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SharePoint Fest Denver - The Seven Most Important SharePoint Success Factors


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SharePoint Fest Denver - The Seven Most Important SharePoint Success Factors

  1. 1. #SharePointFest @RHarbridge The Seven Most Important SharePoint Success Factors #SharePointFest @RHarbridge Presented By: Richard Harbridge
  2. 2. #SharePointFest @RHarbridge Who am I? Boston Washington
  3. 3. #SharePointFest @RHarbridge SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
  4. 4. #SharePointFest @RHarbridge Understanding the Non Technical Is necessary to avoid poor…  Shared Understanding of Requirements/Needs  Knowledge around Limitations of the Software (When to use it/When not to)  Estimation of Effort and Schedule Accuracy The Biggest Reasons SharePoint Projects Fail?
  5. 5. #SharePointFest @RHarbridge Our Goal Today… From Here To Here
  6. 6. #SharePointFest @RHarbridge
  7. 7. #SharePointFest @RHarbridge
  8. 8. #SharePointFest @RHarbridge Understanding the ‘Why’ and Making a Decision
  9. 9. #SharePointFest @RHarbridge Meet Joe Hi!
  10. 10. #SharePointFest @RHarbridge At Joe’s Company…
  11. 11. #SharePointFest @RHarbridge Decision Makers don’t have Enough Information
  12. 12. #SharePointFest @RHarbridge The CFO needs to Reduce Costs
  13. 13. #SharePointFest @RHarbridge IT Services Struggles to Keep Up
  14. 14. #SharePointFest @RHarbridge People Are Having Trouble Finding What They Need And
  15. 15. #SharePointFest @RHarbridge So Joe has an Idea!
  16. 16. #SharePointFest @RHarbridge Since… Awesome! Not as awesome.
  17. 17. #SharePointFest @RHarbridge And Everyone in Joe’s Company uses Microsoft Office…
  18. 18. #SharePointFest @RHarbridge SharePoint is the Perfect Fit!
  19. 19. #SharePointFest @RHarbridge
  20. 20. #SharePointFest @RHarbridge Map the needs of the organization to the right technology…
  21. 21. #SharePointFest @RHarbridge Perform in depth product comparisons and evaluations
  22. 22. #SharePointFest @RHarbridge Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  23. 23. #SharePointFest @RHarbridge This is important as Microsoft alone has a quite a few… • Dynamics AX • Dynamics CRM • Dynamics GP • Dynamics NAV • Dynamics POS • Dynamics RMS • Dynamics SL
  24. 24. #SharePointFest @RHarbridge SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at
  25. 25. #SharePointFest @RHarbridge Foundation Standard Enterprise Even SharePoint has multiple options 2007 2010 Online On Site
  26. 26. #SharePointFest @RHarbridge It’s Big Ecosystem
  27. 27. #SharePointFest @RHarbridge It’s not just a feature to feature comparison People Process Technology
  28. 28. #SharePointFest @RHarbridge So Joe does all that good research and…
  29. 29. #SharePointFest @RHarbridge SharePoint is a part of his overall Enterprise Technology Plan
  30. 30. #SharePointFest @RHarbridge The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
  31. 31. #SharePointFest @RHarbridge What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  32. 32. #SharePointFest @RHarbridge Achieving Buy In and Setting Expectations
  33. 33. #SharePointFest @RHarbridge Before we begin…
  34. 34. #SharePointFest @RHarbridge Let’s Talk About Perceptions
  35. 35. #SharePointFest @RHarbridge
  36. 36. #SharePointFest @RHarbridge People See Different Things
  37. 37. #SharePointFest @RHarbridge Perceptions Impact Motivation • Acceptance • Curiosity • Hunger • Family • Honour • Idealism • Independence • Order • Physical Activity • Power • Attractiveness • Saving • Social Contact • Status • Security • Vengeance
  38. 38. #SharePointFest @RHarbridge Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
  39. 39. #SharePointFest @RHarbridge What is the most important thing to IT Services?
