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Succeeding With SharePoint In Seven Steps - Share Atlanta


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Succeeding With SharePoint In Seven Steps - Share Atlanta

  1. 1. #Share4Biz @RHarbridge Succeeding With SharePoint In Seven Steps #Share4Biz @RHarbridge Facilitated By: Richard Harbridge
  2. 2. My Name Is Richard Harbridge…
  3. 3. Our Goal Today… From Here To Here
  4. 4. Seven Steps For Success…
  5. 5. Seven Steps For Success…
  6. 6. Meet Joe Hi!
  7. 7. At Joe’s Company…
  8. 8. Decision Makers don’t have Enough Information
  9. 9. The CFO needs to Reduce Costs
  10. 10. IT Services Struggles to Keep Up
  11. 11. People Are Having Trouble Finding What They Need And
  12. 12. So Joe has an Idea!
  13. 13. We can solve our problems with technology!
  14. 14. Since… Awesome! Not as awesome. Drupal
  15. 15. And Everyone in Joe’s Company uses Microsoft Office…
  16. 16. SharePoint is the Perfect Fit!
  17. 17. Map the needs of the organization to the right technology…
  18. 18. This is important as Microsoft alone has a quite a few… • Dynamics CRM • Dynamics ERP • Dynamics AX • Dynamics GP • Dynamics NAV • Dynamics SL Exchange Lync
  19. 19. SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at
  20. 20. Even SharePoint has multiple options Online On Site Foundation Standard EnterpriseEnterprise Standard 2010 2013 Foundation
  21. 21. It’s Big Ecosystem…
  22. 22. It’s not just a feature to feature comparison…
  23. 23. So Joe does all that good research and…
  24. 24. SharePoint Is Part Of His Overall Enterprise Technology Plan
  25. 25. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
  26. 26. What to watch out for… We have to define our needs carefully if we want to pick the right technology.
  27. 27. Seven Steps For Success…
  28. 28. Before we begin…
  29. 29. Let’s Talk About Perceptions
  30. 30. People See Different Things
  31. 31. Perceptions Impact Motivation • Acceptance • Curiosity • Hunger • Family • Honour • Idealism • Independence • Order • Physical Activity • Power • Attractiveness • Saving • Social Contact • Status • Security • Vengeance
  32. 32. Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
  33. 33. What is the most important thing to IT Services?
  34. 34. Cost Of Ownership
  35. 35. What are some ways we can convince IT Services?
  36. 36. 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
  37. 37. 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 Exchange Lync
  38. 38. The Reality:  IT struggles with supporting another technology. SharePoint and IT
  39. 39. Search Process Control Management Collaboration Information Information Overload InformationInformationInformationInformation
  40. 40. Explain Platform Benefits Search Process Control Management Collaboration Information
  41. 41. Information Search Collaboration Document Management Control ProcessForms Services Business Intelligence Personalization Records Management Explain Platform Benefits Search Collaboration Document Management Control ProcessForms Business Intelligence Personalization Records Management
  42. 42. What is the most important thing to Decision Makers?
  43. 43. Add Value To Business
  44. 44. What are some ways we can convince Decision Makers?
  45. 45. Add Value (Decision Makers) The Biggest Point to Share is:  SharePoint can help achieve business objectives by improving productivity, reducing waste, etc. 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.
  46. 46. Prioritize and Plan
  47. 47. HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site
  48. 48. Map Solutions to Objectives Automate and Improve HR Employee File Management Automate and Improve HR Onboarding Automate and Improve Absence Management Centralize Knowledge and Resources Provide HR Self Service Adjust Site Structure     Onboarding Workflow   Onboarding Electronic Forms    Integration With HRIS      New Employee Site      Document Capture Automation     Direct Relationship Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.
  49. 49. What’s the expectation we have to set?
  50. 50. It Takes Time
  51. 51. SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards
  52. 52. The Outcome Joe achieved momentum and buy in by ensuring stakeholders have a shared understanding of SharePoint value.
  53. 53. What to watch out for… Joe must carefully manage expectations and maintain the momentum.
  54. 54. Seven Steps For Success…
  55. 55. How do we get here?
  56. 56.  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
  57. 57. Evaluating with Real Options Analysis
  58. 58. Evaluating with Monte Carlo Analysis
  59. 59. This is kind of boring… There are different ways of calculating ROI…
  60. 60. There are really only two ways of using ROI… 1. For Prioritization 2. To Improve Return
  61. 61. The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
  62. 62. 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
  63. 63. ROI (traditionally) Measures Financial Impact 2. To Improve Return
  64. 64. 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 ApplicationsClick-throughs Comments Positive Word of Mouth Negative Word of Mouth Improved Relationships 2. To Improve Return
  65. 65. Example of Non-Financial Measurement 2. To Improve Return
  67. 67. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
  68. 68. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
  69. 69. Seven Steps For Success…
  70. 70. What is Governance?
