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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
  • Transcript

    • 1. The SharePoint Story for Success
      How To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge
      @rharbridge
      That’s Me!
    • 2. Who am I?
      • Richard Harbridge
      • 3. is a Business Analyst
      • 4. is a Project Manager
      • 5. is a Technology Specialist
      • 6. is a Blogger/Tweeter
      • 7. Loves SharePoint
      • 8. Loves Communities
      • 9. Loves Technology
      • 10. Loves Speaking
      @rharbridge
      Blah blahblahblahblah
    • 11. 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
    • 12. On With Our Story…
      From Here To Here
      Richard Harbridge
      SharePoint Saturday 2009
    • 13. Chapter 1
      The Idea
    • 14. Meet Joe
      Hi!
      Richard Harbridge
      SharePoint Saturday
    • 15. Joe Works in IT
      Richard Harbridge
      SharePoint Saturday
    • 16. At Joe’s Workplace…
      Richard Harbridge
      SharePoint Saturday
    • 17. Decision Makers don’t have Enough Information
      Richard Harbridge
      SharePoint Saturday
    • 18. The CFO needs to Reduce Costs
      Richard Harbridge
      SharePoint Saturday
    • 19. IT Services Struggles to Keep Up
      Richard Harbridge
      SharePoint Saturday
    • 20. People Must Do More With Less
      Richard Harbridge
      SharePoint Saturday
    • 21. People Are Having Trouble Finding What They Need
      Richard Harbridge
      SharePoint Saturday
    • 22. Don’t Worry Though…
      Richard Harbridge
      SharePoint Saturday
    • 23. Joe is Really Smart…
      Richard Harbridge
      SharePoint Saturday
    • 24. And works in IT
      Richard Harbridge
      SharePoint Saturday
    • 25. So Joe has an Idea!
      Richard Harbridge
      SharePoint Saturday
    • 26. We can help solve our problems with technology!
      Richard Harbridge
      SharePoint Saturday
    • 27. The Outcome
      Joe believes with effective application of technology he can improve his organization.
    • 28. What to watch out for…
      We need to know the background and reasoning for why technology is being looked at.
    • 29. Chapter 2
      The Decision
    • 30. The Research
    • 31. So Joe does lots of good research…
      Awesome!
      Not as awesome.
      Richard Harbridge
      SharePoint Saturday
    • 32. He even performs in depth product comparisons…
      Richard Harbridge
      SharePoint Saturday
    • 33. Like this
      one…
      Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
      Richard Harbridge
      SharePoint Saturday
    • 34. Mapping the needs of his organization to the right technology…
      Richard Harbridge
      SharePoint Saturday
    • 35. This is important as Microsoft alone has a quite a few…
      Richard Harbridge
      SharePoint Saturday
    • 42. 2007
      Online
      On Site
      Even SharePoint has multiple options
      2010
      Richard Harbridge
      SharePoint Saturday
    • 43. After many hours of tireless research Joe decides…
      Richard Harbridge
      SharePoint Saturday
    • 44. Since Everyone in Joe’s Company uses Microsoft Office…
      Richard Harbridge
      SharePoint Saturday
    • 45. SharePoint is the Perfect Fit!
      Richard Harbridge
      SharePoint Saturday
    • 46. The Outcome
      Joe has made a decision.
    • 47. What to watch out for…
      We have to define our needs carefully if we want to pick the right technology.
    • 48. Chapter 3
      Buy In and Expectations
    • 49. Before we begin…
      Richard Harbridge
      SharePoint Saturday
    • 50. Let’s Talk About Perceptions
      Richard Harbridge
      SharePoint Saturday
    • 51.
    • 52. People See Different Things
      Richard Harbridge
      SharePoint Saturday
    • 53. Perceptions Impact Motivation
      Richard Harbridge
      SharePoint Saturday
    • 54. Joe is on a mission.
      Richard Harbridge
      SharePoint Saturday
    • 55. Joe has to convince the IT Services, CFO and Decision Makers
      Richard Harbridge
      SharePoint Saturday
    • 56. We are going to help Joe out!
      Thanks!
      Richard Harbridge
      SharePoint Saturday
    • 57. So what is the most important thing to IT Services?
      Richard Harbridge
      SharePoint Saturday
    • 58. COST OF OWNERSHIP
    • 59. What are some ways we can convince IT Services?
      Richard Harbridge
      SharePoint Saturday
    • 60. 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.
      • 61. SharePoint’s integration is invaluable to IT.
      • 62. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
      Richard Harbridge
      SharePoint Saturday
    • 63. IT Servicesgets it and is on board!
      Richard Harbridge
      SharePoint Saturday
    • 64. So what is the most important thing to the CFO?
      Richard Harbridge
      SharePoint Saturday
    • 65. NUMBERS
    • 66. What are some ways we can convince the CFO?
      Richard Harbridge
      SharePoint Saturday
    • 67. 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.
      • 68. Money can be invested to always generate a return.
      • 69. 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
    • 70. Your Goal
      Richard Harbridge
      SharePoint Saturday
    • 71. What you don’t want.
      Don’t lose perspective.
      Richard Harbridge
      SharePoint Saturday
    • 72. How do we get here?
      Richard Harbridge
      SharePoint Saturday
    • 73. ROI
      Return on Investment
    • 74. Evaluating Return on Investment
      Money Matters:
      • Always show expected cost and return over multiple years.
      • 75. Use discount rate to help account for risk and competitive investment rate.
      • 76. Internal Rate of Return will help find the ‘break even point’.
      Richard Harbridge
      SharePoint Saturday
    • 77. The Simplest ROI Formula Ever
      Estimated Value
      Estimated Difficulty
      Richard Harbridge
      SharePoint Saturday
    • 78. Examples
      • I have a difficult requirement. It’s an 8 in difficulty (out of 10).
      • 79. I have an easy requirement. It’s a 2 in difficulty (out of 10).
      • 80. The expected value of the difficult requirement is 4 (out of 10).
      • 81. The expected value of the easy requirement is 6 (out of 10).
      Estimated Value
      Estimated Difficulty
      Richard Harbridge
      SharePoint Saturday
    • 82. ROI (traditionally) Measures Financial Impact
      Richard Harbridge
      SharePoint Saturday
    • 83. 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
    • 84. The CFO is on board!
      Richard Harbridge
      SharePoint Saturday
    • 85. So what is the most important thing to Decision Makers?
      Richard Harbridge
      SharePoint Saturday
    • 86. Add Value
    • 87. What are some ways we can convince Decision Makers?
      Richard Harbridge
      SharePoint Saturday
    • 88. 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.
      • 89. Productivity gain can be difficult to measure, as can reduction in waste.
      Richard Harbridge
      SharePoint Saturday
    • 90. Tips for getting Decision Makers to understand the value.
      Richard Harbridge
      SharePoint Saturday
    • 91. Mapping Solutions to Objectives
       Direct Relationship Indirect Relationship
      Richard Harbridge
      SharePoint Saturday
    • 92. Information Overload
      Information
      Information
      Information
      Information
      Richard Harbridge
      SharePoint Saturday
    • 93. Scalable Architecture
      Richard Harbridge
      SharePoint Saturday
    • 94. SharePoint Solutions (Evolution)
      *Super Simplified
      Richard Harbridge
      SharePoint Saturday
    • 95. IS
      Use them.
      Richard Harbridge
      SharePoint Saturday
    • 96. SharePoint Deployment Planning Services (SDPS)
      https://www.partnersdps.com/Pages/ToolsSupport.aspx
      Richard Harbridge
      SharePoint Saturday
    • 97. Public Statisticscan help…
      • Typical workers produce 3+ GB of data per year.
      • 98. 30% of a typical workers day is spent searching for information.
      • 99. 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
    • 100. 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..
      • 101. 4 out of 5 of our workers do not know that we have an employee disaster relief fund.
      • 102. 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
    • 103. Decision Makers are on board!
      Richard Harbridge
      SharePoint Saturday
    • 104. The Outcome
      Joe has achieved momentum and buy in.
    • 105. What to watch out for…
      Joe must carefully manage expectations and maintain the momentum.
    • 106. Chapter 4
      Governance
    • 107. What is Governance?
      Richard Harbridge
      SharePoint Saturday
    • 108. GOVERNANCE IS REQUIRED
    • 109. What does that mean?
      Without effective governanceorganization, performance, andcapability are significantly reduced.
      Richard Harbridge
      SharePoint Saturday
    • 110. Without Governance
      Richard Harbridge
      SharePoint Saturday
    • 111. So how do we do it?
      Richard Harbridge
      SharePoint Saturday
    • 112. Teamwork is Key
      There are typically 5 teams for SharePoint Governance:
      • Business Strategy Team
      • 113. Technical Strategy Team
      • 114. Tactical Teams:
      • 115. Tactical Operations Team
      • 116. Tactical Development Team
      • 117. Tactical Support Team
      Richard Harbridge
      SharePoint Saturday
    • 118. Identify patterns.Plan for patterns.Execute patterns.
    • 119. I think I see a Pattern.
      Richard Harbridge
      SharePoint Saturday
    • 120. Executing Governance
      Richard Harbridge
      SharePoint Saturday
    • 121. The Result:
      Richard Harbridge
      SharePoint Saturday
    • 122. Governance Documentation
      • Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
      • 123. Objectives/Priorities (Tech/Business)
      Richard Harbridge
      SharePoint Saturday
    • 124. Operations Documentation
      • Objectives/Priorities
      • 125. Disaster Recovery Plan
      • 126. Deployment Process, Policies, and Schedule
      • 127. Monitoring Plans
      • 128. Maintenance Plans
      • 129. Service Level Agreements
      • 130. Etc…
      Richard Harbridge
      SharePoint Saturday
    • 131. Support Documentation
      • Objectives/Priorities
      • 132. Site Classification and Platform Classification
      • 133. Site Provisioning Process/Questionnaire
      • 134. User Expectations Agreement
      • 135. Roles and Responsibilities
      • 136. Support Agreement(s)
      • 137. Training and Communication Plans
      • 138. Etc…
      Richard Harbridge
      SharePoint Saturday
    • 139. Development Documentation
      Richard Harbridge
      SharePoint Saturday
    • 145. IS
      Use them.
      Richard Harbridge
      SharePoint Saturday
    • 146. Governance Checklist
      Richard Harbridge
      SharePoint Saturday
    • 147. TechNet, Community and More..
      Richard Harbridge
      SharePoint Saturday
    • 148. With Governance
      Richard Harbridge
      SharePoint Saturday
    • 149. The Outcome
      Everyone Achieves a Shared Understanding of SharePoint Related Processes
    • 150. What to watch out for…
      Not just documents, policies, and procedures. It is an active and ongoing process.
    • 151. Chapter 5
      ApproachCommunications and Support
    • 152. What is the best approach for SharePoint Implementations?
      Richard Harbridge
      SharePoint Saturday
    • 153. ITERATIVE APPROACH
    • 154. Why Iterative?
      • SharePoint is a very large platform.
      • 155. It takes time to understand SharePoint.
      • 156. SharePoint is great for rapid prototyping, and for proof of concept work.
      • 157. It ensures there is enough time to review, adjust, and communicate.
      Richard Harbridge
      SharePoint Saturday
    • 158. CommunicationPlanning
      Richard Harbridge
      SharePoint Saturday
    • 159. TheCommunicationPlan
      • Will act as a binding agreement (forces you to carry through).
      • 160. Helps keep communication focused.
      • 161. Helps prevent unwanted surprises.
      Richard Harbridge
      SharePoint Saturday
    • 162. CommunicationTips
      • Use pictures and more pictures.
      • 163. Explain as much as you can (Pros/Cons).
      • 164. Solidifies decisions and allows them to explain to anyone who asks.
      • 165. Ask every question three times in three different ways.
      Richard Harbridge
      SharePoint Saturday
    • 166. SupportPlanning
      Richard Harbridge
      SharePoint Saturday
    • 167. Don’t forget you aren’t superman.
      (Sorry Joe)
      Richard Harbridge
      SharePoint Saturday
    • 168. Multiple Tiers for Escalation
      (You can’t know everything)
      Richard Harbridge
      SharePoint Saturday
    • 169. Measure Support
      Learn and use data to be proactive.
      Richard Harbridge
      SharePoint Saturday
    • 170. Diversify Support
      resources/mediums
      Richard Harbridge
      SharePoint Saturday
    • 181. IS
      Use them.
      Richard Harbridge
      SharePoint Saturday
    • 182. Productivity Hub
      Richard Harbridge
      SharePoint Saturday
    • 183. Stand Alone/Portal Edition Training
      Richard Harbridge
      SharePoint Saturday
    • 184. SharePoint Learning Kit
      Richard Harbridge
      SharePoint Saturday
    • 185. Support Tip…
      Richard Harbridge
      SharePoint Saturday
    • 186. RESPOND
      You never want to give the IT busy signal, or support busy signal.
    • 187. The Outcome
      SharePoint is supported effectively.
    • 188. What to watch out for…
      The training and support can be costly in time and resources.
    • 189. Chapter 6
      User Adoption
    • 190. User Adoption
      Richard Harbridge
      SharePoint Saturday
    • 191. How do we get successful User Adoption?
      Richard Harbridge
      SharePoint Saturday
    • 192. USERS MUST UNDERSTAND THE VALUE
    • 193. Successful User Adoption Requires…
      Richard Harbridge
      SharePoint Saturday
    • 194. Useful, digestible training sessions (less than an hour)
      Training Excercises/Workshops
      Richard Harbridge
      SharePoint Saturday
    • 195. Avoid too much too fast.Keep it simple.
      It’s like learning to drive.
      Richard Harbridge
      SharePoint Saturday
    • 196. Do a video like this one…
      Richard Harbridge
      SharePoint Saturday
    • 197. IS
      Use them.
      Richard Harbridge
      SharePoint Saturday
    • 198. What used to be GearUp…
      http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
      The Kit is !
      Buzz
      Sweet
      Richard Harbridge
      SharePoint Saturday
    • 199. High Availability and Accessibility also lead to better User Adoption!
      Richard Harbridge
      SharePoint Saturday
    • 200. Cultivate and promote the
      right culture.
      Richard Harbridge
      SharePoint Saturday
    • 201. Create an Identity and Brand
      Branding should make it easier, and more effective.
      Richard Harbridge
      SharePoint Saturday
    • 202. Focus on those on board/ready.
      People who already want it.
      Richard Harbridge
      SharePoint Saturday
    • 203. Use what they love.
      If they love using outlook focus on using that as a leveraging point.
      Richard Harbridge
      SharePoint Saturday
    • 204. Reward Lavishly/Provide Incentive
      Richard Harbridge
      SharePoint Saturday
    • 205. Reward super users with achievements.
      Then promote the desire to get rewards.
      Richard Harbridge
      SharePoint Saturday
    • 206. Create a SharePoint Showcase
      Good Idea!
      Where users submit and show off
      their SharePoint “Solutions”
      Richard Harbridge
      SharePoint Saturday
    • 207. Make it Fun!
      Hold Contests, Scavanger Hunts and Other Activities
      Richard Harbridge
      SharePoint Saturday
    • 208. Walk your own talk.
      Richard Harbridge
      SharePoint Saturday
    • 209. The Outcome
      SharePoint is successfully adopted by a large enough group of users to be deemed successful.
    • 210. What to watch out for…
      The build it they will come approach will often not work alone.
    • 211. Chapter 7
      New Work and Growth
    • 212. What about New Work & Growth?
      Richard Harbridge
      SharePoint Saturday
    • 213. Plan and build a system for managing New Work
      Change Requests
      Enhancement Requests
      New Features
      Richard Harbridge
      SharePoint Saturday
    • 214. Spend time in advance building a channel for new work.
      Avoid the flood.
      Richard Harbridge
      SharePoint Saturday
    • 215. Know your limits
      Richard Harbridge
      SharePoint Saturday
    • 216. Cultivatenew work! It’s a good thing.
      This boosts user adoption! (More functionality and dependency over time)
      Richard Harbridge
      SharePoint Saturday
    • 217. The Outcome
      The SharePoint Implementation continues to grow, expand and provide more value.
    • 218. What to watch out for…
      You need to plan support for new work/requests otherwise people will lose confidence.
    • 219. TO BE CONTINUED
    • 220. Thank You!
      Let’s talk, and/or tweet!
      • Twitter: @rharbridge
      • 221. Blog: sharepointkb.wordpress.com
      • 222. LinkedIn: www.linkedin.com/in/rharbridge
      Send me your emails, and let me know your feedback!
      • Email me at: harbrich@hotmail.com

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