  40. 40. #SharePointFest @RHarbridge COST OF OWNERSHIP
  41. 41. #SharePointFest @RHarbridge What are some ways we can convince IT Services?
  42. 42. #SharePointFest @RHarbridge The Main Point of Implementing SharePoint:  SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s direct involvement. SharePoint and IT
  43. 43. #SharePointFest @RHarbridge When I Say “SharePoint Integration” You Probably Think Of This... Secondary (But Important) Points:  SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. SharePoint and IT
  44. 44. #SharePointFest @RHarbridge The Reality:  IT struggles with supporting another technology. SharePoint and IT
  45. 45. #SharePointFest @RHarbridge Information Search Collaboration ManagementControl Process InformationInformationInformationInformation Explain Information Overload
  46. 46. #SharePointFest @RHarbridge Information Search Collaboration Management Control ProcessForms Services Business Intelligence Personalization Records Management Information Search Collaboration ManagementControl Process Explain Platform Benefits
  47. 47. #SharePointFest @RHarbridge What is the most important thing to Decision Makers?
  48. 48. #SharePointFest @RHarbridge Add Value To Business
  49. 49. #SharePointFest @RHarbridge What are some ways we can convince Decision Makers?
  50. 50. #SharePointFest @RHarbridge Add Value (Decision Makers) The Biggest Point to Share is:  SharePoint can help achieve business objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making. 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.
  51. 51. #SharePointFest @RHarbridge Prioritize and Plan
  52. 52. #SharePointFest @RHarbridge Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  53. 53. #SharePointFest @RHarbridge What’s the expectation we have to set?
  54. 54. #SharePointFest @RHarbridge It Takes Time
  55. 55. #SharePointFest @RHarbridge SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  56. 56. #SharePointFest @RHarbridge The Outcome Joe has achieved momentum and buy in.
  57. 57. #SharePointFest @RHarbridge What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  58. 58. #SharePointFest @RHarbridge Determining and Supporting ROI
  59. 59. #SharePointFest @RHarbridge How do we get here?
  60. 60. #SharePointFest @RHarbridge  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. Evaluating With Discounted Cash Flow
  61. 61. #SharePointFest @RHarbridge Evaluating with Real Options Analysis
  62. 62. #SharePointFest @RHarbridge Evaluating with Monte Carlo Analysis
  63. 63. #SharePointFest @RHarbridge This is kind of boring… There are different ways of calculating ROI
  64. 64. #SharePointFest @RHarbridge There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return
  65. 65. #SharePointFest @RHarbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
  66. 66. #SharePointFest @RHarbridge 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 1. For Prioritization
  67. 67. #SharePointFest @RHarbridge Giving Estimates Two Simple Tricks For Making Better Estimates Never Give a Single Number 6 Hours! At least 2 hours… 4 hours maybe? How Long Will X Take You? 16? Way too much. 8 Tops. I better pick something in between… Forgotten/Not Shared Now That We Have Our Magic Number
  68. 68. #SharePointFest @RHarbridge Always Give Ranged Estimates Two Simple Tricks For Making Better Estimates Ranged Estimates Help Communicate Confidence and Set Expectations 2-8 Hours!
  69. 69. #SharePointFest @RHarbridge ROI (traditionally) Measures Financial Impact 2. To Improve Return
  70. 70. #SharePointFest @RHarbridge ROI analysis often misses '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 2. To Improve Return
  71. 71. #SharePointFest @RHarbridge Example of Non-Financial Measurement 2. To Improve Return
  72. 72. #SharePointFest @RHarbridge IS Use them.
  73. 73. #SharePointFest @RHarbridge SharePoint Deployment Planning Services (SDPS)
  74. 74. #SharePointFest @RHarbridge MEASURE THE RIGHT THING
  75. 75. #SharePointFest @RHarbridge
  76. 76. #SharePointFest @RHarbridge What you don’t want. Don’t lose perspective.
