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DMC Team Collaboration Workshop - March 16, 2011


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Ever feel like you are riding an elephant that refuses to change direction? This feeling is common for leaders who try to make change take hold in an organization.

In the best-selling book, Switch, the Heath brothers describe strategies to address situations where an organization's rider (logic) and elephant (emotion) are at odds in creating change.

Microsoft SharePoint is a great tool for getting your organization to adopt a more collaborative approach to achieving business goals.

With over 100,000,000 world-wide users, Microsoft SharePoint has emerged as the de facto collaboration, search, workflow, and dashboarding platform for business. SharePoint offers business a way to leverage the Microsoft technology they already own to drive their business to operate more efficiently and become more competitive through a multitude of capabilities.

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DMC Team Collaboration Workshop - March 16, 2011

  1. 1. Team CollaborationWorkshopMarch 16, 2011<br />
  2. 2. DMC Overview<br />Founded in 1996<br />Global customers with Midwest headquarters<br />Factory automation solutions<br />Test and measurement automation<br />Custom software applications<br />Consulting services<br />
  3. 3. SwitchHow to Change ThingsWhen Change is Hard<br />
  4. 4. Today’s Agenda<br />Making the “Switch”<br />The Elephant<br />The Rider<br />The Path<br />SharePoint – Your Collaboration Enabler<br />Final Thoughts / Q & A<br />
  5. 5. Motivate The Elephant<br />Find the Feeling<br />Shrink the Change<br />Appeal to Identity<br />
  6. 6. What’s Your Mindset?<br />You are a certain kind of person, and there is not much that can be done to really change that.<br />No matter what kind of person you are, you can always change substantially.<br />You can do things differently, but the important parts of who you are can’t really be changed.<br />You can always change basic things about the kind of person you are.<br />
  7. 7. Direct The Rider<br />Find the Bright Spots<br />Script the Critical Moves<br />Point to the Destination<br />
  8. 8. S.M.A.R.T. vs. B&W Goals<br /><ul><li>Specific
  9. 9. Measurable
  10. 10. Achievable
  11. 11. Relevant
  12. 12. Time-based
  13. 13. Achieve
  14. 14. Do Not Achieve</li></li></ul><li>Shape The Path<br />Tweak the Environment<br />Build Habits<br />Rally the Herd<br />
  15. 15. Use Checklists to Build HabitsStructure Sets You Free<br />Some Examples:<br />In-person Meetings<br />Web Meeting or Conf. Call<br />Project Kickoff<br />Customer/Vendor Meeting<br />Proposal Creation<br />Sending an Email<br />
  16. 16. What Have You Heard About SharePoint?<br />Common SharePoint Myths:<br />It’s just for storing documents.<br />You have to be a large business to benefit from SharePoint.<br />You need specialized IT resources to support SharePoint.<br />It’s not user friendly.<br />SharePoint is expensive.<br />Just get started; learn as you go.<br />
  17. 17. But in Reality…<br />SharePoint does a lot more than just store documents.<br />Ideal for organizations with remote workers.<br />Usually supported by existing IT resources. <br />Designed for user-generated /user-managed content.<br />Licensing for the base version of SharePoint is FREE.<br />Successful implementations requires upfront planning.<br />
  18. 18. Why SharePoint?<br />The market leader for collaboration and portals<br />More than 100,000,000 SharePoint users world-wide<br />SharePoint is browser-based<br />Easy to use and share information<br />Microsoft licensing for the base version is FREE!<br />
  19. 19. SharePoint Feature Overview<br />Business<br />Intelligence<br />Collaboration<br />Business Processes<br />Extranet sites, Project Mgmt, Outlook Calendar/Task Integration, Alerts & Notifications <br />KPIs, Dashboards, Line of Business Integration, Browser-based Spreadsheets<br />Enterprise Collaboration Portal<br />Structured Approval Workflowand Business Process Automation<br />Wikis for Best Practices, Checklists, Blogs, Discussion Grps, Surveys<br />Web 2.0<br />Content Management<br />Search<br />Document Mgmt., Intranet, Extranet, Public-facing Websites, Audit Trail, Version History, Records Mgmt.<br />SharePoint,Network Drives, Role-based Results Trimming<br />
  20. 20. Intranet / Extranet<br />
  21. 21. Team Collaboration Sites<br />
  22. 22. Workflow Adds Structure and Efficiency to Business Processes -> Saves Time and Money!<br />Unstructured Process<br />Streamlined, Repeatable, Predictable, Process<br />Apply SharePoint WF Technology<br />Output<br />Output<br />Output<br />Capture Est. KPI Improvements:<br /><ul><li>↓ Cycle Time
  23. 23. ↓ Labor Time
  24. 24. ↓Cost</li></ul>Capture Process KPIs:<br /><ul><li>Cycle Time
  25. 25. Labor Time
  26. 26. Cost</li></ul>Capture Process KPIs:<br /><ul><li>Cycle Time
  27. 27. Labor Time
  28. 28. Cost</li></li></ul><li>SharePoint Document Management Protects Against Expensive Mistakes<br />Problem: “Which version am I supposed to use?”<br />Solution: Keep a version history and audit trail so you know who changed what and when.<br />Version control for Contracts and Proposals<br />Workflow Approval Process for Critical Documents<br />Secure and Controlled Access to Sensitive Documentation<br />Facilitate Reuse of Content<br />Avoid Overuse/Misuse of Email<br />
  29. 29. Search SharePoint and Your Network Drive at the Same Time<br />Every Word Inside Every Document!<br />
  30. 30. Wikis Make it Easy to Find and Maintain Best Practices & Standard Operating Procedures<br />
  31. 31. Reporting:The Manual Approach<br />Spreadsheets<br />and Again!<br />Now go do it again!<br />and Again!<br />and <br />So on…<br />
  32. 32. Challenges with a Manual Approach<br /><ul><li>A ton of time goes into reporting; People procrastinate
  33. 33. Islands of reports / no consolidated view of information
  34. 34. Data gets obsolete quickly
  35. 35. Trends are based upon (ad-hoc) reporting frequency
  36. 36. Distribution of reports is difficult</li></li></ul><li>SharePoint Dashboard Solution<br />
  37. 37. Operations Dashboard<br />
  38. 38. Social Media Dashboard<br />
  39. 39. Automated Sales Dashboards<br />
  40. 40. Sales KPI Example<br />
  41. 41. Why are Dashboards Important?<br />What gets measured gets done!<br />-Tom Peters, Management Guru<br />
  42. 42. SharePoint Demonstration<br />
  43. 43. SharePoint Version Selection<br />
  44. 44. SharePoint License Costs<br />
  45. 45. SharePoint Expertise<br />
  46. 46. SharePoint User Adoption<br />Identify Department Champions<br />Train Champions to be Tier 1 Support<br />Define “Golden Rules”<br />Make the Rollout an “Event” with Introductory Training<br />
  47. 47. Next Steps<br /><ul><li>Well-defined scope
  48. 48. Short in duration (~ 4 to 6 weeks)
  49. 49. Deliver significant short-term and long-term benefits</li></ul>Recommendation:<br /><ul><li>SharePoint Department Sites, Team Sites, Search, Wikis</li></ul>Make Phase 1 Successful!<br /><ul><li>Migrate key documents
  50. 50. Add KPI goal dashboards
  51. 51. Add business process workflows</li></ul>Phase 2 and Beyond…<br />
  52. 52. Questions?<br />Rick Rietz<br />Director of Consulting Services<br />312.386.7463<br /><br />