Achieving SharePoint Success

The SharePoint Story for SuccessHow To: Manage and Implement SharePoint Projects Successfully Presented By: Richard Harbridge

@rharbridge

That’s Me!

Richard Harbridgeis a Business Analystis a Project Manageris a Technology Specialistis a Blogger/Tweeter

Loves SharePointLoves CommunitiesLoves TechnologyLoves Speaking

Who am I?

Blah blah blah blah blah

@rharbridge

What I am going to talk about…1. The Idea2. The Decision3. Buy In and Expectations4. Governance5. Approach, Communications, and Support6. User Adoption7. New Work and Growth

On With Our Story…

From Here To Here

Chapter 1

The Idea

Meet Joe

Hi!

SharePoint CampRichard Harbridge

Joe Works in IT


At Joe’s Workplace…


Decision Makers don’t have Enough Information


The CFO needs to Reduce Costs


IT Services Struggles to Keep Up


People Must Do More With Less


People Are Having Trouble Finding What They Need


Don’t Worry Though…


Joe is Really Smart…


And works in IT


So Joe has an Idea!


We can help solve our problems with technology!


The OutcomeJoe believes with effective application

of technology he can improve his organization.

What to watch out for…We need to know the background and reasoning for why technology is being

looked at.

Chapter 2

The Decision

The Research

So Joe does lots of good research…

Awesome! Not as awesome.SharePoint CampRichard Harbridge

He even performs in depth product comparisons…


Like this one…


Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

Mapping the needs of his organization to the right

technology…


This is important as Microsoft alone has a quite a few…


• Dynamics AX• Dynamics CRM• Dynamics GP• Dynamics NAV• Dynamics POS• Dynamics RMS• Dynamics SL

Even SharePoint has multiple options


After many hours of tireless research Joe decides…


Since Everyone in Joe’s Company uses Microsoft Office…


SharePoint is the Perfect Fit!


The Outcome

Joe has made a decision.

What to watch out for…We have to define our needs carefully if

we want to pick the right technology.

Chapter 3

Buy In and Expectations

Before we begin…


Let’s Talk About Perceptions


People See Different Things


Perceptions Impact Motivation


• Acceptance• Curiosity• Hunger• Family• Honor• Idealism• Independence• Order

• Physical Activity• Power• Attractiveness• Saving• Social Contact• Status• Security• Vengeance

Joe is on a mission.


Joe has to convince the IT Services, CFO and Decision Makers


We are going to help Joe out!

Thanks!


So what is the most important thing to IT Services?


COST OF OWNERSHIP

What are some ways we can convince IT Services?


The Biggest Point to Share is:

SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.

The Reality:

IT doesn’t want to learn/support a new technology.

SharePoint’s integration is invaluable to IT.

A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.

Cost of Ownership (IT)


IT Services gets it and is on board!


So what is the most important thing to the CFO?


NUMBERS

What are some ways we can convince the CFO?


Lets Talk Numbers (CFO/Finance)


SharePoint is worth the initial investment and ongoing costs.

The Reality:

It is a costly investment and costly on going expense.

Money can be invested to always generate a return.

You need to have measurement, account for risk, and have some expectation of return (quantifiable) that makes it worth the initial investment/on going costs.


Your Goal


What you don’t want.

Don’t lose perspective.


How do we get here?


ROIReturn on Investment

Evaluating Return on InvestmentMoney Matters:

Always show expected cost and return over multiple years.

Use discount rate to help account for risk and competitive investment rate.

Internal Rate of Return will help find the ‘break even point’.



The Simplest ROI Formula Ever

Estimated Value

Estimated Difficulty

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).

SharePoint Camp

Estimated Value

Estimated Difficulty

Richard Harbridge

ROI (traditionally) Measures Financial Impact


ROI doesn’t cover ‘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-throughs

Comments

Positive Word of Mouth

Negative Word of Mouth

Improved Relationships


The CFO is on board!


So what is the most important thing to Decision Makers?


Add Value

What are some ways we can convince Decision Makers?


Add Value (Decision Makers)



SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.

The Reality:

It takes time and investment to reach the point all managers and executives want.

Productivity gain can be difficult to measure, as can reduction in waste.

Tips for getting Decision Makers to understand the value.


Mapping Solutions to ObjectivesCentralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency

Adjust Site Structure and Taxonomy

Generate Templates Migrate File Shares Create Dashboards Implement Workflow Solutions

Configure Search Services

Branding

Direct Relationship Indirect Relationship


Information Overload


Scalable Architecture


SharePoint Solutions (Evolution)

*Super Simplified


IS

Use them.


SharePoint Deployment Planning Services (SDPS)


https://www.partnersdps.com/Pages/ToolsSupport.aspx

https://www.partnersdps.com/Pages/ToolsSupport.aspx

https://www.partnersdps.com/public/Pages/default.aspx?ReturnUrl=/_layouts/Authenticate.aspx?Source=/&Source=/

Typical workers produce 3+ GB of data per year.

