This document describes a presentation on using visual tools and techniques to help with SharePoint requirements gathering and project planning. The presentation covers various games and methods like low-tech social networking, mind mapping, cover story envisioning, sailboat prioritization, card sorting, tree testing, and wireframing. The goal is to get stakeholders on the same page, build shared understanding, scope projects, and gather requirements in a more engaging and collaborative way compared to traditional meetings. Facilitation best practices like listening skills and using humor are also discussed.

1. Mission Impossible:
Learn How to Become a SharePoint
Requirements Secret Agent and Decode Your
Project's Secrets with Our Super-Secret-Agent
Tools and Techniques
Ruven Gotz
Avanade
Michelle Caldwell
Avanade

2. Boris & Natasha?

3. The Man from U.N.C.L.E

4. Max Smart & Agent 99

5. Mission: Impossible

6. Visual Tools & Innovation Games
Getting everyone onto the same page
Ruven Gotz
Avanade
Michelle Caldwell
Avanade

7. Low-tech social network
Draw your AvatarU
Add your name for
the Avatar
“Tag” your Avatar
Draw your Avatar
“Upload” your
Avatar

8. Low-tech social network
FILL IN YOUR PROFILE on the Yellow Post-it
• Avatar (a picture that represents you)
• Your Name
• Your job role (IT Pro, BA, PM, etc…)
• School
• Hobby
• Version of SharePoint
• Pets

9. DIRECTOR &
REGIONAL LEAD
Michelle Caldwell
Mary.m.caldwell@avanade.com @shellecaldwell shellecaldwell.com

10. DIRECTOR &
NATIONAL LEAD
Ruven Gotz
ruven.gotz@avanade.com @ruveng spinsiders.com/ruveng

11. Agenda
Part 1
• Low tech social
• Introduction
• Shared Understanding
• Innovation Games & Visual Tools
• Soft Skills
• Requirements Gathering
• Bad Meetings
• Envisioning (Cover Story)
• Mapping
Lunch (1 hour)
Part 2
• Mapping (continued)
• Envisioning (IBIS Mapping)
• Analyze (Sailboat)
• Visual Design
• Wireframing
• Wrap Up

12. Make a Connection & Build a Network

13. SHARE 2012 | 13
Shared understanding

14. SHARE 2012 | 14

15. SHARE 2012 | 15

16. SHARE 2012 | 16

17. SHARE 2012 | 17

18. SHARE 2012 | 18
Yes!
A bridge!

19. Odds of
Success?

20. SHARE 2012 | 20
Project
goes?

21. SHARE 2012 | 21
Same
page

22. SHARE 2012 | 22
Wicked
problems

23. SHARE 2012 | 23
Hard
(but tame)
Wicked

24. Guess what
SharePoint is…

25. SHARE 2012 |
Usually a bunch
of people who all
have a different
idea of what
success looks like

26. , won’t talk to each other

27. Machiavelli (not exactly  )
It must be considered that there is nothing more difficult
to carry out nor more doubtful of success nor more
dangerous to handle than to initiate a new SharePoint
project; for the project team has enemies in all those
who profit by the old portal, and only lukewarm
defenders in all those who would profit by the new
portal; this lukewarmness arising partly from the
incredulity of mankind who does not truly believe in
anything new until they actually have experience of it.

28. Dealing with humans
in tough circumstances

29. Dealing with humans
in tough circumstances

30. My three rules of SharePoint
1. Simplicity
2. Simplicity
3. Simplicity

31. SHARE 2012 | 31

32. How do gamestorming & visual
tools help?

33. Involves People

34. Egalitarian & Participatory
• Equal Opportunity to
Participate
• Success Depends on
Everyone get Involved

35. Structured with Goals

36. 36
Time Bound

37. Why they are valuable
• They involve a high level of emotion
• Alternative to traditional meeting format
• Real-time feedback
• Helps you discover the unknown
• Catalyst for consensus building
• Provides structure for Creative Chaos

38. Putting it into action
Excellent facilitation means building your soft skills

39. Soft Skills

40. Confidence

41. Power Posing
Power Pose Blog: http://jamesclear.com/body-language-how-to-be-confident

42. Amy Cuddy
Your body language shapes who you are
http://youtu.be/Ks-_Mh1QhMc?t=8m2s

43. Famous Poser Posers

44. Listening

45. http://www.skillsyouneed.com/ips/listening-skills.html
http://www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/

