SharePoint Saturday Chicago - Future Proofing SharePoint Success


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  • My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you. 
  • You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
  • You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
  • This is to set the conceptual scene
    You will see this diagram a lot.
  • Ask every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/ability
    Use Pictures - Pictures and moreeee pictures.
  • Dependency also works.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.

    It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.

    Thank You for Reading/Listening
  • 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: