The document provides guidance on successfully managing and implementing SharePoint projects through various chapters. It discusses getting buy-in for the idea, making the decision to use SharePoint, gaining support from stakeholders, establishing governance, taking an iterative implementation approach with communication and support plans, adopting user training, and planning for new work and growth of the platform over time. The overall message is that a well-planned, governed and supported approach is needed for SharePoint implementations to be successful.

1. The SharePoint Story for Success How To: Manage and Implement SharePoint Projects Successfully Presented By: Richard Harbridge @rharbridge That’s Me!

2. Richard Harbridge is a Business Analyst is a Project Manager is a Technology Specialist is a Blogger/Tweeter Loves SharePoint Loves Communities Loves Technology Loves Speaking Who am I? Blah blah blah blah blah @rharbridge

3. What I am going to talk about… The Idea The Decision Buy In and Expectations Governance Approach, Communications, and Support User Adoption New Work and Growth

4. On With Our Story… From Here To Here

5. Chapter 1 The Idea

6. Meet Joe Hi! SharePoint Camp Richard Harbridge

7. Joe Works in IT SharePoint Camp Richard Harbridge

8. At Joe’s Workplace… SharePoint Camp Richard Harbridge

9. Decision Makers don’t have Enough Information SharePoint Camp Richard Harbridge

10. The CFO needs to Reduce Costs SharePoint Camp Richard Harbridge

11. IT Services Struggles to Keep Up SharePoint Camp Richard Harbridge

12. People Must Do More With Less SharePoint Camp Richard Harbridge

13. People Are Having Trouble Finding What They Need SharePoint Camp Richard Harbridge

14. Don’t Worry Though… SharePoint Camp Richard Harbridge

15. Joe is Really Smart … SharePoint Camp Richard Harbridge

16. And works in IT SharePoint Camp Richard Harbridge

17. So Joe has an Idea ! SharePoint Camp Richard Harbridge

18. We can help solve our problems with technology ! SharePoint Camp Richard Harbridge

19. The Outcome Joe believes with effective application of technology he can improve his organization.

20. What to watch out for… We need to know the background and reasoning for why technology is being looked at.

21. Chapter 2 The Decision

22. The Research

23. So Joe does lots of good research … Awesome! Not as awesome. SharePoint Camp Richard Harbridge

24. He even performs in depth product comparisons … SharePoint Camp Richard Harbridge

25. Like this one… SharePoint Camp Richard Harbridge Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

26. Mapping the needs of his organization to the right technology … SharePoint Camp Richard Harbridge

27. This is important as Microsoft alone has a quite a few… SharePoint Camp Richard Harbridge Dynamics AX Dynamics CRM Dynamics GP Dynamics NAV Dynamics POS Dynamics RMS Dynamics SL

28. Even SharePoint has multiple options SharePoint Camp Richard Harbridge

29. After many hours of tireless research Joe decides … SharePoint Camp Richard Harbridge

30. Since Everyone in Joe’s Company uses Microsoft Office … SharePoint Camp Richard Harbridge

31. SharePoint is the Perfect Fit! SharePoint Camp Richard Harbridge

32. The Outcome Joe has made a decision.

33. What to watch out for… We have to define our needs carefully if we want to pick the right technology.

34. Chapter 3 Buy In and Expectations

35. Before we begin … SharePoint Camp Richard Harbridge

36. Let’s Talk About Perceptions SharePoint Camp Richard Harbridge

38. People See Different Things SharePoint Camp Richard Harbridge

39. Perceptions Impact Motivation SharePoint Camp Richard Harbridge Acceptance Curiosity Hunger Family Honor Idealism Independence Order Physical Activity Power Attractiveness Saving Social Contact Status Security Vengeance

40. Joe is on a mission . SharePoint Camp Richard Harbridge

41. Joe has to convince the IT Services , CFO and Decision Makers SharePoint Camp Richard Harbridge

42. We are going to help Joe out! Thanks! SharePoint Camp Richard Harbridge

43. So what is the most important thing to IT Services? SharePoint Camp Richard Harbridge

44. COST OF OWNERSHIP

45. What are some ways we can convince IT Services ? SharePoint Camp Richard Harbridge

46. The Biggest Point to Share is: SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement. The Reality: IT doesn’t want to learn/support a new technology. SharePoint’s integration is invaluable to IT. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work. Cost of Ownership ( IT ) SharePoint Camp Richard Harbridge

47. IT Services gets it and is on board! SharePoint Camp Richard Harbridge

48. So what is the most important thing to the CFO? SharePoint Camp Richard Harbridge

49. NUMBERS

50. What are some ways we can convince the CFO ? SharePoint Camp Richard Harbridge

51. Lets Talk Numbers ( CFO/Finance ) The Biggest Point to Share is: SharePoint is worth the initial investment and ongoing costs. The Reality: It is a costly investment and costly on going expense . Money can be invested to always generate a return. 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. SharePoint Camp Richard Harbridge

