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sharepointmaven.com @gregoryzelfond
BUSINESS CASE FOR
SHAREPOINT & OFFICE 365
HOW TO SELL SHAREPOINT TO YOUR BOSS
GREGORY ...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experienc...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLO...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
The Reality is…
 Building the SharePoint Business ...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
This presentation …
 Provides practical and real a...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Instructions
1. Familiarize yourself with this pres...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
This Presentation…
 Applies to any type or size of...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Business Case
 In a nutshell - Business Case comes...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
HARD
ROI
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
HARD ROI
 Financial in nature
 Quantitative
 Dem...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Hard ROI Calculation Example
Description
Current
St...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Hard ROI – Additional talking points
The whole Offi...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Bottom Line
 From purely Financial perspective, Of...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
SOFT
ROI
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
SOFT ROI
 Intangible benefits
 Qualitative
 SOFT...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS
VALUE
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VAUE EXPLAINED
 All about Efficiency & Pr...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 1: ONE STOP SHOP
 All day-to-day ...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 2: BUSINESS PROCESSES
 SharePoint...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 3: FULL TRANSPARENCY
 The world h...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 4: DOCUMENT MANAGEMENT
 SharePoin...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
DOCUMENT MANAGEMENT, CONTINUED
Consolidate your exi...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 5: EXTERNAL SHARING
 Super-easy E...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 6: AVAILABLE EVERYWHERE
 Cloud so...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS VALUE # 7: POWER TO THE USERS
 SharePoint...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL
VALUE
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VAUE EXPLAINED
 All about Security & Rel...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VALUE # 1: SCALABILITY
 No need to worry...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VALUE # 2: SECURITY
 Office 365 is one o...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VALUE # 3: RELIABILITY
 99.9% uptime gua...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VALUE # 4: MOBILE DEVICES
 Mobile Device...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
TECHNICAL VALUE # 5: NO MORE UPGRADE PROJECTS
 No ...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
RISK
MITIGATION
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
RISK MITIGATION # 1: DISASTER RECOVERY
 State of t...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
RISK MITIGATION # 2: SUPPORT
 Broad adoption
– Fir...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Your Boss is still not convinced?
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
OK, NO PROBLEM
You have
2 OPTIONS
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Option 1: Do it Yourself
 Put on your boxing glove...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Option 2: I can help
Have your boss reach out to me...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Additional reading
 Did you enjoy this presentatio...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Acknowledgements
I used the following materials and...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Need help with SharePoint?
 SharePoint Site Config...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
THANK YOU!
Visit: sharepointmaven.com
Email: greg@s...
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Business Case for SharePoint and Office 365

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How to build a Business Case for SharePoint and Office 365 and sell it within your organization

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Business Case for SharePoint and Office 365

  1. 1. sharepointmaven.com @gregoryzelfond BUSINESS CASE FOR SHAREPOINT & OFFICE 365 HOW TO SELL SHAREPOINT TO YOUR BOSS GREGORY ZELFOND
  2. 2. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About Me  Gregory Zelfond  10+ years of experience with SharePoint  SharePoint advocate, blogger  Love to solve business problems using code-free, out of the box SharePoint configurations  Owner of SharePoint Maven (sharepointmaven.com)
  3. 3. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About SharePoint Maven I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT MIGRATION CONSULTING TRAINING
  4. 4. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond The Reality is…  Building the SharePoint Business Case is a headache  Defending a SharePoint Business Case to your boss / executive leadership feels like…
  5. 5. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond This presentation …  Provides practical and real advice on building Business Case for SharePoint & Office 365  Explains key points & strategies for advocating SharePoint within your organization  Will make you a hero
  6. 6. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Instructions 1. Familiarize yourself with this presentation 2. Email a link to this presentation to your boss 3. Schedule a meeting with your boss 4. Go over and explain each slide to your boss 5. Repeat steps 3 & 4 as necessary until desired outcome is reached
  7. 7. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond This Presentation…  Applies to any type or size of organization  Especially beneficial to small / medium businesses & nonprofits  Is mandatory for organizations with: – Stubborn leadership – Uneducated management – Bosses who are technology-challenged – Leaders who are technophobic – Executives who are resistive to changes
  8. 8. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Business Case  In a nutshell - Business Case comes down to ROI (Return on Investment)  2 types of ROI – HARD (tangible) – SOFT (intangible)
  9. 9. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond HARD ROI
  10. 10. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond HARD ROI  Financial in nature  Quantitative  Demonstrates real cost savings  Expressed in your country’s currency (i.e. $USD)
  11. 11. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Hard ROI Calculation Example Description Current State SharePoint Online / Office 365 Hardware (Server) Costs $$$$ N/A (Cloud Solution) (Server) Software Licenses $$$ N/A (Cloud Solution) Exchange Server Costs $$ Included (Outlook in the Cloud) MS Office Licenses for all users $$ Included (online or install, depends on the plan) Web Conference Costs $ Included (Lync) Backup Costs $ Included Disaster & Recovery Costs $ Included Subscription Costs N/A # of users X $/user (depends on the plan) GRAND TOTAL $$$$ # of users X $/user Fill out this table for your organization Executives love this stuff!
