Post on 25-Jun-2020
transcript
Change Management Considerations for
Successfully Implementing Successfully Implementing SharePoint
Denise Holehouse
Business Productivity Solution Specialist
Microsoft Public Sector
Agenda• What is Change Management?• Change Management 2.0 – Brant Trim
• Key Elements to an effective Change Management Strategy
• Roles and Responsibilities• Roles and Responsibilities• End-User Adoption• Training Resources• Questions and Comments
What is Change Management?
• Change disrupts the status quo and reduces the ability of organizations and individuals to see a clear vision of the future.
• The role of leaders is to provide continual guidance to achieve the new vision and to inspire the support of achieve the new vision and to inspire the support of others.
• The success of change efforts is often undermined by the emotional impact of change on those affected by it.
Reference: Worrall & Associates 2008, online at http://www.humanresourceschange.com.au
Change Management 2.0
Brant Trim
Key elements of an effective Change Management strategy
1. Project planning /design2. Communication Strategy3. Designing the right toolsets4. Education / e-learning what to teach.
Change Management 2.0 © Brant Trim RSA
4. Education / e-learning what to teach.5. Tips on introducing.. Discussion Lists, Blogs &
Wiki’s6. Product champions7. Releasing an extensive collaborative toolset
firstly…
The need for an effective
Change Management program
Change Management 2.0 © Brant Trim RSA
Change Management program
Users can upload a photograph of themselves visible to other users
Announcements from my Announcements from my collaborative engagements: Portals, wikis, blogs, discussion lists.
Applications menu
Federated search
Data drawn from data wharehouses
Financial / HR
applications
Financial / HR management information drawn from corporate applications
Document libraries
Portal Navigation
Intranet Navigation
OVERLOAD
Change Management 2.0 © Brant Trim RSA
lists. lists.
Colleague Tracker, Colleague Tracker, Presence information, IMS and VOIP.
Outlook email, calendars Outlook email, calendars & tasks synchronised with multiple portals
HR information and system access
Corporate news feeds
Access menu to all Portals
Project planning /design
Change Management 2.0 © Brant Trim RSA
DEPLOYMENTBUILD and pilotDESIGN GUIDELINES
Consult internal stake-
holders.
Develop design guide-lines
IT Build of the
solution
Deploy pilot portals
Deploy with a phased
approach to toolsets
Provide information
COMMUNICATION STRATEGY
Develop design guide-lines
to engage the executive
and all staff
Reveiw the design with
staff feedback
Deploy pilot portals
using the design and
out of the box tools
Provide information
sessions, training sessions
and e-learning tools
Monitor the engagement
Initiate a communication
strategy immediately…
Change Management 2.0 © Brant Trim RSA
strategy immediately…
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Create a dialogue for engagement in the project… collaborate!
Let’s get our ducks in a line…
Don’t duck the issue, it’s your intranet
Let’s get quacking and collaborate…
Humor cuts through, allow people a little fun and provide an online forum to engage with the project…
Giveaway question:
Who has used an innovative approach to communicating change in their
organisation?organisation?
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Change
Use collaborative toolsets as a central part of the communication strategy to create a dialog for the projects change management strategy
Wikis as educational reference points on collaborative workplaces
Moderated Discussion Lists on ICT wish lists – current and desirable
Change Management
Portal
on collaborative workplaces
Project News and planning schedulesExpert blogs. Syndicated RSS feeds.…
Showcase early adopter examples. Open collaborative projects , a redraft of the company mission statement
Change Management 2.0 © Brant Trim RSA
Educate through the communication strategy.
Develop the educational Develop the educational materials into training materials.
Stay on message.
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Designing the right toolsets
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Ensure there is corporate support for the use of collaborative tools.
If these tools are new to the organisation then they need to be launched in a considered, they need to be launched in a considered,
supported and timely manner.
Poor reception on launch will limit the uptake for future use.
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Ensure that you have engaged with staff to deploy the right tools at the right times to the
right people.
Assess the current knowledge / use of Assess the current knowledge / use of collaborative tools.
Meet the most pressing needs first.
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Education / e-learning what to teach..teach..
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Focus your training efforts on:
If you use Microsoft Office then deploying SharePoint requires little
instructional training
Focus your training efforts on:
• What are collaborative tools?• How to use collaborative tools • When to use a particular tool• How the toolsets are used together
Change Management 2.0 © Brant Trim RSA
DEVELOPMEN TIT STAFF
ADMINISTRATORSINTRANE T MANAGEMENT TEAM
Less
Staff
More
training
Training the entire organisation..
SharePoint training / workshops and train the trainer courses
IT Specialist one on one training programs / workshops
SITE OWNERSUSERS WITH ANADMINISTRATOR ROLE ON PORTALS
USER SUPPORT / POWER USERSINCLUDING HEL P DESK, E A’S AND CHAMPIONS
MEMBERSREMAINING STAFF
More
Staff
Less
Training
One on one training provided in house by the intranet team
Information Sessions / group workshops optional and E-Learning tools on demand
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Corporate guidelines* and e-learning on the use of collaborative tools must be
accessible at all times.
