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SharePoint Saturday Chicago - Future Proofing SharePoint Success


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SharePoint Saturday Chicago - Future Proofing SharePoint Success

  1. 1. Future Proofing Your SharePoint Success #SPSChicago @rharbridge Presented By: Richard Harbridge
  2. 2. Who am I?
  3. 3. 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?
  4. 4. Our Goal Today… From Here To Here
  5. 5. Understanding the ‘Why’ and Making a Decision
  6. 6. #SPSChicago @RHarbridge Meet Joe Hi!
  7. 7. #SPSChicago @RHarbridge At Joe’s Company…
  8. 8. #SPSChicago @RHarbridge Decision Makers don’t have Enough Information
  9. 9. #SPSChicago @RHarbridge The CFO needs to Reduce Costs
  10. 10. #SPSChicago @RHarbridge IT Services Struggles to Keep Up
  11. 11. #SPSChicago @RHarbridge People Are Having Trouble Finding What They Need And
  12. 12. #SPSChicago @RHarbridge So Joe has an Idea!
  13. 13. #SPSChicago @RHarbridge Since… Awesome! Not as awesome.
  14. 14. #SPSChicago @RHarbridge And Everyone in Joe’s Company uses Microsoft Office…
  15. 15. #SPSChicago @RHarbridge SharePoint is the Perfect Fit!
  16. 16. #SPSChicago @RHarbridge
  17. 17. #SPSChicago @RHarbridge Map the needs of the organization to the right technology…
  18. 18. #SPSChicago @RHarbridge Perform in depth product comparisons and evaluations
  19. 19. Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  20. 20. 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
  21. 21. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at
  22. 22. #SPSChicago @RHarbridge Foundation Standard Enterprise Even SharePoint has multiple options 2007 2010 Online On Site
  23. 23. It’s Big Ecosystem
  24. 24. #SPSChicago @RHarbridge It’s not just a feature to feature comparison People Process Technology
  25. 25. #SPSChicago @RHarbridge So Joe does all that good research and…
  26. 26. #SPSChicago @RHarbridge SharePoint is a part of his overall Enterprise Technology Plan
  27. 27. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
  28. 28. What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  29. 29. Achieving Buy In and Setting Expectations
  30. 30. #SPSChicago @RHarbridge Before we begin…
  31. 31. #SPSChicago @RHarbridge Let’s Talk About Perceptions
  32. 32. #SPSChicago @RHarbridge
  33. 33. #SPSChicago @RHarbridge People See Different Things
  34. 34. #SPSChicago @RHarbridge Perceptions Impact Motivation • Acceptance • Curiosity • Hunger • Family • Honour • Idealism • Independence • Order • Physical Activity • Power • Attractiveness • Saving • Social Contact • Status • Security • Vengeance
  35. 35. #SPSChicago @RHarbridge Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
  36. 36. #SPSChicago @RHarbridge What is the most important thing to IT Services?
  38. 38. #SPSChicago @RHarbridge What are some ways we can convince IT Services?
  39. 39. #BPC11 @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
  40. 40. #BPC11 @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
  41. 41. #BPC11 @RHarbridge The Reality:  IT struggles with supporting another technology. SharePoint and IT
  42. 42. #SPSChicago @RHarbridge Information Search Collaboration ManagementControl Process InformationInformationInformationInformation Explain Information Overload
  43. 43. #SPSChicago @RHarbridge Information Search Collaboration Management Control ProcessForms Services Business Intelligence Personalization Records Management Information Search Collaboration ManagementControl Process Explain Platform Benefits
  44. 44. #SPSChicago @RHarbridge What is the most important thing to Decision Makers?
  45. 45. Add Value To Business
  46. 46. #SPSChicago @RHarbridge What are some ways we can convince Decision Makers?
  47. 47. #SPSChicago @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.
  48. 48. #SPSChicago @RHarbridge Prioritize and Plan
  49. 49. #SPSChicago @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.
  50. 50. #SPSChicago @RHarbridge What’s the expectation we have to set?
  51. 51. It Takes Time
  52. 52. #SPSChicago @RHarbridge SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  53. 53. The Outcome Joe has achieved momentum and buy in.
  54. 54. What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  55. 55. Determining and Supporting ROI
  56. 56. #SPSChicago @RHarbridge How do we get here?
  57. 57.  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
  58. 58. #SPSChicago @RHarbridge Evaluating with Real Options Analysis
  59. 59. #SPSChicago @RHarbridge Evaluating with Monte Carlo Analysis
  60. 60. #SPSChicago @RHarbridge This is kind of boring… There are different ways of calculating ROI
  61. 61. #SPSChicago @RHarbridge There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return
  62. 62. #SPSChicago @RHarbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
  63. 63. #SPSChicago @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
  64. 64. #SPSChicago @RHarbridge ROI (traditionally) Measures Financial Impact 2. To Improve Return
  65. 65. #SPSChicago @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
  66. 66. #SPSChicago @RHarbridge Example of Non-Financial Measurement 2. To Improve Return
  67. 67. #SPSChicago @RHarbridge IS Use them.
  68. 68. #SPSChicago @RHarbridge SharePoint Deployment Planning Services (SDPS)
  70. 70. #SPSChicago @RHarbridge
  71. 71. #SPSChicago @RHarbridge What you don’t want. Don’t lose perspective.
  72. 72. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
  73. 73. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  74. 74. Implementing Successful Governance
  75. 75. #SPSChicago @RHarbridge What is Governance?
