SharePoint Saturday - SharePoint Success


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This was my presentation at SharePoint Saturday on Achieving Effective Buy In, Maintaining it, How to Execute Effective Governance, and Implementation Strategies/User Adoption.

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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. 
  • Blah blah this is who I am.
  • Users are already developing more ‘solutions’ or business applications than IT without their involvement. Think of excel reports, existing forms, etc. The difference is that SharePoint gives a whole collection of tools that take their ‘development’ to another level.The key here is that the work is distributed. (Whether it’s an intranet, or internet it’s always distributed).
  • 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 a dog pile. People are all over the place- working on their won, there is no shared understanding, lack of communication, no planning. In football this would never work. Your team would lose every game, and the audience (your users) would be very unhappy.Planning is saying: we have 20 people on our team. So we need 20 uniforms. The uniforms must be these colors, these sizes, etc etc. If you aren’t detailed/thoughtful you will end up with a team unable/restricted and less productive/effective. Just like a football team would be (they would be creamed without enough protection)
  • Ask every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/abilityUse Pictures - Pictures and moreeee pictures.
  • Dependancy also works.
  • SharePoint Saturday - SharePoint Success

    1. 1. SharePoint Success<br />How To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge<br />This Session Is Being Recorded<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    2. 2. Who Am I?<br /><ul><li>Richard Harbridge
    3. 3. Is a Business Analyst
    4. 4. Is a Blogger/Tweeter
    5. 5. Loves SharePoint
    6. 6. Loves Communities
    7. 7. Loves Technology
    8. 8. Blah BlahBlah
    9. 9. Loves Project Management
    10. 10. Loves Psychology
    11. 11. Loves Talking</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    12. 12. More Important: Who Are You?<br /><ul><li>The Single Most Valuable Takeaway From Today Is…</li></ul>Each Other<br /><ul><li>Share the Point Exercise:
    13. 13. Fill Out Your Full Name
    14. 14. Fill Out Your Title or “Camp” (IT Admin, Dev, Manager etc…)
    15. 15. List at least 3 Things You Love (SharePoint, Gadgets, Math etc…)
    16. 16. Add Preferred Contact Method(s)
    17. 17. Give that to someone you DON’T know and try and get theirs.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    18. 18. Agenda<br />What we are going to talk about today…<br /><ul><li>All About Buy In
    19. 19. Governance
    20. 20. Implementation</li></ul>From Here To Here<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    21. 21. Buy In/Motivation/Drivers<br />Why is SharePoint being looked at?<br /><ul><li>Someone is Interested
    22. 22. Gather Around Ideas (Like Minds)
    23. 23. Abundance Thinking
    24. 24. Collaboration/Working Together
    25. 25. Communication/Sharing
    26. 26. Define Vision, Objectives and Priority
    27. 27. Achieve Momentum
    28. 28. Maintain Momentum (Keep People Involved)</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    29. 29. 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.
    30. 30. SharePoint’s integration is invaluable to IT.
    31. 31. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    32. 32. 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.
    33. 33. Money can be invested to always generate a return.
    34. 34. 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></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    35. 35. Add Value/Increase Profit (Executive)<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.
    36. 36. Productivity gain can be difficult to measure, as can reduction in waste.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    37. 37. Evaluating Return on Investment<br />Money Matters:<br /><ul><li>Always show expected cost and return over multiple years.
    38. 38. Use discount rate to help account for risk and competitive investment rate.
    39. 39. Internal Rate of Return will help find the ‘break even point’.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    40. 40. The Simplest ROI Formula Ever<br />Estimated Value / Estimated Difficulty * 100 = ROI<br />Examples:<br /><ul><li>I have a difficult requirement. It’s an 8 in difficulty (out of 10).
    41. 41. I have an easy requirement. It’s a 2 in difficulty (out of 10).
    42. 42. The expected value of the difficult requirement is 4 (out of 10).
