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  • ----- Meeting Notes (8/24/11 11:43) -----Limited introduction of myself. Save for later slide when I talk about my professional experience

Leaving you.v3 Presentation Transcript

  • 1. I'm Leaving You:The risks of dumping your old CMS for Drupal and how to manage them
    By Nicole Lind
    SVP, Treehouse Agency
    nlind@treehouseagency.com
  • 2. Why this session?
    Surprise dangers lurk
    Unrealistic expectations
    Drain on resources
    Change is difficult
    Unrecognized risks
  • 3. The goal
    Set better expectations
    Provide a risk assessment framework
    Minimize surprises
    Bring sanity to a potentially stressful experience
  • 4. Understanding the Situation:theLANGUAGE & thePEOPLE
    Doublespeakis language that deliberately disguises, distorts, or reverses the meaning of words. Doublespeak may take the form of euphemisms (e.g., “downsizing” for layoffs), making the truth less unpleasant without denying its nature, intentional ambiguity, or reversal of meaning.
    Tribalism is a strong Cultural or ethnic identity that separates one member of a group from the other members of another group.
    From Wikipedia (paraphrased)
  • 5. “There’s a module for that”
    Implication:
    Your site is practically already built!
    Truth:
    You’re going to need plenty of development work to get the custom look and functionality you have in mind.
    Understanding Drupal Doublespeak
  • 6. “Final designs”
    Implication:
    “Of course the designs are final”. Just a few tweaks are expected and shouldn’t impact functionality.
    Truth:
    Even small design changes can introduce significantly new functionality.
    Understanding Drupal Doublespeak
  • 7. “Flexibility”
    Implication:
    The new CMS will be completely customized, but should act like shrink wrapped software with documented manuals and no bugs .
    Truth:
    Your CMS is custom-made and will require a debugging period and custom documentation.
    Understanding Drupal Doublespeak
  • 8. “Cost Savings”
    Implication:
    Drupal is free! Of course it’s going to be cheaper!
    Truth:
    Every project is unique. While Drupal is free, the development, support, and hosting of your project is not. Savings (and costs) will vary.
    Understanding Drupal Doublespeak
  • 9. “There’s talent all over the world”
    Implication:
    There are Drupal developers everywhere…just outsource to a cheaper country and save loads!
    Truth:
    Depending on your project, management style, and organizational culture, international outsourcing may not be a practical approach—and could end up costing more.
    Understanding Drupal Doublespeak
  • 10. “Critical launch issue”
    Implication:
    Whoops! Something “just came up.”
    Truth:
    Bizarre unknown use cases only became known at or after launch. Somebody didn’t think things through enough.
    Understanding Drupal Doublespeak
  • 11. Understanding the Drupal Tribe Members
    Common tribe members of a Drupal CMS migration
    Evangelist member
    Passive-aggressive member
    Openly hostile member
    Know-it-all member
    Apathetic member
    Protector member
    Chief member
  • 12. Evangelist
    Description
    Brought Drupal to the organization or pushed for a major over hall of the existing implementation
    Caveats
    Depending on how they “sold” Drupal (which is often an oversell with Drupal Speak terms) to the organization will determine how to handle the rest of the tribe members.
    What to do with them
    Manage expectations and bring everyone back to reality
  • 13. Passive-Aggressive
    Description
    Tries to please people by agreeing to their plan of action publically, yet actually doing the opposite privately
    Caveats
    Although not a very vocal tribe member, the passive aggressive often uses subversive emails and conversations to pass blame and avoid doing their job
    What to do with them
    Point out the inconsistency between their words and actions
  • 14. Openly Hostile
    Description
    Openly antagonistic to the project. They will be the first person to say I told you Drupal was a bad idea
    Caveats
    Often motivated by jealously and they often feel they should be leading the project effort
    What to do with them
    Assign an important job in the project to this person or completely eliminate them. There is no sitting on the fence or shades of grey
  • 15. Know-it-All
    Description
    Often a very experienced technical person but they are new to Drupal.
    Caveats
    Fear of change drives this person and they will complain about the inadequacies of Drupal
    What to do with them
    Train these people as soon and as much as possible!
