Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

SharePoint Success - SharePoint Saturday Boston

4,238 views

Published on

This presentation was presented at SharePoint Saturday Boston. It's goal is to cover all the non technical aspects of a successful SharePoint implementation. Stories were shared around the presentation as well as specific scenarios to help illustrate key points. That material is not included in the presentation as often it depends upon the audiences interaction.

Published in: Technology, Business

SharePoint Success - SharePoint Saturday Boston

  1. 1. The SharePoint Story for Success<br />How To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge<br />@rharbridge<br />That’s Me!<br />
  2. 2. Who am I?<br /><ul><li>Richard Harbridge
  3. 3. is a Business Analyst
  4. 4. is a Project Manager
  5. 5. is a Technology Specialist
  6. 6. is a Blogger/Tweeter
  7. 7. Loves SharePoint
  8. 8. Loves Communities
  9. 9. Loves Technology
  10. 10. Loves Speaking</li></ul>@rharbridge<br />Blah blahblahblahblah<br />
  11. 11. What I am going to talk about…<br />The Idea<br />The Decision<br />Buy In and Expectations<br />Governance<br />Approach, Communications, and Support<br />User Adoption<br />New Work and Growth<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
  12. 12. On With Our Story…<br />From Here To Here<br />Richard Harbridge<br />SharePoint Saturday 2009<br />
  13. 13. Chapter 1<br />The Idea<br />
  14. 14. Meet Joe<br />Hi!<br />Richard Harbridge<br />SharePoint Saturday<br />
  15. 15. Joe Works in IT<br />Richard Harbridge<br />SharePoint Saturday<br />
  16. 16. At Joe’s Workplace…<br />Richard Harbridge<br />SharePoint Saturday<br />
  17. 17. Decision Makers don’t have Enough Information<br />Richard Harbridge<br />SharePoint Saturday<br />
  18. 18. The CFO needs to Reduce Costs<br />Richard Harbridge<br />SharePoint Saturday<br />
  19. 19. IT Services Struggles to Keep Up<br />Richard Harbridge<br />SharePoint Saturday<br />
  20. 20. People Must Do More With Less<br />Richard Harbridge<br />SharePoint Saturday<br />
  21. 21. People Are Having Trouble Finding What They Need<br />Richard Harbridge<br />SharePoint Saturday<br />
  22. 22. Don’t Worry Though…<br />Richard Harbridge<br />SharePoint Saturday<br />
  23. 23. Joe is Really Smart…<br />Richard Harbridge<br />SharePoint Saturday<br />
  24. 24. And works in IT<br />Richard Harbridge<br />SharePoint Saturday<br />
  25. 25. So Joe has an Idea!<br />Richard Harbridge<br />SharePoint Saturday<br />
  26. 26. We can help solve our problems with technology!<br />Richard Harbridge<br />SharePoint Saturday<br />
  27. 27. The Outcome<br />Joe believes with effective application of technology he can improve his organization.<br />
  28. 28. What to watch out for…<br />We need to know the background and reasoning for why technology is being looked at.<br />
  29. 29. Chapter 2<br />The Decision<br />
  30. 30. The Research<br />
  31. 31. So Joe does lots of good research…<br />Awesome! <br />Not as awesome.<br />Richard Harbridge<br />SharePoint Saturday<br />
  32. 32. He even performs in depth product comparisons…<br />Richard Harbridge<br />SharePoint Saturday<br />
  33. 33. Like this <br />one…<br />Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive<br />Richard Harbridge<br />SharePoint Saturday<br />
  34. 34. Mapping the needs of his organization to the right technology…<br />Richard Harbridge<br />SharePoint Saturday<br />
  35. 35. This is important as Microsoft alone has a quite a few…<br /><ul><li>Dynamics AX
  36. 36. Dynamics CRM
  37. 37. Dynamics GP
  38. 38. Dynamics NAV
  39. 39. Dynamics POS
  40. 40. Dynamics RMS
  41. 41. Dynamics SL</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  42. 42. 2007<br />Online<br />On Site<br />Even SharePoint has multiple options<br />2010<br />Richard Harbridge<br />SharePoint Saturday<br />
  43. 43. After many hours of tireless research Joe decides…<br />Richard Harbridge<br />SharePoint Saturday<br />
  44. 44. Since Everyone in Joe’s Company uses Microsoft Office…<br />Richard Harbridge<br />SharePoint Saturday<br />
  45. 45. SharePoint is the Perfect Fit!<br />Richard Harbridge<br />SharePoint Saturday<br />
  46. 46. The Outcome<br />Joe has made a decision.<br />
  47. 47. What to watch out for…<br />We have to define our needs carefully if we want to pick the right technology.<br />
  48. 48. Chapter 3<br />Buy In and Expectations<br />
  49. 49. Before we begin…<br />Richard Harbridge<br />SharePoint Saturday<br />
  50. 50. Let’s Talk About Perceptions<br />Richard Harbridge<br />SharePoint Saturday<br />
  51. 51.
