1. 1. The Seven Most Important Non Technical SharePoint Success Factors
   Presented By: Richard Harbridge
   @rharbridge
   
2. 2. Who am I?
   I
   
3. 3. Understanding the Non Technical
   The Biggest ReasonsSharePoint Projects Fail?
   Is necessary to avoid poor
   
   • Shared Understanding of Requirements/Needs
   • 4. Knowledge around Limitations of the Software (When to use it/When not to)
   • 5. Estimation of Effort and Schedule Accuracy
4. Our Goal Today
   From Here To Here
   
5. 6. What we will be talking about
   Understanding the Why & Making a Decision
   Achieving Buy In and Setting Expectations
   Determining and Supporting ROI
   Implementing Successful Governance
   Approaching and Supporting SharePoint
   Improving User Adoption
   Planning for New Work and Growth
   
6. 7. Understanding the Why and Making a Decision
   
7. 8. Meet Joe
   Hi!
   
8. 9. At Joes Company
   
9. 10. Decision Makers dont have Enough Information
   
10. 11. The CFO needs to Reduce Costs
    
11. 12. IT Services Struggles to Keep Up
    
12. 13. And
    People Are Having Trouble Finding What They Need
    
13. 14. So Joe has an Idea!
    
14. 15. Since
    Awesome!
    Not as awesome.
    
15. 16. And Everyone in Joes Company uses Microsoft Office
    
16. 17. SharePoint is the Perfect Fit!
    
17. 18.
18. 19. Map the needs of the organization to the right technology
    
19. 20. Perform in depth product comparisons and evaluations
    
20. 21. Like this
    one
    Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
    
21. 22. This is important as Microsoft alone has a quite a few
    
    • Dynamics AX
    • 23. Dynamics CRM
    • 24. Dynamics GP
    • 25. Dynamics NAV
    • 26. Dynamics POS
    • 27. Dynamics RMS
    • 28. Dynamics SL
22. 2007
    Online
    On Site
    Even SharePoint has multiple options
    2010
    
23. 29. Its not just a feature to feature comparison
    
24. 30. So Joe does all that good research and
    
25. 31. SharePoint is a part of his overall Enterprise Technology Plan
    
26. 32. The Outcome
    Within the overall enterprise technology plan SharePoint meets specific business needs.
    
27. 33. What to watch out for
    We have to define our needs carefully if we want to pick the right technology.
    
28. 34. Achieving Buy In and Setting Expectations
    
29. 35. Before we begin
    
30. 36. Lets Talk About Perceptions
    
31. 37.
32. 38. People See Different Things
    
33. 39. Perceptions Impact Motivation
    
34. 40. Two Key Groups Must Buy In and Have The Right Expectations
    IT Services
    Decision Makers
    
35. 41. What is the most important thing to IT Services?
    
36. 42. COST OF OWNERSHIP
    
37. 43. What are some ways we can convince IT Services?
    
38. 44. Cost of Ownership (IT)
    The Biggest Point to Share is:
    
    • SharePoint eventually allows Business Users to develop and implement business solutions that use technology without ITs involvement.
    The Reality:
    
    • IT doesnt want to learn/support a new technology.
    • 45. SharePoints integration is invaluable to IT.
    • 46. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
39. Explain Information Overload
    Information
    Information
    Information
    Information
    
40. 47. Explain Platform Benefits
    
41. 48. What is the most important thing to Decision Makers?
    
42. 49. Add Value To Business
    
43. 50. What are some ways we can convince Decision Makers?
    
44. 51. Add Value (Decision Makers)
    The Biggest Point to Share is:
    
    • SharePoint can help achievebusiness objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.
    The Reality:
    
    • Business Objectives are often not specific enough to be achievable.
    • 52. It takes time and investment to reach the point all managers and executives want.
45. Prioritize and Plan
    
46. 53. Map Solutions to Objectives
    Direct RelationshipIndirect Relationship
    * Objectives should be more specific Example purposes only.
    
47. 54. Whats the expectationwe have to set?
    
48. 55. It Takes Time
    
49. 56. SharePoint Solutions (Evolution)
    *Super Simplified
    
50. 57. The Outcome
    Joe has achieved momentum and buy in.
    
51. 58. What to watch out for
    Joe must carefully manage expectations and maintain the momentum.
    
52. 59. Determining and Supporting ROI
    
53. 60. How do we get here?
    
