Succeeding With SharePoint In Seven Steps - Share Atlanta

transcript

#Share4Biz @RHarbridge

Succeeding With SharePointIn Seven Steps

#Share4Biz @RHarbridge

Facilitated By: Richard Harbridge

My Name Is Richard Harbridge…

Our Goal Today…

From Here To Here

Seven Steps For Success…

Meet Joe

At Joe’s Company…

Decision Makers don’t have

Enough Information

The CFO needs to Reduce Costs

IT Services Struggles to

Keep Up

People Are Having Trouble

Finding What They Need

So Joe has an Idea!

We can solve our problems

with technology!

Since…

Awesome! Not as awesome.

Drupal

And Everyone in Joe’s Company

uses Microsoft Office…

SharePoint is the Perfect Fit!

Map the needs of the

organization to the right

technology…

This is important as Microsoft

alone has a quite a few…

• Dynamics CRM

• Dynamics ERP

• Dynamics AX

• Dynamics GP

• Dynamics NAV

• Dynamics SLExchange

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

Even SharePoint has multiple

options

Online

On Site

Foundation

Standard

EnterpriseEnterprise

Standard

2013Foundation

It’s Big Ecosystem…

It’s not just a feature to

feature comparison…

So Joe does all that good

research and…

SharePoint Is Part Of His Overall

Enterprise Technology Plan

The Outcome

Within the overall enterprise technology

plan SharePoint meets specific business

needs.

What to watch out for…

We have to define our needs carefully

if we want to pick the right technology.

Before we begin…

Let’s Talk About Perceptions

People See Different Things

Perceptions Impact Motivation• Acceptance

• Curiosity

• Hunger

• Family

• Honour

• Idealism

• Independence

• Order

• Physical Activity

• Power

• Attractiveness

• Saving

• Social Contact

• Status

• Security

• Vengeance

Two Key Groups Must Buy In and

Have The Right Expectations

IT Services Decision Makers

What is the most important thing

to IT Services?

Cost Of

Ownership

What are some ways we can

convince IT Services?

The Main Point of Implementing SharePoint:

SharePoint eventually allows Business Users to

develop and implement business solutions that

use technology without IT’s direct involvement.

SharePoint and IT

When I Say “SharePoint

Integration” You Probably Think

Of This...

Secondary (But Important) Points:

SharePoint’s integration with technologies you

already use and it’s extendibility are invaluable.

SharePoint and IT

Exchange

The Reality:

IT struggles with supporting another technology.

SharePoint and IT

Search

Process

Control Management

Collaboration

Information

Information Overload

InformationInformationInformationInformation

Explain Platform Benefits

Search

Process

Control Management

Collaboration

Information

Search

Collaboration

Document

Management

Control

ProcessForms Services

Business

Intelligence

Personalization

Records

Management

Explain Platform BenefitsSearch

Collaboration

Document Management

Control

ProcessForms

Business Intelligence

Personalization

Records Management

What is the most important thing

to Decision Makers?

Add Value To

Business

What are some ways we can

convince Decision Makers?

Add Value (Decision Makers)The Biggest Point to Share is:

SharePoint can help achieve business objectives by

improving productivity, reducing waste, etc.

The Reality:

Business Objectives are often not specific enough to be

achievable.

It takes time and investment to reach the

point all managers and executives want.

Prioritize and Plan

HR Onboarding Solutions• Onboarding Workflow

• Onboarding Electronic Forms

• Integration with HRIS

• New Employee Site

Map Solutions to ObjectivesAutomate and

Improve HR

Employee File

Management

Automate and

Improve HR

Onboarding

Automate and

Improve Absence

Management

Centralize

Knowledge and

Resources

Provide HR Self

Service

Adjust Site

Structure

Onboarding

Workflow

Onboarding

Electronic Forms

Integration With

New Employee Site

Document Capture

Automation

Direct Relationship Indirect Relationship

* Objectives/solutions should be more specific – Example purposes only.

What’s the expectation

we have to set?

It Takes Time

SharePoint Solutions (Evolution)

*Super Simplified

BusinessIntelligence

Driven

Business ProcessDriven

CollaborationDriven

Information Driven

Communication CollaborationWorkflow/

Auditing

Reporting

Dashboards

The Outcome

Joe achieved momentum and buy in

by ensuring stakeholders have a shared

understanding of SharePoint value.

Joe must carefully manage expectations

and maintain the momentum.

How do we get here?

Show expected cost and return over multiple time periods.

Remember to ‘discount’ values to account for cost of capital

impact and the fact $5 dollars today is worth less than $5 in

the future.

Evaluating With Discounted Cash Flow

Evaluating with Real Options

Analysis

Evaluating with Monte Carlo

Analysis

This is

kind of

boring…

There are different ways of

calculating ROI…

There are really only two ways

of using ROI…

1. For Prioritization

2. To Improve Return

The Simplest ROI Formula Ever

Estimated Value

Estimated Difficulty

Even I can

do it!

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).

Estimated Value

Estimated Difficulty

ROI (traditionally) Measures

Financial Impact

ROI analysis often misses 'non-

financial impact’ or ‘increased

potential’Website/Intranet Visitors

Increased

Connections

User Complaints Improved Morale Improved Skills

Improved Know-How

Innovation

Better Reputation

Employment ApplicationsClick-throughsComments

Positive Word of Mouth

Negative Word of Mouth

Improved Relationships

Example of Non-Financial Measurement

MEASURE THE

RIGHT THING

The OutcomeJoe is measuring effort effectively to

better prioritize or to improve return on

investment.