52. Your Goal SharePoint Camp Richard Harbridge

53. What you don’t want. Don’t lose perspective. SharePoint Camp Richard Harbridge

54. How do we get here? SharePoint Camp Richard Harbridge

55. ROI Return on Investment

56. Evaluating Return on Investment Money Matters: Always show expected cost and return over multiple years. Use discount rate to help account for risk and competitive investment rate. Internal Rate of Return will help find the ‘break even point’. SharePoint Camp Richard Harbridge

57. SharePoint Camp Richard Harbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty

58. 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). SharePoint Camp Estimated Value Estimated Difficulty Richard Harbridge

59. ROI (traditionally) Measures Financial Impact SharePoint Camp Richard Harbridge

60. ROI doesn’t cover ‘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 SharePoint Camp Richard Harbridge

61. The CFO is on board! SharePoint Camp Richard Harbridge

62. So what is the most important thing to Decision Makers? SharePoint Camp Richard Harbridge

63. Add Value

64. What are some ways we can convince Decision Makers? SharePoint Camp Richard Harbridge

65. Add Value ( Decision Makers ) SharePoint Camp Richard Harbridge The Biggest Point to Share is: SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making . The Reality: It takes time and investment to reach the point all managers and executives want. Productivity gain can be difficult to measure, as can reduction in waste.

66. Tips for getting Decision Makers to understand the value. SharePoint Camp Richard Harbridge

67. Mapping Solutions to Objectives  Direct Relationship  Indirect Relationship SharePoint Camp Richard Harbridge Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Generate Templates     Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding    

68. Information Overload SharePoint Camp Richard Harbridge

69. Scalable Architecture SharePoint Camp Richard Harbridge

70. SharePoint Solutions (Evolution) *Super Simplified SharePoint Camp Richard Harbridge

71. IS Use them. SharePoint Camp Richard Harbridge

72. SharePoint Deployment Planning Services (SDPS) SharePoint Camp Richard Harbridge https://www.partnersdps.com/Pages/ToolsSupport.aspx

73. Typical workers produce 3+ GB of data per year. 30% of a typical workers day is spent searching for information. In a 1,000 employee company lost productivity costs approximately $5 million a year. Public Statistics can help… SharePoint Camp Richard Harbridge Source: “The Enterprise Workplace,” IDC, 2005 Source: IDC, 2003 Source: “Hidden Costs of Information Work,” IDC, 2006

74. Statistics within the Organization are better. SharePoint Camp Richard Harbridge 20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.. 4 out of 5 of our workers do not know that we have an employee disaster relief fund. Currently we pay for full licensing on 7 different enterprise document management solutions. Source: “Support Review Q4,” IT, 2010 Source: “HR Employee Benefits Survey,” HR, 2010 Source: “Financial Audit of Licensing Costs,” Finance, 2010

75. Decision Makers are on board! SharePoint Camp Richard Harbridge

76. The Outcome Joe has achieved momentum and buy in.

77. What to watch out for… Joe must carefully manage expectations and maintain the momentum.

78. Chapter 4 Governance

79. What is Governance? SharePoint Camp Richard Harbridge

80. GOVERNANCE IS REQUIRED

81. Without effective governance organization, performance, and capability are significantly reduced. SharePoint Camp Richard Harbridge What does that mean?

82. Without Governance SharePoint Camp Richard Harbridge

83. So how do we do it? SharePoint Camp Richard Harbridge

84. Teamwork is Key There are typically 5 teams for SharePoint Governance : Business Strategy Team Technical Strategy Team Tactical Teams: Tactical Operations Team Tactical Development Team Tactical Support Team SharePoint Camp Richard Harbridge

85. Identify patterns. Plan for patterns. Execute patterns.

86. SharePoint Camp Richard Harbridge I think I see a Pattern.

87. Executing Governance SharePoint Camp Richard Harbridge

88. The Result: SharePoint Camp Richard Harbridge

89. Governance Documentation Aggregate/Reference Document (Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business) SharePoint Camp Richard Harbridge

90. Operations Documentation Objectives/Priorities Disaster Recovery Plan Deployment Process, Policies, and Schedule Monitoring Plans Maintenance Plans Service Level Agreements Etc… SharePoint Camp Richard Harbridge

91. Support Documentation Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans Etc… SharePoint Camp Richard Harbridge

92. Development Documentation Branding Guide Workflow Policy SharePoint Designer Policy Development Standards Testing Requirements Etc… SharePoint Camp Richard Harbridge

93. IS Use them. SharePoint Camp Richard Harbridge

94. Governance Checklist SharePoint Camp Richard Harbridge

95. TechNet, Community and More.. SharePoint Camp Richard Harbridge

96. With Governance SharePoint Camp Richard Harbridge

97. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes

98. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.

99. Chapter 5 Approach Communications and Support

100. What is the best approach for SharePoint Implementations? SharePoint Camp Richard Harbridge

101. ITERATIVE APPROACH

102. 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. SharePoint Camp Richard Harbridge

103. Communication Planning SharePoint Camp Richard Harbridge

104. Will act as a binding agreement (forces you to carry through). Helps keep communication focused. Helps prevent unwanted surprises. The Communication Plan SharePoint Camp Richard Harbridge

105. Use pictures and more pictures. Explain as much as you can (Pros/Cons). Solidifies decisions and allows them to explain to anyone who asks. Ask every question three times in three different ways. Communication Tips SharePoint Camp Richard Harbridge

106. Support Planning SharePoint Camp Richard Harbridge

107. Don’t forget you aren’t superman. SharePoint Camp Richard Harbridge (Sorry Joe)

108. Multiple Tiers for Escalation SharePoint Camp Richard Harbridge (You can’t know everything)

109. Measure Support SharePoint Camp Richard Harbridge Learn and use data to be proactive.

110. Diversify Support resources/mediums SharePoint Camp Richard Harbridge Books and Manuals Online MSDN TechNet Blogs Cheat Sheets One on One Classroom Training Forums Help Etc

111. IS Use them. SharePoint Camp Richard Harbridge

112. Productivity Hub SharePoint Camp Richard Harbridge

113. Stand Alone/Portal Edition Training SharePoint Camp Richard Harbridge

114. SharePoint Learning Kit SharePoint Camp Richard Harbridge

115. Support Tip… SharePoint Camp Richard Harbridge

116. RESPOND You never want to give the IT busy signal, or support busy signal.

117. The Outcome SharePoint is supported effectively.

118. What to watch out for… The training and support can be costly in time and resources.

119. Chapter 6 User Adoption

120. User Adoption SharePoint Camp Richard Harbridge

121. How do we get successful User Adoption ? SharePoint Camp Richard Harbridge

122. USERS MUST UNDERSTAND THE VALUE

123. Successful User Adoption Requires… SharePoint Camp Richard Harbridge

124. SharePoint Camp Richard Harbridge Useful, digestible training sessions (less than an hour) Training Excercises/Workshops

125. Avoid too much too fast. Keep it simple. It’s like learning to drive. SharePoint Camp Richard Harbridge

126. Do a video like this one… SharePoint Camp Richard Harbridge

127. IS Use them. SharePoint Camp Richard Harbridge

128. The Kit is ! Buzz What used to be GearUp… http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx SharePoint Camp Richard Harbridge Sweet

129. High Availability and Accessibility also lead to better User Adoption ! SharePoint Camp Richard Harbridge

130. SharePoint Camp Richard Harbridge Cultivate and promote the right culture .

131. Create an Identity and Brand Branding should make it easier, and more effective. SharePoint Camp Richard Harbridge

132. SharePoint Camp Richard Harbridge Focus on those on board/ready. People who already want it.

133. SharePoint Camp Richard Harbridge Use what they love . If they love using outlook focus on using that as a leveraging point.

134. SharePoint Camp Richard Harbridge Say Thank You

135. SharePoint Camp Richard Harbridge Reward super users with achievements. Then promote the desire to get rewards.

136. SharePoint Camp Richard Harbridge Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!

137. SharePoint Camp Richard Harbridge Make it Fun! Hold Contests, Scavanger Hunts and Other Activities

138. SharePoint Camp Richard Harbridge Walk your own talk .

139. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.

140. What to watch out for… The build it they will come approach will often not work alone.

141. Chapter 7 New Work and Growth

142. SharePoint Camp Richard Harbridge What about New Work & Growth?

143. SharePoint Camp Richard Harbridge Plan and build a system for managing New Work Change Requests Enhancement Requests New Features

144. SharePoint Camp Richard Harbridge Spend time in advance building a channel for new work. Avoid the flood.

145. SharePoint Camp Richard Harbridge Know your limits

146. SharePoint Camp Richard Harbridge Grow your team

147. SharePoint Camp Richard Harbridge Know your team Developers(s) Administrators(s) Architect(s) Business Analyst(s) Project Manager(s) Site Administrator(s) Super Users(s) Trainer(s)

148. SharePoint Camp Richard Harbridge Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)

149. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.

150. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.

151. TO BE CONTINUED

152. <3 and TY ClipArt

153. Thank You! Let’s talk, and/or tweet! Twitter: @rharbridge Blog: sharepointkb.wordpress.com LinkedIn: www.linkedin.com/in/rharbridge Send me your emails, and let me know your feedback! Email me at: [email_address]