This document discusses successful adoption and governance of SharePoint. It begins by noting that adoption is a change management issue involving tools, processes, training, motivation and culture. It then provides a benchmark for assessing current SharePoint use. Challenges to adoption like user interface, development time and training are discussed. The rest of the document focuses on approaches for each aspect of the "change ladder" to improve adoption. It emphasizes that governance is important for health and realizing value from SharePoint. Specific governance best practices and examples are presented.
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. 0% 5% 10% 15% 20% 25%
User Interface
Dev Time
Integration / Customization
Governance
Adoption / Training
Strategy
9%
12%
8%
13%
25%
18%
Biggest challenges
(C) OpenText 2011
Survey by OpenText Sept 2011 n=2100
7. Adoption is a change management issue
“SharePoint has taken the market by
storm, but the embrace of the technology
has run ahead of the business and
human factors required to make it work”
--Michael Sampson, Collaboration Strategist
32. Making governance happen
Process
Document
policies and
publish as a
collection
Policing and
educating
‘just in time’
Steering
group as
escalation
route
Tool
Locked-down
templates
Limit
publication
rights
Expiration
features
34. Making governance happen
Motivation
Rewards:
‘site of the
month’
Scorecards
Steering
Group –
compliance
reporting
Training
Train
publishers on
standards
‘Showcase’
site for good
practice
Discussion
boards and
drip-feed tips
Process
Document
policies and
publish as a
collection
Policing and
educating
‘just in time’
Steering
group as
escalation
route
Tool
Locked-down
templates
Limit
publication
rights
Expiration
features
36. Making governance happen
Culture fit
Compliance
regulated
Personal
freedom
creativity
Top-down
control
Motivation
Rewards:
‘site of the
month’
Scorecards
Steering
Group –
compliance
reporting
Training
Train
publishers on
standards
‘Showcase’
site for good
practice
Discussion
boards and
drip-feed tips
Process
Document
policies and
publish as a
collection
Policing and
educating
‘just in time’
Steering
group as
escalation
route
Tool
Locked-down
templates
Limit
publication
rights
Expiration
features
This breakout session is designed to go into more detail on a talk you haven’t heard yet, so I’m going to use this session to
1) Give you a different perspective for thinking about adoption – this is the “elite” group
[PREP: video links and You Tube]
Health – is it a good service? Is it growing in a manageable way? Are things findable?
Engagement – Are people using it?
Value – is it helping the business strategy? Are you doing the right thing?
1) Give you a different perspective for thinking about adoption – this is the “elite” group
2) Talk about the “health” part focussing on governance and how to get content owners on board
Value is very much driven by having the right strategy. This is more of a 3 month consulting thing and very difficult to do in 45 minutes, so I left that one to Symon Garfield to do in his keynote.
Give yourself 1 point for each (bonus point for bullets). Max total: 13
Front runners: how long on SP? What has been the main driver?
What would it take? Discuss with person next to you – think of different options and scenarios
> money, make current state unattractive, explain why (charity fundraiser), rugby team, majority over...make future state more attractive...
Tools – add more planks
Process – instruction manual
Training – practice bridge
Motivation – escaped lion on this side
Culture – Marines
COWI – Danish construction consultants. 22,000 team sites – projects at heart of what they do, and SP is seen as the way to do it.
Talk about the process – when to use
“Ask me about the edge” – created floor walkers and champions
Solitaire in Windows was to teach mouse skills
Motivation
Games necessarily artificial, so distort behaviour. Always a %age of people that will optimise winning over doing the right thing.
Examples of behaviour distortion - EcoChallenge and car smashes
http://www.slideshare.net/dings/pawned-gamification-and-its-discontents
Not saying “Gamification doesn’t work” and much more to it than I’ve covered here, but it has risks if not well thought through.
Rangaswami – Salesforce Chief Scientist
Value is not in badge per se, but in what it symbolizes. E.g. “Top Contributor” voted by colleagues is good.
Nobody wants badge for Booking a Meeting room
Culture – Stephen Elop
“When he joined, he asked us all three questions using SocialCast: What things should I change? What things should stay the same? And what issues I might miss as I get to know the company.” He also comments on others’ updates and writes a blog column giving more insights into the latest announcements.
2) Talk about the “health” part focussing on governance and how to get content owners on board
With person next to you in OTHER direction, what does this elements of governance does this picture illustrate?
Gov from site and content owner perspective.
I inherited 4000 intranet sites in Europe alone, many home-grown. H2 get compliance, uniformity?
Distributed ownership, 3D rotating head
Just getting everyone on the same platform
Published Site Governance Team
The Published Site Governance site provides site owners with everything they need to know in order to build their site to the specified guidelines, from font colour and size through to an explanation of the accessibility standards we aim to achieve.
While owning the governance to such a huge platform is rewarding – particularly as new sites are launched – it is an incredibly time consuming task.
TOUCAN
Motivation – how not to do it
Clearly same marketing agency that does Russia’s leading Washpowder commericals