  52. 52. People See Different Things<br />Richard Harbridge<br />SharePoint Saturday<br />
  53. 53. Perceptions Impact Motivation<br />Richard Harbridge<br />SharePoint Saturday<br />
  54. 54. Joe is on a mission.<br />Richard Harbridge<br />SharePoint Saturday<br />
  55. 55. Joe has to convince the IT Services, CFO and Decision Makers<br />Richard Harbridge<br />SharePoint Saturday<br />
  56. 56. We are going to help Joe out!<br />Thanks!<br />Richard Harbridge<br />SharePoint Saturday<br />
  57. 57. So what is the most important thing to IT Services?<br />Richard Harbridge<br />SharePoint Saturday<br />
  58. 58. COST OF OWNERSHIP<br />
  59. 59. What are some ways we can convince IT Services?<br />Richard Harbridge<br />SharePoint Saturday<br />
  60. 60. 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.
  61. 61. SharePoint’s integration is invaluable to IT.
  62. 62. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  63. 63. IT Servicesgets it and is on board!<br />Richard Harbridge<br />SharePoint Saturday<br />
  64. 64. So what is the most important thing to the CFO?<br />Richard Harbridge<br />SharePoint Saturday<br />
  65. 65. NUMBERS<br />
  66. 66. What are some ways we can convince the CFO?<br />Richard Harbridge<br />SharePoint Saturday<br />
  67. 67. 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.
  68. 68. Money can be invested to always generate a return.
  69. 69. 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<br />
  70. 70. Your Goal<br />Richard Harbridge<br />SharePoint Saturday<br />
  71. 71. What you don’t want.<br />Don’t lose perspective.<br />Richard Harbridge<br />SharePoint Saturday<br />
  72. 72. How do we get here?<br />Richard Harbridge<br />SharePoint Saturday<br />
  73. 73. ROI<br />Return on Investment<br />
  74. 74. Evaluating Return on Investment<br />Money Matters:<br /><ul><li>Always show expected cost and return over multiple years.
  75. 75. Use discount rate to help account for risk and competitive investment rate.
  76. 76. Internal Rate of Return will help find the ‘break even point’.</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  77. 77. The Simplest ROI Formula Ever<br />Estimated Value<br />Estimated Difficulty<br />Richard Harbridge<br />SharePoint Saturday<br />
  78. 78. Examples<br /><ul><li>I have a difficult requirement. It’s an 8 in difficulty (out of 10).
  79. 79. I have an easy requirement. It’s a 2 in difficulty (out of 10).
  80. 80. The expected value of the difficult requirement is 4 (out of 10).
  81. 81. The expected value of the easy requirement is 6 (out of 10).</li></ul>Estimated Value<br />Estimated Difficulty<br />Richard Harbridge<br />SharePoint Saturday<br />
  82. 82. ROI (traditionally) Measures Financial Impact<br />Richard Harbridge<br />SharePoint Saturday<br />
  83. 83. ROI 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 />Richard Harbridge<br />SharePoint Saturday<br />
  84. 84. The CFO is on board!<br />Richard Harbridge<br />SharePoint Saturday<br />
  85. 85. So what is the most important thing to Decision Makers?<br />Richard Harbridge<br />SharePoint Saturday<br />
  86. 86. Add Value<br />
  87. 87. What are some ways we can convince Decision Makers?<br />Richard Harbridge<br />SharePoint Saturday<br />
  88. 88. 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.