  72. 72. Without effective governance; organization, performance, and capability are significantly reduced. What does that mean?
  73. 73. Without Governance
  74. 74. So how do we do it?
  75. 75. 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
  76. 76. Identify patterns. Plan for patterns. Execute patterns.
  77. 77. I think I see a Pattern.
  78. 78. Executing Governance
  79. 79. No Single “Approach” Projects Tasks Communities Practices
  80. 80.  Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference)  Objectives/Priorities (Tech/Business) Governance Outcomes
  81. 81.  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…
  82. 82.  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 SharePoint Governance Documents
  83. 83.  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
  84. 84.  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 SharePoint Governance Documents
  85. 85.  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Support Outcomes SharePoint Standards Online
  86. 86. With Governance
  87. 87. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
  88. 88. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.
  89. 89. Seven Steps For Success…
  90. 90. What is the best approach for SharePoint Implementations?
  92. 92. 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.
  93. 93. Support Planning
  94. 94. SharePoint Can Be Difficult These Documents Are Checked Out!
  95. 95. SharePoint Can Be Intrusive Doug Just Signed You Up For An Alert! Doug Just Edited A Document! Sally Just Edited A Document! You Have A New Colleague In SharePoint John Just Added You To A Site! Bob Deleted A Document!
  96. 96. Don’t forget you aren’t superman. (Sorry Joe)
  97. 97. Multiple Tiers for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help You can’t know everything.
  98. 98. Measure Support Learn and use data to be proactive.
  99. 99. Diversify Support resources/mediums  Books and Manuals  Online  MSDN  TechNet  Blogs  Cheat Sheets  One on One  Classroom Training  Forums  Help  Etc
  100. 100. Avoid too much too fast. Keep it simple. It’s like learning to drive.
  101. 101. IS Use them.
  102. 102. Productivity Hub
  103. 103. Support Tip…
  104. 104. RESPOND You never want to give the IT busy signal, or support busy signal.
  105. 105. The Outcome SharePoint is supported effectively.
  106. 106. What to watch out for… The training and support can be costly in time and resources.
  107. 107. Seven Steps For Success…
  108. 108. How do we get successful User Adoption?
  110. 110. Successful User Adoption Requires…
  111. 111. Do a video like this one… Adoption Activities Listing
  112. 112. High Availability, Mobility and Accessibility also lead to better User Adoption! Adoption Activities Listing
  113. 113. Create an Identity and Brand Branding should make it easier to use. Adoption Activities Listing Consistency Across User Environments Modify Provisioned Site (or Templates) Based on Need
  114. 114. Make it Fun! Hold Contests, Scavenger Hunts, and Other Activities Adoption Activities Listing
  115. 115. Reward super users with achievements. Then promote the desire to get rewards. Adoption Activities Listing
  116. 116. Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea! Adoption Activities Listing
  117. 117. Make it easier to work with…
  118. 118. Make it easier to work with… Powerful Columns You Probably Didn’t Know About
  119. 119. Make it easier to work with… Why Leveraging SharePoint Blog Features for News is a Great Idea
  120. 120. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
  121. 121. What to watch out for… The build it they will come approach will not work alone.
  122. 122. Seven Steps For Success…
  123. 123. What about New Work & Growth?
  124. 124. Spend time in advance building a channel for new work
  125. 125. Know your limits
  126. 126. Grow your team
  127. 127. 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)
  128. 128. Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)
  129. 129. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
  130. 130. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.
  131. 131. Seven Steps For Success…
  132. 132. Seven Steps For Success… Key: Understand Business Needs & Map To Them
  133. 133. Seven Steps For Success… Key: Share Alignment, Vision & Expectations
  134. 134. Seven Steps For Success… Key: Measure To Improve & Return More
  135. 135. Seven Steps For Success… Key: Use Team Work & Execute With Patterns
  136. 136. Seven Steps For Success… Key: Be Iterative, Leverage Others, & Respond
  137. 137. Seven Steps For Success… Key: Share The Value & Successes
  138. 138. Seven Steps For Success… Key: Manage Your Capabilities & Priorities
  139. 139. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog:  Email:  Resources: 50+ User Adoption Activities Adoption Activities 130+ SharePoint Standards 35+ Governance Documents Governance Documents 80+ Downloadable Presentations A Step In The Right Direction Thank you to all sponsors, organizers, and you for making this possible.