54. 61. Evaluating With Discounted Cash Flow
    
    • Show expected cost and return over multiple time periods.
    • 62. 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.
55. Evaluating with Real Options Analysis
    
56. 63. Evaluating with Monte Carlo Analysis
    
57. 64. There are different ways of calculating ROI
    This is kind of boring
    
58. 65. There are really only two
    ways of using ROI
    1. For Prioritization
    2. To Improve Return
    
59. 66. 1. For Prioritization
    The Simplest ROI Formula Ever
    Estimated Value
    Even I can do it!
    Estimated Difficulty
    
60. 67. 1. For Prioritization
    Examples
    
    • I have a difficult requirement. Its an 8 in difficulty (out of 10).
    • 68. I have an easy requirement. Its a 2 in difficulty (out of 10).
    • 69. The expected value of the difficult requirement is 4 (out of 10).
    • 70. The expected value of the easy requirement is 6 (out of 10).
    Estimated Value
    Estimated Difficulty
    
61. 71. 2. To Improve Return
    ROI (traditionally) Measures Financial Impact
    
62. 72. 2. To Improve Return
    ROI analysis oftenmisses 'non-financial impact or increased potential
    STILL
    IMPORTANT
    Improved Relationships
    Improved Know-How
    Website/Intranet Visitors
    Improved Morale
    Improved Skills
    User Complaints
    Increased Connections
    Positive Word of Mouth
    Innovation
    Click-throughs
    Employment Applications
    Comments
    Negative Word of Mouth
    Better Reputation
    
63. 73. 2. To Improve Return
    Example of Non-Financial Measurement
    
64. 74. IS
    Use them.
    
65. 75. SharePoint Deployment Planning Services (SDPS)
    https://www.partnersdps.com/Pages/ToolsSupport.aspx
    
66. 76. Rapid Economic Justification Guide
    http://www.microsoft.com/business/enterprise/value.mspx
    
67. 77. MEASURE THE RIGHT THING
    
68. 78.
69. 79. What you dont want.
    Dont lose perspective.
    
70. 80. The Outcome
    Joe is measuring effort effectively to better prioritize or to improve return on investment.
    
71. 81. What to watch out for
    Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
    
72. 82. Implementing Successful Governance
    
73. 83. What is Governance?
    
74. 84. GOVERNANCE IS REQUIRED
    
75. 85. What does that mean?
    Without effective governanceorganization, performance, andcapability are significantly reduced.
    
76. 86. Without Governance
    
77. 87. So how do we do it?
    
78. 88. Teamwork is Key
    There are typically 5 teams for SharePoint Governance:
    
    • Business Strategy Team
    • 89. Initiatives/Technical Strategy Team
    • 90. Tactical Teams:
    • 91. Tactical Operations Team
    • 92. Tactical Development Team
    • 93. Tactical Support Team
79. Alternative Teams
    If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
    
    • Tactical Team
    • 94. Operations
    • 95. Development
    • 96. Support
    • 97. Strategy Team
    • 98. Business
    • 99. Technical
80. Identify patterns.Plan for patterns.Execute patterns.
    
81. 100. I think I see a Pattern.
    
82. 101. Executing Governance
    
83. 102. No Single Approach
    Projects
    Communities
    Tasks
    Practices
    
84. 103. Governance Deliverables
    
    • Aggregate/Reference Document or Site(Contains all SharePoint Info Single Point of Reference)
    • 104. Objectives/Priorities (Tech/Business)
85. SharePoint will be
    
    • Utilized by Business Users to develop and implement business solutions that use technology without ITs direct involvement.
    • 105. Our primary unified application delivery platform.
    • 106. Our primary workflow/business process automation platform.
    • 107. Our intranet and communication center for internal corporate communications.
    • 108.
    SharePoint will not be
    
    • Our (external) web content management platform.
    • 109. Our primary document management platform.
    • 110. Our contact management platform.
    • 111.
86. Operations Deliverables
    
    • Objectives/Priorities
    • 112. Disaster Recovery Plan
    • 113. Storage and Quota Policies
    • 114. Monitoring Plans
    • 115. Maintenance Plans
    • 116. Service Level Agreements
    • 117. Security Policies
    • 118. Deployment Process, Policies, and Schedule
87. Development Deliverables
    
    • Objectives/Priorities
    • 119. Branding Guide
    • 120. SharePoint Designer Policy
    • 121. Workflow Policy
    • 122. Development Standards (Including OOTB vs Custom)
    • 123. Development Environment Policy
    • 124. Testing Requirements
    • 125. Deployment Process, Policies, and Schedule
    SharePoint Standards Online
    
88. 126. Support Deliverables
    
    • Objectives/Priorities
    • 127. Site Classification and Platform Classification
    • 128. Site Provisioning Process/Questionnaire
    • 129. User Expectations Agreement
    • 130. Roles and Responsibilities
    • 131. Support Agreement(s)
    • 132. Training and Communication Plans
    • 133. MySite Policies (Pictures)
89. IS
    Use them.
    
90. 134. Governance Checklist
    
91. 135. TechNet, Community and More..
    
92. 136. With Governance
    
93. 137. The Outcome
    Everyone Achieves a Shared Understanding of SharePoint Related Processes
    
94. 138. What to watch out for
    Not just documents, policies, and procedures. It is an active and ongoing process.
    
95. 139. Approaching and Supporting SharePoint
    
96. 140. What is the best approach for SharePoint Implementations?
    
97. 141. ITERATIVE APPROACH
    
98. 142. Why Iterative?
    
