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SPTechCon - San Francisco - 7 SharePoint Success Factors

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SPTechCon - San Francisco - 7 SharePoint Success Factors

  1. 1. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Seven Most Important SharePoint Success Factors #SPTechCon @RHarbridge Presented By: Richard Harbridge
  2. 2. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Who am I?
  3. 3. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference 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. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Our Goal Today… From Here To Here
  5. 5. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
  6. 6. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference
  7. 7. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Understanding the ‘Why’ and Making a Decision
  8. 8. #SPTechCon @RHarbridge Meet Joe Hi!
  9. 9. #SPTechCon @RHarbridge At Joe’s Company…
  10. 10. #SPTechCon @RHarbridge Decision Makers don’t have Enough Information
  11. 11. #SPTechCon @RHarbridge The CFO needs to Reduce Costs
  12. 12. #SPTechCon @RHarbridge IT Services Struggles to Keep Up
  13. 13. #SPTechCon @RHarbridge People Are Having Trouble Finding What They Need And
  14. 14. #SPTechCon @RHarbridge So Joe has an Idea!
  15. 15. #SPTechCon @RHarbridge Since… Awesome! Not as awesome.
  16. 16. #SPTechCon @RHarbridge And Everyone in Joe’s Company uses Microsoft Office…
  17. 17. #SPTechCon @RHarbridge SharePoint is the Perfect Fit!
  18. 18. #SPTechCon @RHarbridge
  19. 19. #SPTechCon @RHarbridge Map the needs of the organization to the right technology…
  20. 20. #SPTechCon @RHarbridge Perform in depth product comparisons and evaluations
  21. 21. Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
  22. 22. 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
  23. 23. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com
  24. 24. #SPTechCon @RHarbridge Foundation Standard Enterprise Even SharePoint has multiple options 2007 2010 Online On Site
  25. 25. It’s Big Ecosystem
  26. 26. #SPTechCon @RHarbridge It’s not just a feature to feature comparison People Process Technology
  27. 27. #SPTechCon @RHarbridge So Joe does all that good research and…
  28. 28. #SPTechCon @RHarbridge SharePoint is a part of his overall Enterprise Technology Plan
  29. 29. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
  30. 30. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  31. 31. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Achieving Buy In and Setting Expectations
  32. 32. #SPTechCon @RHarbridge Before we begin…
  33. 33. #SPTechCon @RHarbridge Let’s Talk About Perceptions
  34. 34. #SPTechCon @RHarbridge
  35. 35. #SPTechCon @RHarbridge People See Different Things
  36. 36. #SPTechCon @RHarbridge Perceptions Impact Motivation • Acceptance • Curiosity • Hunger • Family • Honour • Idealism • Independence • Order • Physical Activity • Power • Attractiveness • Saving • Social Contact • Status • Security • Vengeance
  37. 37. #SPTechCon @RHarbridge Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
  38. 38. #SPTechCon @RHarbridge What is the most important thing to IT Services?
  39. 39. COST OF OWNERSHIP
  40. 40. #SPTechCon @RHarbridge What are some ways we can convince IT Services?
  41. 41. #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
  42. 42. #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
  43. 43. #BPC11 @RHarbridge The Reality:  IT struggles with supporting another technology. SharePoint and IT
  44. 44. #SPTechCon @RHarbridge Information Search Collaboration ManagementControl Process InformationInformationInformationInformation Explain Information Overload
  45. 45. #SPTechCon @RHarbridge Information Search Collaboration Management Control ProcessForms Services Business Intelligence Personalization Records Management Information Search Collaboration ManagementControl Process Explain Platform Benefits
  46. 46. #SPTechCon @RHarbridge What is the most important thing to Decision Makers?
  47. 47. Add Value To Business
  48. 48. #SPTechCon @RHarbridge What are some ways we can convince Decision Makers?
  49. 49. #SPTechCon @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.
  50. 50. #SPTechCon @RHarbridge Prioritize and Plan
  51. 51. #SPTechCon @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.
  52. 52. #SPTechCon @RHarbridge What’s the expectation we have to set?
  53. 53. It Takes Time
  54. 54. #SPTechCon @RHarbridge SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  55. 55. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Joe has achieved momentum and buy in.
  56. 56. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  57. 57. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Determining and Supporting ROI
  58. 58. #SPTechCon @RHarbridge How do we get here?
  59. 59.  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
  60. 60. #SPTechCon @RHarbridge Evaluating with Real Options Analysis
  61. 61. #SPTechCon @RHarbridge Evaluating with Monte Carlo Analysis
  62. 62. #SPTechCon @RHarbridge This is kind of boring… There are different ways of calculating ROI
  63. 63. #SPTechCon @RHarbridge There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return
  64. 64. #SPTechCon @RHarbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
  65. 65. #SPTechCon @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
  66. 66. #SPTechCon @RHarbridge ROI (traditionally) Measures Financial Impact 2. To Improve Return
  67. 67. #SPTechCon @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
  68. 68. #SPTechCon @RHarbridge Example of Non-Financial Measurement 2. To Improve Return
  69. 69. #SPTechCon @RHarbridge IS Use them.
  70. 70. #SPTechCon @RHarbridge SharePoint Deployment Planning Services (SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx
  71. 71. MEASURE THE RIGHT THING
  72. 72. #SPTechCon @RHarbridge
  73. 73. #SPTechCon @RHarbridge What you don’t want. Don’t lose perspective.
  74. 74. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
  75. 75. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  76. 76. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Implementing Successful Governance