  89. 89. Productivity gain can be difficult to measure, as can reduction in waste.</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  90. 90. Tips for getting Decision Makers to understand the value.<br />Richard Harbridge<br />SharePoint Saturday<br />
  91. 91. Mapping Solutions to Objectives<br /> Direct Relationship Indirect Relationship<br />Richard Harbridge<br />SharePoint Saturday<br />
  92. 92. Information Overload<br />Information<br />Information<br />Information<br />Information<br />Richard Harbridge<br />SharePoint Saturday<br />
  93. 93. Scalable Architecture<br />Richard Harbridge<br />SharePoint Saturday<br />
  94. 94. SharePoint Solutions (Evolution)<br />*Super Simplified<br />Richard Harbridge<br />SharePoint Saturday<br />
  95. 95. IS <br />Use them.<br />Richard Harbridge<br />SharePoint Saturday<br />
  96. 96. SharePoint Deployment Planning Services (SDPS)<br />https://www.partnersdps.com/Pages/ToolsSupport.aspx<br />Richard Harbridge<br />SharePoint Saturday<br />
  97. 97. Public Statisticscan help…<br /><ul><li>Typical workers produce 3+ GB of data per year.
  98. 98. 30% of a typical workers day is spent searching for information.
  99. 99. 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 />Richard Harbridge<br />SharePoint Saturday<br />
  100. 100. 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..
  101. 101. 4 out of 5 of our workers do not know that we have an employee disaster relief fund.
  102. 102. 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 />Richard Harbridge<br />SharePoint Saturday<br />
  103. 103. Decision Makers are on board!<br />Richard Harbridge<br />SharePoint Saturday<br />
  104. 104. The Outcome<br />Joe has achieved momentum and buy in.<br />
  105. 105. What to watch out for…<br />Joe must carefully manage expectations and maintain the momentum.<br />
  106. 106. Chapter 4<br />Governance<br />
  107. 107. What is Governance?<br />Richard Harbridge<br />SharePoint Saturday<br />
  108. 108. GOVERNANCE IS REQUIRED<br />
  109. 109. What does that mean?<br />Without effective governanceorganization, performance, andcapability are significantly reduced.<br />Richard Harbridge<br />SharePoint Saturday<br />
  110. 110. Without Governance<br />Richard Harbridge<br />SharePoint Saturday<br />
  111. 111. So how do we do it?<br />Richard Harbridge<br />SharePoint Saturday<br />
  112. 112. Teamwork is Key<br />There are typically 5 teams for SharePoint Governance:<br /><ul><li>Business Strategy Team
  113. 113. Technical Strategy Team
  114. 114. Tactical Teams:
  115. 115. Tactical Operations Team
  116. 116. Tactical Development Team
  117. 117. Tactical Support Team</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  118. 118. Identify patterns.Plan for patterns.Execute patterns.<br />
  119. 119. I think I see a Pattern.<br />Richard Harbridge<br />SharePoint Saturday<br />
  120. 120. Executing Governance<br />Richard Harbridge<br />SharePoint Saturday<br />
  121. 121. The Result:<br />Richard Harbridge<br />SharePoint Saturday<br />
  122. 122. Governance Documentation<br /><ul><li>Aggregate/Reference Document(Contains all SharePoint Info – Single Point of Reference)
  123. 123. Objectives/Priorities (Tech/Business)</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  124. 124. Operations Documentation<br /><ul><li>Objectives/Priorities
  125. 125. Disaster Recovery Plan
  126. 126. Deployment Process, Policies, and Schedule
  127. 127. Monitoring Plans
  128. 128. Maintenance Plans
  129. 129. Service Level Agreements
  130. 130. Etc…</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  131. 131. 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. Etc…</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  139. 139. Development Documentation<br /><ul><li>Branding Guide