  77. 77. #SharePointFest @RHarbridge The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
  78. 78. #SharePointFest @RHarbridge What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  79. 79. #SharePointFest @RHarbridge Implementing Successful Governance
  80. 80. #SharePointFest @RHarbridge What is Governance?
  81. 81. #SharePointFest @RHarbridge GOVERNANCE IS REQUIRED
  82. 82. #SharePointFest @RHarbridge Without effective governance organization, performance, and capability are significantly reduced. What does that mean?
  83. 83. #SharePointFest @RHarbridge Without Governance
  84. 84. #SharePointFest @RHarbridge So how do we do it?
  85. 85. #SharePointFest @RHarbridge Teamwork is Key There 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 The 5 Teams You Need For Effective SharePoint Governance
  86. 86. #SharePointFest @RHarbridge Alternative Teams If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.  Tactical Team  Operations  Development  Support  Strategy Team  Business  Technical
  87. 87. Identify patterns. Plan for patterns. Execute patterns.
  88. 88. #SharePointFest @RHarbridge I think I see a Pattern.
  89. 89. #SharePointFest @RHarbridge Executing Governance
  90. 90. #SharePointFest @RHarbridge No Single “Approach” Projects Tasks Communities Practices
  91. 91. #SharePointFest @RHarbridge  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business) Governance Outcomes
  92. 92. #SharePointFest @RHarbridge  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications.  … SharePoint will be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.  … SharePoint will not be…
  93. 93. #SharePointFest @RHarbridge  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule Operations Outcomes
  94. 94. #SharePointFest @RHarbridge  Objectives/Priorities  Branding Guide  SharePoint Designer Policy  Workflow Policy  Development Standards (Including OOTB vs Custom)  Development Environment Policy  Testing Requirements  Deployment Process, Policies, and Schedule Development Outcomes SharePoint Standards Online
  95. 95. #SharePointFest @RHarbridge  Objectives/Priorities  Site Classification and Platform Classification  Site Provisioning Process/Questionnaire  User Expectations Agreement  Roles and Responsibilities  Support Agreement(s)  Training and Communication Plans  MySite Policies (Pictures)… Support Outcomes
  96. 96. #SharePointFest @RHarbridge  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Outcomes SharePoint Standards Online
  97. 97. #SharePointFest @RHarbridge IS Use them.
  98. 98. #SharePointFest @RHarbridge TechNet, Community and More..
  99. 99. #SharePointFest @RHarbridge are Use them.
  100. 100. #SharePointFest @RHarbridge Home Page Functional Areas Department Site – “Public” Department Team Site – “Private” Project/Initiative Team Sites Personal Sites– My Sites “PUBLIC” SITES: Open to all employees TEAM SITES: Generally open to team members Tightly controlled, formal governance Looser control, less formal governance Some control, some formal governance “PRIVATE” SITES: Open to business group members Define Governance Control Levels
  101. 101. #SharePointFest @RHarbridge ITIL Framework
  102. 102. #SharePointFest @RHarbridge COBIT Framework
  103. 103. #SharePointFest @RHarbridge Microsoft Operations Framework (MOF)
  104. 104. #SharePointFest @RHarbridge With Governance
  105. 105. #SharePointFest @RHarbridge The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  106. 106. #SharePointFest @RHarbridge What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  107. 107. #SharePointFest @RHarbridge Approaching and Supporting SharePoint
  108. 108. #SharePointFest @RHarbridge What is the best approach for SharePoint Implementations?
  109. 109. #SharePointFest @RHarbridge ITERATIVE APPROACH
  110. 110. #SharePointFest @RHarbridge 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.
  111. 111. #SharePointFest @RHarbridge Support Planning
  112. 112. #SharePointFest @RHarbridge Don’t forget you aren’t superman. (Sorry Joe)
  113. 113. #SharePointFest @RHarbridge Multiple Tiers for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help (You can’t know everything)
  114. 114. #SharePointFest @RHarbridge Measure Support Learn and use data to be proactive.
