SharePoint Saturday NY - The Seven Most Important Success Factors for SharePointPresentation Transcript
The Seven Most Important Non Technical SharePoint Success Factors Presented By: Richard Harbridge @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
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!
We can solve our problems with technology!
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
Even if Joe understands the needs of his workplace…
Technology is never the whole solution
Let’s say Joe does understand the needs of his organization What’s Next?
Joe doesn’t really like research… This is boring…
So Joe decides… Awesome! Not as awesome.
Since 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…
2007 Online On Site Even SharePoint has multiple options 2010
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 Joe has made an educated and informed decision based on the businesses 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
Joe is on a mission.
Joe has to convince IT Services, the CFO and Decision Makers
We are going to help Joe out with an exercise! Thanks!
What is the most important thing to IT Services?
COST OF OWNERSHIP
What are some ways we can convince IT Services?
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.
IT doesn’t want to learn/support a new technology.
SharePoint’s integration is invaluable to IT.
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?
What are some ways we can convince the CFO?
Lets Talk Numbers (CFO/Finance) The Biggest Point to Share is:
SharePoint is worth the initial investment and ongoing costs.
It is a costly investment and costly on going expense.
Money can be invested to always generate a return.
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?
What are some ways we can convince Decision Makers?
Add Value (Decision Makers) The Biggest Point to Share is:
SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.
It takes time and investment to reach the point all managers and executives want.
Productivity gain can be difficult to measure, as can reduction in waste.
Buy In and Expectations Tips
Map Solutions to Objectives Direct Relationship Indirect Relationship
Explain Information Overload Information Information Information Information
What to watch out for… Joe must carefully manage expectations and maintain the momentum.
Determining and Supporting ROI
What about this guy?
How do we get here?
METHODS FOR EVALUATING ROI Return on Investment
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 evaluate what works best for you This is almost as boring as research…
ROI Advice and Tips
Excel has wonderful Formulas
The Simplest ROI Formula Ever Estimated Value Even I can do it! Estimated Difficulty
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
ROI (traditionally) Measures Financial Impact
ROI analysis doesn’t cover ‘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
Example of Non-Financial Measurement
Public Statisticscan help…
Typical workers produce 3+ GB of data per year.
30% of a typical workers day is spent searching for information.
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
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.
4 out of 5 of our workers do not know that we have an employee disaster relief fund.
Currently we pay for full licensing on 7 different enterprise document management solutions.
The Outcome Joe is measuring effort effectively 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.
So how do we do it?
Teamwork is Key There are typically 5 teams for SharePoint Governance:
Business Strategy Team
Technical Strategy Team
Tactical Operations Team
Tactical Development Team
Tactical Support Team
Identify patterns.Plan for patterns.Execute patterns.
I think I see a Pattern.
Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
Disaster Recovery Plan
Deployment Process, Policies, and Schedule
Storage and Quota Policies
Service Level Agreements
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Training and Communication Plans
MySite Policies (Pictures)…
SharePoint Designer Policy
IS Use them.
TechNet, Community and More..
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.
Use pictures and more pictures.
Explain as much as you can (Pros/Cons).
Solidifies decisions and allows themto explain to anyone who asks.
Ask every question three times in three different ways.
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.
Stand Alone/Portal Edition Training
SharePoint Learning Kit
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…
User Adoption Advice and Tips
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 Branding should make it easier, and more effective.
Focus on those on board/ready. People who already want it.
Make it Fun! Hold Contests, Scavanger 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
IS Use them.
What used to be GearUp… http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx The Kit is ! Buzz Sweet
Walk your own talk.
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
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.
Recap: Non Technical Issues… Often are the Big Reasons Projects Fail
Shared Understanding of Requirements/Needs
Knowing the Limitations of the Software (When to use it/When not to)
Estimating Effort and Schedule Accuracy
So being successful requires… Understanding the non techincalas 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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