  • 16. Apathetic
    Description
    The apathetic will sit on the sideline and make no meaningful contribution to the project
    Caveats
    Usually much of the editorial staff is apathetic and unfortunately they don’t say much about the CMS until the new product is already built
    What to do with them
    Preview as much of the early build through demos and test accounts
  • 17. The Protector
    Description
    Keeper of the budget and sustains the migration effort through resourcing
    Caveats
    Sometimes unclear who this member is and how much power they have
    What to do with them
    Make this tribe member your friend. Take them for dinner and drinks. Schmoozing!
  • 18. The Chief
    Description
    The mover off all things related to the migration effort. Understands the strategy, language and players associated with getting the job done
    Caveats
    Not always well liked and may need to be hard on other tribe members
    What to do with them
    Empower this tribe member with real authority
  • 19. People are scared. Tough changes can make people redundant, threaten jobs and require the restructuring of the organization
    Speed of change matters. Slow is usually easier, but many web projects require urgency and speed to market
    People react differently. Some are more impacted by change and sometimes do not cope well; may act out, taking on tribe roles of the openly hostile or passive aggressive member
    Change is inherently risky. It should be managed with care and professionalism
    Understanding Change in the Drupal Tribal Community
  • 20. Migrating is Inherently Risky and What To Do About It
    Evolving People and Language Through Risk Assessment
  • 21. Identifying the most common risks
    Risks
    Potential Impacts
    No Drupal experience
    Unknown dependencies
    Scheduling
    Double data entry
    Unidentified block behavior
    Old legacy system has no clear migration path
    Lack of clear content mapping
    Cost
    Schedule
    Performance
  • 22. Survey users and stakeholders for additional potential risk
    Don’t forget members of the technical team (including developers, system administrators and hosting partners). Hosting is often overlooked in budgets and requires critical skills that maybe missing.
    Spend the necessary time to understand editor and content contributor processes and expectations for the administrative interface. Often a very overlooked area for risk.
  • 23. Setting up a risk tracking method
    Many formats available on the web; Google “risk analysis” or “risk assessment” for ideas.
    Most often includes tracking risk for Likelihood of occurring and Impact on the project; impact could be financial, timeline, or quality of the outcome
  • 24. Likelihood definitions
  • 25. Impact definitions
  • 26. Sample risk assessment
  • 27. Creating risk mitigation plans for Drupal migration projects
  • 28. Common sense plans that help reduce risk
    Set clear and measurable goals
    Conduct a project discovery
    Provide as much training and documentation as budget and schedule allows
  • 29. Setting clear and measurable goals
    UNCLEAR
    NOT SPECIFIC
    UNREALISTIC
    “We are moving to Drupal because we want our CMS to be more flexible.”
    “We expect to save a lot of money moving to Drupal.”
    “One of the main goals of this project is to double our traffic the first month after launch.”
    Goals need to be specific and realistic to help set expectations for success of the project. Goals also focus our attention on higher priority activities versus lower priority activities.
  • 30. Project discovery
    Project discoveries help stakeholders and implementation team to understand the real needs of the migration project
    Project discoveries are ideal for fleshing out the unknowns (risk) of a project. Once something is known, it often dramatically reduces the risk and exposure involved in migrating to Drupal
    Project discovery can be as short or long as need be but should be done regardless
  • 31. Training and documentation
    Budgets and timelines generally don’t cover the real outlay for training and documentation…which is a risk
    More efficient delivery:
    Create inline documentation as much as possible. Saves time and money relative to creating documentation in two places.
    Regularly demo functionality for stakeholders. These sessions can be recorded and used for future training and documentation needs.
    Maintain a central repository for all project documents.
  • 32. Putting everything together
  • 33. Distributing and publishing the riskand mitigation plans
    Initial risk assessments should be placed in the project discovery documentation (if one is conducted)
    On-going risk assessments should be shared with project stakeholders through meetings, email, scrums, etc. Once new risk are communicated the document should be updated and saved to the central document repository (i.e. Google docs, Basecamp, etc.)
  • 34. Final thoughts
    Be patient
    Understand the people and language of the community moving to Drupal
    Be sensitive to how other tribal members deal with change
    Identifying and managing risk is the most effective way to evolve your community and successfully migrate to Drupal
  • 35. Thank youQuestions?
    By Nicole Lind
    SVP, Treehouse Agency
    nlind@treehouseagency.com