  115. 115. #SharePointFest @RHarbridge Diversify Support resources/mediums  Books and Manuals  Online  MSDN  TechNet  Blogs  Cheat Sheets  One on One  Classroom Training  Forums  Help  Etc
  116. 116. #SharePointFest @RHarbridge Avoid too much too fast. Keep it simple. It’s like learning to drive.
  117. 117. #SharePointFest @RHarbridge IS Use them.
  118. 118. #SharePointFest @RHarbridge Productivity Hub
  119. 119. #SharePointFest @RHarbridge IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.
  120. 120. #SharePointFest @RHarbridge Support Tip…
  121. 121. #SharePointFest @RHarbridge RESPOND You never want to give the IT busy signal, or support busy signal.
  122. 122. #SharePointFest @RHarbridge The Outcome SharePoint is supported effectively.
  123. 123. #SharePointFest @RHarbridge What to watch out for… The training and support can be costly in time and resources.
  124. 124. #SharePointFest @RHarbridge Improved User Adoption
  125. 125. #SharePointFest @RHarbridge How do we get successful User Adoption?
  126. 126. #SharePointFest @RHarbridge USERS MUST UNDERSTAND THE VALUE
  127. 127. #SharePointFest @RHarbridge Successful User Adoption Requires…
  128. 128. #SharePointFest @RHarbridge Do a video like this one…
  129. 129. #SharePointFest @RHarbridge High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
  130. 130. #SharePointFest @RHarbridge Create an Identity and Brand Branding should make it easier, and more effective. Consistency Across User Environments Modify Provisioned Site (or Templates) Based on Need
  131. 131. #SharePointFest @RHarbridge Make it Fun! Hold Contests, Scavenger Hunts and Other Activities
  132. 132. #SharePointFest @RHarbridge Reward super users with achievements. Then promote the desire to get rewards.
  133. 133. #SharePointFest @RHarbridge Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!
  134. 134. #SharePointFest @RHarbridge Make it easier to work with
  135. 135. #SharePointFest @RHarbridge Make it easier to work with Powerful Columns You Probably Didn’t Know About
  136. 136. #SharePointFest @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  137. 137. #SharePointFest @RHarbridge
  138. 138. #SharePointFest @RHarbridge The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  139. 139. #SharePointFest @RHarbridge What to watch out for… The build it they will come approach will not work alone.
  140. 140. #SharePointFest @RHarbridge Planning for New Work and Growth
  141. 141. #SharePointFest @RHarbridge What about New Work & Growth?
  142. 142. #SharePointFest @RHarbridge Know your limits
  143. 143. #SharePointFest @RHarbridge Grow your team
  144. 144. #SharePointFest @RHarbridge 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)
  145. 145. #SharePointFest @RHarbridge Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  146. 146. #SharePointFest @RHarbridge The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  147. 147. #SharePointFest @RHarbridge What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  148. 148. #SharePointFest @RHarbridge 1. Understanding the ‘Why’ & Making a Decision 2. Achieving Buy In and Setting Expectations 3. Determining and Supporting ROI 4. Implementing Successful Governance 5. Approaching and Supporting SharePoint 6. Improving User Adoption 7. Planning for New Work and Growth 1. Understand Business Needs and Map to Them 2. Share Alignment, Vision and Expectations 3. Use Measurements to Improve and Return More 4. Use Team Work And Execute With Patterns 5. Be Iterative, Leverage Everyone, and Respond 6. Share the Value and Successes 7. Manage your Capability and Priorities Success Factors…
  149. 149. #SharePointFest @RHarbridge Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog:  Email:  Resources: 700+ SharePoint IA Slides at.. 130+ SharePoint Standards at.. 15 Pages of Important Questions at.. Thank You Organizers, Sponsors and You for Making this Possible.