Crank up SharePoint Adoption


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SharePoint adoption has always been an elusive goal for many organizations. It is critical for the whole organization to buy into the SharePoint initiatives and adopt it fully.

This presentation attempts to shed light on many aspects of enhancing SharePoint adoption.

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  • Buying SharePoint and not getting the users onboard is like buying a Jumbo Jet, learning to fly it and then flying around in it without passengers. What's the point?
  • Poll
  • SharePoint as a platform. Talk about Benefits, not Features to internal customers (end users)Imagine using Windows without any applications.. That’s how SharePoint is when it’s first turned On
  • Medieval helpdesk:
  • Fundamentally what SharePoint can do has not changed from version to version
  • Poll: What’s your experience level with each?Story: Developer came up to me after training to tell me he could have saved 5 months if he knew what he knows now
  • Crank up SharePoint Adoption

    1. 1. Crank up SharePoint Adoption in Your Organization! Asif Rehmani SharePoint MVP and MCT @asifrehmani
    2. 2. TM VisualSP in-context and on-demand Help for SharePoint users
    3. 3. Multi-User access to All videos on • Hundreds of no-code video tutorials • Fully narrated by SharePoint experts SharePoint topics covered End User SharePoint Site Administration InfoPath SharePoint Designer Workflows Branding Project management Metadata Management Access and Access Services Records Management Business Connectivity Services Search Reporting JavaScript customizations
    4. 4. Target audience for this session: Communications Specialist Intranet/Web Content Manager Portal Solutions Manager SharePoint Guy/Gal
    5. 5. Why is adoption so important?
    6. 6. Is SharePoint up for the job? And what can it do for You – the SharePoint guy/gal!
    7. 7. What SharePoint Can do for You! 1. Make you look like a super hero 2. Progress your career 3. Help you get a job in any industry vertical you choose 1. Make you look completely foolish 2. Get you fired 3. Make you change your career and go to a different industry
    8. 8. Poll: What SharePoint version are you on? (or navigating towards) Earlier 2007 2010 2013
    9. 9. Trivia What was the name of the first SharePoint release?
    10. 10. SharePoint Intranet SharePoint Web Application site collection site collection site collection site collection (root) /sites/marketing /sites/sales /sites/finance top-level site top-level site top-level site top-level site (root) (root) (root) (root) child site child site child site child site /West /North /FY2012 /FY2013 child site You can have 1000s of site collections (keyword here is can) child site /Reports /Dashboards
    11. 11. An typical Intranet page layout
    12. 12. SharePoint Intranet Designs Hint: Notice the unique naming of each intranet Source:
    13. 13. Best rated intranets of 2013 70% of 2013 top 10 winners used SharePoint* On average, to create a great intranet from inception to launch: 2.3 years! * Nielsen Norman Group (expertise in user experience research)
    14. 14. So why isn‟t SharePoint adoption as high as it should be? End User feedback heard around the water cooler: I don't want to learn a new interface I have heard SharePoint sucks We tried the SharePoint thing at my last job… what a disaster that was. I'm not getting in that anymore
    15. 15. Let‟s talk Technology Adoption
    16. 16. Here is the quick solution to End User Adoption:
    17. 17. Adoption of any new technology A new product has to offer a 9x improvement* over the existing solution in order to be easily adopted. Is your intranet implementation that good? *Source: Harvard Business School Publishing, 2004
    18. 18. Implement Quick Wins Identify pain points and focus in on them Video: Sean Murphy Chalk Talk on Technology Adoption
    19. 19. What can SharePoint do for your business? Human resource on-boarding process Vacation scheduling system Vendor management portal Employee training scheduling and materials Business performance reporting Company knowledge base Help desk portal Inventory tracking …
    20. 20. Helping SharePoint users be successful! Get them excited and help them understand what’s in it for them! Provide them help and support when they need it Don’t make the users jump through extra steps to get the help they need Empower your help desk (or yourself if You are the help desk) with the tools you need to help your users
    21. 21. Components of SharePoint Adoption 1. 2. 3. 4. Get an Executive sponsor End User Training and Support Empowering the Help Desk Building ‘no-code’ solutions and creating ‘no-code’ developers inhouse 5. Keep things Fresh!
    22. 22. Executive Sponsorship
    23. 23. Follow the leader Top down support is a Must! (otherwise, you might as well call it quits now) Employees model the behavior of the leader