46. Humor

47. Brutal Honesty

48. Preconditions for Great Teams
From Paul Culmsee
http://www.cleverworkarounds.com/

49. What makes Collaboration work?
1. Membership Characteristics
2. Purpose
3. Process and Structure
4. Communication
5. Environment
6. Resources

50. 1. Membership Characteristics
• Mutual respect,
understanding &
trust
• Appropriate cross-
section of
members
• Ability to
compromise

51. 2. Purpose
• Concrete, attainable
goals & objectives
• Shared vision

52. 3. Process and Structure
• Multiple layers of
participation
• Flexibility
• Clear roles and
responsibility guidelines
• Appropriate pace of
development

53. 4. Communication
• Open & frequent
communication
• Established informal
relationships and
communication links

54. 5. Environment
• History of
collaboration or
cooperation
• Group seen as
legitimate
• Favorable political
and social climate

55. 6. Resources
• Sufficient funds,
staff, materials and
time
• Skilled leadership

56. Requirements Gathering
Visual Tools and Games that can help with analysis

57. The chicken and egg problem

58. Requirements

59. What makes something a
requirement?

60. We can do that for $10

61. We can do that for $1,000,000

62. We require a jumbo solution to get to our
destination

64. We require a jumbo solution to get to our
destination

70. Sometimes, you do need this

71. Too much focus on the detail…
How

72. …and not enough on the destination
Why

73. Roadblock: Bad meetings
Meetings & workshops take time, but are often ineffective

74. Meetings, bloody meetings – John Cleese
https://www.youtube.com/watch?v=vE7jfQt2ic4

75. The Facts

76. 11Million

77. 61.8
Meetings/month

78. 50%
Unproductive

79. 31 Hours wasted

80. The Effects

81. 91%
Daydreaming

82. 96%
Miss Meetings

83. 95%
Miss parts of
meetings

84. 73%
Bring other work
to meetings

85. 39%
Fall Asleep

88. Envisioning
Visual Tools and Games that can help with defining
Project Goals and Vision

89. Envision
With cover Story

90. Soooo…………. What is your vision for SharePoint?

91. The object of the game
is to suspend all disbelief and
envision a future state that is
so stellar that it landed your
organization on the cover of a
well-known magazine.

93. Cover:
Tells the story of
your big success

95. Headline:
The Substance of the cover
story

97. Sidebars:
Interesting facts about the
story

99. Quotes:
Quotes from potential end
users of the solution

101. Brainstorm:
Documenting initial ideas
– this is important!

102. Images:
Supporting the
content with
illustrations

104. Wrap Up
At the end of the time period, usually
an hour, get the groups to present
their cover story, essentially their
vision of SharePoint, to the rest of the
groups and then discuss.

105. Game Setup
• Cover Story
Template
• Post-its
• Pens
• tape
•Facilitator (# depends
on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

106. Now it’s your turn!
•Redoing the MGM Corporate Intranet
•Out of date
•Old technology
•Moving to the cloud
•Updating Look & Feel
•Updating IA

107. Introduction to Mind Mapping

118. Mapping for Navigation

119. Mapping for Prioritization

120. Mapping for Prioritization

121. Mapping for Scoping

122. 1st Half Wrap Up
Don’t go away, we’ll be back for Part 2
ruven.gotz@avanade.com
spinsiders.com/ruveng
@ruveng
mary.m.caldwell@Avanade.com
shellecaldwell.com
@shellecaldwell

123. Welcome to Part 2.
IBIS Mapping
A Grammar for Thinking

124. Two books you must read

125. What are wicked problems? (recap)
• You don’t really understand the problem until
you’ve developed the solution
• You don’t know when you’ve accomplished your goal
• Solutions are not right or wrong, they are just better
or worse
• Every wicked problem is unique
• Every solution to a wicked problem is a one-shot
operation
• You are dealing with social complexity

126. Tools that can help

127. IBIS Notation

128. I use Mind Manager to express the same
notation

133. Dialog mapping to capture argumentation

134. Dialog mapping to capture argumentation

135. Dialog mapping to capture argumentation

136. Dialog mapping to capture argumentation

137. Dialog mapping to capture argumentation

138. Dialog mapping to capture argumentation

139. Dialogue Mapping
for scoping

140. Analyze with Sailboat

141. The object of the game
Gain insight and understanding
into the current state of the
situation

142. How to Play the game
•Draw and/or put up a boat
•Name the boat to represent the focus
area

143. What is
dragging you
down?

145. What can speed you up?

147. Power Dot – Extra Bonus
•Give each participant a fixed # of dots
(time box the activity)
•Ask each participant to “vote” for their
highest priority pains and solutions
•Quickly analyze the results
•Discuss the results as a group

148. How to Play the game
•Analyze voting
•Discuss the results as
a group

149. Game Setup
• A BOAT !
• Post-its (various
colors)
• Pens
• tape
•Facilitator (# depends
on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

150. Visual Design
Card Sorting & Tree Testing

151. What is Card Sorting?

152. “Card sorting is a great, reliable,
inexpensive method for finding patterns
in how users would expect to find
content or functionality.”
- Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

153. What are the types of card sort?
Open & Closed

154. Open card sorting process
Gerbil

155. Results
Gerbil

156. But not always what you expect
Ford
Gerbil

157. But not always what you expect (2)
Ford
Gerbil

158. Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_
with_a_spreadsheet_template

159. Now it’s your turn to card sort
Working on a new SharePoint Conference Web Site
• Established key terms
• Group terms into categories
• Label the categories

160. What is Tree Testing?

161. Formally Known as……..
Card-based Classification
Evaluation

162. Methods for Tree Testing
Paper Or Online

163. Step 1 – Create a set of menus based on draft
sitemap

164. Step 2 – Develop Scenarios

165. Creating effective scenarios
• You are planning a vacation and you want to know how
much leave you have left
• You need to book travel for work
• You are filling out a request for time off
• You are looking for a contact email/name for the helpdesk
• You have questions about your benefits

166. Step 3 - Recruit

167. Step 4 - Observe

168. Step 5 - Analyze

169. Step 7 - Repeat Create
Menu
Develop
Scenario
Recruit
Evaluate
Analyze
Repeat &
Optimize

170. Presenting Well
Effective PowerPoint presentations

171. Two books that can change your life

172. Two books that can change your life

173. What not to do!

174. Wireframing

175. I used to hate wireframing!

176. A useless wireframe

177. Way too
much work
Erik Swenson

178. Balsamiq:
Just right

179. Simple Wireframe

180. Refine
With Requirements Rainbow

181. The object of the
Requirements Rainbow
Helps clarify the final requirements/
user stories
•Add value
•Have clear measurement
•Alignment to the overall vision

183. How to Play the Game
1. Finalized requirements go on the
outermost band
2. Move to defining the scope band
3. Move to defining the measurement
band

184. How to Play the Game (cont.)
4. Move to the value band
5. Lastly, tie the requirement back to the
vision with moving to the “why”
statement at the bottom of the
rainbow

191. Game Setup
• A Rainbow!
• Post-its from product
tree
• Post-its (empty)
• Pens
• tape
•Facilitator (# depends
on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

192. Wrap Up

193. Adapting the low-tech social network

194. Products and Tools Referenced
• Mind Manager www.mindjet.com
• Xmind www.xmind.net
• Balsamiq www.balsamiq.com
• UserZoom www.userzoom.com
• Optimal Workshop www.optimalworkshop.com
• Card sort tools measuringuserexperience.com/CardSorting
• Boxes & Arrows boxesandarrows.com
• Gamestorming (book) www.gogamestorm.com
• Innovation Games www.innovationgames.com
• Dialogue Mapping cognexus.org
• Paul Culmsee www.cleverworkarounds.com
• Glyma www.glyma.co/
Thank You! Download this deck from:
http://www.slideshare.net/marymcaldwell

195. Stay Connected!
ruven.gotz@avanade.com
spinsiders.com/ruveng
@ruveng
mary.m.caldwell@Avanade.com
shellecaldwell.com
@shellecaldwell

196. BONUS – KING/Queen FOR A DAY!
Adaptation of “Silent Storm” technique
If you were KING or QUEEN for a day what is
the 1 thing you would change/implement in
your company’s SharePoint environment?