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Achieving SharePoint Success

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This presentation covers everything non technical required in a successful SharePoint implementation. From achieving successful buy in to actually supporting and dealing with the new work that comes from such an implementation and everything in between (user adoption, governance, etc)

This presentation has gone through minor revisions and as of March 2010 this is the latest version.

Published in: Technology
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Achieving SharePoint Success

  1. 1. The SharePoint Story for Success How To: Manage and Implement SharePoint Projects Successfully Presented By: Richard Harbridge @rharbridge That’s Me!
  2. 2. <ul><li>Richard Harbridge </li></ul><ul><ul><ul><li>is a Business Analyst </li></ul></ul></ul><ul><ul><ul><li>is a Project Manager </li></ul></ul></ul><ul><ul><ul><li>is a Technology Specialist </li></ul></ul></ul><ul><ul><ul><li>is a Blogger/Tweeter </li></ul></ul></ul><ul><ul><ul><li>Loves SharePoint </li></ul></ul></ul><ul><ul><ul><li>Loves Communities </li></ul></ul></ul><ul><ul><ul><li>Loves Technology </li></ul></ul></ul><ul><ul><ul><li>Loves Speaking </li></ul></ul></ul>Who am I? <ul><ul><ul><li>Blah blah blah blah blah </li></ul></ul></ul>@rharbridge
  3. 3. What I am going to talk about… <ul><li>The Idea </li></ul><ul><li>The Decision </li></ul><ul><li>Buy In and Expectations </li></ul><ul><li>Governance </li></ul><ul><li>Approach, Communications, and Support </li></ul><ul><li>User Adoption </li></ul><ul><li>New Work and Growth </li></ul>
  4. 4. On With Our Story… From Here To Here
  5. 5. Chapter 1 The Idea
  6. 6. Meet Joe Hi! SharePoint Camp Richard Harbridge
  7. 7. Joe Works in IT SharePoint Camp Richard Harbridge
  8. 8. At Joe’s Workplace… SharePoint Camp Richard Harbridge
  9. 9. Decision Makers don’t have Enough Information SharePoint Camp Richard Harbridge
  10. 10. The CFO needs to Reduce Costs SharePoint Camp Richard Harbridge
  11. 11. IT Services Struggles to Keep Up SharePoint Camp Richard Harbridge
  12. 12. People Must Do More With Less SharePoint Camp Richard Harbridge
  13. 13. People Are Having Trouble Finding What They Need SharePoint Camp Richard Harbridge
  14. 14. Don’t Worry Though… SharePoint Camp Richard Harbridge
  15. 15. Joe is Really Smart … SharePoint Camp Richard Harbridge
  16. 16. And works in IT SharePoint Camp Richard Harbridge
  17. 17. So Joe has an Idea ! SharePoint Camp Richard Harbridge
  18. 18. We can help solve our problems with technology ! SharePoint Camp Richard Harbridge
  19. 19. The Outcome Joe believes with effective application of technology he can improve his organization.
  20. 20. What to watch out for… We need to know the background and reasoning for why technology is being looked at.
  21. 21. Chapter 2 The Decision
  22. 22. The Research
  23. 23. So Joe does lots of good research … Awesome! Not as awesome. SharePoint Camp Richard Harbridge
  24. 24. He even performs in depth product comparisons … SharePoint Camp Richard Harbridge
  25. 25. Like this one… SharePoint Camp Richard Harbridge Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  26. 26. Mapping the needs of his organization to the right technology … SharePoint Camp Richard Harbridge
  27. 27. This is important as Microsoft alone has a quite a few… SharePoint Camp Richard Harbridge <ul><li>Dynamics AX </li></ul><ul><li>Dynamics CRM </li></ul><ul><li>Dynamics GP </li></ul><ul><li>Dynamics NAV </li></ul><ul><li>Dynamics POS </li></ul><ul><li>Dynamics RMS </li></ul><ul><li>Dynamics SL </li></ul>
  28. 28. Even SharePoint has multiple options SharePoint Camp Richard Harbridge
  29. 29. After many hours of tireless research Joe decides … SharePoint Camp Richard Harbridge
  30. 30. Since Everyone in Joe’s Company uses Microsoft Office … SharePoint Camp Richard Harbridge
  31. 31. SharePoint is the Perfect Fit! SharePoint Camp Richard Harbridge
  32. 32. The Outcome Joe has made a decision.
  33. 33. What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  34. 34. Chapter 3 Buy In and Expectations
  35. 35. Before we begin … SharePoint Camp Richard Harbridge
  36. 36. Let’s Talk About Perceptions SharePoint Camp Richard Harbridge
  37. 38. People See Different Things SharePoint Camp Richard Harbridge
  38. 39. Perceptions Impact Motivation SharePoint Camp Richard Harbridge <ul><li>Acceptance </li></ul><ul><li>Curiosity </li></ul><ul><li>Hunger </li></ul><ul><li>Family </li></ul><ul><li>Honor </li></ul><ul><li>Idealism </li></ul><ul><li>Independence </li></ul><ul><li>Order </li></ul><ul><li>Physical Activity </li></ul><ul><li>Power </li></ul><ul><li>Attractiveness </li></ul><ul><li>Saving </li></ul><ul><li>Social Contact </li></ul><ul><li>Status </li></ul><ul><li>Security </li></ul><ul><li>Vengeance </li></ul>
  39. 40. Joe is on a mission . SharePoint Camp Richard Harbridge
  40. 41. Joe has to convince the IT Services , CFO and Decision Makers SharePoint Camp Richard Harbridge
  41. 42. We are going to help Joe out! Thanks! SharePoint Camp Richard Harbridge
  42. 43. So what is the most important thing to IT Services? SharePoint Camp Richard Harbridge
  43. 44. COST OF OWNERSHIP
  44. 45. What are some ways we can convince IT Services ? SharePoint Camp Richard Harbridge
  45. 46. <ul><li>The Biggest Point to Share is: </li></ul><ul><li>SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement. </li></ul><ul><li>The Reality: </li></ul><ul><li>IT doesn’t want to learn/support a new technology. </li></ul><ul><li>SharePoint’s integration is invaluable to IT. </li></ul><ul><li>A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work. </li></ul>Cost of Ownership ( IT ) SharePoint Camp Richard Harbridge
  46. 47. IT Services gets it and is on board! SharePoint Camp Richard Harbridge
  47. 48. So what is the most important thing to the CFO? SharePoint Camp Richard Harbridge
  48. 49. NUMBERS
  49. 50. What are some ways we can convince the CFO ? SharePoint Camp Richard Harbridge
  50. 51. Lets Talk Numbers ( CFO/Finance ) <ul><li>The Biggest Point to Share is: </li></ul><ul><li>SharePoint is worth the initial investment and ongoing costs. </li></ul><ul><li>The Reality: </li></ul><ul><li>It is a costly investment and costly on going expense . </li></ul><ul><li>Money can be invested to always generate a return. </li></ul><ul><li>You need to have measurement, account for risk, and have some expectation of return (quantifiable) that makes it worth the initial investment/on going costs. </li></ul>SharePoint Camp Richard Harbridge
  51. 52. Your Goal SharePoint Camp Richard Harbridge
  52. 53. What you don’t want. Don’t lose perspective. SharePoint Camp Richard Harbridge
  53. 54. How do we get here? SharePoint Camp Richard Harbridge
  54. 55. ROI Return on Investment
  55. 56. Evaluating Return on Investment <ul><li>Money Matters: </li></ul><ul><li>Always show expected cost and return over multiple years. </li></ul><ul><li>Use discount rate to help account for risk and competitive investment rate. </li></ul><ul><li>Internal Rate of Return will help find the ‘break even point’. </li></ul>SharePoint Camp Richard Harbridge
  56. 57. SharePoint Camp Richard Harbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty
  57. 58. Examples <ul><li>I have a difficult requirement. It’s an 8 in difficulty (out of 10). </li></ul><ul><li>I have an easy requirement. It’s a 2 in difficulty (out of 10). </li></ul><ul><li>The expected value of the difficult requirement is 4 (out of 10). </li></ul><ul><li>The expected value of the easy requirement is 6 (out of 10). </li></ul>SharePoint Camp Estimated Value Estimated Difficulty Richard Harbridge
  58. 59. ROI (traditionally) Measures Financial Impact SharePoint Camp Richard Harbridge
  59. 60. ROI doesn’t cover ‘non-financial impact’ or ‘increased potential’ Website/Intranet Visitors Increased Connections User Complaints Improved Morale Improved Skills Improved Know-How Innovation Better Reputation Employment Applications Click-throughs Comments Positive Word of Mouth Negative Word of Mouth Improved Relationships SharePoint Camp Richard Harbridge
  60. 61. The CFO is on board! SharePoint Camp Richard Harbridge
  61. 62. So what is the most important thing to Decision Makers? SharePoint Camp Richard Harbridge
  62. 63. Add Value
  63. 64. What are some ways we can convince Decision Makers? SharePoint Camp Richard Harbridge
  64. 65. Add Value ( Decision Makers ) SharePoint Camp Richard Harbridge <ul><li>The Biggest Point to Share is: </li></ul><ul><li>SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making . </li></ul><ul><li>The Reality: </li></ul><ul><li>It takes time and investment to reach the point all managers and executives want. </li></ul><ul><li>Productivity gain can be difficult to measure, as can reduction in waste. </li></ul>
  65. 66. Tips for getting Decision Makers to understand the value. SharePoint Camp Richard Harbridge
  66. 67. Mapping Solutions to Objectives  Direct Relationship  Indirect Relationship SharePoint Camp Richard Harbridge Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Generate Templates     Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding    
  67. 68. Information Overload SharePoint Camp Richard Harbridge
  68. 69. Scalable Architecture SharePoint Camp Richard Harbridge
  69. 70. SharePoint Solutions (Evolution) *Super Simplified SharePoint Camp Richard Harbridge
  70. 71. IS Use them. SharePoint Camp Richard Harbridge
  71. 72. SharePoint Deployment Planning Services (SDPS) SharePoint Camp Richard Harbridge https://www.partnersdps.com/Pages/ToolsSupport.aspx
  72. 73. <ul><li>Typical workers produce 3+ GB of data per year. </li></ul><ul><li>30% of a typical workers day is spent searching for information. </li></ul><ul><li>In a 1,000 employee company lost productivity costs approximately $5 million a year. </li></ul>Public Statistics can help… SharePoint Camp Richard Harbridge Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006
  73. 74. Statistics within the Organization are better. SharePoint Camp Richard Harbridge <ul><li>20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.. </li></ul><ul><li>4 out of 5 of our workers do not know that we have an employee disaster relief fund. </li></ul><ul><li>Currently we pay for full licensing on 7 different enterprise document management solutions. </li></ul>Source: “Support Review Q4,” IT, 2010 Source: “HR Employee Benefits Survey,” HR, 2010 Source: “Financial Audit of Licensing Costs,” Finance, 2010
  74. 75. Decision Makers are on board! SharePoint Camp Richard Harbridge
  75. 76. The Outcome Joe has achieved momentum and buy in.
  76. 77. What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  77. 78. Chapter 4 Governance
  78. 79. What is Governance? SharePoint Camp Richard Harbridge
  79. 80. GOVERNANCE IS REQUIRED
  80. 81. Without effective governance organization, performance, and capability are significantly reduced. SharePoint Camp Richard Harbridge What does that mean?
  81. 82. Without Governance SharePoint Camp Richard Harbridge
  82. 83. So how do we do it? SharePoint Camp Richard Harbridge
  83. 84. Teamwork is Key <ul><li>There are typically 5 teams for SharePoint Governance : </li></ul><ul><li>Business Strategy Team </li></ul><ul><li>Technical Strategy Team </li></ul><ul><li>Tactical Teams: </li></ul><ul><ul><ul><li>Tactical Operations Team </li></ul></ul></ul><ul><ul><ul><li>Tactical Development Team </li></ul></ul></ul><ul><ul><ul><li>Tactical Support Team </li></ul></ul></ul>SharePoint Camp Richard Harbridge
  84. 85. Identify patterns. Plan for patterns. Execute patterns.
  85. 86. SharePoint Camp Richard Harbridge I think I see a Pattern.
  86. 87. Executing Governance SharePoint Camp Richard Harbridge
  87. 88. The Result: SharePoint Camp Richard Harbridge
  88. 89. Governance Documentation <ul><li>Aggregate/Reference Document (Contains all SharePoint Info – Single Point of Reference) </li></ul><ul><li>Objectives/Priorities (Tech/Business) </li></ul>SharePoint Camp Richard Harbridge
  89. 90. Operations Documentation <ul><ul><li>Objectives/Priorities </li></ul></ul><ul><ul><li>Disaster Recovery Plan </li></ul></ul><ul><ul><li>Deployment Process, Policies, and Schedule </li></ul></ul><ul><ul><li>Monitoring Plans </li></ul></ul><ul><ul><li>Maintenance Plans </li></ul></ul><ul><ul><li>Service Level Agreements </li></ul></ul><ul><ul><li>Etc… </li></ul></ul>SharePoint Camp Richard Harbridge
  90. 91. Support Documentation <ul><ul><li>Objectives/Priorities </li></ul></ul><ul><ul><li>Site Classification and Platform Classification </li></ul></ul><ul><ul><li>Site Provisioning Process/Questionnaire </li></ul></ul><ul><ul><li>User Expectations Agreement </li></ul></ul><ul><ul><li>Roles and Responsibilities </li></ul></ul><ul><ul><li>Support Agreement(s) </li></ul></ul><ul><ul><li>Training and Communication Plans </li></ul></ul><ul><ul><li>Etc… </li></ul></ul>SharePoint Camp Richard Harbridge
  91. 92. Development Documentation <ul><ul><li>Branding Guide </li></ul></ul><ul><ul><li>Workflow Policy </li></ul></ul><ul><ul><li>SharePoint Designer Policy </li></ul></ul><ul><ul><li>Development Standards </li></ul></ul><ul><ul><li>Testing Requirements </li></ul></ul><ul><ul><li>Etc… </li></ul></ul>SharePoint Camp Richard Harbridge
  92. 93. IS Use them. SharePoint Camp Richard Harbridge
  93. 94. Governance Checklist SharePoint Camp Richard Harbridge
  94. 95. TechNet, Community and More.. SharePoint Camp Richard Harbridge
  95. 96. With Governance SharePoint Camp Richard Harbridge
  96. 97. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  97. 98. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  98. 99. Chapter 5 Approach Communications and Support
  99. 100. What is the best approach for SharePoint Implementations? SharePoint Camp Richard Harbridge
  100. 101. ITERATIVE APPROACH
  101. 102. Why Iterative? <ul><li>SharePoint is a very large platform. </li></ul><ul><li>It takes time to understand SharePoint. </li></ul><ul><li>SharePoint is great for rapid prototyping , and for proof of concept work. </li></ul><ul><li>It ensures there is enough time to review, adjust, and communicate. </li></ul>SharePoint Camp Richard Harbridge
  102. 103. Communication Planning SharePoint Camp Richard Harbridge
  103. 104. <ul><li>Will act as a binding agreement (forces you to carry through). </li></ul><ul><li>Helps keep communication focused. </li></ul><ul><li>Helps prevent unwanted surprises. </li></ul>The Communication Plan SharePoint Camp Richard Harbridge
  104. 105. <ul><li>Use pictures and more pictures. </li></ul><ul><li>Explain as much as you can (Pros/Cons). </li></ul><ul><ul><li>Solidifies decisions and allows them to explain to anyone who asks. </li></ul></ul><ul><li>Ask every question three times in three different ways. </li></ul>Communication Tips SharePoint Camp Richard Harbridge
  105. 106. Support Planning SharePoint Camp Richard Harbridge
  106. 107. Don’t forget you aren’t superman. SharePoint Camp Richard Harbridge (Sorry Joe)
  107. 108. Multiple Tiers for Escalation SharePoint Camp Richard Harbridge (You can’t know everything)
  108. 109. Measure Support SharePoint Camp Richard Harbridge Learn and use data to be proactive.
  109. 110. Diversify Support resources/mediums SharePoint Camp Richard Harbridge <ul><li>Books and Manuals </li></ul><ul><li>Online </li></ul><ul><ul><li>MSDN </li></ul></ul><ul><ul><li>TechNet </li></ul></ul><ul><ul><li>Blogs </li></ul></ul><ul><li>Cheat Sheets </li></ul><ul><li>One on One </li></ul><ul><li>Classroom Training </li></ul><ul><ul><li>Forums </li></ul></ul><ul><ul><li>Help </li></ul></ul><ul><ul><li>Etc </li></ul></ul>
  110. 111. IS Use them. SharePoint Camp Richard Harbridge
  111. 112. Productivity Hub SharePoint Camp Richard Harbridge
  112. 113. Stand Alone/Portal Edition Training SharePoint Camp Richard Harbridge
  113. 114. SharePoint Learning Kit SharePoint Camp Richard Harbridge
  114. 115. Support Tip… SharePoint Camp Richard Harbridge
  115. 116. RESPOND You never want to give the IT busy signal, or support busy signal.
