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SharePoint Success In Seven Steps - Microsoft SPC12


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  • @mobibob All good material. I experienced many of these steps / points in my first SP project and I could have benefitted from others that were overlooked. Mostly in the adoption planning and socializing the project development.
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  • 141 pages to explain 7 steps :) Wow, I better start reading. Of course that scale makes sense as it is Microsoft Technology.
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SharePoint Success In Seven Steps - Microsoft SPC12

  1. 1. Who am I? Boston Washington
  2. 2. Our Goal Today… From Here To Here
  3. 3. Seven Steps For Success…
  4. 4. Seven Steps For Success…
  5. 5. Meet Joe Hi!
  6. 6. At Joe‟s Company…
  7. 7. Decision Makers don‟t haveEnough Information
  8. 8. The CFO needs to Reduce Costs
  9. 9. IT Services Struggles toKeep Up
  10. 10. AndPeople Are Having TroubleFinding What They Need
  11. 11. So Joe has an Idea!
  12. 12. We can solve our problemswith technology!
  13. 13. Since… Drupal Not as Awesome! awesome.
  14. 14. And Everyone in Joe‟s Companyuses Microsoft Office…
  15. 15. SharePoint is the Perfect Fit!
  16. 16. Map the needs of theorganization to the righttechnology…
  17. 17. This is important as Microsoftalone has a quite a few…• Dynamics CRM• Dynamics ERP Lync • Dynamics AX • Dynamics GP • Dynamics NAV Exchange • Dynamics SL
  18. 18. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at
  19. 19. Even SharePoint has multipleoptions 2013 Foundation Foundation 2010 Standard Standard Online On Enterprise Enterprise Site
  20. 20. It‟s Big Ecosystem…
  21. 21. It‟s not just a feature tofeature comparison…
  22. 22. So Joe does all that goodresearch and…
  23. 23. SharePoint Is Part Of His OverallEnterprise Technology Plan
  24. 24. The OutcomeWithin the overall enterprise technologyplan SharePoint meets specific businessneeds.
  25. 25. What to watch out for…We have to define our needs carefullyif we want to pick the right technology.
  26. 26. Seven Steps For Success…
  27. 27. Before we begin…
  28. 28. Let‟s Talk About Perceptions
  29. 29. People See Different Things
  30. 30. Perceptions Impact Motivation • Acceptance • Physical Activity • Curiosity • Power • Hunger • Attractiveness • Family • Saving • Honour • Social Contact • Idealism • Status • Independence • Security • Order • Vengeance
  31. 31. Two Key Groups Must Buy In andHave The Right Expectations IT Services Decision Makers
  32. 32. What is the most important thingto IT Services?
  33. 33. Cost OfOwnership
  34. 34. What are some ways we canconvince IT Services?
  35. 35. SharePoint and ITThe Main Point of Implementing SharePoint: SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT‟s direct involvement.
  36. 36. SharePoint and ITSecondary (But Important) Points: SharePoint‟s integration with technologies you already use and it‟s extendibility are invaluable. Lync Exchange When I Say “SharePoint Integration” You Probably Think Of This...
  37. 37. SharePoint and ITThe Reality: IT struggles with supporting another technology.
  38. 38. Information Overload Search Process Collaboration Information Information Information Information Information Control Management
  39. 39. Explain Platform Benefits Search Process Collaboration Information Control Management
  40. 40. Explain Platform Benefits Search Search Records Records Management Management Collaboration Collaboration Personalization Personalization Document Document Management Management Information Business Business Control Control Intelligence Intelligence Forms Forms Services Process Process
  41. 41. What is the most important thingto Decision Makers?
  42. 42. Add Value To Business
  43. 43. What are some ways we canconvince Decision Makers?
  44. 44. Add Value (Decision Makers)The Biggest Point to Share is: SharePoint can help achieve business objectives by improving productivity, reducing waste, etc.The Reality: Business Objectives are often not specific enough to be achievable. It takes time and investment to reach the point all managers and executives want.
