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#Share4Biz @RHarbridge
Succeeding With SharePointIn Seven Steps
#Share4Biz @RHarbridge
Facilitated By: Richard Harbridge
My Name Is Richard Harbridge…
Our Goal Today…
From Here To Here
Seven Steps For Success…
Seven Steps For Success…
Meet Joe
Hi!
At Joe’s Company…
Decision Makers don’t have
Enough Information
The CFO needs to Reduce Costs
IT Services Struggles to
Keep Up
People Are Having Trouble
Finding What They Need
And
So Joe has an Idea!
We can solve our problems
with technology!
Since…
Awesome! Not as awesome.
Drupal
And Everyone in Joe’s Company
uses Microsoft Office…
SharePoint is the Perfect Fit!
Map the needs of the
organization to the right
technology…
This is important as Microsoft
alone has a quite a few…
• Dynamics CRM
• Dynamics ERP
• Dynamics AX
• Dynamics GP
• Dynamics NAV
• Dynamics SLExchange
Lync
SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
Even SharePoint has multiple
options
Online
On Site
Foundation
Standard
EnterpriseEnterprise
Standard
2010
2013Foundation
It’s not just a feature to
feature comparison…
So Joe does all that good
research and…
SharePoint Is Part Of His Overall
Enterprise Technology Plan
The Outcome
Within the overall enterprise technology
plan SharePoint meets specific business
needs.
What to watch out for…
We have to define our needs carefully
if we want to pick the right technology.
Seven Steps For Success…
Before we begin…
Let’s Talk About Perceptions
People See Different Things
Perceptions Impact Motivation• Acceptance
• Curiosity
• Hunger
• Family
• Honour
• Idealism
• Independence
• Order
• Physical Activity
• Power
• Attractiveness
• Saving
• Social Contact
• Status
• Security
• Vengeance
Two Key Groups Must Buy In and
Have The Right Expectations
IT Services Decision Makers
What is the most important thing
to IT Services?
Cost Of
Ownership
What are some ways we can
convince IT Services?
The Main Point of Implementing SharePoint:
SharePoint eventually allows Business Users to
develop and implement business solutions that
use technology without IT’s direct involvement.
SharePoint and IT
When I Say “SharePoint
Integration” You Probably Think
Of This...
Secondary (But Important) Points:
SharePoint’s integration with technologies you
already use and it’s extendibility are invaluable.
SharePoint and IT
Exchange
Lync
The Reality:
IT struggles with supporting another technology.
SharePoint and IT
Search
Process
Control Management
Collaboration
Information
Information Overload
InformationInformationInformationInformation
Explain Platform Benefits
Search
Process
Control Management
Collaboration
Information
Information
Search
Collaboration
Document
Management
Control
ProcessForms Services
Business
Intelligence
Personalization
Records
Management
Explain Platform BenefitsSearch
Collaboration
Document Management
Control
ProcessForms
Business Intelligence
Personalization
Records Management
What is the most important thing
to Decision Makers?
Add Value To
Business
What are some ways we can
convince Decision Makers?
Add Value (Decision Makers)The Biggest Point to Share is:
SharePoint can help achieve business objectives by
improving productivity, reducing waste, etc.
The Reality:
Business Objectives are often not specific enough to be
achievable.
It takes time and investment to reach the
point all managers and executives want.
Prioritize and Plan
HR Onboarding Solutions• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site
Map Solutions to ObjectivesAutomate and
Improve HR
Employee File
Management
Automate and
Improve HR
Onboarding
Automate and
Improve Absence
Management
Centralize
Knowledge and
Resources
Provide HR Self
Service
Adjust Site
Structure
Onboarding
Workflow
Onboarding
Electronic Forms
Integration With
HRIS
New Employee Site
Document Capture
Automation
Direct Relationship Indirect Relationship
* Objectives/solutions should be more specific – Example purposes only.
What’s the expectation
we have to set?
It Takes Time
SharePoint Solutions (Evolution)
*Super Simplified
BusinessIntelligence
Driven
Business ProcessDriven
CollaborationDriven
Information Driven
Communication CollaborationWorkflow/
Auditing
Reporting
Dashboards
The Outcome
Joe achieved momentum and buy in
by ensuring stakeholders have a shared
understanding of SharePoint value.
What to watch out for…
Joe must carefully manage expectations
and maintain the momentum.
Seven Steps For Success…
How do we get here?
Show expected cost and return over multiple time periods.
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.
Evaluating With Discounted Cash Flow
Evaluating with Real Options
Analysis
Evaluating with Monte Carlo
Analysis
This is
kind of
boring…
There are different ways of
calculating ROI…
There are really only two ways
of using ROI…
1. For Prioritization
2. To Improve Return
The Simplest ROI Formula Ever
Estimated Value
Estimated Difficulty
Even I can
do it!
1. For Prioritization
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).