  116. 117. The Outcome SharePoint is supported effectively.
  117. 118. What to watch out for… The training and support can be costly in time and resources.
  118. 119. Chapter 6 User Adoption
  119. 120. User Adoption SharePoint Camp Richard Harbridge
  120. 121. How do we get successful User Adoption ? SharePoint Camp Richard Harbridge
  121. 122. USERS MUST UNDERSTAND THE VALUE
  122. 123. Successful User Adoption Requires… SharePoint Camp Richard Harbridge
  123. 124. SharePoint Camp Richard Harbridge Useful, digestible training sessions (less than an hour) Training Excercises/Workshops
  124. 125. Avoid too much too fast. Keep it simple. It’s like learning to drive. SharePoint Camp Richard Harbridge
  125. 126. Do a video like this one… SharePoint Camp Richard Harbridge
  126. 127. IS Use them. SharePoint Camp Richard Harbridge
  127. 128. The Kit is ! Buzz What used to be GearUp… http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx SharePoint Camp Richard Harbridge Sweet
  128. 129. High Availability and Accessibility also lead to better User Adoption ! SharePoint Camp Richard Harbridge
  129. 130. SharePoint Camp Richard Harbridge Cultivate and promote the right culture .
  130. 131. Create an Identity and Brand Branding should make it easier, and more effective. SharePoint Camp Richard Harbridge
  131. 132. SharePoint Camp Richard Harbridge Focus on those on board/ready. People who already want it.
  132. 133. SharePoint Camp Richard Harbridge Use what they love . If they love using outlook focus on using that as a leveraging point.
  133. 134. SharePoint Camp Richard Harbridge Say Thank You
  134. 135. SharePoint Camp Richard Harbridge Reward super users with achievements. Then promote the desire to get rewards.
  135. 136. SharePoint Camp Richard Harbridge Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!
  136. 137. SharePoint Camp Richard Harbridge Make it Fun! Hold Contests, Scavanger Hunts and Other Activities
  137. 138. SharePoint Camp Richard Harbridge Walk your own talk .
  138. 139. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  139. 140. What to watch out for… The build it they will come approach will often not work alone.
  140. 141. Chapter 7 New Work and Growth
  141. 142. SharePoint Camp Richard Harbridge What about New Work & Growth?
  142. 143. SharePoint Camp Richard Harbridge Plan and build a system for managing New Work <ul><ul><li>Change Requests </li></ul></ul><ul><ul><li>Enhancement Requests </li></ul></ul><ul><ul><li>New Features </li></ul></ul>
  143. 144. SharePoint Camp Richard Harbridge Spend time in advance building a channel for new work. Avoid the flood.
  144. 145. SharePoint Camp Richard Harbridge Know your limits
  145. 146. SharePoint Camp Richard Harbridge Grow your team
  146. 147. SharePoint Camp Richard Harbridge Know your team <ul><li>Developers(s) </li></ul><ul><li>Administrators(s) </li></ul><ul><li>Architect(s) </li></ul><ul><li>Business Analyst(s) </li></ul><ul><li>Project Manager(s) </li></ul><ul><li>Site Administrator(s) </li></ul><ul><li>Super Users(s) </li></ul><ul><li>Trainer(s) </li></ul>
  147. 148. SharePoint Camp Richard Harbridge Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  148. 149. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  149. 150. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  150. 151. TO BE CONTINUED
  151. 152. <3 and TY ClipArt
  152. 153. Thank You! <ul><li>Let’s talk, and/or tweet! </li></ul><ul><li>Twitter: @rharbridge </li></ul><ul><li>Blog: sharepointkb.wordpress.com </li></ul><ul><li>LinkedIn: www.linkedin.com/in/rharbridge </li></ul><ul><li>Send me your emails, and let me know your feedback! </li></ul><ul><li>Email me at: [email_address] </li></ul>

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