  77. 77. #SPTechCon @RHarbridge What is Governance?
  78. 78. GOVERNANCE IS REQUIRED
  79. 79. #SPTechCon @RHarbridge Without effective governance organization, performance, and capability are significantly reduced. What does that mean?
  80. 80. #SPTechCon @RHarbridge Without Governance
  81. 81. #SPTechCon @RHarbridge So how do we do it?
  82. 82. #SPTechCon @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 The 5 Teams You Need For Effective SharePoint Governance
  83. 83. #SPTechCon @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
  84. 84. Identify patterns. Plan for patterns. Execute patterns.
  85. 85. #SPTechCon @RHarbridge I think I see a Pattern.
  86. 86. #SPTechCon @RHarbridge Executing Governance
  87. 87. #SPTechCon @RHarbridge No Single “Approach” Projects Tasks Communities Practices
  88. 88.  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business) Governance Outcomes
  89. 89. #SPTechCon @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…
  90. 90. #SPTechCon @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
  91. 91. #SPTechCon @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
  92. 92. #SPTechCon @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
  93. 93. #SPTechCon @RHarbridge  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Outcomes SharePoint Standards Online
  94. 94. #SPTechCon @RHarbridge IS Use them.
  95. 95. #SPTechCon @RHarbridge Governance Checklist
  96. 96. #SPTechCon @RHarbridge TechNet, Community and More..
  97. 97. #SPTechCon @RHarbridge are Use them.
  98. 98. #SPTechCon @RHarbridge Home Page Functional Areas Department Site – “Public” Department Team Site – “Private” Project/Initiative Team Sites Personal Sites– My Sites “PUBLIC” SITES: Open to all employees TEAM SITES: Generally open to team members Tightly controlled, formal governance Looser control, less formal governance Some control, some formal governance “PRIVATE” SITES: Open to business group members Define Governance Control Levels
  99. 99. #SPTechCon @RHarbridge ITIL Framework
  100. 100. COBIT Framework
  101. 101. Microsoft Operations Framework (MOF)
  102. 102. #SPTechCon @RHarbridge With Governance
  103. 103. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  104. 104. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  105. 105. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Approaching and Supporting SharePoint
  106. 106. #SPTechCon @RHarbridge What is the best approach for SharePoint Implementations?
  107. 107. ITERATIVE APPROACH
  108. 108. #SPTechCon @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.
  109. 109. #SPTechCon @RHarbridge Opportunistic Driven Learning Image from Paul Culmsee
  110. 110. #SPTechCon @RHarbridge Image from Paul Culmsee Opportunistic Driven Learning
  111. 111. #SPTechCon @RHarbridge Support Planning
  112. 112. #SPTechCon @RHarbridge Don’t forget you aren’t superman. (Sorry Joe)
  113. 113. #SPTechCon @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. #SPTechCon @RHarbridge Measure Support Learn and use data to be proactive.
  115. 115. #SPTechCon @RHarbridge Diversify Support resources/mediums  Books and Manuals  Online  MSDN  TechNet  Blogs  Cheat Sheets  One on One  Classroom Training  Forums  Help  Etc
  116. 116. #SPTechCon @RHarbridge Avoid too much too fast. Keep it simple. It’s like learning to drive.
  117. 117. #SPTechCon @RHarbridge IS Use them.
  118. 118. #SPTechCon @RHarbridge Productivity Hub
  119. 119. #SPTechCon @RHarbridge IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.
  120. 120. #SPTechCon @RHarbridge Support Tip…
  121. 121. RESPOND You never want to give the IT busy signal, or support busy signal.
  122. 122. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome SharePoint is supported effectively.
  123. 123. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… The training and support can be costly in time and resources.
  124. 124. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Improved User Adoption
  125. 125. #SPTechCon @RHarbridge How do we get successful User Adoption?
  126. 126. USERS MUST UNDERSTAND THE VALUE
  127. 127. #SPTechCon @RHarbridge Successful User Adoption Requires…
  128. 128. #SPTechCon @RHarbridge Do a video like this one…
  129. 129. #SPTechCon @RHarbridge High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
  130. 130. #SPTechCon @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. #SPTechCon @RHarbridge Make it Fun! Hold Contests, Scavenger Hunts and Other Activities
  132. 132. #SPTechCon @RHarbridge Reward super users with achievements. Then promote the desire to get rewards.
  133. 133. #SPTechCon @RHarbridge Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!
  134. 134. #SPTechCon @RHarbridge Make it easier to work with
  135. 135. #SPTechCon @RHarbridge Make it easier to work with Powerful Columns You Probably Didn’t Know About
  136. 136. #SPTechCon @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
  137. 137. #SPTechCon @RHarbridge
  138. 138. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  139. 139. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… The build it they will come approach will not work alone.
  140. 140. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Planning for New Work and Growth
  141. 141. #SPTechCon @RHarbridge What about New Work & Growth?
  142. 142. #SPTechCon @RHarbridge Know your limits
  143. 143. #SPTechCon @RHarbridge Grow your team
  144. 144. #SPTechCon @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)
  145. 145. #SPTechCon @RHarbridge Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  146. 146. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  147. 147. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  148. 148. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference 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…
  149. 149. SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference SPTechCon The SharePoint Technology Conference Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com Thank You Organizers, Sponsors and You for Making this Possible.

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