  140. 140. Workflow Policy
  141. 141. SharePoint Designer Policy
  142. 142. Development Standards
  143. 143. Testing Requirements
  144. 144. Etc…</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  145. 145. IS <br />Use them.<br />Richard Harbridge<br />SharePoint Saturday<br />
  146. 146. Governance Checklist<br />Richard Harbridge<br />SharePoint Saturday<br />
  147. 147. TechNet, Community and More..<br />Richard Harbridge<br />SharePoint Saturday<br />
  148. 148. With Governance<br />Richard Harbridge<br />SharePoint Saturday<br />
  149. 149. The Outcome<br />Everyone Achieves a Shared Understanding of SharePoint Related Processes<br />
  150. 150. What to watch out for…<br />Not just documents, policies, and procedures. It is an active and ongoing process.<br />
  151. 151. Chapter 5<br />ApproachCommunications and Support<br />
  152. 152. What is the best approach for SharePoint Implementations?<br />Richard Harbridge<br />SharePoint Saturday<br />
  153. 153. ITERATIVE APPROACH<br />
  154. 154. Why Iterative?<br /><ul><li>SharePoint is a very large platform.
  155. 155. It takes time to understand SharePoint.
  156. 156. SharePoint is great for rapid prototyping, and for proof of concept work.
  157. 157. It ensures there is enough time to review, adjust, and communicate.</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  158. 158. CommunicationPlanning<br />Richard Harbridge<br />SharePoint Saturday<br />
  159. 159. TheCommunicationPlan<br /><ul><li>Will act as a binding agreement (forces you to carry through).
  160. 160. Helps keep communication focused.
  161. 161. Helps prevent unwanted surprises.</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  162. 162. CommunicationTips<br /><ul><li>Use pictures and more pictures.
  163. 163. Explain as much as you can (Pros/Cons).
  164. 164. Solidifies decisions and allows them to explain to anyone who asks.
  165. 165. Ask every question three times in three different ways. </li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  166. 166. SupportPlanning<br />Richard Harbridge<br />SharePoint Saturday<br />
  167. 167. Don’t forget you aren’t superman.<br />(Sorry Joe)<br />Richard Harbridge<br />SharePoint Saturday<br />
  168. 168. Multiple Tiers for Escalation<br />(You can’t know everything)<br />Richard Harbridge<br />SharePoint Saturday<br />
  169. 169. Measure Support<br />Learn and use data to be proactive.<br />Richard Harbridge<br />SharePoint Saturday<br />
  170. 170. Diversify Support<br />resources/mediums<br /><ul><li>Books and Manuals
  171. 171. Online
  172. 172. MSDN
  173. 173. TechNet
  174. 174. Blogs
  175. 175. Cheat Sheets
  176. 176. One on One
  177. 177. Classroom Training
  178. 178. Forums
  179. 179. Help
  180. 180. Etc</li></ul>Richard Harbridge<br />SharePoint Saturday<br />
  181. 181. IS <br />Use them.<br />Richard Harbridge<br />SharePoint Saturday<br />
  182. 182. Productivity Hub<br />Richard Harbridge<br />SharePoint Saturday<br />
  183. 183. Stand Alone/Portal Edition Training<br />Richard Harbridge<br />SharePoint Saturday<br />
  184. 184. SharePoint Learning Kit<br />Richard Harbridge<br />SharePoint Saturday<br />
  185. 185. Support Tip…<br />Richard Harbridge<br />SharePoint Saturday<br />
  186. 186. RESPOND<br />You never want to give the IT busy signal, or support busy signal.<br />
  187. 187. The Outcome<br />SharePoint is supported effectively.<br />
  188. 188. What to watch out for…<br />The training and support can be costly in time and resources.<br />
  189. 189. Chapter 6<br />User Adoption<br />
  190. 190. User Adoption<br />Richard Harbridge<br />SharePoint Saturday<br />