Fear of bad estimation leading to not

estimating at all. Vaguely right is better

than precisely wrong.

What is Governance?

GOVERNANCE

IS REQUIRED

Without effective governance; organization,

performance, and capability are

significantly reduced.

What does

that mean?

Without Governance

So how do we do it?

Teamwork is KeyThere are typically 5 teams for SharePoint Governance:

Business Strategy Team

Initiatives/Technical Strategy Team

Tactical Teams:

Tactical Operations Team

Tactical Development Team

Tactical Support Team

Identify patterns.

Plan for patterns.

Execute patterns.

I think I see

a Pattern.

Executing Governance

No Single “Approach”

Projects

Communities

Practices

Aggregate/Reference Document or Site

(Contains all SharePoint Info – Single Point of Reference)

Objectives/Priorities

(Tech/Business)

Governance Outcomes

Utilized by Business Users to develop and implement business solutions that

use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate

communications.

SharePoint will be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

SharePoint will not be…

Disaster Recovery Plan

Storage and Quota Policies

Monitoring Plans

Maintenance Plans

Service Level Agreements

Security Policies

Deployment Process, Policies, and Schedule

Operations Outcomes

SharePoint

Governance

Documents

Branding Guide

SharePoint Designer Policy

Workflow Policy

Development Standards (Including OOTB vs Custom)

Development Environment Policy

Testing Requirements

Deployment Process, Policies, and Schedule

Development Outcomes

SharePoint

Standards

Online

Site Classification and Platform Classification

Site Provisioning Process/Questionnaire

User Expectations Agreement

Roles and Responsibilities

Support Agreement(s)

Training and Communication Plans

MySite Policies (Pictures)…

Support Outcomes

SharePoint

Governance

Documents

User Lifecycle Policy

Taxonomy Management

Social Policies

Content Standards

Legal and Compliance Policy

Search Management

Support Outcomes

SharePoint

Standards

Online

With Governance

The Outcome

Everyone Achieves a Shared Understanding

of SharePoint Related Processes

Not just documents, policies, and

procedures. It is an active and

ongoing process.

What is the best approach for

SharePoint Implementations?

ITERATIVE

APPROACH

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.

Support Planning

SharePoint Can Be DifficultThese

Documents

Are Checked

SharePoint Can Be Intrusive

Doug Just

Signed You

Up For An

Alert!

Doug Just

Edited A

Document!

Sally Just

Edited A

Document!

You Have A

New Colleague

In SharePoint

John Just

Added You

To A Site!

Bob Deleted

A Document!

Don’t forget you aren’t

superman.

(Sorry Joe)

Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

You can’t know everything.

Measure SupportLearn and use data to be proactive.

Diversify Support

resources/mediums Books and Manuals

Online MSDN

TechNet

Cheat Sheets

One on One

Classroom Training

Forums

Avoid too much too fast.

Keep it simple.

It’s like learning to drive.

Use them.

Productivity Hub

Support Tip…

RESPONDYou never want to give the IT busy

signal, or support busy signal.

The Outcome

SharePoint is supported effectively.

The training and support can be

costly in time and resources.

How do we get successful

User Adoption?

USERS MUST

UNDERSTAND

THE VALUE

Successful User Adoption

Requires…

Do a video like this one…

Adoption

Activities

Listing

High Availability, Mobility and

Accessibility also lead to better

User Adoption!

Adoption

Activities

Listing

Create an Identity and Brand

Branding should make it easier to use.Adoption

Activities

Listing

Consistency Across

User Environments

Modify

Provisioned Site

(or Templates)

Based on Need

Make it Fun!

Hold Contests, Scavenger Hunts, and

Other Activities

Adoption

Activities

Listing

Reward super users with

achievements.

Then promote the desire to get rewards.Adoption

Activities

Listing

Create a SharePoint Showcase

Where users submit and show off

their SharePoint “Solutions”

Good Idea!

Adoption

Activities

Listing

Make it easier to work with…

Powerful Columns

You Probably Didn’t

Know About

Make it easier to work with…

Why Leveraging

SharePoint Blog Features

for News is a Great Idea

The Outcome

SharePoint is successfully adopted by a

large enough group of users to be deemed

successful.

The build it they will come

approach will not work alone.

What about New Work &

Growth?

Spend time in advance building a

channel for new work

Know your limits

Grow your team

Know your team and needs Developers(s)

Administrators(s)

Architect(s)

Business Analyst(s)

Project Manager(s)

Site Administrator(s)

Super Users(s)

Trainer(s)

Cultivate new work!

It’s a good thing.

This boosts user adoption!

(More functionality and dependency over time)

The Outcome

The SharePoint Implementation continues to

grow, expand and provide more value.

You need to plan support for new

work/requests otherwise people

will lose confidence.

Key: Understand

Business Needs

& Map To Them

Key: Share

Alignment, Vision

& Expectations

Key: Measure To

Improve & Return

Key: Use Team

Work & Execute

With Patterns

Key: Be Iterative,

Leverage Others,

& Respond

Key: Share The

Value & Successes

Key: Manage Your

Capabilities &

Priorities

Questions? Ideas? Feedback? Contact me:

Twitter: @RHarbridge

Blog: http://www.RHarbridge.com

Email: Richard@RHarbridge.com

Resources:

50+ User Adoption Activities Adoption Activities

130+ SharePoint Standards SPStandards.com

35+ Governance Documents Governance Documents

80+ Downloadable Presentations SlideShare.com/RHarbridge

A Step In The Right DirectionThank you to all sponsors, organizers, and you for making this possible.