    24. 24. Question What are couple of things that an Executive can do to show their support for SharePoint initiatives?
    25. 25. Executive Support in Action Public proclamation of support and vision for SharePoint based initiative(s) At least one executive should have an internal active blog Have executives refuse to accept emails with too many attachments or large attachments or to too many people Have CXO answer one submitted question a week on the front page of portal
    26. 26. End User Training and Support “If you build it, they will come” is sadly not true for SharePoint
    27. 27. Empathy for end users is the key! What’s in it for them? Understand before being understood Seemingly simple things might not be as simple to them Video: The origins of the Help Desk
    28. 28. Cost of “training” users the traditional way Approx. $300 / user (not counting the time off from work) for an average 1 day training Size of Organization Total cost of 1 day training for end users 500 $150,000 1,000 $300,000 2,000 $600,000 5,000 $1,500,000 10,000 $3,000,000
    29. 29. After three days of training, people remember A Bold statement coming up… 10% of what they read 20% of what they hear 30% of what they see Copyright 1999 Open-Book Management Inc. A thorough end users Training on SharePoint is a waste of time - Theirs and Yours Instead… • Provide kick off/intro training, then frequent awareness sessions, and periodic lunch and learns • Provide on-demand quick help - tip sheets, video tutorials and/or reference documents when users need them • Provide a reference Knowledge Portal
    30. 30. Building no-code solutions Building on top of the SharePoint platform
    31. 31. What can SharePoint do? Collaboration Document management Internal Social Network Forms Process Automation (Workflows) Business Intelligence Reporting Search Metadata Management … Super secret The next version will even make coffee!
    32. 32. Creating Solutions Recommended sequence when creating Your solutions: 1. 2. 3. Browser based only Use no-code tools Use code tools OR 3rd party products
    33. 33. Why go „no-code‟? Possibilities of what you can do are Enormous! Quick learning curve Easier ongoing management of solution Delegate responsibility easily
    34. 34. Question What are some of the no-code products in the SharePoint space?
    35. 35. No-code tools to build solutions
    36. 36. SharePoint Designer 2010 Workflows Conditional Formatting
    37. 37. InfoPath 2010 & 2013 Library form List form
    38. 38. Excel 2013 and browser Use PowerView to better visualize and present your data dashboard
    39. 39. Access 2013 and browser Build Access web apps and launch to SharePoint Online
    40. 40. How do I practice my ideas and concepts? Watch free videos at: Get a free CloudShare environment for 14 days to play around with: 40
    41. 41. Recipe for failure – the Don‟ts Hire the local SharePoint “experts” to come and “do SharePoint” without consultation with business leads Start full force on many SharePoint projects all at once Treat SharePoint like a regular intranet where IT pushes out the content and manages pages. Knowledge workers just consume the information
    42. 42. Empowering the Help Desk
    43. 43. Technology Help Desk Big companies: an internal Help Desk is responsible to deal with All end user technical issues Small to Medium size companies: sometimes the Help Desk is outsourced Small companies: It’s Joe or Sarah who is The Help Desk Are you ‘Joe’ or ‘Sarah’ in your company?
    44. 44. Help Desk resource need 1 full time support person every 5,000 people assuming they generate about 25 to 30 problem tickets per week (small to pretty big issues)
    45. 45. Providing Help to the Help Desk Formal training on SharePoint at the Power User level – browser and no-code Ability to tap into available knowledge base as needed Wiki pages and documentation Video tutorials Established connections with department/team evangelists Online resources Remote consultation with SharePoint experts
    46. 46. Keeping it Fresh!
    47. 47. Sense of Accountability SharePoint doesn’t drive culture change, People do! Empower them! Place owner info on every page provides accountability creates End Users 'comfort' - someone is out there who can help
    48. 48. Food related events SharePointOberfest (Oktoberfest) CollaBOOration (Halloween) SharePointgiving (Thanksgiving) 30 for 30 – give us 30 mins and we’ll teach you 30 things (Lunch & Learn)
    49. 49. Mini launch and re-launch events Currently our Intranet is like But a new one is on the horizon!
    50. 50. Question What useful widgets do users find helpful?
    51. 51. Useful Widgets on home page Weather Traffic Thought of the day
    52. 52. Call to Action Make sure to have Executive sponsorship first! Thank You! @asifrehmani Focus on what your business needs are and not what SharePoint can do Plan to support your end users and help desk Practice building no-code solutions in a sandbox/play environment Always keep things Fresh