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SharePoint success in the business: implementation implementation implementation Ellen van Aken September 25, 2012
SharePoint success in the business:implementation implementation implementation
Ellen van Aken
September 25, 2012
Agenda
• Implementation•Approach•Examples• Learnings•Q&A
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IMPLEMENTATION
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Implementation 1: System
•System installed and working
Measurable: +
Stimulating usage: -
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Implementation 2: Communication
•The intranet is here •This is how we will use it in the organization•This is how you do things
Measurable: +
Stimulating usage: +/-
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And then...
...What else do you do?
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Implementation 3: Embedding in the business
•Employees use their intranet in their daily work and processes to help them – save time – save effort– save money!
Measurable: +/-
Stimulating usage: +
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EMBEDDING APPROACH
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Do you recognize this?
•SharePoint-intranet implemented•There was an urgent need for solutions•Most users understood document sharing, but not all
other functionalities
Business: SharePoint: We need workflow, data collection, process facilitation, communication, collaboration and publishing tools
Has workflow, data collection, process
facilitation, communication,
collaboration and publishing tools
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Bridging the gap
Help the business with using SharePoint•Configuration: central team/person
Maintenance: business process owner•Configuration, no code•Consistent project approach•Business-case based (priority and revenue)•Focus on simple business processes and sites with
high importance/visibility•Pro-active (promotion, roadshows etc.) and reactive
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Consistent Project Approach
1. Intake + business case (for priority and revenue)– Savings in time/paper/IT/travel/others (=> €€)– Scope and focus– Implementation time/complexity– Re-usability
2. Proof of concept
3. Development, testing, rework
4. Introduction and maintenance– Training Site/Process Owner– Supporting Site Owner with introduction to end users– Non-standard maintenance by central team
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Why a Central Team/Person?
•Process owner can focus on process, rather than spend time on learning how to configure a Team Site
•Central team/person – collects knowledge about the business and about SharePoint– thinks about long-term maintenance, upgrades, scaling,
usability etc.– creates consistency in solutions– can distribute examples across the organization
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EXAMPLESES
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1. Product Recall
• In case of product recall a pre-configured SharePoint external Team Site can be created from template
•Easy to use, also for inexperienced and/or external users
•Archiveable •Reduces stress due to:
– clear instructions– standard content and process– central storage of data and logs
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Wireframe
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2. Logistics complaints
•Central registration and management of customer logistics problems in SharePoint Issue Tracking List
•Saves time and money due to:– moving from 8 legacy systems to 1 standard process for all
businesses– resulting database allows improvement of processes to
reduce recurring problems – assigning responsibilities (producer/transporter/customer)
reduces costs of compensation– good preparation for SAP
•Great spinoff to other processes/businesses
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3. Project Status update
•Global standardization project involving central and local subprojects
•Subprojects collected in SharePoint Custom List•Saves time and errors due to:
– all project statuses are collected in in a standard way– no overwriting or check-out issues with shared Excel files– datasheet views facilitate “mental transition” from Excel– generated revenues are calculated by SharePoint– transparancy means less reporting
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4. “Facebook” for Field Team Sales
• Internal “Facebook Wall” to share information about products, promotions, competitors and supermarkets
•1 SharePoint Announcements List in Team Site replaced emails
•Saves time and complexity due to:– 1 Announcement list eliminates 500 daily emails between 20
sales force and 5 back office. – 1 Alert (daily summary) replaces 20 emails – Automatic archiving saves extra time
Succesful without mobile/social intranet!
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LEARNINGS
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This is not rocket science
– knowledge of business processes– interest in solving puzzles– fluency in SharePoint
are sufficient to streamline business processes that – help your organization to be more efficient– help your organization become familiar with
SharePoint– save time, effort and money
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Opportunities are everywhere
• Global projects needing local input• Temporary pre-SAP solutions• Data collection and reporting via
distributing/chasing/aggregating Excel sheets• Requests with incomplete data coming from multiple
channels• Business experiments • Overwriting data in online Excel sheets, or issues with check-
in and check-out• Recurring projects: innovation, recalls, year plans• Legacy applications
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The business is the bottleneck
•Configuring a site is easy but...
•The business has to do most of the work!– defining current and desired processes– envisaging a solution in SharePoint – reviewing and testing – thinking about maintenance and future changes – doing their regular job
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The 80-120 rule
•SharePoint can generally provide > 80% of desired functionality.
•For someone who really wants something, or who really has a problem, 80% will be sufficient.
•For someone who does not want to change, 120% is not enough.
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No pain, no SharePoint gain
Adoption is easier if your business is suffering:
•No budget for dedicated systems •Many projects to reduce costs/increase efficiency•Doing the same work with less employees/less budget•Problems with important processes
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SP 2003 = SP 2013 (for business people)
2013
2010
2007
2003
2013
2010
2007
2003
For SharePoint people For business people
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QUESTIONS?
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Thank you!
For more information:
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www.mydigitalworkplace.wordpress.com
@ellenvanaken
nl.linkedin.com/in/ellenvanaken
Picture acknowledgments
Picture Page Image courtesy of5 Stockimages / FreeDigitalPhotos.net
7 Dinny/Stock.xchng
31 Imagerymajestic / FreeDigitalPhotos.net
33 Dream designs / FreeDigitalPhotos.net
34 Master isolated images / FreeDigitalPhotos.net
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