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SharePoint Saturday Boston - 7 SharePoint Success Factors

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SharePoint Saturday Boston - 7 SharePoint Success Factors

  1. 1. The Seven Most Important Non Technical SharePoint Success Factors<br />Presented By: Richard Harbridge<br />@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. We can solve our problems with technology!<br />
  16. 16.
  17. 17. What does Joe really knowabout his Company’s needs?<br />Decision Makers don’t have Enough Information<br />The CFO needs to Reduce Costs<br />IT Services Struggles to Keep Up<br />People Are Having Trouble Finding What They Need<br />
  18. 18. Even if Joe understands the needs of his workplace…<br />
  19. 19. Technology is never <br />the whole solution<br />
  20. 20. Let’s say Joe does understand the needs of his organization<br />What’s Next?<br />
  21. 21. Research<br />
  22. 22. Joe doesn’t really like research…<br />This is boring…<br />
  23. 23. So Joe decides…<br />Awesome! <br />Not as awesome.<br />
  24. 24. Since Everyone in Joe’s Company uses Microsoft Office…<br />
  25. 25. SharePoint is the Perfect Fit!<br />
  26. 26.
  27. 27. Map the needs of the organization to the right technology…<br />
  28. 28. Perform in depth product comparisons and evaluations<br />
  29. 29. Like this <br />one…<br />Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive<br />
  30. 30. This is important as Microsoft alone has a quite a few…<br /><ul><li>Dynamics AX
  31. 31. Dynamics CRM
  32. 32. Dynamics GP
  33. 33. Dynamics NAV
  34. 34. Dynamics POS
  35. 35. Dynamics RMS
  36. 36. Dynamics SL</li></li></ul><li>2007<br />Online<br />On Site<br />Even SharePoint has multiple options<br />2010<br />
  37. 37. It’s not just a feature to feature comparison<br />
  38. 38. So Joe does all that good research and…<br />
  39. 39. SharePoint is a part of his overall Enterprise Technology Plan<br />
  40. 40. The Outcome<br />Joe has made an educated and informed decision based on the businesses needs.<br />
  41. 41. What to watch out for…<br />We have to define our needs carefully if we want to pick the right technology.<br />
  42. 42. Achieving Buy In and Setting Expectations<br />
  43. 43. Before we begin…<br />
  44. 44. Let’s Talk About Perceptions<br />
  45. 45.
  46. 46. People See Different Things<br />
  47. 47. Perceptions Impact Motivation<br />
  48. 48. Joe is on a mission.<br />
  49. 49. Joe has to convince IT Services, the CFO and Decision Makers<br />
  50. 50. We are going to help Joe out with an exercise!<br />Thanks!<br />
  51. 51. What is the most important thing to IT Services?<br />
  52. 52. COST OF OWNERSHIP<br />
  53. 53. What are some ways we can convince IT Services?<br />
  54. 54. 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.
  55. 55. SharePoint’s integration is invaluable to IT.
  56. 56. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.</li></li></ul><li>What is the most important thing to the CFO?<br />
  57. 57. NUMBERS<br />
  58. 58. What are some ways we can convince the CFO?<br />
  59. 59. Lets Talk Numbers (CFO/Finance)<br />The Biggest Point to Share is:<br /><ul><li>SharePoint is worth the initial investment and ongoing costs. </li></ul>The Reality:<br /><ul><li>It is a costly investment and costly on going expense.
  60. 60. Money can be invested to always generate a return.
  61. 61. 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></li></ul><li>What is the most important thing to Decision Makers?<br />
  62. 62. Add Value<br />
  63. 63. What are some ways we can convince Decision Makers?<br />
  64. 64. Add Value (Decision Makers)<br />The Biggest Point to Share is:<br /><ul><li>SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.</li></ul>The Reality:<br /><ul><li>It takes time and investment to reach the point all managers and executives want.
  65. 65. Productivity gain can be difficult to measure, as can reduction in waste.</li></li></ul><li>Buy In and Expectations Tips<br />
  66. 66. Explain Information Overload<br />Information<br />Information<br />Information<br />Information<br />
  67. 67. Explain Scalable Architecture<br />
  68. 68. Prioritize and Plan<br />
  69. 69. Paired Comparison Matrix<br />
  70. 70. Map Solutions to Objectives<br /> Direct Relationship Indirect Relationship<br />* Objectives should be more specific – Example purposes only.<br />
  71. 71. What’s the expectationwe have to set?<br />
  72. 72. It Takes Time<br />
  73. 73. SharePoint Solutions (Evolution)<br />*Super Simplified<br />
  74. 74. The Outcome<br />Joe has achieved momentum and buy in.<br />
  75. 75. What to watch out for…<br />Joe must carefully manage expectations and maintain the momentum.<br />
  76. 76. Determining and Supporting ROI<br />
  77. 77. What about this guy?<br />
  78. 78. How do we get here?<br />
  79. 79. METHODS FOR EVALUATING ROI<br />Return on Investment<br />
  80. 80. Evaluating With Discounted Cash Flow<br /><ul><li>Show expected cost and return over multiple time periods.
