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A short overview about how to define a SharePoint strategy, the tactics for prioritising and delivering the right solutions, and being able to adapt as usage scenarios evolve over time. A web cast is also available on YouTube http://www.youtube.com/watch?v=cH2q-5i9oUs
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SHAREPOINT STRATEGY
By Sharon RichardsonJoining Dots Ltd
A Quick Guide
NOTESThis presentation is an expanded sub-set from a SharePoint governance workshop delivered by Joining Dots. A webcast has also been recorded and is available on YouTube at https://www.youtube.com/watch?v=cH2q-5i9oUs
The talk is focused on helping articulate (as simply as possible) the strategy for a SharePoint deployment, assuming the intention is an information platform servicing a variety of needs
The method can also be applied to other technology platforms
All product names, logos, brands and other trademarks referred to within this presentation are the property of their respective trademark holdersSharePoint Strategy – A Practical Approach© Joining Dots Ltd. All rights reserved
WHAT’S THE PROBLEM?
SHAREPOINT’S GROWING PAINS
There have been reports announcing that many SharePoint deployments have no strategy or financial business case…
…ill-defined, misaligned and poorly communicated, maybeSharePoint StrategyJoining Dots
Is the strategy about deploying the capabilityor the activities it enables and adapts to
SharePoint StrategyJoining Dots
SHAREPOINT IS (JUST) A PLATFORM
THE THREE CATEGORIES OF IT
Category Definition Characteristics
Function IT
Assists with the execution of discrete tasks
Makes standalone tasks more efficient, can be adopted ‘as is’, complements can add value
Network
IT
Facilitates interactions without specifying parameters
Doesn’t impose complements, they emerge over time (influenced by culture of the org)
Enterprise IT
Specifies the business processes and integration
Does impose complements – process flows, data formats, standards. Use is mandated
Source: Mastering The Three Worlds Of Information Technology by Andrew McAfee, Harvard Business Review, publ. Nov, 2006
SharePoint StrategyJoining Dots
SharePoint
FOUR STEPS TO A CYCLE
1. Have a vision
2. Outline the strategy
3. Tactics to deliver
4. Adapt to changes
Vision
Strategy
Tactics
Adaptions
SharePoint StrategyJoining Dots
VISION
A NEED OR DESIRE
“We need to change…”
SharePoint StrategyJoining Dots
AN IDEA
“I attended this event last week and saw the most amazing...”
SharePoint StrategyJoining Dots
AN INEVITABILITY
“We’ve paid for the licences, we want to implement it.”
SharePoint StrategyJoining Dots
THE VISION
SharePoint StrategyJoining Dots
A need
An idea
An inevitability
A destination involving SharePoint
STRATEGY
START WITH A GENERAL STATEMENT
• Broad enough to evolve/adapt with use
• Specific enough to provide focus
Example:
“To improve information management and knowledge sharing within the organisation. To improve efficiency of document-centric processes. To enable the quick creation of web-based solutions to meet specific content-driven needs that cannot be achieved within enterprise systems.”
SharePoint StrategyJoining Dots
BEWARE THE IMPLICATIONS
Goal Are you prepared to…
Information
Sharing
Relax controls over content publishing,devalue information, reduce security
Efficiency Gains
Reduce complexity, standardise processes,lose flexibility for managing exceptions
Capture Knowledge
Remove barriers to voicing opinions,reward contributions as well as outcomesCulture always trumps technology
SharePoint StrategyJoining Dots
OUTLINE THE SCOPE
Direct when SharePoint will and will not be used
Examples:• All business-critical documents are to be stored on SharePoint
sites using templates that meet our compliance needs (we’re managing risk!)
• SharePoint will provide all authenticated access to content (not the web site)
• All paper forms and documents will be moving online (we’re reducing costs)
• All customer, supplier and product information will reside in our EDRMS, CRM and ERP systems (SharePoint is not the answer to everything)
SharePoint StrategyJoining Dots
EVALUATE THE BASELINEWhere are you starting from?