    • SharePoint is a very large platform.
    • 143. It takes time to understand SharePoint.
    • 144. SharePoint is great for rapid prototyping, and for proof of concept work.
    • 145. It ensures there is enough time to review, adjust, and communicate.
99. CommunicationPlanning
    
100. 146. TheCommunicationPlan
     
     • Will act as a binding agreement (forces you to carry through).
     • 147. Helps keep communication focused.
     • 148. Helps prevent unwanted surprises.
101. SupportPlanning
     
102. 149. Dont forget you arent superman.
     (Sorry Joe)
     
103. 150. Multiple Tiers for Escalation
     (You cant know everything)
     
104. 151. Measure Support
     Learn and use data to be proactive.
     
105. 152. Diversify Support
     resources/mediums
     
     • Books and Manuals
     • 153. Online
     • 154. MSDN
     • 155. TechNet
     • 156. Blogs
     • 157. Cheat Sheets
     • 158. One on One
     • 159. Classroom Training
     • 160. Forums
     • 161. Help
     • 162. Etc
106. Useful, digestible trainingsessions (less than an hour)
     Workshops > Presentations
     
107. 163. Avoid too much too fast.Keep it simple.
     Its like learning to drive.
     
108. 164. IS
     Use them.
     
109. 165. Productivity Hub
     
110. 166. Support Tip
     
111. 167. RESPOND
     You never want to give the IT busy signal, or support busy signal.
     
112. 168. The Outcome
     SharePoint is supported effectively.
     
113. 169. What to watch out for
     The training and support can be costly in time and resources.
     
114. 170. Improved User Adoption
     
115. 171. How do we get successful User Adoption?
     
116. 172. USERS MUST UNDERSTAND THE VALUE
     
117. 173. Successful User Adoption Requires
     
118. 174. Do a video like this one
     
119. 175. High Availability, Mobility and Accessibility also lead to better User Adoption!
     SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
     
120. 176. Cultivate and promote the
     right culture.
     
121. 177. Create an Identity and Brand
     Consistency Across User Environments
     Modify Provisioned Site (or Templates) Based on Need
     Branding should make it easier, and more effective.
     
122. 178. Focus on those on board/ready.
     People who already want it.
     
123. 179. Make it Fun!
     Hold Contests, Scavenger Hunts and Other Activities
     
124. 180. Use what they love.
     If they love using outlook focus on using that as a leveraging point.
     
125. 181. Say Thank You
     Its okay to be proud.
     
126. 182. Reward super users with achievements.
     Then promote the desire to get rewards.
     
127. 183. Create a SharePoint Showcase
     Good Idea!
     Where users submit and show off
     their SharePoint Solutions
     
128. 184.
129. 185. Make it easier to work with
     
130. 186. The Outcome
     SharePoint is successfully adopted by a large enough group of users to be deemed successful.
     
131. 187. What to watch out for
     The build it they will come approach will not work alone.
     
132. 188. Planning for New Work and Growth
     
133. 189. What about New Work & Growth?
     
134. 190. Spend time in advance building a channel for new work.
     Avoid the flood.
     
135. 191. Know your limits
     
136. 192. Growyour team
     
137. 193. Knowyour team and needs
     
     • Developers(s)
     • 194. Administrators(s)
     • 195. Architect(s)
     • 196. Business Analyst(s)
     • 197. Project Manager(s)
     • 198. Site Administrator(s)
     • 199. Super Users(s)
     • 200. Trainer(s)
138. Cultivatenew work! Its a good thing.
     This boosts user adoption! (More functionality and dependency over time)
     
139. 201. The Outcome
     The SharePoint Implementation continues to grow, expand and provide more value.
     
140. 202. What to watch out for
     You need to plan support for new work/requests otherwise people will lose confidence.
     
141. 203. So being successful requires
     Understanding the non technical as well as the technical.
     
142. 204. Success Factors
     Understanding the Why & Making a Decision
     Achieving Buy In and Setting Expectations
     Determining and Supporting ROI
     Implementing Successful Governance
     Approaching and Supporting SharePoint
     Improving User Adoption
     Planning for New Work and Growth
     Understand Business Needs and Map to Them
     Share Alignment, Vision and Expectations
     Use Measurements to Improve and Return More
     Use Team Work And Execute With Patterns
     Be Iterative, Leverage Everyone, and Respond
     Share the Value and Successes
     Manage your Capability and Priorities
     
143. 205. Please Fill Out The Survey
     Interested in hearing more on these topics? Related sessions are:
     
     • Effective Requirements Gathering WorkshopsRuvenGotz
     • 206. Congratulations, Youre THE SharePoint Person In ChargeDavid Griffiths
     • 207. Information Management: Ontology and Taxonomy Creation
     Brian Seitz
     
     • How to Facilitate the Government out of Governance
     Virgil Carrol
     
     • SharePoint as a Platform for Business Applications
     Owen Allen
     
144. 208. Thank You Organizers, Sponsors andYoufor Making this Possible.
     Questions? Ideas? Feedback? Contact me:
     
     • Twitter: @rharbridge
     • 209. Blog:www.rharbridge.com
     • 210. LinkedIn: www.linkedin.com/in/rharbridge
     • 211. Email me at: richard@rharbridge.com
     • 212. My company: www.Allin.com