  45. 45. Prioritize and Plan
  46. 46. HR Onboarding Solutions• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site
  47. 47. Map Solutions to Objectives Direct Relationship  Indirect Relationship Automate and Automate and Automate and Centralize Improve HR Provide HR Self Improve HR Improve Absence Knowledge and Employee File Service Onboarding Management Resources ManagementAdjust SiteStructure    OnboardingWorkflow  OnboardingElectronic Forms   Integration WithHRIS     New Employee Site     Document CaptureAutomation   * Objectives/solutions should be more specific – Example purposes only.
  48. 48. What‟s the expectationwe have to set?
  49. 49. It Takes Time
  50. 50. SharePoint Solutions (Evolution) Business Information Collaboration Business Process Intelligence Driven Driven Driven Driven Reporting Workflow/Communication Collaboration Auditing Dashboards*Super Simplified
  51. 51. The OutcomeJoe achieved momentum and buy inby ensuring stakeholders have a sharedunderstanding of SharePoint value.
  52. 52. What to watch out for…Joe must carefully manage expectationsand maintain the momentum.
  53. 53. Seven Steps For Success…
  54. 54. How do we get here?
  55. 55. Evaluating With Discounted Cash Flow Show expected cost and return over multiple time periods. 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.
  56. 56. Evaluating with Real OptionsAnalysis
  57. 57. Evaluating with Monte CarloAnalysis
  58. 58. There are different ways ofcalculating ROI… This is kind of boring…
  59. 59. There are really only two waysof using ROI… 1. For Prioritization 2. To Improve Return
  60. 60. 1. For PrioritizationThe Simplest ROI Formula Ever Estimated Even I can Value do it! Estimated Difficulty
  61. 61. 1. For Prioritization Examples I have a difficult requirement. It‟s an 8 in difficulty (out of 10). I have an easy requirement. It‟s a 2 in difficulty (out of 10). The expected value of the difficult requirement is 4 (out of 10). The expected value of the easy requirement is 6 (out of 10). Estimated Value Estimated Difficulty
  62. 62. 2. To Improve ReturnROI (traditionally) MeasuresFinancial Impact
  63. 63. 2. To Improve ReturnROI analysis often misses non-financial impact‟ or „increasedpotential‟ Improved Relationships Website/Intranet Visitors Improved Know-How User Complaints Improved Morale Improved SkillsPositive Word of Mouth Increased Innovation Click-throughs Connections Employment Applications Comments Negative Word of Mouth Better Reputation
  64. 64. 2. To Improve ReturnExample ofNon-Financial Measurement
  66. 66. The OutcomeJoe is measuring effort effectively tobetter prioritize or to improve return oninvestment.
  67. 67. What to watch out for…Fear of bad estimation leading to notestimating at all. Vaguely right is betterthan precisely wrong.
  68. 68. Seven Steps For Success…
  69. 69. What is Governance?
  71. 71. What does that mean?Without effective governance; organization,performance, and capability aresignificantly reduced.
  72. 72. Without Governance
  73. 73. So how do we do it?
  74. 74. Teamwork is KeyThere are typically 5 teams for SharePoint Governance: Business Strategy Team Initiatives/Technical Strategy Team Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team
  75. 75. Identify patterns.Plan for patterns.Execute patterns.
  76. 76. I think I seea Pattern.
  77. 77. Executing Governance
  78. 78. Governance Outcomes Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business)
  79. 79. Operations Outcomes Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies SharePoint Deployment Process, Policies, and Schedule Governance Documents
  80. 80. Development Outcomes Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements SharePoint Deployment Process, Policies, and Schedule Standards Online
  81. 81. Support Outcomes Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans SharePoint MySite Policies (Pictures)… Governance Documents
  82. 82. Support Outcomes User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management SharePoint Standards Online
  83. 83. With Governance
  84. 84. The OutcomeEveryone Achieves a Shared Understandingof SharePoint Related Processes
  85. 85. What to watch out for…Not just documents, policies, andprocedures. It is an active andongoing process.
  86. 86. Seven Steps For Success…
  87. 87. What is the best approach forSharePoint Implementations?
  89. 89. Why Iterative? SharePoint is a very large platform. It takes time to understand SharePoint. SharePoint is great for rapid prototyping, and for proof of concept work. It ensures there is enough time to review, adjust, and communicate.
