Secrets of successful SharePoint Intranets
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Presentation at Intranets 2013 Conference on what makes a successful SharePoint Intranet
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Secrets of successful SharePoint Intranets
- 1. Secrets of Successful SharePoint Intranets Michal Pisarek | SharePoint MVP. Founder, Dynamic Owl Consulting
- 3. Founder of Dynamic Owl Consulting Microsoft SharePoint MVP Organizer of the Vancouver SharePoint Users Group Blog: SharePointAnalyst HQ Twitter: @michalpisarek International SharePoint Speaker Introduction: Michal Pisarek 3
- 4. Dynamic Owl 4 • SharePoint consulting services • Microsoft Gold Partner • Business focused - Strategy & Roadmap - Governance - Change Management - Requirements Elicitation - Intranets and Digital Workplaces
- 5. Today’s Agenda 5 • What will SharePoint be in your organization? • The impact of a SharePoint Intranet • Managing change • SharePoint Intranet quick wins
- 6. Understanding what SharePoint is for You What will you make of SharePoint? 6
- 7. “SharePoint it's kind of magical. There's nothing like it in the market. The capability expands from custom developed apps, hosting sites, communities, content management, publishing, search, portal, business insights, mashups, rapid development, web application client tools, unified infrastructure, consolidated workflows, document management, bring the worlds together in a cost effective way. Get more done with less than any other solution”. Steve Balmer, SharePoint 2010 Launch Anaheim
- 8. SharePoint is Like Lego 8 It can be many things but doesn’t need to be everything It comes with many pieces you can build solutions with Part product part platform
- 9. Your best chance of success 9 You need three things for a SharePoint to be successful Thanks Sharon Richardson from Joining Dots
- 10. vision 10 Overall vision for SharePoint within an organization Project X Strategy “How do you achieve the vision?” “What are the needs/issues/ opportunities to be addressed” Business Needs “SMART results that we can measure” Key Outcomes Scope Requirements Technical Implementation Governance Change Management Project X
- 11. vision 11 Project X Strategy Business Needs “Smart results that we can measure” Key Outcomes Scope Requirements Technical Implementation Governance Change Management Project X “Pioneer the use of social technologies within the company to become a connected organization that is always learning”. • Encourage and promote innovation through a fair and systematic method • Find employees with skills and interest that can help answer questions • Lower the cost of sharing information across the organization • Encourage communities of practice for idea exchanges • Codify corporate knowledge with out of the box tools To attain and retain the best talent in the industry by providing a open workplace that encourages sharing of ideas, collaboration and technical excellence
- 12. vision 12 Project X Strategy Business Needs Key Outcomes Scope Requirements Technical Implementation Governance Change Management Project X • Improve the time to find experts by keyword by 80% • Have 20% of all staff members of one or more communities of practice • Implementation of the top 1% of employee ideas for business savings • Usage of wikis across the organization increased by 50 % • User Profile Roll Out • Innovation Center Template Creation • Community of Practice Pilot • Wiki Pilot To attain and retain the best talent in the industry by providing a open workplace that encourages sharing of ideas, collaboration and technical excellence”
- 13. What happens if you don’t? 13 Huge scope creep Unclear expectations around results Since we don’t really know what we want let’s just put our faith in the technology
- 14. SharePoint Intranet Pitfalls 14 The easy things could be costly, the difficult things cheap Boiling the ocean • “Just because you can doesn’t mean you should” An “Intranet” and “Collaboration” can be vastly different things
- 15. The Impact of SharePoint It’s more than software… 15
- 16. SharePoint is unique 16 It’s not deployed like Microsoft Office but more like SAP It’s not a silver bullet “SharePoint has no inherit business value unless applied to a problem or opportunity” A double edged sword
- 17. SharePoint Means Change 17 Lots of little changes add up Work Differently Social sharing of information vs email Think Differently Usage of metadata vs folders Act Differently
- 18. Managing Change How do we get people to use our SharePoint Intranet? 18
- 19. Why so difficult? 19 People have alternatives Multiple way to share a document Unclear expectations “Why am I doing this?” Lack of training “This makes no sense”
- 20. The Adoption curve of systems 20 • If you say that SharePoint will solve all your issues quickly you will fail • There is ALWAYS a loss of productivity • It’s the number one reason that executive support is needed Time Productivity Time to Recap Original Level of Productivity Height of New Productivity Gain Depth of Loss of Productivity Time to Achieve New Gain
- 21. Training 21 Train your users in the HOW and the WHY Intranet Training • How to search, how to fill in your profile, filling in forms, basic navigation Collaboration Training • Multiple Levels Required • 99% of people will only ever edit a document, complete tasks, put in a calendar entry
- 22. Communication 22 More communication is always better Build excitement, trust and enthusiasm People hate being blindsided Free food works any time, any where
- 23. Governance 23 Important for Intranets • Content Authoring Guidelines, Future Growth Central Portal Division Areas Groups & Teams Projects & Workspaces Personal Sites • Permanent Division Portals • Business Process • Division News, Scorecards • Group Reporting • Permanent Central Portal • Enterprise Search • Enterprise Browse • Semi Structured • Group, Team, Project • Sites and Workspaces • Blogs, bios, social Corporate Business Taxonomy With Divisional Skeholders Ad Hoc Self Services w/Life Cycle Management Per User 10 X Important for “Collaboration” • IT Governance • Information Management • Application Management Governance Roles & Responsibilities Governance Principals Communications Strategy Risk Management Strategy Information Architecture Governance Benefits Realization Strategy Maintenance & Review Strategy SharePoint Governance Plan Change Management Strategy
- 24. Quick Wins with SharePoint 24
- 25. Web Content Management 25 Start getting content authors trained early in adding real content Train people in the HOW and the WHY Its not like Word!