Estimated Value
Estimated Difficulty
1. For Prioritization
ROI (traditionally) Measures
Financial Impact
2. To Improve Return
ROI analysis often misses '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-throughsComments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return
Example of Non-Financial Measurement
2. To Improve Return
MEASURE THE
RIGHT THING
The OutcomeJoe is measuring effort effectively to
better prioritize or to improve return on
investment.
What to watch out for…
Fear of bad estimation leading to not
estimating at all. Vaguely right is better
than precisely wrong.
Seven Steps For Success…
What is Governance?
GOVERNANCE
IS REQUIRED
Without effective governance; organization,
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 Team
Initiatives/Technical Strategy Team
Tactical 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
No Single “Approach”
Projects
Tasks
Communities
Practices
Aggregate/Reference Document or Site
(Contains all SharePoint Info – Single Point of Reference)
Objectives/Priorities
(Tech/Business)
Governance Outcomes
Utilized by Business Users to develop and implement business solutions that
use technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate
communications.
SharePoint will be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
SharePoint will not be…
Objectives/Priorities
Disaster Recovery Plan
Storage and Quota Policies
Monitoring Plans
Maintenance Plans
Service Level Agreements
Security Policies
Deployment Process, Policies, and Schedule
Operations Outcomes
SharePoint
Governance
Documents
Objectives/Priorities
Branding Guide
SharePoint Designer Policy
Workflow Policy
Development Standards (Including OOTB vs Custom)
Development Environment Policy
Testing Requirements
Deployment Process, Policies, and Schedule
Development Outcomes
SharePoint
Standards
Online
Objectives/Priorities
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Support Agreement(s)
Training and Communication Plans
MySite Policies (Pictures)…
Support Outcomes
SharePoint
Governance
Documents
User Lifecycle Policy
Taxonomy Management
Social Policies
Content Standards
Legal and Compliance Policy
Search Management
Support Outcomes
SharePoint
Standards
Online
With Governance
The Outcome
Everyone 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.
Seven Steps For Success…
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.
Support Planning
SharePoint Can Be DifficultThese
Documents
Are Checked
Out!
SharePoint Can Be Intrusive
Doug Just
Signed You
Up For An
Alert!
Doug Just
Edited A
Document!
Sally Just
Edited A
Document!
You Have A
New Colleague
In SharePoint
John Just
Added You
To A Site!
Bob Deleted
A Document!
Don’t forget you aren’t
superman.
(Sorry Joe)
Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
You can’t know everything.
Measure SupportLearn 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
Avoid too much too fast.
Keep it simple.
It’s like learning to drive.
IS
Use them.
Productivity Hub
Support Tip…
RESPONDYou never want to give the IT busy
signal, or support busy signal.
The Outcome
SharePoint is supported effectively.
What to watch out for…
The training and support can be
costly in time and resources.
Seven Steps For Success…
How do we get successful
User Adoption?
USERS MUST
UNDERSTAND
THE VALUE
Successful User Adoption
Requires…
High Availability, Mobility and
Accessibility also lead to better
User Adoption!
Adoption
Activities
Listing
Create an Identity and Brand
Branding should make it easier to use.Adoption
Activities
Listing
Consistency Across
User Environments
Modify
Provisioned Site
(or Templates)
Based on Need
Make it Fun!
Hold Contests, Scavenger Hunts, and
Other Activities
Adoption
Activities
Listing
Reward super users with
achievements.
Then promote the desire to get rewards.Adoption
Activities
Listing
Create a SharePoint Showcase
Where users submit and show off
their SharePoint “Solutions”
Good Idea!
Adoption
Activities
Listing
Make it easier to work with…
Make it easier to work with…
Powerful Columns
You Probably Didn’t
Know About
Make it easier to work with…
Why Leveraging
SharePoint Blog Features
for News is a Great Idea
The Outcome
SharePoint 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 not work alone.
Seven Steps For Success…
What about New Work &
Growth?
Spend time in advance building a
channel for new work
Know your limits
Grow your team
Know your team and needs 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 Outcome
The 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.
Seven Steps For Success…
Seven Steps For Success…
Key: Understand
Business Needs
& Map To Them
Seven Steps For Success…
Key: Share
Alignment, Vision
& Expectations
Seven Steps For Success…
Key: Measure To
Improve & Return
More
Seven Steps For Success…
Key: Use Team
Work & Execute
With Patterns
Seven Steps For Success…
Key: Be Iterative,
Leverage Others,
& Respond
Seven Steps For Success…
Key: Share The
Value & Successes
Seven Steps For Success…
Key: Manage Your
Capabilities &
Priorities
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: [email protected]
Resources:
50+ User Adoption Activities Adoption Activities
130+ SharePoint Standards SPStandards.com
35+ Governance Documents Governance Documents
80+ Downloadable Presentations SlideShare.com/RHarbridge
A Step In The Right DirectionThank you to all sponsors, organizers, and you for making this possible.