  77. 77. #SPSChicago @RHarbridge Without effective governance organization, performance, and capability are significantly reduced. What does that mean?
  78. 78. #SPSChicago @RHarbridge Without Governance
  79. 79. #SPSChicago @RHarbridge So how do we do it?
  80. 80. #SPSChicago @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
  81. 81. #SPSChicago @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
  82. 82. Identify patterns. Plan for patterns. Execute patterns.
  83. 83. #SPSChicago @RHarbridge I think I see a Pattern.
  84. 84. #SPSChicago @RHarbridge Executing Governance
  85. 85. #SPSChicago @RHarbridge No Single “Approach” Projects Tasks Communities Practices
  86. 86.  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business) Governance Outcomes
  87. 87. #SPSChicago @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…
  88. 88. #SPSChicago @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
  89. 89. #SPSChicago @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
  90. 90. #SPSChicago @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
  91. 91. #SPSChicago @RHarbridge  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Outcomes SharePoint Standards Online
  92. 92. #SPSChicago @RHarbridge IS Use them.
  93. 93. #SPSChicago @RHarbridge Governance Checklist
  94. 94. #SPSChicago @RHarbridge TechNet, Community and More..
  95. 95. #SPSChicago @RHarbridge are Use them.
  96. 96. Governance Classification Triangle Above The Line versus Below The Line Permanent central portal - Few authors/Many readers Departmental Sites Projects & Workspaces My Sites Communication Portal • Central navigation • Central taxonomy • Divisional stakeholders • Enterprise search Personal Collaboration •Local taxonomies •Local search Departmental Sites • Departments • Resources • Business Processes - Few authors/Many readers Semi Structured Team sites - Multiple authors Blogs, bios, Social Central Portal IncreasingStrictnessofGovernance
  97. 97. #SPSChicago @RHarbridge ITIL Framework
  98. 98. COBIT Framework
  99. 99. Microsoft Operations Framework (MOF)
  100. 100. #SPSChicago @RHarbridge With Governance
  101. 101. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  102. 102. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  103. 103. Approaching and Supporting SharePoint
  104. 104. #SPSChicago @RHarbridge What is the best approach for SharePoint Implementations?
  106. 106. #SPSChicago @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.
  107. 107. #SPSChicago @RHarbridge Opportunistic Driven Learning Image from Paul Culmsee
  108. 108. #SPSChicago @RHarbridge Image from Paul Culmsee Opportunistic Driven Learning
  109. 109. #SPSChicago @RHarbridge Communication Planning
  110. 110. #SPSChicago @RHarbridge  Will act as a binding agreement (forces you to carry through).  Helps keep communication focused.  Helps prevent unwanted surprises. The Communication Plan
  111. 111. #SPSChicago @RHarbridge Support Planning
  112. 112. #SPSChicago @RHarbridge Don’t forget you aren’t superman. (Sorry Joe)
  113. 113. #SPSChicago @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. #SPSChicago @RHarbridge Measure Support Learn and use data to be proactive.
  115. 115. #SPSChicago @RHarbridge Diversify Support resources/mediums  Books and Manuals  Online  MSDN  TechNet  Blogs  Cheat Sheets  One on One  Classroom Training  Forums  Help  Etc
  116. 116. #SPSChicago @RHarbridge Avoid too much too fast. Keep it simple. It’s like learning to drive.
  117. 117. #SPSChicago @RHarbridge IS Use them.
  118. 118. #SPSChicago @RHarbridge Productivity Hub
  119. 119. #SPSChicago @RHarbridge Support Tip…
  120. 120. RESPOND You never want to give the IT busy signal, or support busy signal.
  121. 121. The Outcome SharePoint is supported effectively.
  122. 122. What to watch out for… The training and support can be costly in time and resources.
  123. 123. Improved User Adoption
  124. 124. #SPSChicago @RHarbridge How do we get successful User Adoption?
  126. 126. #SPSChicago @RHarbridge Successful User Adoption Requires…
  127. 127. #SPSChicago @RHarbridge Do a video like this one…
  128. 128. #SPSChicago @RHarbridge High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
  129. 129. #SPSChicago @RHarbridge Cultivate and promote the right culture.
  130. 130. #SPSChicago @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. #SPSChicago @RHarbridge Make it Fun! Hold Contests, Scavenger Hunts and Other Activities
  132. 132. #SPSChicago @RHarbridge It’s okay to be proud. Say “Thank You”
  133. 133. #SPSChicago @RHarbridge Reward super users with achievements. Then promote the desire to get rewards.
  134. 134. #SPSChicago @RHarbridge Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!
  135. 135. #SPSChicago @RHarbridge Make it easier to work with
  136. 136. #SPSChicago @RHarbridge Make it easier to work with Powerful Columns You Probably Didn’t Know About
  137. 137. #SPSChicago @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  138. 138. #SPSChicago @RHarbridge
  139. 139. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  140. 140. What to watch out for… The build it they will come approach will not work alone.
  141. 141. Planning for New Work and Growth
  142. 142. #SPSChicago @RHarbridge What about New Work & Growth?
  143. 143. #SPSChicago @RHarbridge Know your limits
  144. 144. #SPSChicago @RHarbridge Grow your team
  145. 145. #SPSChicago @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)
  146. 146. #SPSChicago @RHarbridge Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  147. 147. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  148. 148. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  149. 149. So being successful requires… Understanding the non technical as well as the technical.
  150. 150. 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…
  151. 151. Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @rharbridge  Blog:  LinkedIn:  Email me at:  My company: