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Best Practices - SharePoint Success Factors

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Best Practices - SharePoint Success Factors

  1. 1. The seven most important SharePoint Success Factors<br />A Focus on the Non-Technical<br />Presented By: Richard Harbridge<br />#BPC11 @RHarbridge<br />
  2. 2. Who am I?<br />I<br />
  3. 3. Understanding the Non Technical<br />The Biggest ReasonsSharePoint Projects Fail?<br />Is necessary to avoid poor…<br /><ul><li>Shared Understanding of Requirements/Needs
  4. 4. Knowledge around Limitations of the Software (When to use it/When not to)
  5. 5. Estimation of Effort and Schedule Accuracy</li></li></ul><li> Our Goal Today…<br />From Here To Here<br />
  6. 6. What we will be talking about…<br />Understanding the ‘Why’ & Making a Decision<br />Achieving Buy In and Setting Expectations<br />Determining and Supporting ROI<br />Implementing Successful Governance<br />Approaching and Supporting SharePoint<br />Improving User Adoption<br />Planning for New Work and Growth<br />
  7. 7. Understanding the ‘Why’ and Making a Decision<br />
  8. 8. Meet Joe<br />Hi!<br />
  9. 9. At Joe’s Company…<br />
  10. 10. Decision Makers don’t have Enough Information<br />
  11. 11. The CFO needs to Reduce Costs<br />
  12. 12. IT Services Struggles to Keep Up<br />
  13. 13. And<br />People Are Having Trouble Finding What They Need<br />
  14. 14. So Joe has an Idea!<br />
  15. 15. Since…<br />Awesome! <br />Not as awesome.<br />
  16. 16. And Everyone in Joe’s Company uses Microsoft Office…<br />
  17. 17. SharePoint is the Perfect Fit!<br />
  18. 18.
  19. 19. Map the needs of the organization to the right technology…<br />
  20. 20. Perform in depth product comparisons and evaluations<br />
  21. 21. Like this <br />one…<br />Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive<br />
  22. 22. This is important as Microsoft alone has a quite a few…<br /><ul><li>Dynamics AX
  23. 23. Dynamics CRM
  24. 24. Dynamics GP
  25. 25. Dynamics NAV
  26. 26. Dynamics POS
  27. 27. Dynamics RMS
  28. 28. Dynamics SL</li></li></ul><li>2007<br />Online<br />On Site<br />Even SharePoint has multiple options<br />2010<br />
  29. 29. It’s not just a feature to feature comparison<br />
  30. 30. So Joe does all that good research and…<br />
  31. 31. SharePoint is a part of his overall Enterprise Technology Plan<br />
  32. 32. The Outcome<br />Within the overall enterprise technology plan SharePoint meets specific business needs.<br />
  33. 33. What to watch out for…<br />We have to define our needs carefully if we want to pick the right technology.<br />
  34. 34. Achieving Buy In and Setting Expectations<br />
  35. 35. Before we begin…<br />
  36. 36. Let’s Talk About Perceptions<br />
  37. 37.
  38. 38. People See Different Things<br />
  39. 39. Perceptions Impact Motivation<br />
  40. 40. Two Key Groups Must Buy In and Have The Right Expectations<br />IT Services<br />Decision Makers<br />
  41. 41. What is the most important thing to IT Services?<br />
  42. 42. COST OF OWNERSHIP<br />
  43. 43. What are some ways we can convince IT Services?<br />
  44. 44. Cost of Ownership (IT)<br />The Biggest Point to Share is:<br /><ul><li>SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.</li></ul>The Reality:<br /><ul><li>IT doesn’t want to learn/support a new technology.
  45. 45. SharePoint’s integration is invaluable to IT.
  46. 46. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.</li></li></ul><li>Explain Information Overload<br />Information<br />Information<br />Information<br />Information<br />
  47. 47. Explain Platform Benefits<br />
  48. 48. What is the most important thing to Decision Makers?<br />
  49. 49. Add Value To Business<br />
  50. 50. What are some ways we can convince Decision Makers?<br />
  51. 51. Add Value (Decision Makers)<br />The Biggest Point to Share is:<br /><ul><li>SharePoint can help achievebusiness objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.</li></ul>The Reality:<br /><ul><li>Business Objectives are often not specific enough to be achievable.