*You will have to develop guidance on *You will have to develop guidance on the use of collaborative tools in the
organisation prior to launch.
When the tools are accepted work practice a natural usage will evolve
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Collaborative “document” lifecycles
Discussion list
Blog
WikiWiki
Word Document for record keeping
SharePoint Document Workflow
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Launch Pilot portals as soon as possible.
Social portals are excellent Social portals are excellent training tools
SharePoint works right out of the box!
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Tips on introducing..
Discussion Lists
BlogsBlogsWiki’s
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Discussion Lists
Social DL’s are good educational tools, allow people to use the tools in a
carefree environment and are actually carefree environment and are actually productive…
Where are we having the Christmas party?
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Discussion lists can be used in small
business units as outlined previously in the lifecycle…
…and then expanded to wider organisational DL’s when staff are familiar with company the protocols for DL useorganisational DL’s when staff are familiar with company the protocols for DL use
I recommend against organisation wide DL’s in the early stages of the introduction
of collaborative tools
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Enabling areas can use DL’s for internal stakeholder engagement
The use of DL’s for external stakeholder
engagement should be taken with… extreme care…extreme care…
…I recommend creating commons – via a sign on – rather than open public forums hosted by your company..
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Blogs
CEO / Senior Executive blogs allow a more personal and frequent engagement with staff.
They also set the tone of professional use of blogs for corporate
communications.
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CEO / Senior Executive blogs can replace previously emailed corporate
communications.
The transition from traditional
corporate media releases to staff to more informal and more frequent more informal and more frequent blogging should be fostered with
executive staff.
They can be ghost written by EA’s!
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Professional blogs written by staff should be actively encouraged, such
as IT development blogs…
Golden rule:
No anonymous blogs or comments
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Wikis
Engage with enabling units and sell the benefits of using wikis for ease of use, historical
tracking of updates and information presentation.
Migrate enabling business information from intranet web pages to wikis.
Use wikis as the definitive source of corporate information.
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Once staff are used to the format,
broaden the use of wikis to all business
units.
Good introductory examples will be high level collaborative tasks such as Mission Statements and Business Plans.
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Product championsProduct champions
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Product champions should be:
• Familiar with online collaboration
• Willing to actively engage and • Willing to actively engage and promote the use of collaborative tools
• In a position to influence executive and staff through their job
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Find product champions, train them and nurture their experience.
Allow champions a head start on training, Allow champions a head start on training, recognise collaboration skills as qualifications in the organisation.
Giveaway question:
Who do you think your best product Who do you think your best product champion might be?
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EA’s are super users of OUTLOOKand perhaps the best champions and perhaps the best champions
you will find…
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Releasing an extensive collaborative toolset
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Consider the organisation’s change management strategy and the context into which you are
introducing new work practices.introducing new work practices.
Avoid overloading staff with too much to learn in to little time.
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Release the collaborative tools that will have the most impact on productivity first.
Judge the tool by assessing the productivity you expect to gain vs. the impact on business, resistance to the tool and change management you expect to gain vs. the impact on business, resistance to the tool and change management / training required to successfully deploy the
tool.
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Avoid swamping people with options.
Phase the release of new collaborative tools and additional functionality.
It makes sense to build it all at once but not to release it all at once.
Roles and Responsibilities
Data Governance Roles And Responsibilities
September 2007 “Data Governance: What Works And What Doesn’t”
Business
Intelligence
Business
Collaboration
PortalPlatform
SharePoint Infrastructure
Specialist
SharePoint
SharePoint
Business Analyst
SharePoint Specialist Skills
Business
Forms
SearchContent
Management
PortalPlatform
Services
SharePoint
Architect
SharePoint
Creative DesignerSharePoint
Developer(s)
SharePoint
Trainer
End-User Adoption
End-User Adoption
• Success is largely based on its end users.
• If the end users don’t care, the result is business as usual.
• IT professionals play a major role in building excitement.
• The key is identifying the issues that matter most to end users and crafting solutions that make their lives easier.
End-User Adoption
• Engaging End Users
– End users play a big role in the success of your deployment.
• Developing Super Users
– Super users can play a key role in designing and testing your – Super users can play a key role in designing and testing your Microsoft Office SharePoint Server 2007 deployment – and in
getting their co-workers excited about using it.
• Training End Users
– Workers will only use Office SharePoint Server if they understand how to use it.
Training Resources
http://sharepoint.microsoft.com/gearup
http://www.microsoft.com/sharepoint/default.mspx
http://www.microsoft.com/licensing/sa/benefits/elearning.mspx
Summary
• Key Elements to an effective Change Management Strategy – Start Early
• Roles and Responsibilities – Be Clear
• End-User Adoption – GearUp!
Questions or comments?
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The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.
MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.