- 26. Web Content Management Tips • 10MB is still 10MB even if you scale • Unless you are using SP2013 Image Sizes • Site Collection: Reusable • Assets Site Images: Local pertinent assets Uploading Images Don’t copy and paste from Word!!! 26
- 27. SharePoint Search – Best Bets 27 • Inject your own organizational intelligence into search • Easily Configurable • High Value, Low Effort
- 28. Best Bet Intranet Examples 28 “Intranet Based” • Training • Events • News • How Do I Departmental Names • Accounting • Marketing • Engineering Locations • Offices • Stores • Departments Common Actions • Printing • Mail • Holidays • Car Hire • Travel • Banking
- 29. 29
- 30. Profile Tips 30 Make sure that senior management has their profile filled in 1 Make it part of onboarding2 Explain WHY people should fill it in!3
- 31. “As part of our SharePoint roll out each user has a profile. Please be sure to fill out the fields necessary in your profile by March 23rd 2010”. Thanks, Mr. Horrible CEO Bad Example 31
- 32. “As part of our ongoing attempts to tap into the amazing information in our organization each employee now has their very own user profile! Your user profile contains a wealth of information such as past projects, your skills, expertise and social interests. We encourage you to fill in the profile so that you can find like minded individuals easier, find experts in topics your are interested in, see who worked in previous projects and help us all learn more about each other to strengthen the ties in this wonderful organization“. Thanks, Mr. Awesome CEO Good Example 32
- 33. Profile Photos 33 • Provide people with guidelines • Have a day that you take photos for people • Make is part of the onboarding process • Don’t make it compulsory…
- 34. The Power of Forms 34 Custom Forms with Workflow • Nintex Forms with Workflow Word/PDF with No Workflow • Attach a status • Use Alerts to notify • Use security to see correct submissions InfoPath with/without Workflow • Fully Electronic Forms Word/PDF Forms with added Workflow • Complex PDF or Word Forms • SharePoint workflows for approval 1 2 3 4
- 35. 35
- 36. Why you shouldn’t just use a Team Site 36 Unless these people work with you remove them If you are not using these features remove them A small description should go here informing users of the sites purpose
- 37. Questions? 37
- 38. Wrap-up: contact details Michal Pisarek (Vancouver) E: Michal@dynamicowl.com T: @michalpisarek W: www.dynamicowl.com B: www.SharePointAnalystHQ.com
Editor's Notes
- Not understanding exactly what challenges or opportunities that SharePoint will address in your organization is by far the biggest cause of failureWithout knowing WHAT you will use sharepoint for, how it will help your organization over come its challenges, you are dooming yourself from day one
- Essentially there is a lot of confusion around what SharePoint is, even Mr Balmer has resorted to talking in magicToo many organizations cant articulate what SharePoint will be in their organization like Mr BalmerIn much the same way that if you cant articulate what an “Intranet”, “Collaboration” or “Social” will be in the context of your organization you will resort to “magic”
- We have all seen the product pies and wheels and crap about what SharePoint is but what actually is it?Sharepoint is like application Lego an organization, It comes with pieces that you can use to craft solutions that are specific to your organizationThe confusion lies in how its implemented and marketed – yes it does things out of the box but like a Lego brick is only a Lego brick it will only become powerful once features are put together to create walls, or solutions or IntranetsIn the same way as you don’t need to solve everything with your Intranet you don’t need to solve everything with SharePoint
- The biggest issue with SharePoint is not understanding that you are embarking on a change management initative supported by softwareBefore you install or hire consultants take a look at your organizationThe HOW is, surprisingly the easy part, look at the WHAT, WHY and WHEN
- You get what has been happening out there in the industry – some successes but also lots of failuresScope Creep:Inevitable when you have a product and platform as broad as SharePointNot understanding and articulating what challenges you will solve will lead to divergence and failureExpectations10 people in a room all think what this thing called SharePoint is different you will failedITAs IT people, and usually we are, we go back to our safe spot – servers, memory, bits and bytes
- Intranet and CollaborationDon’t scope in Collaboration unless you are very sure you know what this means to your organizationCollaboration isn’t about rolling out team sites, it requires a far bigger understanding of what you are doing, how you are doing it…Cheap and EasyUltimate double edged swordThe power of sharepoint is in its breadth as opposed to depth so be carefulBoiling the oceanDoing everything because you can isn’t the best wayIdentify those things that will provide you the most value and concentrate on them first
- Sharepoint is unique in the complete destruction or joy it can bring to an organizationOffice/SAPTell your IT people that just because its made by MS doesn’t mean that its deployed in the same wayIT resonates with IT people because no one would this of deploying SAP by installing it, pressing next and saying we are good to go
- There really is no secret to successful SharePoint intranets, no big ones anyway, its simply a lot of little things done right