  52. 52. It takes time and investment to reach the point all managers and executives want. </li></li></ul><li>Prioritize and Plan<br />
  53. 53. Map Solutions to Objectives<br /> Direct Relationship Indirect Relationship<br />* Objectives should be more specific – Example purposes only.<br />
  54. 54. What’s the expectationwe have to set?<br />
  55. 55. It Takes Time<br />
  56. 56. SharePoint Solutions (Evolution)<br />*Super Simplified<br />
  57. 57. The Outcome<br />Joe has achieved momentum and buy in.<br />
  58. 58. What to watch out for…<br />Joe must carefully manage expectations and maintain the momentum.<br />
  59. 59. Determining and Supporting ROI<br />
  60. 60. How do we get here?<br />
  61. 61. Evaluating With Discounted Cash Flow<br /><ul><li>Show expected cost and return over multiple time periods.
  62. 62. Remember to ‘discount’ values to account for cost of capital impact and the fact $5 dollars today is worth less than $5 in the future.</li></li></ul><li>Evaluating with Real Options Analysis<br />
  63. 63. Evaluating with Monte Carlo Analysis<br />
  64. 64. There are different ways of calculating ROI<br />This is kind of boring…<br />
  65. 65. There are really only two <br />ways of using ROI<br />1. For Prioritization<br />2. To Improve Return<br />
  66. 66. 1. For Prioritization<br />The Simplest ROI Formula Ever<br />Estimated Value<br />Even I can do it!<br />Estimated Difficulty<br />
  67. 67. 1. For Prioritization<br />Examples<br /><ul><li>I have a difficult requirement. It’s an 8 in difficulty (out of 10).
  68. 68. I have an easy requirement. It’s a 2 in difficulty (out of 10).
  69. 69. The expected value of the difficult requirement is 4 (out of 10).
  70. 70. The expected value of the easy requirement is 6 (out of 10).</li></ul>Estimated Value<br />Estimated Difficulty<br />
  71. 71. 2. To Improve Return<br />ROI (traditionally) Measures Financial Impact<br />
  72. 72. 2. To Improve Return<br />ROI analysis often misses 'non-financial impact’ or ‘increased potential’<br />STILL <br />IMPORTANT<br />Improved Relationships<br />Improved Know-How<br />Website/Intranet Visitors<br />Improved Morale<br />Improved Skills<br />User Complaints<br />Increased Connections<br />Positive Word of Mouth<br />Innovation<br />Click-throughs<br />Employment Applications<br />Comments<br />Negative Word of Mouth<br />Better Reputation<br />
  73. 73. 2. To Improve Return<br />Example of Non-Financial Measurement<br />
  74. 74. IS <br />Use them.<br />
  75. 75. SharePoint Deployment Planning Services (SDPS)<br />https://www.partnersdps.com/Pages/ToolsSupport.aspx<br />
  76. 76. Rapid Economic Justification Guide<br />http://www.microsoft.com/business/enterprise/value.mspx<br />
  77. 77. MEASURE THE RIGHT THING<br />
  78. 78.
  79. 79. What you don’t want.<br />Don’t lose perspective.<br />
  80. 80. The Outcome<br />Joe is measuring effort effectively to better prioritize or to improve return on investment.<br />
  81. 81. What to watch out for…<br />Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.<br />
  82. 82. Implementing Successful Governance<br />
  83. 83. What is Governance?<br />
  84. 84. GOVERNANCE IS REQUIRED<br />
  85. 85. What does that mean?<br />Without effective governanceorganization, performance, andcapability are significantly reduced.<br />
  86. 86. Without Governance<br />
  87. 87. So how do we do it?<br />
  88. 88. Teamwork is Key<br />There are typically 5 teams for SharePoint Governance:<br /><ul><li>Business Strategy Team
  89. 89. Initiatives/Technical Strategy Team
  90. 90. Tactical Teams:
  91. 91. Tactical Operations Team
  92. 92. Tactical Development Team
  93. 93. Tactical Support Team</li></li></ul><li>Alternative Teams<br />If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.<br /><ul><li>Tactical Team
  94. 94. Operations
  95. 95. Development
  96. 96. Support
  97. 97. Strategy Team
  98. 98. Business
  99. 99. Technical</li></li></ul><li>Identify patterns.Plan for patterns.Execute patterns.<br />
  100. 100. I think I see a Pattern.<br />
  101. 101. Executing Governance<br />
  102. 102. No Single “Approach”<br />Projects<br />Communities<br />Tasks<br />Practices<br />
  103. 103. Governance Deliverables<br /><ul><li>Aggregate/Reference Document or Site(Contains all SharePoint Info – Single Point of Reference)
  104. 104. Objectives/Priorities (Tech/Business)</li></li></ul><li>SharePoint will be…<br /><ul><li>Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
  105. 105. Our primary unified application delivery platform.