30% of a typical workers day is spent searching for information.

In a 1,000 employee company lost productivity costs approximately $5 million a year.

Public Statistics can help…


Source: “The Enterprise Workplace,” IDC, 2005

Source: IDC, 2003

Source: “Hidden Costs of Information Work,” IDC, 2006

Statistics within the Organization are better.


20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling..

4 out of 5 of our workers do not know that we have an employee disaster relief fund.

Currently we pay for full licensing on 7 different enterprise document management solutions.

Source: “Support Review Q4,” IT, 2010

Source: “HR Employee Benefits Survey,” HR, 2010

Source: “Financial Audit of Licensing Costs,” Finance, 2010

Decision Makers are on board!


The Outcome

Joe has achieved momentum and buy in.

What to watch out for…Joe must carefully manage expectations

and maintain the momentum.

Chapter 4

Governance

What is Governance?


GOVERNANCE IS REQUIRED

Without effective governanceorganization, 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 TeamTechnical Strategy TeamTactical 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


The Result:


Aggregate/Reference Document (Contains all SharePoint Info – Single Point of Reference)

Objectives/Priorities (Tech/Business)

Governance Documentation


Objectives/Priorities Disaster Recovery Plan Deployment Process, Policies, and Schedule Monitoring Plans Maintenance Plans Service Level Agreements Etc…

Operations Documentation


Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans Etc…

Support Documentation


Branding Guide Workflow Policy SharePoint Designer Policy Development Standards Testing Requirements Etc…

Development Documentation


IS

Use them.



Governance Checklist


TechNet, Community and More..

With Governance


The OutcomeEveryone Achieves a Shared Understanding

of SharePoint Related Processes

What to watch out for…Not just documents, policies, and

procedures. It is an active and ongoing process.

Chapter 5

ApproachCommunications

and Support

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.


Communication Planning


Will act as a binding agreement (forces you to carry through).Helps keep communication focused.Helps prevent unwanted surprises.

The Communication Plan


Use pictures and more pictures. Explain as much as you can (Pros/Cons).

Solidifies decisions and allows them to explain to anyone who asks.

Ask every question three times in three different ways.

Communication Tips


Support Planning


Don’t forget you aren’t superman.


(Sorry Joe)

Multiple Tiers for Escalation


(You can’t know everything)

Measure Support

SharePoint CampRichard HarbridgeLearn and use data to be proactive.

Diversify Support resources/mediums


Books and Manuals Online

MSDN

TechNet

Blogs

Cheat Sheets One on One Classroom Training

Forums

Help

Etc

IS

Use them.


Productivity Hub


Stand Alone/Portal Edition Training


SharePoint Learning Kit


Support Tip…


RESPONDYou never want to give the IT busy

signal, or support busy signal.

The OutcomeSharePoint is supported effectively.

What to watch out for…The training and support can be

costly in time and resources.

Chapter 6

User Adoption

User Adoption


How do we get successful User Adoption?


USERS MUST UNDERSTAND

THE VALUE

Successful User Adoption Requires…



Useful, digestible training sessions (less than an hour)

Training Excercises/Workshops

Avoid too much too fast.Keep it simple.

It’s like learning to drive.


Do a video like this one…


IS

Use them.


The Kit is !

Buzz

What used to be GearUp…

http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx


Sweet

http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx

High Availability and Accessibility also lead to better User Adoption!



Cultivate and promote the right culture.

Create an Identity and Brand

Branding should make it easier, and more effective.



Focus on those on board/ready.

People who already want it.


Use what they love.

If they love using outlook focus on using that as a leveraging point.


Say Thank You


Reward super users with achievements.

Then promote the desire to get rewards.


Create a SharePoint Showcase

Where users submit and show off

their SharePoint “Solutions”

Good Idea!


Make it Fun!

Hold Contests, Scavanger Hunts and Other Activities


Walk your own talk.

The OutcomeSharePoint is successfully adopted by a large

enough group of users to be deemed successful.

What to watch out for…The build it they will come approach

will often not work alone.

Chapter 7

New Work and Growth


What about New Work & Growth?


Plan and build a system for managing New Work

Change Requests

Enhancement Requests

New Features


Spend time in advance building a channel for new work.

Avoid the flood.


Know your limits


Grow your team


Know your team 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 OutcomeThe SharePoint Implementation continues to grow, expand and provide more value.

What to watch out for…You need to plan support for new

work/requests otherwise people will lose confidence.

TO BE CONTINUED

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Thank You!Let’s talk, and/or tweet!

Twitter: @rharbridge

Blog: sharepointkb.wordpress.com

LinkedIn: www.linkedin.com/in/rharbridge

Send me your emails, and let me know your feedback!

Email me at: [email protected]