  12. 12. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Hard ROI – Additional talking points The whole Office 365 can be FREE or discounted (depending on the plan) for:  Nonprofits (click here for Nonprofit plans)  Academic Institutions (click here for Academic plans)  Government (click here for Government plans)
  13. 13. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Bottom Line  From purely Financial perspective, Office 365 Cloud solution is extremely affordable  If you do your analysis correctly, will be hard to justify against switching to Office 365 SharePoint online  Should be a no brainer with going with the cloud solution (analysis and outcome might be different with on-premise SharePoint)
  14. 14. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond SOFT ROI
  15. 15. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond SOFT ROI  Intangible benefits  Qualitative  SOFT ROI can be split into 3 sub-categories – Business Value (Efficiency, Productivity) – Technical Value (Reliability, Security, Support) – Risk Mitigation (Disaster Recovery, Staff Pool)  Let’s expand on each category now…
  16. 16. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE
  17. 17. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VAUE EXPLAINED  All about Efficiency & Productivity  Typically expressed in terms of time saved – #1: One Stop Shop – #2: Business Processes – #3: Full Transparency – #4: Document Management – #5: External Sharing – #6: Available Everywhere – #7: Power to the Users  Next several slides explain each Business Value separately
  18. 18. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 1: ONE STOP SHOP  All day-to-day applications included in one package  1 link to access it all  Intuitive & seamless integration between SharePoint and other Microsoft applications (MS Office, Web Conferencing, Outlook)  No need for users to spend extra time and go to separate applications and duplicate information
  19. 19. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 2: BUSINESS PROCESSES  SharePoint can help streamline and enforce existing or new Business Processes  Can help improve consistency, standardization and methodology (i.e. Project Management Methodology)  Aggregates all important/relevant information in one spot for easy decision making and time savings
  20. 20. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 3: FULL TRANSPARENCY  The world has changed… It is not your Father’s IT anymore…  VERY IMPORTANT: SharePoint Online/Office 365 is not an IT tool, it is a Business Tool  Business owns and controls it all – time savings realized due to lack of a middle man.… – Easy Security Control – Built-in Audit functionality allows to monitor sites, users, behavior – Full transparency across the whole organization
  21. 21. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 4: DOCUMENT MANAGEMENT  SharePoint allows to organize and segregate documents by purpose, security or function  Clean up your current mess (otherwise known as folders) using SharePoint metadata  Dedicated “shared” storage – SharePoint Sites, + personal (OneDrive for Business)  Time Savings realized when searching for a particular document, version
  22. 22. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond DOCUMENT MANAGEMENT, CONTINUED Consolidate your existing repositories (DropBox, Box.com, Google Drive, File Shares, users’ laptop) into just 1 true source
  23. 23. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 5: EXTERNAL SHARING  Super-easy External Sharing capabilities – NOTE: Only works with SharePoint Online, not with SharePoint on-premise  No need to spend extra time and resources and setup FTP sites or use other tools for external vendors  Users can share whole sites or individual documents  Full Administrative and User Control over External sharing function
  24. 24. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 6: AVAILABLE EVERYWHERE  Cloud solution available anywhere where there is an internet connection  Online versions of Word, Excel, PowerPoint allow to work on documents even without software installed on a computer  Fully installed MS Office can be downloaded on up to 5 devices by each user (including tablets!)  No need to VPN anymore!  Increased Productivity = Time Savings
  25. 25. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS VALUE # 7: POWER TO THE USERS  SharePoint empowers the users - personal sites, views, dashboards  Lots can be achieved using Out of the Box functionality  Increased Efficiency & Satisfaction = Time Savings
  26. 26. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE
  27. 27. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VAUE EXPLAINED  All about Security & Reliability  Typically expressed in terms of technical gains – #1: Scalability – #2: Security – #3: Reliability – #4: Mobile Devices – #5: No More Upgrade Projects  Next several slides explain each Technical Value separately
  28. 28. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE # 1: SCALABILITY  No need to worry about hardware or software planning and projections – just subscribe to or unsubscribe from additional licenses  Virtually unlimited Storage (1 TB) for site collections and OneDrive for Business
  29. 29. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE # 2: SECURITY  Office 365 is one of the most secure applications – Cutting-edge security practices with five layers of security and proactive monitoring help keep customer data safe (courtesy microsoft.com)  You will never match security that Microsoft has – If your boss still thinks he can have better security at his organization than Microsoft – please ask him to stop taking his medication – More detailed description about Office 365 Security can be found here (courtesy Sharegate)
  30. 30. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE # 3: RELIABILITY  99.9% uptime guaranteed by Microsoft  Redundancy at every layer–physical, data and functional (microsoft.com)  Financially backed by Service Level Agreement (SLA).
  31. 31. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE # 4: MOBILE DEVICES  Mobile Device Support – Office 365 is accessible via smartphones and tablets  Office 365 Supports BYOD (Bring Your Own Device) model
  32. 32. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond TECHNICAL VALUE # 5: NO MORE UPGRADE PROJECTS  No more costly hardware and software upgrade projects, blackout periods, user testing  Updates to all applications are transparent to the user and are done automatically (while subscription is active)
  33. 33. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond RISK MITIGATION
  34. 34. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond RISK MITIGATION # 1: DISASTER RECOVERY  State of the art Disaster Recovery plans are in place by Microsoft  Various mitigation techniques can be put in place by an Organization to support Business Continuity
  35. 35. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond RISK MITIGATION # 2: SUPPORT  Broad adoption – First version of SharePoint went live in 2001 – Large User base means lots of opportunity for support, finding skilled staff, etc.  Code Free Zone – Lots of Out of the Box functionality – No programming skills required to get it up and running  24/7 phone and email support from Microsoft
  36. 36. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Your Boss is still not convinced?
  37. 37. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond OK, NO PROBLEM You have 2 OPTIONS
  38. 38. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Option 1: Do it Yourself  Put on your boxing gloves  Invite your boss to a conference room  Make sure there are no people around you
  39. 39. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Option 2: I can help Have your boss reach out to me and schedule a SharePoint demo
  40. 40. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Additional reading  Did you enjoy this presentation?  Help spread the word by sharing a link to it with your friends and colleagues by email or social media  Here are links to additional content you might find useful – 12 reasons folders in SharePoint are a bad idea – Introduction to SharePoint Metadata – Top 5 reasons why SharePoint is great for nonprofits – 5 ways to manage documents in SharePoint – 10 reasons why SharePoint training matters – 10 practical tips to boost SharePoint user adoption
  41. 41. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Acknowledgements I used the following materials and websites while preparing this presentation  CIO.com article: How to build a business case for SharePoint  Images used in this presentation under Creative Commons License – sportsclipart.com – commons.wikimedia.org – findicons.com – clker.com – clipartpanda.com – wallpaper-kid.com – clipartpal.com  Logos of the following organizations – Microsoft – DropBox – Box – Google
  42. 42. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Need help with SharePoint?  SharePoint Site Configuration and Customization  Document Migration to SharePoint  SharePoint Implementation Strategy  SharePoint Training  SharePoint User Adoption  SharePoint Governance  SharePoint Project Management
  43. 43. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond THANK YOU! Visit: sharepointmaven.com Email: greg@sharepointmaven.com Follow: @gregoryzelfond Connect: linkedin.com/company/sharepoint-maven View: www.slideshare.net/gzelfond Get in touch if you have questions

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