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SharePoint Success - SharePoint Saturday Boston
 

SharePoint Success - SharePoint Saturday Boston

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This presentation was presented at SharePoint Saturday Boston. It's goal is to cover all the non technical aspects of a successful SharePoint implementation. Stories were shared around the ...

This presentation was presented at SharePoint Saturday Boston. It's goal is to cover all the non technical aspects of a successful SharePoint implementation. Stories were shared around the presentation as well as specific scenarios to help illustrate key points. That material is not included in the presentation as often it depends upon the audiences interaction.

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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

SharePoint Success - SharePoint Saturday Boston SharePoint Success - SharePoint Saturday Boston Presentation Transcript

  • The SharePoint Story for Success
    How To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge
    @rharbridge
    That’s Me!
  • Who am I?
    • Richard Harbridge
    • is a Business Analyst
    • is a Project Manager
    • is a Technology Specialist
    • is a Blogger/Tweeter
    • Loves SharePoint
    • Loves Communities
    • Loves Technology
    • Loves Speaking
    @rharbridge
    Blah blahblahblahblah
  • What I am going to talk about…
    The Idea
    The Decision
    Buy In and Expectations
    Governance
    Approach, Communications, and Support
    User Adoption
    New Work and Growth
    Richard Harbridge
    SharePoint Saturday 2009
  • On With Our Story…
    From Here To Here
    Richard Harbridge
    SharePoint Saturday 2009
  • Chapter 1
    The Idea
  • Meet Joe
    Hi!
    Richard Harbridge
    SharePoint Saturday
  • Joe Works in IT
    Richard Harbridge
    SharePoint Saturday
  • At Joe’s Workplace…
    Richard Harbridge
    SharePoint Saturday
  • Decision Makers don’t have Enough Information
    Richard Harbridge
    SharePoint Saturday
  • The CFO needs to Reduce Costs
    Richard Harbridge
    SharePoint Saturday
  • IT Services Struggles to Keep Up
    Richard Harbridge
    SharePoint Saturday
  • People Must Do More With Less
    Richard Harbridge
    SharePoint Saturday
  • People Are Having Trouble Finding What They Need
    Richard Harbridge
    SharePoint Saturday
  • Don’t Worry Though…
    Richard Harbridge
    SharePoint Saturday
  • Joe is Really Smart…
    Richard Harbridge
    SharePoint Saturday
  • And works in IT
    Richard Harbridge
    SharePoint Saturday
  • So Joe has an Idea!
    Richard Harbridge
    SharePoint Saturday
  • We can help solve our problems with technology!
    Richard Harbridge
    SharePoint Saturday
  • The Outcome
    Joe believes with effective application of technology he can improve his organization.
  • What to watch out for…
    We need to know the background and reasoning for why technology is being looked at.
  • Chapter 2
    The Decision
  • The Research
  • So Joe does lots of good research…
    Awesome!
    Not as awesome.
    Richard Harbridge
    SharePoint Saturday
  • He even performs in depth product comparisons…
    Richard Harbridge
    SharePoint Saturday
  • Like this
    one…
    Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
    Richard Harbridge
    SharePoint Saturday
  • Mapping the needs of his organization to the right technology…
    Richard Harbridge
    SharePoint Saturday
  • 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
    Richard Harbridge
    SharePoint Saturday
  • 2007
    Online
    On Site
    Even SharePoint has multiple options
    2010
    Richard Harbridge
    SharePoint Saturday
  • After many hours of tireless research Joe decides…
    Richard Harbridge
    SharePoint Saturday
  • Since Everyone in Joe’s Company uses Microsoft Office…
    Richard Harbridge
    SharePoint Saturday
  • SharePoint is the Perfect Fit!
    Richard Harbridge
    SharePoint Saturday
  • The Outcome
    Joe has made a decision.
  • What to watch out for…
    We have to define our needs carefully if we want to pick the right technology.
