurement, account for risk, and have some expectation of return (quantifiable) that makes it worth the initial investment/on going costs.
  • What is the most important thing to Decision Makers?
  • 62. Add Value
  • 63. What are some ways we can convince Decision Makers?
  • 64. Add Value (Decision Makers)
    The Biggest Point to Share is:
    • SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.
    The Reality:
    • It takes time and investment to reach the point all managers and executives want.
    • 65. Productivity gain can be difficult to measure, as can reduction in waste.
  • Buy In and Expectations Tips
  • 66. Map Solutions to Objectives
     Direct Relationship Indirect Relationship
  • 67. Explain Information Overload
  • 68. Explain Scalable Architecture
  • 69. What’s the expectationwe have to set?
  • 70. It Takes Time
  • 71. SharePoint Solutions (Evolution)
    *Super Simplified
  • 72. The Outcome
    Joe has achieved momentum and buy in.
  • 73. What to watch out for…
    Joe must carefully manage expectations and maintain the momentum.
  • 74. Determining and Supporting ROI
  • 75. What about this guy?
  • 76. How do we get here?
    Return on Investment
  • 78. Evaluating With Discounted Cash Flow
    • Show expected cost and return over multiple time periods.
    • 79. 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
  • 80. Evaluating with Monte Carlo Analysis
  • 81. There are different ways of calculating ROI evaluate what works best for you
    This is almost as boring as research…
  • 82. ROI Advice and Tips
  • 83. Excel has wonderful Formulas
  • 84. The Simplest ROI Formula Ever
    Estimated Value
    Even I can do it!
    Estimated Difficulty
  • 85. Examples
    • I have a difficult requirement. It’s an 8 in difficulty (out of 10).
    • 86. I have an easy requirement. It’s a 2 in difficulty (out of 10).
    • 87. The expected value of the difficult requirement is 4 (out of 10).
    • 88. The expected value of the easy requirement is 6 (out of 10).
    Estimated Value
    Estimated Difficulty
  • 89. ROI (traditionally) Measures Financial Impact
  • 90. ROI analysis doesn’t cover ‘non-financial impact’ or ‘increased potential’
    Improved Relationships
    Improved Know-How
    Website/Intranet Visitors
    Improved Morale
    Improved Skills
    User Complaints
    Increased Connections
    Positive Word of Mouth
    Employment Applications
    Negative Word of Mouth
    Better Reputation
  • 91. Example of Non-Financial Measurement
  • 92. Public Statisticscan help…
    • Typical workers produce 3+ GB of data per year.
    • 93. 30% of a typical workers day is spent searching for information.
    • 94. In a 1,000 employee company lost productivity costs approximately $5 million a year.
    Source: “The Enterprise Workplace,” IDC, 2005
    Source: IDC, 2003
    Source: “Hidden Costs of Information Work,” IDC, 2006
  • 95. Statistics within the Organization are better.
    • 20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.
    • 96. 4 out of 5 of our workers do not know that we have an employee disaster relief fund.
    • 97. Currently we pay for full licensing on 7 different enterprise document management solutions.
    Source: “Support Review Q4,” IT, 2010
    Source: “HR Employee Benefits Survey,” HR, 2010
    Source: “Financial Audit of Licensing Costs,” Finance, 2010
  • 98. Break it down.
  • 99. IS
    Use them.
  • 100. SharePoint Deployment Planning Services (SDPS)
  • 101. Rapid Economic Justification Guide
  • 103.
  • 104. What you don’t want.
    Don’t lose perspective.
  • 105. The Outcome
    Joe is measuring effort effectively to improve return on investment.
  • 106. What to watch out for…
    Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  • 107. Implementing Successful Governance
  • 108. What is Governance?
  • 110. What does that mean?
    Without effective governanceorganization, performance, andcapability are significantly reduced.
  • 111. Without Governance
  • 112. So how do we do it?
  • 113. Teamwork is Key
    There are typically 5 teams for SharePoint Governance:
    • Business Strategy Team
    • 114. Technical Strategy Team
    • 115. Tactical Teams:
    • 116. Tactical Operations Team
    • 117. Tactical Development Team
    • 118. Tactical Support Team
  • Identify patterns.Plan for patterns.Execute patterns.
  • 119. I think I see a Pattern.
  • 120. Executing Governance
  • 121. The Result:
  • 122. Governance Documentation
    • Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
    • 123. Objectives/Priorities (Tech/Business)
  • Operations Documentation
    • Objectives/Priorities
    • 124. Disaster Recovery Plan
    • 125. Deployment Process, Policies, and Schedule
    • 126. Storage and Quota Policies
    • 127. Monitoring Plans
    • 128. Maintenance Plans
    • 129. Service Level Agreements
    • 130. Etc…
  • Support Documentation
    • Objectives/Priorities
    • 131. Site Classification and Platform Classification
    • 132. Site Provisioning Process/Questionnaire
    • 133. User Expectations Agreement
    • 134. Roles and Responsibilities
    • 135. Support Agreement(s)
    • 136. Training and Communication Plans
    • 137. MySite Policies (Pictures)…
  • Development Documentation
  • IS
    Use them.