  81. 81. 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 />
  82. 82. Evaluating with Monte Carlo Analysis<br />
  83. 83. There are different ways of calculating ROI evaluate what works best for you<br />This is almost as boring as research…<br />
  84. 84. ROI Advice and Tips<br />
  85. 85. Excel has wonderful Formulas<br />
  86. 86. Public Statisticscan help…<br /><ul><li>Typical workers produce 3+ GB of data per year.
  87. 87. 30% of a typical workers day is spent searching for information.
  88. 88. In a 1,000 employee company lost productivity costs approximately $5 million a year.</li></ul>Source: “The Enterprise Workplace,” IDC, 2005<br />Source: IDC, 2003<br />Source: “Hidden Costs of Information Work,” IDC, 2006<br />
  89. 89. Statistics within the Organization are better.<br /><ul><li>20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.
  90. 90. 4 out of 5 of our workers do not know that we have an employee disaster relief fund.
  91. 91. Currently we pay for full licensing on 7 different enterprise document management solutions.</li></ul>Source: “Support Review Q4,” IT, 2010<br />Source: “HR Employee Benefits Survey,” HR, 2010<br />Source: “Financial Audit of Licensing Costs,” Finance, 2010<br />
  92. 92. The Simplest ROI Formula Ever<br />Estimated Value<br />Even I can do it!<br />Estimated Difficulty<br />
  93. 93. Examples<br /><ul><li>I have a difficult requirement. It’s an 8 in difficulty (out of 10).
  94. 94. I have an easy requirement. It’s a 2 in difficulty (out of 10).
  95. 95. The expected value of the difficult requirement is 4 (out of 10).
  96. 96. The expected value of the easy requirement is 6 (out of 10).</li></ul>Estimated Value<br />Estimated Difficulty<br />
  97. 97. ROI (traditionally) Measures Financial Impact<br />
  98. 98. ROI analysis doesn’t cover ‘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 />
  99. 99. Example of Non-Financial Measurement<br />
  100. 100. IS <br />Use them.<br />
  101. 101. SharePoint Deployment Planning Services (SDPS)<br />https://www.partnersdps.com/Pages/ToolsSupport.aspx<br />
  102. 102. Rapid Economic Justification Guide<br />http://www.microsoft.com/business/enterprise/value.mspx<br />
  103. 103. MEASURE THE RIGHT THING<br />
  104. 104.
  105. 105. What you don’t want.<br />Don’t lose perspective.<br />
  106. 106. The Outcome<br />Joe is measuring effort effectively to improve return on investment.<br />
  107. 107. What to watch out for…<br />Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.<br />
  108. 108. Implementing Successful Governance<br />
  109. 109. What is Governance?<br />
  110. 110. GOVERNANCE IS REQUIRED<br />
  111. 111. What does that mean?<br />Without effective governanceorganization, performance, andcapability are significantly reduced.<br />
  112. 112. Without Governance<br />
  113. 113. So how do we do it?<br />
  114. 114. Teamwork is Key<br />There are typically 5 teams for SharePoint Governance:<br /><ul><li>Business Strategy Team
  115. 115. Technical Strategy Team
  116. 116. Tactical Teams:
  117. 117. Tactical Operations Team
  118. 118. Tactical Development Team
  119. 119. Tactical Support Team</li></li></ul><li>Identify patterns.Plan for patterns.Execute patterns.<br />
  120. 120. I think I see a Pattern.<br />
  121. 121. Executing Governance<br />
  122. 122. The Result:<br />
  123. 123. Governance Documentation<br /><ul><li>Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
  124. 124. Objectives/Priorities (Tech/Business)</li></li></ul><li>Operations Documentation<br /><ul><li>Objectives/Priorities
  125. 125. Disaster Recovery Plan
  126. 126. Deployment Process, Policies, and Schedule
  127. 127. Storage and Quota Policies
  128. 128. Monitoring Plans
  129. 129. Maintenance Plans
  130. 130. Service Level Agreements
  131. 131. Etc…</li></li></ul><li>Support Documentation<br /><ul><li>Objectives/Priorities
  132. 132. Site Classification and Platform Classification
  133. 133. Site Provisioning Process/Questionnaire
  134. 134. User Expectations Agreement
  135. 135. Roles and Responsibilities
  136. 136. Support Agreement(s)
  137. 137. Training and Communication Plans
  138. 138. MySite Policies (Pictures)…</li></li></ul><li>Development Documentation<br /><ul><li>Branding Guide
  139. 139. Workflow Policy
  140. 140. SharePoint Designer Policy
  141. 141. Development Standards
  142. 142. Testing Requirements
  143. 143. Etc…</li></li></ul><li>IS <br />Use them.<br />
  144. 144. Governance Checklist<br />
  145. 145. TechNet, Community and More..<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>CommunicationTips<br /><ul><li>Use pictures and more pictures.
  159. 159. Explain as much as you can (Pros/Cons).
  160. 160. Solidifies decisions and allows themto explain to anyone who asks.