  106. 106. Our primary workflow/business process automation platform.
  107. 107. Our intranet and communication center for internal corporate communications.
  108. 108. …</li></ul>SharePoint will not be…<br /><ul><li>Our (external) web content management platform.
  109. 109. Our primary document management platform.
  110. 110. Our contact management platform.
  111. 111. …</li></li></ul><li>Operations Deliverables<br /><ul><li>Objectives/Priorities
  112. 112. Disaster Recovery Plan
  113. 113. Storage and Quota Policies
  114. 114. Monitoring Plans
  115. 115. Maintenance Plans
  116. 116. Service Level Agreements
  117. 117. Security Policies
  118. 118. Deployment Process, Policies, and Schedule</li></li></ul><li>Development Deliverables<br /><ul><li>Objectives/Priorities
  119. 119. Branding Guide
  120. 120. SharePoint Designer Policy
  121. 121. Workflow Policy
  122. 122. Development Standards (Including OOTB vs Custom)
  123. 123. Development Environment Policy
  124. 124. Testing Requirements
  125. 125. Deployment Process, Policies, and Schedule</li></ul>SharePoint Standards Online<br />
  126. 126. Support Deliverables<br /><ul><li>Objectives/Priorities
  127. 127. Site Classification and Platform Classification
  128. 128. Site Provisioning Process/Questionnaire
  129. 129. User Expectations Agreement
  130. 130. Roles and Responsibilities
  131. 131. Support Agreement(s)
  132. 132. Training and Communication Plans
  133. 133. MySite Policies (Pictures)…</li></li></ul><li>Support Deliverables<br /><ul><li>User Lifecycle Policy
  134. 134. Taxonomy Management
  135. 135. Social Policies
  136. 136. Content Standards
  137. 137. Legal and Compliance Policy
  138. 138. Search Management</li></ul>SharePoint Standards Online<br />
  139. 139. IS <br />Use them.<br />
  140. 140. Governance Checklist<br />
  141. 141. TechNet, Community and More..<br />
  142. 142. Frameworks<br />are <br />Use them.<br />
  143. 143. ITIL Framework<br />
  144. 144. COBIT Framework<br />
  145. 145. Microsoft Operations Framework (MOF)<br />
  146. 146. With Governance<br />
  147. 147. The Outcome<br />Everyone Achieves a Shared Understanding of SharePoint Related Processes<br />
  148. 148. What to watch out for…<br />Not just documents, policies, and procedures. It is an active and ongoing process.<br />
  149. 149. Approaching and Supporting SharePoint<br />
  150. 150. What is the best approach for SharePoint Implementations?<br />
  151. 151. ITERATIVE APPROACH<br />
  152. 152. Why Iterative?<br /><ul><li>SharePoint is a very large platform.
  153. 153. It takes time to understand SharePoint.
  154. 154. SharePoint is great for rapid prototyping, and for proof of concept work.
  155. 155. It ensures there is enough time to review, adjust, and communicate.</li></li></ul><li>CommunicationPlanning<br />
  156. 156. TheCommunicationPlan<br /><ul><li>Will act as a binding agreement (forces you to carry through).
  157. 157. Helps keep communication focused.
