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Drive SharePoint Adoption in Your Organization! Asif Rehmani, MVP & MCT CEO, VisualSP @asifrehmani

Driving SharePoint Adoption - webinar presentation

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Drive SharePoint Adoption in Your

Organization!

Asif Rehmani, MVP & MCTCEO, VisualSP@asifrehmani

A quick story about technology adoption

The story of a beautiful looking Intranet… that didn’t help its users

Time for a Quick Poll

Agenda

2 minutes intro about me and our company

Discussion on why we should care about ‘Adoption’

Overview of current challenges and true stories to learn from

Strategies to overcome those challenges

About me - Asif RehmaniTrainerFounder and CEOVisualSPChicago, USA

Contact

@[email protected]

Author

Trainer and ConsultantSharePoint MVP, MCTConference Speaker

SPCIgniteTechEdSPTechConSP ConnectionsSP FestDev IntersectionAnd many more…

About our company - VisualSPTwo Solutions

Help System Training Center

Help users when They need it most

Help items for current page and context

List of in-context Help

Items

Help Tab

VisualSP Help SystemIn-context support through Help tab

SharePoint topics covered

End User SharePoint Site Administration

InfoPath SharePoint Designer

Workflows Branding

Project management Metadata Management

Access and Access Services Records Management

Business Connectivity Services Search

Reporting JavaScript customizations

• Hundreds of SharePoint video tutorials

• Fully narrated by SharePoint experts

VisualSP Training Center

Giveaway for today’s session

1 Year access to

* Retail value: $199.50

Target audience for this session:

Communications SpecialistIntranet/Web Content ManagerPortal Solutions ManagerSharePoint Guy/Gal

Session level:

100 - Overview

First question to ask:

What can SharePoint do for

You ?

(aka WIIFM)

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1. Make you look like a super hero

2. Progress your career

3. Help you get a job in any industry vertical you choose

1. Make you look completely foolish

2. Get you fired

3. Make you change your career and go to a different industry

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Poll: What SharePoint version are you currently on?

2013

20102007

Earlier

Why is adoption of a technology by Information Workers so important!?

15

Adoption of any new technology is not easy

A new product has to offer a 9x improvement* over the existing solution in order to be easily adopted.

*Source: Harvard Business School Publishing, 2004

Is SharePoint even up for the job?

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What can SharePoint do?

CollaborationDocument managementInternal Social NetworkFormsProcess Automation (Workflows)Business IntelligenceReportingSearchMetadata Management…

Super secretSharePoint 2016 will even make coffee!

NDA

SharePoint Intranet Designs

Source:

http://www.steptwo.com.au/columntwo/make-sharepoint-intranets-beautiful/

© DEVintersection. All rights reserved.http://www.DEVintersection.com 19

Best rated intranets of 2013

7 out of top 10 winners in 2013 used SharePoint*

* Nielsen Norman Group (expertise in user experience research)http://www.nngroup.com/articles/intranet-design-2013/

Looks like SharePoint is up for the job!

Current SharePoint end user support and software adoption challenges

SharePoint support person point of view

1. Users ask the same question again and again

2. I don’t have enough hours in the day to support SharePoint users and do my ‘real’ job

3. SharePoint is one of the many systems I support

4. People keep going back to the old way of doing things and not using and adopting our Awesome Intranet the right way

End User point of view

1. I like the way we are currently doing things. Why change it?

2. I don’t want to learn a new technology/software

What they are Really saying is:

WIIFM - What’s In It For Me?

Remember the first phone that ‘felt’ smart

Remember the magic created with this device?

How did it happen?

How can we create our own magic?

Coming up:

The quick solution to End User Adoption

Proven strategies from the field

Components of SharePoint Adoption

1.Get an Executive sponsor2.End User Training and Support3.Build ‘no-code’ solutions and create ‘no-code’

developers in-house4.Empower the Help Desk5.Keep things Fresh!

Executive Sponsorship

Follow the leader

Top down support is a Must!(otherwise, you might as well call it quits now)

Employees model the behavior of the leader

Without Executive support, your top talent will eventually leave

What can an Executive do to show his/her support for SharePoint initiatives?

Executive Support in Action

Public proclamation of support and vision for SharePoint based initiatives

At least one executive should have an internal active blog

Have executives refuse to accept emails with too many attachments, large attachments or messages to too many people

Have CXO answer one submitted question a week on the front page of portal

Jeff Immelt – CEO GE

End User Training and Support“If you build it, they will come” is sadly not true for SharePoint

Empathy for end users is the key!

What’s in it for them? Why should they care?

Understand before being understoodSeemingly simple things to You might not be as simple to

Them

Empathy generating exercises for SharePoint Admins

If you are a Mac user, try using a PC for one day (or vice versa)

Remove yourself from the SharePoint administrator role for 3 days. Try to get by with just contributor rights or below on all sites you have access to.

What users experience when they come across something they don’t understand in SharePoint

ExampleA user sees that a document is checked out in a document library. This person wanted to edit this document.

Steps they take:1) Look around on the page for any info on what that means and what

they can do2) Ask someone nearby3) Google/Bing it4) Email or call help desk5) Give up (ask someone else to do it)

Sequence of 'training' end users

1. Communicate business goals – weeks or months in advance of a new initiative

2. Clarify how the changes apply to their role

3. Train on software/technology (this usually comes first unfortunately)

Cost of “training” users the traditional way

Approx. $115 / user (not counting the time off from work)for an average 2 day training

Size of Organization Total cost of 2 day training for end users

500 $57,5001,000 $115,0002,000 $230,0005,000 $575,00010,000 $1,150,000

A Bold statement coming up…

A thorough end users Training on SharePoint is a waste of time - Theirs and Yours!

Instead… Provide kick off/intro training

Then frequent awareness sessions in form of lunch and learns (by peers)

Provide on-demand quick help - tip sheets, video tutorials and reference documents when users need them

Provide a reference Knowledge Portal – online or on-premises

After two days of training, people remember:

10% of what they read20% of what they hear30% of what they seeCopyright 1999 Open-Book Management Inc.

Poll

Does your organization provide context sensitive help to users?

Build no-code solutions

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Questions to ask yourself

Incorrect questions What can SharePoint do? How much is the initial cost of the solution?

Correct questions What do our users need? What does our business need? What’s the return on investment long term for those solutions? Who’s going to maintain the solutions?

What can SharePoint do for your business?

Human resource on-boarding processVacation scheduling systemVendor management portalEmployee training scheduling and materialsBusiness performance reportingCompany knowledge baseHelp desk portalInventory tracking…

Reasons for going ‘no-code’

Possibilities of what you can do are Enormous!

Quick learning curve

Easier ongoing management of solution

Delegate responsibility easily

Who is building these no-code solutions and why?

Not end users!!

Power Users / Evangelists in each department• SharePoint is a platform for solution creation• Create team specific solutions quickly!• Creates a sense of pride and accountability

Identify true pain points and focus in on them sounds easy, right..? Not so fast

Implement Quick Wins

Examples of no-code solutions

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SharePoint Designer 2010

Manipulating Data and List Views

SharePoint Designer 2013

WorkflowsAutomate business processes

Powerful No-Code AppsAccess apps for easy

development

Self Service Powerful Search

Empower users to discover information

Powerful no-code forms

InfoPath based web forms

Dynamic Dashboards

PowerView to visualize data

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More Dashboards

PerformancePoint Dashboard Designer

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And more Dashboards

SQL Server PowerPivot

Project Management

Utilize Project Server to manage projects

Live MappingGeolocation column

How do I practice my ideas and concepts?

Get a 30 day trial of Office 365

Watch free sample videos at:http://visualsp.com/video-categories/all-sample-videos/

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Empowering the Help Desk

Typical Technology Help Desk Setup

Big companies: Internal Help Desk supporting multiple applications

Small to Medium size companies: 1 to few people in support role

Or Help Desk is outsourced

Small companies: It’s Joe or Sarah in each department who is The Help Desk

Providing Help to the Help DeskFormal training (in-person or online) on SharePoint at the Power User level – browser and no-code

Ability to tap into available knowledge base as neededWiki pages and documentationVideo tutorialsEstablished connections with department/team evangelistsOnline resources

Remote consultation with SharePoint experts

Keeping it Fresh!

Focus on continuous re-marketing

There’s a reason why movie trailers are created months or years in advance. They create much needed excitement!

Hold mini launch and re-launch events

Focus on the WIIFM aspect when designing campaigns

Tools for marketing:Videos, Posters around the building, special Announcements at company events, internal Social Media, Newsletter, etc.

Example of a simple launch campaign

Currently our Intranet is like

But a new one is on the horizon!

Releasing:

September

2016

Create sense of Accountability

SharePoint doesn’t drive culture change, People do! Empower them!

Place owner info on every pageprovides accountabilitycreates End Users 'comfort' - someone is out there who can help

Hold Food related events on a regular basis

SharePointOberfest (Oktoberfest)

CollaBOOration (Halloween)

SharePointgiving (Thanksgiving)

30 for 30 – give us 30 mins and we’ll teach you 30 things (another name for Lunch & Learn)

Provide Useful Widgets on home pageWeather

Traffic

Thought of the day

Call to Action

(Raffle coming up)

Always have clear goals defined before proceeding

Commit to continuous improvement

Check out the VisualSP Help System to help improve SharePoint Adoption in your organization

@[email protected]

Thank You!