  • Chapter 3
    Buy In and Expectations
  • Before we begin…
    Richard Harbridge
    SharePoint Saturday
  • Let’s Talk About Perceptions
    Richard Harbridge
    SharePoint Saturday
  • People See Different Things
    Richard Harbridge
    SharePoint Saturday
  • Perceptions Impact Motivation
    Richard Harbridge
    SharePoint Saturday
  • Joe is on a mission.
    Richard Harbridge
    SharePoint Saturday
  • Joe has to convince the IT Services, CFO and Decision Makers
    Richard Harbridge
    SharePoint Saturday
  • We are going to help Joe out!
    Thanks!
    Richard Harbridge
    SharePoint Saturday
  • So what is the most important thing to IT Services?
    Richard Harbridge
    SharePoint Saturday
  • COST OF OWNERSHIP
  • What are some ways we can convince IT Services?
    Richard Harbridge
    SharePoint Saturday
  • 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.
    • SharePoint’s integration is invaluable to IT.
    • A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
    Richard Harbridge
    SharePoint Saturday
  • IT Servicesgets it and is on board!
    Richard Harbridge
    SharePoint Saturday
  • So what is the most important thing to the CFO?
    Richard Harbridge
    SharePoint Saturday
  • NUMBERS
  • What are some ways we can convince the CFO?
    Richard Harbridge
    SharePoint Saturday
  • 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.
    • 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.
    Richard Harbridge
    SharePoint Saturday
  • Your Goal
    Richard Harbridge
    SharePoint Saturday
  • What you don’t want.
    Don’t lose perspective.
    Richard Harbridge
    SharePoint Saturday
  • How do we get here?
    Richard Harbridge
    SharePoint Saturday
  • ROI
    Return on Investment
  • Evaluating Return on Investment
    Money Matters:
    • Always show expected cost and return over multiple years.
    • Use discount rate to help account for risk and competitive investment rate.
    • Internal Rate of Return will help find the ‘break even point’.
    Richard Harbridge
    SharePoint Saturday
  • The Simplest ROI Formula Ever
    Estimated Value
    Estimated Difficulty
    Richard Harbridge
    SharePoint Saturday
  • 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
    Richard Harbridge
    SharePoint Saturday
  • ROI (traditionally) Measures Financial Impact
    Richard Harbridge
    SharePoint Saturday
  • ROI 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
    Richard Harbridge
    SharePoint Saturday
  • The CFO is on board!
    Richard Harbridge
    SharePoint Saturday
  • So what is the most important thing to Decision Makers?
    Richard Harbridge
    SharePoint Saturday
  • Add Value
  • What are some ways we can convince Decision Makers?
    Richard Harbridge
    SharePoint Saturday
  • 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.
    • Productivity gain can be difficult to measure, as can reduction in waste.
    Richard Harbridge
    SharePoint Saturday
  • Tips for getting Decision Makers to understand the value.
    Richard Harbridge
    SharePoint Saturday
  • Mapping Solutions to Objectives
     Direct Relationship Indirect Relationship
    Richard Harbridge
    SharePoint Saturday
  • Information Overload
    Information
    Information
    Information
    Information
    Richard Harbridge
    SharePoint Saturday
  • Scalable Architecture
    Richard Harbridge
    SharePoint Saturday
  • SharePoint Solutions (Evolution)
    *Super Simplified
    Richard Harbridge
    SharePoint Saturday
  • IS
    Use them.
    Richard Harbridge
    SharePoint Saturday
  • SharePoint Deployment Planning Services (SDPS)
    https://www.partnersdps.com/Pages/ToolsSupport.aspx
    Richard Harbridge
    SharePoint Saturday
  • 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
    Richard Harbridge
    SharePoint Saturday
  • 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.
    Source: “Support Review Q4,” IT, 2010
    Source: “HR Employee Benefits Survey,” HR, 2010
    Source: “Financial Audit of Licensing Costs,” Finance, 2010
    Richard Harbridge
    SharePoint Saturday
  • Decision Makers are on board!