  158. 158. Helps prevent unwanted surprises.</li></li></ul><li>SupportPlanning<br />
  159. 159. Don’t forget you aren’t superman.<br />(Sorry Joe)<br />
  160. 160. Multiple Tiers for Escalation<br />(You can’t know everything)<br />
  161. 161. Measure Support<br />Learn and use data to be proactive.<br />
  162. 162. Diversify Support<br />resources/mediums<br /><ul><li>Books and Manuals
  163. 163. Online
  164. 164. MSDN
  165. 165. TechNet
  166. 166. Blogs
  167. 167. Cheat Sheets
  168. 168. One on One
  169. 169. Classroom Training
  170. 170. Forums
  171. 171. Help
  172. 172. Etc</li></li></ul><li>Useful, digestible trainingsessions (less than an hour)<br />Workshops > Presentations<br />
  173. 173. Avoid too much too fast.Keep it simple.<br />It’s like learning to drive.<br />
  174. 174. IS <br />Use them.<br />
  175. 175. Productivity Hub<br />
  176. 176. Support Tip…<br />
  177. 177. RESPOND<br />You never want to give the IT busy signal, or support busy signal.<br />
  178. 178. The Outcome<br />SharePoint is supported effectively.<br />
  179. 179. What to watch out for…<br />The training and support can be costly in time and resources.<br />
  180. 180. Improved User Adoption<br />
  181. 181. How do we get successful User Adoption?<br />
  182. 182. USERS MUST UNDERSTAND THE VALUE<br />
  183. 183. Successful User Adoption Requires…<br />
  184. 184. Do a video like this one…<br />
  185. 185. High Availability, Mobility and Accessibility also lead to better User Adoption!<br />SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More <br />
  186. 186. Cultivate and promote the <br />right culture.<br />
  187. 187. Create an Identity and Brand<br />Consistency Across User Environments<br />Modify Provisioned Site (or Templates) Based on Need<br />Branding should make it easier, and more effective.<br />
  188. 188. Focus on those on board/ready.<br />People who already want it.<br />
  189. 189. Make it Fun!<br />Hold Contests, Scavenger Hunts and Other Activities<br />
  190. 190. Use what they love.<br />If they love using outlook focus on using that as a leveraging point.<br />
  191. 191. Say “Thank You”<br />It’s okay to be proud.<br />
  192. 192. Reward super users with achievements. <br />Then promote the desire to get rewards.<br />
  193. 193. Create a SharePoint Showcase<br />Good Idea!<br />Where users submit and show off <br />their SharePoint “Solutions”<br />
  194. 194.
  195. 195. Make it Easier to Work With<br />
  196. 196. The Outcome<br />SharePoint is successfully adopted by a large enough group of users to be deemed successful.<br />
  197. 197. What to watch out for…<br />The build it they will come approach will not work alone.<br />
  198. 198. Planning for New Work and Growth<br />
  199. 199. What about New Work & Growth?<br />
  200. 200. Spend time in advance building a channel for new work.<br />Avoid the flood.<br />
  201. 201. Know your limits<br />
  202. 202. Growyour team<br />
  203. 203. Knowyour team and needs<br /><ul><li>Developers(s)
  204. 204. Administrators(s)
  205. 205. Architect(s)
  206. 206. Business Analyst(s)
  207. 207. Project Manager(s)
  208. 208. Site Administrator(s)
  209. 209. Super Users(s)
  210. 210. Trainer(s)</li></li></ul><li>Cultivatenew work! It’s a good thing. <br />This boosts user adoption! (More functionality and dependency over time)<br />
  211. 211. The Outcome<br />The SharePoint Implementation continues to grow, expand and provide more value.<br />
  212. 212. What to watch out for…<br />You need to plan support for new work/requests otherwise people will lose confidence.<br />
  213. 213. So being successful requires…<br />Understanding the non technical as well as the technical.<br />
  214. 214. Success Factors…<br />Understanding the ‘Why’ & Making a Decision<br />Achieving Buy In and Setting Expectations<br />Determining and Supporting ROI<br />Implementing Successful Governance<br />Approaching and Supporting SharePoint<br />Improving User Adoption<br />Planning for New Work and Growth<br />Understand Business Needs and Map to Them<br />Share Alignment, Vision and Expectations<br />Use Measurements to Improve and Return More<br />Use Team Work And Execute With Patterns<br />Be Iterative, Leverage Everyone, and Respond<br />Share the Value and Successes<br />Manage your Capability and Priorities<br />
  215. 215. Thank You Organizers, Sponsors andYoufor Making this Possible.<br />Questions? Ideas? Feedback? Contact me:<br /><ul><li>Twitter: @rharbridge
  216. 216. Blog: www.rharbridge.com
  217. 217. LinkedIn: www.linkedin.com/in/rharbridge
  218. 218. Email me at: richard@rharbridge.com
  219. 219. My company: www.Allin.com</li>

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