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SharePoint adoption and governance - breakout session

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Breakout session from Congres SharePoint September 2012 Utrecht.

Employee \ user adoption challenges for SharePoint intranets and extranets.

Also looks at cultivating governance buy-in from site owners and content owners.

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SharePoint adoption and governance - breakout session

  1. 1. Successful SharePointAdoption andGovernance Sam Marshall Congress SharePoint 25th September 2012
  2. 2. ClearBox ConsultingIntranet, SharePoint & Digital Workplace  Strategy  Governance  Implementation  Collaboration  Training www.clearboxconsulting.co.uk @sammarshall
  3. 3. SharePoint success in a nutshell... Health Adoption Value
  4. 4. What‟s the reality of SharePoint use in yourorganization?
  5. 5. SharePoint Intranet quick benchmark Give your organisation 1 point for each (and a bonus 1 for bullets) 1. Your main intranet is on SharePoint  +1 if all your intranets are on SharePoint 2. You‟ve formally launched team sites  +1 if you have a process to approve and remove team sites 3. Most people use team sites once a week or more  +1 if most team sites are more than document storage 4. Most people have completed My Site profiles 5. You target content by audience 6. You have active social media areas e.g. blogs, wikis, forums 7. Dashboard or KPI views are commonly used 8. Workflows or online forms are commonly used 9. You use SharePoint for formal documentrecords management 10. More than 70% of your workforce are able to access SharePoint
  6. 6. Biggest challenges Strategy 18% Adoption / Training 25% Governance 13% Integration / Customization 8% Dev Time 12% User Interface 9% 0% 5% 10% 15% 20% 25% Survey by OpenText Sept 2011 n=2100 (C) OpenText 2011
  7. 7. “SharePoint has taken the market bystorm, but the embrace of the technology has run ahead of the business and human factors required to make it work” --Michael Sampson, Collaboration Strategist Adoption is a change management issue
  8. 8. What would get you to cross?
  9. 9. CultureChange Ladder Motivation Training Process Tools
  10. 10. Tool changes SharePoint Features, add- Tools ons, interface design, integration
  11. 11. Newsgator
  12. 12. Process changes Procedures, policy, wor kflow, ad-hoc practices Process Tools
  13. 13. Integration into routine working processes
  14. 14. Microsoft - iusesharepoint.com
  15. 15. Training changes Formal training, guides, help pages, FAQ Coaching, champions, dr Training op-in sessions, help desk Process Tools
  16. 16. SCANA Launch
  17. 17. Explaining metadata
  18. 18. Intrinsic: Link to personal business goals, recognition, growth Extrinsic: Motivation Incentives, badges, appraisal Training ProcessMotivation changes Tools
  19. 19. Motivation by gamification?
  20. 20. SharePoint 2013 badges and levels
  21. 21. Downsides of Gamification
  22. 22. Gamification Use badges only if they are symbolic of something meaningful Beware of badges becoming extrinsic rewards
  23. 23. Values, leadership, em ployee engagement Culture Motivation Training ProcessCulture change Tools
  24. 24. Culture at CAFOD
  25. 25. Culture at Nokia
  26. 26. Intranet Governance www.clearboxconsulting.co.uk
  27. 27. Governance is a health issue Health Adoption Value
  28. 28. www.clearboxconsulting.co.uk
  29. 29. Policy TemplatesTraining Steering Monitoring Governance
  30. 30. Building a community of content owners
  31. 31. CultureChange Ladder Motivation Training Process Tools
  32. 32. Making governance happen Process Tool Document policies and Locked-down publish as a templates collection Policing and Limit educating publication „just in time‟ rights Steering group as Expiration escalation features route
  33. 33. Governance site: Unilever example
  34. 34. Making governance happen Motivation Training Process Tool Document Rewards: Train policies and Locked-down „site of the publishers on publish as a templates month‟ standards collection „Showcase‟ Policing and Limit Scorecards site for good educating publication practice „just in time‟ rights Steering Steering Discussion Group – group as Expiration boards and compliance escalation features drip-feed tips reporting route
  35. 35. Scorecard Example
  36. 36. Making governance happenCulture fit Motivation Training Process Tool Document Rewards: TrainCompliance policies and Locked-down „site of the publishers on regulated publish as a templates month‟ standards collection Personal „Showcase‟ Policing and Limit freedom Scorecards site for good educating publication creativity practice „just in time‟ rights Steering Steering Discussion Top-down Group – group as Expiration boards and control compliance escalation features drip-feed tips reporting route
  37. 37. www.clearboxconsulting.co.uk
  38. 38. ClearBox ConsultingIntranet, SharePoint & Digital Workplace  Strategy  Governance  Implementation  Collaboration  Training www.clearboxconsulting.co.uk @sammarshall
  39. 39. Office plankton is driving crazy? http://www.youtube.com/watch?v=AOYY3E_I03A
  40. 40. Credits: Change Ladder: 7 Cs of Consulting by Mick Cope Steps: ww.flickr.com/photos/mfhiatt Screenshots used with kind permission of CAFOD, COWI and Unilever. Nokia: from http://conversations.nokia.com/2011/02/10/social-media-week-inside-nokia/ Newsgator: © Newsgator 2012 Badges: drewm http://www.flickr.com/photos/drewm/468436732/sizes/l/in/photostream/

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