    Richard Harbridge
    SharePoint Saturday
  • The Outcome
    Joe has achieved momentum and buy in.
  • What to watch out for…
    Joe must carefully manage expectations and maintain the momentum.
  • Chapter 4
    Governance
  • What is Governance?
    Richard Harbridge
    SharePoint Saturday
  • GOVERNANCE IS REQUIRED
  • What does that mean?
    Without effective governanceorganization, performance, andcapability are significantly reduced.
    Richard Harbridge
    SharePoint Saturday
  • Without Governance
    Richard Harbridge
    SharePoint Saturday
  • So how do we do it?
    Richard Harbridge
    SharePoint Saturday
  • Teamwork is Key
    There are typically 5 teams for SharePoint Governance:
    • Business Strategy Team
    • Technical Strategy Team
    • Tactical Teams:
    • Tactical Operations Team
    • Tactical Development Team
    • Tactical Support Team
    Richard Harbridge
    SharePoint Saturday
  • Identify patterns.Plan for patterns.Execute patterns.
  • I think I see a Pattern.
    Richard Harbridge
    SharePoint Saturday
  • Executing Governance
    Richard Harbridge
    SharePoint Saturday
  • The Result:
    Richard Harbridge
    SharePoint Saturday
  • Governance Documentation
    • Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
    • Objectives/Priorities (Tech/Business)
    Richard Harbridge
    SharePoint Saturday
  • Operations Documentation
    • Objectives/Priorities
    • Disaster Recovery Plan
    • Deployment Process, Policies, and Schedule
    • Monitoring Plans
    • Maintenance Plans
    • Service Level Agreements
    • Etc…
    Richard Harbridge
    SharePoint Saturday
  • Support Documentation
    • Objectives/Priorities
    • Site Classification and Platform Classification
    • Site Provisioning Process/Questionnaire
    • User Expectations Agreement
    • Roles and Responsibilities
    • Support Agreement(s)
    • Training and Communication Plans
    • Etc…
    Richard Harbridge
    SharePoint Saturday
  • Development Documentation
    • Branding Guide
    • Workflow Policy
    • SharePoint Designer Policy
    • Development Standards
    • Testing Requirements
    • Etc…
    Richard Harbridge
    SharePoint Saturday
  • IS
    Use them.
    Richard Harbridge
    SharePoint Saturday
  • Governance Checklist
    Richard Harbridge
    SharePoint Saturday
  • TechNet, Community and More..
    Richard Harbridge
    SharePoint Saturday
  • With Governance
    Richard Harbridge
    SharePoint Saturday
  • 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.
  • Chapter 5
    ApproachCommunications and Support
  • What is the best approach for SharePoint Implementations?
    Richard Harbridge
    SharePoint Saturday
  • 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.
    Richard Harbridge
    SharePoint Saturday
  • CommunicationPlanning
    Richard Harbridge
    SharePoint Saturday
  • TheCommunicationPlan
    • Will act as a binding agreement (forces you to carry through).
    • Helps keep communication focused.
    • Helps prevent unwanted surprises.
    Richard Harbridge
    SharePoint Saturday
  • CommunicationTips
    • Use pictures and more pictures.
    • Explain as much as you can (Pros/Cons).
    • Solidifies decisions and allows them to explain to anyone who asks.
    • Ask every question three times in three different ways.
    Richard Harbridge
    SharePoint Saturday
  • SupportPlanning
    Richard Harbridge
    SharePoint Saturday
  • Don’t forget you aren’t superman.
    (Sorry Joe)
    Richard Harbridge
    SharePoint Saturday
  • Multiple Tiers for Escalation
    (You can’t know everything)
    Richard Harbridge
    SharePoint Saturday
  • Measure Support
    Learn and use data to be proactive.