  191. 191. How do we get successful User Adoption?<br />Richard Harbridge<br />SharePoint Saturday<br />
  192. 192. USERS MUST UNDERSTAND THE VALUE<br />
  193. 193. Successful User Adoption Requires…<br />Richard Harbridge<br />SharePoint Saturday<br />
  194. 194. Useful, digestible training sessions (less than an hour)<br />Training Excercises/Workshops<br />Richard Harbridge<br />SharePoint Saturday<br />
  195. 195. Avoid too much too fast.Keep it simple.<br />It’s like learning to drive.<br />Richard Harbridge<br />SharePoint Saturday<br />
  196. 196. Do a video like this one…<br />Richard Harbridge<br />SharePoint Saturday<br />
  197. 197. IS <br />Use them.<br />Richard Harbridge<br />SharePoint Saturday<br />
  198. 198. What used to be GearUp…<br />http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx<br />The Kit is !<br />Buzz <br />Sweet<br />Richard Harbridge<br />SharePoint Saturday<br />
  199. 199. High Availability and Accessibility also lead to better User Adoption!<br />Richard Harbridge<br />SharePoint Saturday<br />
  200. 200. Cultivate and promote the <br />right culture.<br />Richard Harbridge<br />SharePoint Saturday<br />
  201. 201. Create an Identity and Brand<br />Branding should make it easier, and more effective.<br />Richard Harbridge<br />SharePoint Saturday<br />
  202. 202. Focus on those on board/ready.<br />People who already want it.<br />Richard Harbridge<br />SharePoint Saturday<br />
  203. 203. Use what they love.<br />If they love using outlook focus on using that as a leveraging point.<br />Richard Harbridge<br />SharePoint Saturday<br />
  204. 204. Reward Lavishly/Provide Incentive<br />Richard Harbridge<br />SharePoint Saturday<br />
  205. 205. Reward super users with achievements. <br />Then promote the desire to get rewards.<br />Richard Harbridge<br />SharePoint Saturday<br />
  206. 206. Create a SharePoint Showcase<br />Good Idea!<br />Where users submit and show off <br />their SharePoint “Solutions”<br />Richard Harbridge<br />SharePoint Saturday<br />
  207. 207. Make it Fun!<br />Hold Contests, Scavanger Hunts and Other Activities<br />Richard Harbridge<br />SharePoint Saturday<br />
  208. 208. Walk your own talk.<br />Richard Harbridge<br />SharePoint Saturday<br />
  209. 209. The Outcome<br />SharePoint is successfully adopted by a large enough group of users to be deemed successful.<br />
  210. 210. What to watch out for…<br />The build it they will come approach will often not work alone.<br />
  211. 211. Chapter 7<br />New Work and Growth<br />
  212. 212. What about New Work & Growth?<br />Richard Harbridge<br />SharePoint Saturday<br />
  213. 213. Plan and build a system for managing New Work<br />Change Requests<br />Enhancement Requests<br />New Features<br />Richard Harbridge<br />SharePoint Saturday<br />
  214. 214. Spend time in advance building a channel for new work.<br />Avoid the flood.<br />Richard Harbridge<br />SharePoint Saturday<br />
  215. 215. Know your limits<br />Richard Harbridge<br />SharePoint Saturday<br />
  216. 216. Cultivatenew work! It’s a good thing. <br />This boosts user adoption! (More functionality and dependency over time)<br />Richard Harbridge<br />SharePoint Saturday<br />
  217. 217. The Outcome<br />The SharePoint Implementation continues to grow, expand and provide more value.<br />
  218. 218. What to watch out for…<br />You need to plan support for new work/requests otherwise people will lose confidence.<br />
  219. 219. TO BE CONTINUED<br />
  220. 220. Thank You!<br />Let’s talk, and/or tweet!<br /><ul><li>Twitter: @rharbridge
  221. 221. Blog: sharepointkb.wordpress.com
  222. 222. LinkedIn: www.linkedin.com/in/rharbridge</li></ul>Send me your emails, and let me know your feedback!<br /><ul><li>Email me at: harbrich@hotmail.com</li>

×