• Effectiveness of current information systems, networks, communication channels and processes
• Health of dependent technology investments
• Commitment to leveraging SharePoint
• Morale and motivation
SharePoint StrategyJoining Dots
TACTICS
SHAREPOINT AS AN ADAPTIVE PLATFORM
• Always start with an initial set of target solutions
• Expect business needs and priorities to change
• New opportunities will be created as people become aware about what the platform help deliver
• Functional vs Network vs Enterprise projects
• Don’t forget to check SharePoint is the right solution
SharePoint StrategyJoining Dots
PERSPECTIVE
Import
ance
Practicality
Dashboard
Compliance
News
‘Know How’
Schedule Fit in
SharePoint StrategyJoining Dots
Resource constraints
CONFIDENCE
Project Tech Content
Process
People
Conf
Decision Notes
Compliance
? Y N NSchedul
e
Urgent planning required around process and roles to manage
Dashboard
Y Y ? YSchedul
e
Some testing required to confirm integration points for data
Know How ? N ? N Re-thinkPilot recommended to better understand requirements
News Y N ? YSchedul
e
Role identified within Comms to format content for news feeds
SharePoint StrategyJoining Dots
BE TRANSPARENT ABOUT DECISIONS
Plot all requests submitted, queued or in progress:Project Size Imp. Prac. # Status Reason Sponsor
News Updates S L H 1 In Prog
Can be completed whilst compliance planning in prog..
Internal Comms
Compliance B H L 2 In ProgLegal requirement. Deadline to implement is…
Head of Legal
Dashboard B M M 3 QueuedStrategic Business Initiative – Improve decision making
CIO/CMO
Know How B M H n/a EvalStrategic business initiative – Increase skills and knowledge
CMO
SharePoint StrategyJoining Dots
COMMUNICATE THE BIG PROJECTS
Project Priority
Status Start (Est)
Sponsor
Notes
Compliance 1
In progre
ssOct 12
Head of Legal
New legislation announced that we must comply with by April 2013
Dashboard 2 Queued
(Mar 13)
CIO/CMO
Strategic business initiative to improve analytics and data-driven decisions
HR Forms 3 Queued
(Jun 13)Head of
HR
Strategic business initiative to replace all internal paper forms with online processes
SharePoint StrategyJoining Dots
… AND PROMOTE THE SMALL WINS
“New activity stream now available on the Intranet home page. See all the latest updates across the organisation.”
“Pilot underway evaluating new social networking tools. Sign-up if you want to be involved”
SharePoint StrategyJoining Dots
ADAPT
In 2009, there were 850,000 incidents reported in the UK relating to poor clinical handover of patient care leading, directly or indirectly, to 3,500 deaths
Doctors ranked Barking, Havering and Redbridge University Hospitals NHS Trust (BHRUT) 31st of 34 London hospitals
CASE STUDY
SharePoint StrategyJoining Dots
A NEW TARGET
The goal: Improve the handover process and patient safety by filling in the gaps between systems: teams working on different shifts, with different IT systems, and on different locations
The solution: eHandover - using SharePoint as the portal connecting different patient care systems and providing a single view
All systems were already deployed. SharePoint was originally being used for basic document managementSharePoint StrategyJoining Dots
MEASUREABLE OUTCOMES
• 98% completion rate of tasks
• Speed of the ‘end of shift’ handover meeting reduced from 45 minutes to 20 minutes
• Weekend mortality rates have begun to fall
• Within 12 months, doctors ranked BHRUT 1st out of 34 London hospitals
Could not have been accurately predicted in advance
Source:
http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?casestudyid=710000001699
WRAP-UP
DEFINING YOUR SHAREPOINT STRATEGY
• It’s OK to have broad objectives to direct the overall strategy for the platform (what is it capable of) and when to consider using SharePoint versus alternatives for projects
• Go into specifics when creating a business case for projects throughout the lifecycle of the platform – the tactics for delivering solutions
• Not all changes should need a business case: Functional vs Network vs Enterprise IT. Evaluate based on importance and practicality
• Don’t guess RoI. Do identify target outcomes that can be measured
• Communicate, often
SharePoint StrategyJoining Dots
GOVERN THE CYCLE
Vision
Strategy
Tactics
Adaptions
SharePoint StrategyJoining Dots
GOVERN THE CYCLE
Vision(Idea)
Strategy(Purpose
)
Tactics(Delivery
)
Adaptions
(Reality)
Intention
DirectionGrowth
Change
SharePoint StrategyJoining Dots
NEXT STEPSIf you’d like help filling in the blanks with your SharePoint strategy, tactics and governance, please get in touch. Full contact details can be found at www.joiningdots.com or email [email protected]
Sessions can be delivered onsite and online
You are welcome to use these slides for non-commercial purposes within your organisation provided they are kept in the original format. Available at http://www.joiningdots.com/materials/presentations/ SharePoint Strategy – A Practical Approach© Joining Dots Ltd. All rights reserved
Sharon RichardsonJoining Dots
For more info and contact details, please visit www.joiningdots.com For more SharePoint-specific articles, www.sharepointsharon.com