  161. 161. Ask every question three times in three different ways. </li></li></ul><li>SupportPlanning<br />
  162. 162. Don’t forget you aren’t superman.<br />(Sorry Joe)<br />
  163. 163. Multiple Tiers for Escalation<br />(You can’t know everything)<br />
  164. 164. Measure Support<br />Learn and use data to be proactive.<br />
  165. 165. Diversify Support<br />resources/mediums<br /><ul><li>Books and Manuals
  166. 166. Online
  167. 167. MSDN
  168. 168. TechNet
  169. 169. Blogs
  170. 170. Cheat Sheets
  171. 171. One on One
  172. 172. Classroom Training
  173. 173. Forums
  174. 174. Help
  175. 175. Etc</li></li></ul><li>Useful, digestible trainingsessions (less than an hour)<br />Workshops > Presentations<br />
  176. 176. Avoid too much too fast.Keep it simple.<br />It’s like learning to drive.<br />
  177. 177. IS <br />Use them.<br />
  178. 178. Productivity Hub<br />
  179. 179. Stand Alone/Portal Edition Training<br />
  180. 180. SharePoint Learning Kit<br />
  181. 181. Support Tip…<br />
  182. 182. RESPOND<br />You never want to give the IT busy signal, or support busy signal.<br />
  183. 183. The Outcome<br />SharePoint is supported effectively.<br />
  184. 184. What to watch out for…<br />The training and support can be costly in time and resources.<br />
  185. 185. Improved User Adoption<br />
  186. 186. User Adoption<br />
  187. 187. How do we get successful User Adoption?<br />
  188. 188. USERS MUST UNDERSTAND THE VALUE<br />
  189. 189. Successful User Adoption Requires…<br />
  190. 190. User Adoption Advice and Tips<br />
  191. 191. Do a video like this one…<br />
  192. 192. High Availability, Mobility and Accessibility also lead to better User Adoption!<br />SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More <br />
  193. 193. Cultivate and promote the <br />right culture.<br />
  194. 194. Create an Identity and Brand<br />Branding should make it easier, and more effective.<br />
  195. 195. Focus on those on board/ready.<br />People who already want it.<br />
  196. 196. Make it Fun!<br />Hold Contests, Scavanger Hunts and Other Activities<br />
  197. 197. Use what they love.<br />If they love using outlook focus on using that as a leveraging point.<br />
  198. 198. Say Thank You<br />
  199. 199. It’s okay to be proud.<br />
  200. 200.
  201. 201. Reward super users with achievements. <br />Then promote the desire to get rewards.<br />
  202. 202. Create a SharePoint Showcase<br />Good Idea!<br />Where users submit and show off <br />their SharePoint “Solutions”<br />
  203. 203. Make it easier to work with<br />
  204. 204. IS <br />Use them.<br />
  205. 205. What used to be GearUp…<br />http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx<br />The Kit is !<br />Buzz <br />Sweet<br />
  206. 206. Walk your own talk.<br />
  207. 207. The Outcome<br />SharePoint is successfully adopted by a large enough group of users to be deemed successful.<br />
  208. 208. What to watch out for…<br />The build it they will come approach will not work alone.<br />
  209. 209. Planning for New Work and Growth<br />
  210. 210. What about New Work & Growth?<br />
  211. 211. Spend time in advance building a channel for new work.<br />Avoid the flood.<br />
  212. 212. Know your limits<br />
  213. 213. Growyour team<br />
  214. 214. Knowyour team<br /><ul><li>Developers(s)
  215. 215. Administrators(s)
  216. 216. Architect(s)
  217. 217. Business Analyst(s)
  218. 218. Project Manager(s)
  219. 219. Site Administrator(s)
  220. 220. Super Users(s)
  221. 221. 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 />
  222. 222. The Outcome<br />The SharePoint Implementation continues to grow, expand and provide more value.<br />
  223. 223. What to watch out for…<br />You need to plan support for new work/requests otherwise people will lose confidence.<br />
  224. 224. Recap: Non Technical Issues…<br />Often are the Big Reasons Projects Fail<br /><ul><li>Shared Understanding of Requirements/Needs
  225. 225. Knowing the Limitations of the Software (When to use it/When not to)
  226. 226. Estimating Effort and Schedule Accuracy</li></li></ul><li>So being successful requires…<br />Understanding the non techincalas well as the technical.<br />
  227. 227. 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 />
  228. 228. Please Fill Out The Survey<br />Interested in hearing more on these topics? Related sessions are:<br /><ul><li>Governance Best Practices in SharePoint 2010 - Scott Jamison
  229. 229. Driving End User Adoption for SharePoint 2010 – Chris Bortlik
  230. 230. Survey Results: How is your Company Using SharePoint? – Derek and Mark
  231. 231. Pretty Much Any Last Session</li></li></ul><li>Thank You Organizers, Sponsors andYoufor Making this Possible.<br />Questions? Ideas? Feedback? Contact me:<br /><ul><li>Twitter: @rharbridge
  232. 232. Blog: www.rharbridge.com
  233. 233. LinkedIn: www.linkedin.com/in/rharbridge
  234. 234. Email me at: richard@rharbridge.com
  235. 235. My company: www.Allin.com</li>

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