  • 143. Governance Checklist
  • 144. TechNet, Community and More..
  • 145. With Governance
  • 146. The Outcome
    Everyone Achieves a Shared Understanding of SharePoint Related Processes
  • 147. What to watch out for…
    Not just documents, policies, and procedures. It is an active and ongoing process.
  • 148. Approaching and Supporting SharePoint
  • 149. What is the best approach for SharePoint Implementations?
  • 151. Why Iterative?
    • SharePoint is a very large platform.
    • 152. It takes time to understand SharePoint.
    • 153. SharePoint is great for rapid prototyping, and for proof of concept work.
    • 154. It ensures there is enough time to review, adjust, and communicate.
  • CommunicationPlanning
  • 155. TheCommunicationPlan
    • Will act as a binding agreement (forces you to carry through).
    • 156. Helps keep communication focused.
    • 157. Helps prevent unwanted surprises.
  • CommunicationTips
    • Use pictures and more pictures.
    • 158. Explain as much as you can (Pros/Cons).
    • 159. Solidifies decisions and allows themto explain to anyone who asks.
    • 160. Ask every question three times in three different ways.
  • SupportPlanning
  • 161. Don’t forget you aren’t superman.
    (Sorry Joe)
  • 162. Multiple Tiers for Escalation
    (You can’t know everything)
  • 163. Measure Support
    Learn and use data to be proactive.
  • 164. Diversify Support
  • Useful, digestible trainingsessions (less than an hour)
    Workshops > Presentations
  • 175. Avoid too much too fast.Keep it simple.
    It’s like learning to drive.
  • 176. IS
    Use them.
  • 177. Productivity Hub
  • 178. Stand Alone/Portal Edition Training
  • 179. SharePoint Learning Kit
  • 180. Support Tip…
  • 181. RESPOND
    You never want to give the IT busy signal, or support busy signal.
  • 182. The Outcome
    SharePoint is supported effectively.
  • 183. What to watch out for…
    The training and support can be costly in time and resources.
  • 184. Improved User Adoption
  • 185. User Adoption
  • 186. How do we get successful User Adoption?
  • 188. Successful User Adoption Requires…
  • 189. User Adoption Advice and Tips
  • 190. Do a video like this one…
  • 191. High Availability, Mobility and Accessibility also lead to better User Adoption!
    SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
  • 192. Cultivate and promote the
    right culture.
  • 193. Create an Identity and Brand
    Branding should make it easier, and more effective.
  • 194. Focus on those on board/ready.
    People who already want it.
  • 195. Make it Fun!
    Hold Contests, Scavanger Hunts and Other Activities
  • 196. Use what they love.
    If they love using outlook focus on using that as a leveraging point.
  • 197. Say Thank You
  • 198. It’s okay to be proud.
  • 199.
  • 200. Reward super users with achievements.
    Then promote the desire to get rewards.
  • 201. Create a SharePoint Showcase
    Good Idea!
    Where users submit and show off
    their SharePoint “Solutions”
  • 202. Make it easier to work with
  • 203. IS
    Use them.
  • 204. What used to be GearUp…
    The Kit is !
  • 205. Walk your own talk.
  • 206. The Outcome
    SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  • 207. What to watch out for…
    The build it they will come approach will not work alone.
  • 208. Planning for New Work and Growth
  • 209. What about New Work & Growth?
  • 210. Spend time in advance building a channel for new work.
    Avoid the flood.
  • 211. Know your limits
  • 212. Growyour team
  • 213. Knowyour team
  • Cultivatenew work! It’s a good thing.
    This boosts user adoption! (More functionality and dependency over time)
  • 221. The Outcome
    The SharePoint Implementation continues to grow, expand and provide more value.
  • 222. What to watch out for…
    You need to plan support for new work/requests otherwise people will lose confidence.
  • 223. Recap: Non Technical Issues…
    Often are the Big Reasons Projects Fail
    • Shared Understanding of Requirements/Needs
    • 224. Knowing the Limitations of the Software (When to use it/When not to)
    • 225. Estimating Effort and Schedule Accuracy
  • So being successful requires…
    Understanding the non techincalas well as the technical.
  • 226. 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
  • 227. Thank You Organizers, Sponsors andYoufor Making this Possible.
    Questions? Ideas? Feedback? Contact me:
    • Twitter: @rharbridge
    • 228. Blog:
    • 229. LinkedIn:
    • 230. Email me at:
    • 231. My company: