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Succeeding With SharePoint In Seven Steps - Share Atlanta

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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. 
  • 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’ & 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’ & 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

  • Meaning to re-work slide – for HR onboarding example.
  • 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

  • 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.
  • 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’ & 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’ & 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’ & 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’ & 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

  • 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.

    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. #Share4Biz @RHarbridge Succeeding With SharePoint In Seven Steps #Share4Biz @RHarbridge Facilitated By: Richard Harbridge
    • 2. My Name Is Richard Harbridge…
    • 3. Our Goal Today… From Here To Here
    • 4. Seven Steps For Success…
    • 5. Seven Steps For Success…
    • 6. Meet Joe Hi!
    • 7. At Joe’s Company…
    • 8. Decision Makers don’t have Enough Information
    • 9. The CFO needs to Reduce Costs
    • 10. IT Services Struggles to Keep Up
    • 11. People Are Having Trouble Finding What They Need And
    • 12. So Joe has an Idea!
    • 13. We can solve our problems with technology!
    • 14. Since… Awesome! Not as awesome. Drupal
    • 15. And Everyone in Joe’s Company uses Microsoft Office…
    • 16. SharePoint is the Perfect Fit!
    • 17. Map the needs of the organization to the right technology…
    • 18. This is important as Microsoft alone has a quite a few… • Dynamics CRM • Dynamics ERP • Dynamics AX • Dynamics GP • Dynamics NAV • Dynamics SL Exchange Lync
    • 19. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
    • 20. Even SharePoint has multiple options Online On Site Foundation Standard EnterpriseEnterprise Standard 2010 2013 Foundation
    • 21. It’s Big Ecosystem…
    • 22. It’s not just a feature to feature comparison…
    • 23. So Joe does all that good research and…
    • 24. SharePoint Is Part Of His Overall Enterprise Technology Plan
    • 25. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
    • 26. What to watch out for… We have to define our needs carefully if we want to pick the right technology.
    • 27. Seven Steps For Success…
    • 28. Before we begin…
    • 29. Let’s Talk About Perceptions
    • 30. People See Different Things
    • 31. Perceptions Impact Motivation • Acceptance • Curiosity • Hunger • Family • Honour • Idealism • Independence • Order • Physical Activity • Power • Attractiveness • Saving • Social Contact • Status • Security • Vengeance
    • 32. Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
    • 33. What is the most important thing to IT Services?
    • 34. Cost Of Ownership
    • 35. What are some ways we can convince IT Services?
    • 36. 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. SharePoint and IT
    • 37. When I Say “SharePoint Integration” You Probably Think Of This... Secondary (But Important) Points:  SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. SharePoint and IT Exchange Lync
    • 38. The Reality:  IT struggles with supporting another technology. SharePoint and IT
    • 39. Search Process Control Management Collaboration Information Information Overload InformationInformationInformationInformation
    • 40. Explain Platform Benefits Search Process Control Management Collaboration Information
    • 41. Information Search Collaboration Document Management Control ProcessForms Services Business Intelligence Personalization Records Management Explain Platform Benefits Search Collaboration Document Management Control ProcessForms Business Intelligence Personalization Records Management
    • 42. What is the most important thing to Decision Makers?
    • 43. Add Value To Business
    • 44. What are some ways we can convince Decision Makers?
    • 45. Add Value (Decision Makers) The Biggest Point to Share is:  SharePoint can help achieve business objectives by improving productivity, reducing waste, etc. 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.
    • 46. Prioritize and Plan
    • 47. HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site
    • 48. Map Solutions to Objectives Automate and Improve HR Employee File Management Automate and Improve HR Onboarding Automate and Improve Absence Management Centralize Knowledge and Resources Provide HR Self Service Adjust Site Structure     Onboarding Workflow   Onboarding Electronic Forms    Integration With HRIS      New Employee Site      Document Capture Automation     Direct Relationship Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
    • 49. What’s the expectation we have to set?
    • 50. It Takes Time
    • 51. SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
    • 52. The Outcome Joe achieved momentum and buy in by ensuring stakeholders have a shared understanding of SharePoint value.
    • 53. What to watch out for… Joe must carefully manage expectations and maintain the momentum.
    • 54. Seven Steps For Success…
    • 55. How do we get here?
    • 56.  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 Discounted Cash Flow
    • 57. Evaluating with Real Options Analysis
    • 58. Evaluating with Monte Carlo Analysis
    • 59. This is kind of boring… There are different ways of calculating ROI…
    • 60. There are really only two ways of using ROI… 1. For Prioritization 2. To Improve Return
    • 61. The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
    • 62. 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 1. For Prioritization
    • 63. ROI (traditionally) Measures Financial Impact 2. To Improve Return
    • 64. ROI analysis often misses 'non- financial impact’ or ‘increased potential’ Website/Intranet Visitors Increased Connections User Complaints Improved Morale Improved Skills Improved Know-How Innovation Better Reputation Employment ApplicationsClick-throughs Comments Positive Word of Mouth Negative Word of Mouth Improved Relationships 2. To Improve Return
    • 65. Example of Non-Financial Measurement 2. To Improve Return
    • 66. MEASURE THE RIGHT THING
    • 67. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
    • 68. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
    • 69. Seven Steps For Success…
    • 70. What is Governance?
    • 71. GOVERNANCE IS REQUIRED
    • 72. Without effective governance; organization, performance, and capability are significantly reduced. What does that mean?
    • 73. Without Governance
    • 74. So how do we do it?
    • 75. 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
    • 76. Identify patterns. Plan for patterns. Execute patterns.
    • 77. I think I see a Pattern.
    • 78. Executing Governance
    • 79. No Single “Approach” Projects Tasks Communities Practices
    • 80.  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business) Governance Outcomes
    • 81.  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 be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform. SharePoint will not be…
    • 82.  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule Operations Outcomes SharePoint Governance Documents
    • 83.  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 Development Outcomes SharePoint Standards Online
    • 84.  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 SharePoint Governance Documents
    • 85.  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Outcomes SharePoint Standards Online
    • 86. With Governance
    • 87. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
    • 88. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
    • 89. Seven Steps For Success…
    • 90. What is the best approach for SharePoint Implementations?
    • 91. ITERATIVE APPROACH
    • 92. 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.
    • 93. Support Planning
    • 94. SharePoint Can Be Difficult These Documents Are Checked Out!
    • 95. SharePoint Can Be Intrusive Doug Just Signed You Up For An Alert! Doug Just Edited A Document! Sally Just Edited A Document! You Have A New Colleague In SharePoint John Just Added You To A Site! Bob Deleted A Document!
    • 96. Don’t forget you aren’t superman. (Sorry Joe)
    • 97. Multiple Tiers for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help You can’t know everything.
    • 98. Measure Support Learn and use data to be proactive.
    • 99. Diversify Support resources/mediums  Books and Manuals  Online  MSDN  TechNet  Blogs  Cheat Sheets  One on One  Classroom Training  Forums  Help  Etc
    • 100. Avoid too much too fast. Keep it simple. It’s like learning to drive.
    • 101. IS Use them.
    • 102. Productivity Hub
    • 103. Support Tip…
    • 104. RESPOND You never want to give the IT busy signal, or support busy signal.
    • 105. The Outcome SharePoint is supported effectively.
    • 106. What to watch out for… The training and support can be costly in time and resources.
    • 107. Seven Steps For Success…
    • 108. How do we get successful User Adoption?
    • 109. USERS MUST UNDERSTAND THE VALUE
    • 110. Successful User Adoption Requires…
    • 111. Do a video like this one… Adoption Activities Listing
    • 112. High Availability, Mobility and Accessibility also lead to better User Adoption! Adoption Activities Listing
    • 113. Create an Identity and Brand Branding should make it easier to use. Adoption Activities Listing Consistency Across User Environments Modify Provisioned Site (or Templates) Based on Need
    • 114. Make it Fun! Hold Contests, Scavenger Hunts, and Other Activities Adoption Activities Listing
    • 115. Reward super users with achievements. Then promote the desire to get rewards. Adoption Activities Listing
    • 116. Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea! Adoption Activities Listing
    • 117. Make it easier to work with…
    • 118. Make it easier to work with… Powerful Columns You Probably Didn’t Know About
    • 119. Make it easier to work with… Why Leveraging SharePoint Blog Features for News is a Great Idea
    • 120. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
    • 121. What to watch out for… The build it they will come approach will not work alone.
    • 122. Seven Steps For Success…
    • 123. What about New Work & Growth?
    • 124. Spend time in advance building a channel for new work
    • 125. Know your limits
    • 126. Grow your team
    • 127. Know your team and needs  Developers(s)  Administrators(s)  Architect(s)  Business Analyst(s)  Project Manager(s)  Site Administrator(s)  Super Users(s)  Trainer(s)
    • 128. Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
    • 129. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
    • 130. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
    • 131. Seven Steps For Success…
    • 132. Seven Steps For Success… Key: Understand Business Needs & Map To Them
    • 133. Seven Steps For Success… Key: Share Alignment, Vision & Expectations
    • 134. Seven Steps For Success… Key: Measure To Improve & Return More
    • 135. Seven Steps For Success… Key: Use Team Work & Execute With Patterns
    • 136. Seven Steps For Success… Key: Be Iterative, Leverage Others, & Respond
    • 137. Seven Steps For Success… Key: Share The Value & Successes
    • 138. Seven Steps For Success… Key: Manage Your Capabilities & Priorities
    • 139. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 50+ User Adoption Activities Adoption Activities 130+ SharePoint Standards SPStandards.com 35+ Governance Documents Governance Documents 80+ Downloadable Presentations SlideShare.com/RHarbridge A Step In The Right Direction Thank you to all sponsors, organizers, and you for making this possible.