    43. 43. The expected value of the easy requirement is 6 (out of 10).</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    44. 44. Mapping Solutions to Objectives<br /> Direct Relationship Indirect Relationship<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    45. 45. Information<br />Information<br />Information<br />Information<br />Information Overload<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    46. 46. Scalable Architecture<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    47. 47. SharePoint Solutions (Evolution)<br />*Super Simplified<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    48. 48. Governance<br />Governance is… Required<br />It requires a fair amount of effort but is worth it.<br />Managing, supporting and implementing SharePoint is a teameffort. Without effective governanceorganization, performance, andcapability are significantly reduced.<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    49. 49. Governance Teams<br />There are typically 5 teams for SharePoint Governance:<br /><ul><li>Business Strategy Team
    50. 50. Technical Strategy Team
    51. 51. Tactical Teams:
    52. 52. Tactical Operations Team
    53. 53. Tactical Development Team
    54. 54. Tactical Support Team</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    55. 55. Executing Governance<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    56. 56. The Results<br />Shared understanding of SharePoint related processes.<br />Governance Documentation:<br /><ul><li>Aggregate/Reference Document (Contains all SharePoint Info)
    57. 57. Objectives/Priorities (Tech/Business)
    58. 58. Operations Documentation
    59. 59. Development Documentation
    60. 60. Support Documentation</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    61. 61. My “Recommended” Approach<br />When implementing any solution in SharePoint I would highly recommend an iterative approach.<br />Reasons why Iterative ‘works’ for SharePoint projects:<br /><ul><li>Understanding SharePoint is key for Developers, Testers, Analysts, and Managers. It takes time, so iterative allows you to learn, correct, and improve more easily.
    62. 62. SharePoint is great for rapid prototyping, and for proof of concept work. Since so much is ‘built in’ you can leverage tons without writing much code which also means you only test your code.
    63. 63. It ensures there is time to review, adjust, and communicate.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    64. 64. Implementation/Support<br />Implementation/Support planning is critical to SharePoint success.<br />What’s important?<br /><ul><li>Communication Planning
    65. 65. Support Planning
    66. 66. End User Adoption
    67. 67. Training
    68. 68. Plan for New Work(In this case Enhancements, New Features, etc)</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    69. 69. A Communication Plan will:<br /><ul><li>Will act as a binding agreement (forces you to carry through).
    70. 70. Helps keep communication focused.
    71. 71. Helps prevent unwanted surprises.</li></ul>Communication Tips:<br /><ul><li>Use pictures and more pictures.
    72. 72. Explain as much as you can (Pros/Cons).
    73. 73. Solidifies decisions and allows them to explain to anyone who asks.
    74. 74. Ask every question three times in three different ways. </li></ul>Communication<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
    75. 75. Support<br />Plan how you are going to support SharePoint.<br /><ul><li>Have multiple tiers for escalation.(You can’t know everything).
    76. 76. Ensure site admins can/do provide support.
    77. 77. Diversify support resources/mediums: Online, books, manuals, cheat sheets, one on one, etc.
    78. 78. Measure support! Learn and use data to be proactive.</li></ul>Support Tip:<br /><ul><li>Respond!You never want to give the IT busy signal, or support busy signal.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    79. 79. User Adoption<br />User Adoption can fail because users don’t understand the value.<br />Successful User Adoption Requires:<br /><ul><li>Useful, digestible training sessions (less than an hour).
    80. 80. Avoid too much too fast/Keep it simple. (Like learning to drive.)
    81. 81. Cultivate and promote the right culture.
    82. 82. Focus on those on board/ready and reward lavishly/provide incentive.
    83. 83. Make sure they understand why they are using SharePoint.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    84. 84. User Adoption Tricks<br /><ul><li>Pick something they love. If they like working in outlook then focus on that as your starting point.
    85. 85. Reward super users with achievements. Then promote the desire to get rewards.
    86. 86. Create a SharePoint Showcase where users submit and show off their solutions.
    87. 87. Do a video that is both informative and interesting when releasing SharePoint. Like this one!
    88. 88. Walk the talk/Eat your own dog food/Live by example.</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    89. 89. Handling New Work/Growth<br />Greater User Knowledge &gt; Greater Requirements/Needs<br /><ul><li>Prepare a good system (in SharePoint?) for managing change requests, enhancement requests, new features, and new work.
    90. 90. Spend time in advance building a channel for new work.
    91. 91. Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />
    92. 92. Thank You!<br />Let’s talk, and/or tweet!<br /><ul><li>Twitter:
    93. 93. Blog:
    94. 94. LinkedIn:</li></ul>Send me your emails, and let me know your feedback!<br /><ul><li>Email me at:
    95. 95. Let me know if you didn’t get 3 things!</li></ul>Richard Harbridge<br />SharePoint Saturday 2009<br />