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SharePoint Online AdoptionBest Practices
The SharePoint JourneyJanuary 28, 2014
Pascal van Alphen
Succesful SharePoint implementation
= Good Technical Solution
+User Adoption
SharePoint User Adoption is difficult
4Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Timeline SharePoint Online Services
2009• BPOS released
with SP2007
2010 (H2)• BPOS moves to
SP2010
2011 (June)• BPOS becomes
Office 365, still with SP2010
2013 (February)• Wave 15: Office
365 moves to SP2013
With the arrival of Wave 15.... :
SharePoint Online = browserSharePoint On Premise = browser
Online features for end users ≈ On Premise features for end users
Online Adoption ≈ On Premise Adoption
7Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Best Practices
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Best Practices for SharePoint User Adoption
1. Implement SharePoint ‘In The Flow’2. Governance Governance Governance3. Start small. Keep it Simple. Stay focused.4. Have a Training Plan and a Support Plan5. Have a Killer App6. Incentives and Rewards
Use SharePointIn The Flow
10Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Implement SharePoint ‘In The Flow’
In The Flow means in the flow of your business processes
Above The Flow:Only used for non-essential things, not really part of the process.
Below The Flow:Part of business silos but not of business processes
Governance
Start small.Keep it Simple.Stay focused.
14Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Start small
Start with something you can manage It takes away complexity It will be MUCH easier on your support staff It will give end users the time to adjust
Basic collaboration in teamsites is usually a good starting point. Phase out “email storage” of endless document versions A single, sharable version of the truth
15Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
16Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
17Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
18Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
19Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Stay focused
Select business scenarios in which certain (preferably influential) teams are facing problems that you know SharePoint can solve.
Stay focused on those scenarios
Let your SharePoint implementation grow organically by gradually supporting more and more business scenarios (or extending existing ones).
Have a Training Planand a Support Plan
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Training and Support Plan
Do not just provide some training at the start. Have a Training PLAN for ongoing training. New employee training Lunch and Learn sessions Internal SharePoint User Group
SharePoint support for end users requires specific expertise.Also have a plan for this.
Without proper support users will get discouraged.
Have a Killer App(or a Killer Feature)
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Get a Killer App
Make sure you have a GREAT search function
Spreadsheets / Word processing - move to Office Web Apps?
Mobile app to guide your employees into and around SharePoint
Phone Book / People Search / Time writing?(but remember, just because they need to be in SharePoint doesn’t mean they will necessarily like it...)
Be aware of the Consumerization of ITAllow connecting to/from consumer killer apps if possible.
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Consumerization of IT
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Use a Killer Feature
Some killer features of SharePoint 2013 Online (and On Premise):
Improved Document Management UI• Drag & Drop document adding to a library (no more Explorer View!)• Edit Managed Metadata in Datasheet
Improved Search• Search remembers what you have previously searched and clicked and displays these values
as query suggestions at the top of the results page.• Results show number of times a document has been viewed.• Page through PowerPoint presentations directly from the search results page.
Improved built-in support for any kind of device
SkyDrive Pro
Incentives andRewards
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Incentives and Rewards
“Gamification” options to encourage participation (points, badges, top contributors leaderboard).
Users can receive badges to identify them as an “Expert” or “Thought Leader” so that discussion participants can easily distinguish contributions.
Reward (top) contributors, but don’t forget to reward reuse.SharePoint is about teams. Make rewards team-based.
But most of all:Don’t just slap meaningless badges and points on actions in SharePoint. Address human motivators. Make your employees feel successful, in control, rewarded, highly valued, smart.
Is my company ready for SharePoint Online?
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Ready to adopt SharePoint Online?
Good understanding of SharePoint Online constraints required(but luckily the functional gap between On Premise and Online is becoming small)
Do your developers and maintenance teams understand Online?
Start with "vanilla" functions that fit a business scenario.
Establish your customization strategy
Be realistic in your migration expectations
Be realistic in your integration requirements
Expect downtime
Useful links
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The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Useful links
The Discover SharePoint Kit, containing: Discover SharePoint (promo leaflet) SharePoint Adoption Guide (good read!) Adoption Kit (offline web) including business scenarios per company function,
posters, links and more.
Discover SharePoint website: http://www.discoversharepoint.com/
material by Dux Raymond Sy (co-author Microsoft Adoption Guide)
http://www.slideshare.net/meetdux/
http://www.slideshare.net/joeloleson/share-point-adoption-and-gamification
The information contained in this presentation is proprietary.Rightshore® is a trademark belonging to Capgemini
© 2014 Capgemini. All rights reserved.
www.capgemini.com
Pascal van Alphenpascal.van.alphen@capgemini.com