  90. 90. Support Planning
  91. 91. SharePoint Can Be Difficult These Documents Are Checked Out!
  92. 92. SharePoint Can Be Intrusive Doug Just Edited A Document! You Have A New ColleagueDoug Just Bob Deleted In SharePointSigned You A Document!Up For An John Just Alert! Added You To A Site! Sally Just Edited A Document!
  93. 93. Don‟t forget you aren‟tsuperman. (Sorry Joe)
  94. 94. Multiple Tiers for EscalationYou can‟t know everything. Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help
  95. 95. Measure SupportLearn and use data to be proactive.
  96. 96. Diversify Supportresources/mediums Books and Manuals Online  MSDN  Forums  TechNet  Help  Blogs  Etc Cheat Sheets One on One Classroom Training
  97. 97. Avoid too much too fast.Keep it simple.It‟s like learning to drive.
  98. 98. ISUse them.
  99. 99. Productivity Hub
  100. 100. Support Tip…
  101. 101. RESPONDYou never want to give the IT busy signal, or support busy signal.
  102. 102. The OutcomeSharePoint is supported effectively.
  103. 103. What to watch out for…The training and support can becostly in time and resources.
  104. 104. Seven Steps For Success…
  105. 105. How do we get successfulUser Adoption?
  107. 107. Successful User AdoptionRequires…
  108. 108. High Availability, Mobility andAccessibility also lead to betterUser Adoption! Adoption Activities Listing
  109. 109. Create an Identity and BrandConsistency AcrossUser Environments Modify Provisioned Site (or Templates) Based on Need AdoptionBranding should make it easier to use. Activities Listing
  110. 110. Make it Fun! AdoptionHold Contests, Scavenger Hunts, and ActivitiesOther Activities Listing
  111. 111. Reward super users withachievements. AdoptionThen promote the desire to get rewards. Activities Listing
  112. 112. Create a SharePoint Showcase Good Idea!Where users submit and show off Adoptiontheir SharePoint “Solutions” Activities Listing
  113. 113. Make it easier to work with… Powerful Columns You Probably Didn‟t Know About
  114. 114. The OutcomeSharePoint is successfully adopted by alarge enough group of users to be deemedsuccessful.
  115. 115. What to watch out for…The build it they will comeapproach will not work alone.
  116. 116. Seven Steps For Success…
  117. 117. What about New Work &Growth?
  118. 118. Spend time in advance building achannel for new work
  119. 119. Know your limits
  120. 120. Grow your team
  121. 121. Know your team and needs  Developers(s)  Administrators(s)  Architect(s)  Business Analyst(s)  Project Manager(s)  Site Administrator(s)  Super Users(s)  Trainer(s)
  122. 122. Cultivate new work!It‟s a good thing.This boosts user adoption!(More functionality and dependency over time)
  123. 123. The OutcomeThe SharePoint Implementation continues togrow, expand and provide more value.
  124. 124. What to watch out for…You need to plan support for newwork/requests otherwise peoplewill lose confidence.
  125. 125. Seven Steps For Success…
  126. 126. Seven Steps For Success…Key: UnderstandBusiness Needs& Map To Them
  127. 127. Seven Steps For Success… Key: Share Alignment, Vision & Expectations
  128. 128. Seven Steps For Success… Key: Measure To Improve & Return More
  129. 129. Seven Steps For Success… Key: Use Team Work & Execute With Patterns
  130. 130. Seven Steps For Success… Key: Be Iterative, Leverage Others, & Respond
  131. 131. Seven Steps For Success… Key: Share The Value & Successes
  132. 132. Seven Steps For Success… Key: Manage Your Capabilities & Priorities
  133. 133. A Step In The Right DirectionThank you to all sponsors, organizers, and you for making this possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: Email: Resources: Win a Microsoft Surface! 700+ SharePoint IA Slides.. 130+ SharePoint Standards.. 15 Pages of Important Questions.. 80+ Downloadable Presentations..
  134. 134. Win A Windows Surface!This exclusive contest is for people who have reviewedthis slide deck in it‟s entirety (that are awesome enoughto make it all the way through).We want to give you a free Surface! Why?Because we love you.Just navigate to this page: you are at SPC please don‟t forget to evaluate my session!