    Richard Harbridge
    SharePoint Saturday
  • Diversify Support
    resources/mediums
    • Books and Manuals
    • Online
    • MSDN
    • TechNet
    • Blogs
    • Cheat Sheets
    • One on One
    • Classroom Training
    • Forums
    • Help
    • Etc
    Richard Harbridge
    SharePoint Saturday
  • IS
    Use them.
    Richard Harbridge
    SharePoint Saturday
  • Productivity Hub
    Richard Harbridge
    SharePoint Saturday
  • Stand Alone/Portal Edition Training
    Richard Harbridge
    SharePoint Saturday
  • SharePoint Learning Kit
    Richard Harbridge
    SharePoint Saturday
  • Support Tip…
    Richard Harbridge
    SharePoint Saturday
  • 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.
  • Chapter 6
    User Adoption
  • User Adoption
    Richard Harbridge
    SharePoint Saturday
  • How do we get successful User Adoption?
    Richard Harbridge
    SharePoint Saturday
  • USERS MUST UNDERSTAND THE VALUE
  • Successful User Adoption Requires…
    Richard Harbridge
    SharePoint Saturday
  • Useful, digestible training sessions (less than an hour)
    Training Excercises/Workshops
    Richard Harbridge
    SharePoint Saturday
  • Avoid too much too fast.Keep it simple.
    It’s like learning to drive.
    Richard Harbridge
    SharePoint Saturday
  • Do a video like this one…
    Richard Harbridge
    SharePoint Saturday
  • IS
    Use them.
    Richard Harbridge
    SharePoint Saturday
  • What used to be GearUp…
    http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
    The Kit is !
    Buzz
    Sweet
    Richard Harbridge
    SharePoint Saturday
  • High Availability and Accessibility also lead to better User Adoption!
    Richard Harbridge
    SharePoint Saturday
  • Cultivate and promote the
    right culture.
    Richard Harbridge
    SharePoint Saturday
  • Create an Identity and Brand
    Branding should make it easier, and more effective.
    Richard Harbridge
    SharePoint Saturday
  • Focus on those on board/ready.
    People who already want it.
    Richard Harbridge
    SharePoint Saturday
  • Use what they love.
    If they love using outlook focus on using that as a leveraging point.
    Richard Harbridge
    SharePoint Saturday
  • Reward Lavishly/Provide Incentive
    Richard Harbridge
    SharePoint Saturday
  • Reward super users with achievements.
    Then promote the desire to get rewards.
    Richard Harbridge
    SharePoint Saturday
  • Create a SharePoint Showcase
    Good Idea!
    Where users submit and show off
    their SharePoint “Solutions”
    Richard Harbridge
    SharePoint Saturday
  • Make it Fun!
    Hold Contests, Scavanger Hunts and Other Activities
    Richard Harbridge
    SharePoint Saturday
  • Walk your own talk.
    Richard Harbridge
    SharePoint Saturday
  • 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 often not work alone.
  • Chapter 7
    New Work and Growth
  • What about New Work & Growth?
    Richard Harbridge
    SharePoint Saturday
  • Plan and build a system for managing New Work
    Change Requests
    Enhancement Requests
    New Features
    Richard Harbridge
    SharePoint Saturday
  • Spend time in advance building a channel for new work.
    Avoid the flood.
    Richard Harbridge
    SharePoint Saturday
  • Know your limits
    Richard Harbridge
    SharePoint Saturday
  • Cultivatenew work! It’s a good thing.
    This boosts user adoption! (More functionality and dependency over time)
    Richard Harbridge
    SharePoint Saturday
  • 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.
  • TO BE CONTINUED
  • Thank You!
    Let’s talk, and/or tweet!
    • Twitter: @rharbridge
    • Blog: sharepointkb.wordpress.com
    • LinkedIn: www.linkedin.com/in/rharbridge
    Send me your emails, and let me know your feedback!
    • Email me at: harbrich@hotmail.com