ScarePoint Saturday - The 7 SharePoint Success Factors

1. The Seven Most Important SharePoint Success Factors #SPSTC @RHarbridge Presented By: Richard Harbridge

2. Who am I? I Exceedingly Wealthy Polymath Scientific Genius Incredible Inventor & Innovator Controls Mystical Powers An Absolute Monarch With Diplomatic Immunity

3. Understanding the Non Technical Is necessary to avoid poor… Shared Understanding of Requirements/Needs Knowledge around Limitations of the Software (When to use it/When not to) Estimation of Effort and Schedule Accuracy The Biggest Reasons SharePoint Projects Fail?

4. Our Goal Today… From Here To Here

5. Information!

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

7. Understanding the ‘Why’ and Making a Decision

8. Meet Joe Hi!

9. At Joe’s Company…

10. Decision Makers don’t have Enough Information

11. The CFO needs to Reduce Costs

12. IT Services Struggles to Keep Up

13. People Are Having Trouble Finding What They Need And

14. So Joe has an Idea !

15. Since… Awesome ! Not as awesome.

16. And Everyone in Joe’s Company uses Microsoft Office …

17. SharePoint is the Perfect Fit!

18. Map the needs of the organization to the right technology …

19. Perform in depth product comparisons and evaluations

20. Like this one… Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

21. 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

22. SharePoint is not a Silver Bullet … SharePoint is not a Silver Bullet at NothingButSharePoint.com

23. Even SharePoint has multiple options 2007 2010 Online On Site

24. It’s Big Ecosystem

25. It’s not just a feature to feature comparison

26. So Joe does all that good research and…

27. SharePoint is a part of his overall Enterprise Technology P lan

28. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.

29. What to watch out for… We have to define our needs carefully if we want to pick the right technology.

30. Achieving Buy In and Setting Expectations

31. Before we begin …

32. Let’s Talk About Perceptions

33. People See Different Things

34. Perceptions Impact Motivation Acceptance Curiosity Hunger Family Honour Idealism Independence Order Physical Activity Power Attractiveness Saving Social Contact Status Security Vengeance

35. Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers

36. What is the most important thing to IT Services?

37. COST OF OWNERSHIP

38. What are some ways we can convince IT Services ?

39. 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 Enable Solutions

40. When I Say “SharePoint Integration” You P robably T hink Of This... Secondary (But Important) Points: SharePoint’s integration with technologies you already use and it’s extendibility are invaluable. SharePoint and IT

41. The Reality: IT struggles with supporting another technology. SharePoint and IT

42. Information Information Information Information Explain Information Overload

43. Explain Platform Benefits

44. W hat is the most important thing to Decision Makers?

45. Add Value To Business

46. What are some ways we can convince Decision Makers?

47. Add Value ( Decision Makers ) The Biggest Point to Share is: SharePoint can help achieve business 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. It takes time and investment to reach the point all managers and executives want.

48. Prioritize and Plan

49. Map Solutions to Objectives Centralize Knowledge and Resources Enhance Collaboration Automate and Improve Business Processes Enhance Governance Model Reduce Redundancy and Improve Efficiency Adjust Site Structure and Taxonomy      Migrate File Shares     Create Dashboards      Implement Workflow Solutions     Configure Search Services      Branding      Direct Relationship  Indirect Relationship * Objectives/solutions should be more specific – Example purposes only.

50. What’s the expectation we have to set?

51. It Takes Time

52. SharePoint Solutions ( Evolution ) *Super Simplified

53. The Outcome Joe has achieved momentum and buy in.

54. What to watch out for… Joe must carefully manage expectations and maintain the momentum.

55. Determining and Supporting ROI

56. How do we get here?

57. 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

58. Evaluating with Real Options Analysis

59. Evaluating with Monte Carlo Analysis

60. This is kind of boring… There are different ways of calculating ROI

61. There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return

62. The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization

63. 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

64. ROI (traditionally) Measures Financial Impact 2. To Improve Return

65. 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 Applications Click-throughs Comments Positive Word of Mouth Negative Word of Mouth Improved Relationships STILL IMPORTANT 2. To Improve Return

66. Example of Non-Financial M easurement 2. To Improve Return

67. IS Use them.

68. SharePoint Deployment Planning Services ( SDPS ) https://www.partnersdps.com/Pages/ToolsSupport.aspx

69. MEASURE THE RIGHT THING

70. What you don’t want . Don’t lose perspective.

71. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.

72. What to watch out for… Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.

73. Implementing Successful Governance

74. What is Governance?

75. GOVERNANCE IS REQUIRED

76. Without effective governance organization, performance, and capability are significantly reduced. What does that mean?

77. Without Governance

78. So how do we do it?

79. Teamwork is Key There 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 The 5 Teams You Need For Effective SharePoint Governance

80. 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 Operations Development Support Strategy Team Business Technical

81. Identify patterns . Plan for patterns . Execute patterns.

82. I think I see a Pattern.

83. Executing Governance

84. No Single “Approach” Projects Tasks Communities Practices

85. Aggregate/Reference Document or Site (Contains all SharePoint Info – Single Point of Reference) Objectives/Priorities (Tech/Business ) Governance Outcomes

86. 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 …

87. 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

88. 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

89. 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

90. User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management Support Outcomes SharePoint Standards Online

91. IS Use them.

92. Governance Checklist

93. TechNet, Community and More ..

94. are Use them. Frameworks

95. Home Page Functional Areas Department Site – “Public” Department Team Site – “Private” Project/Initiative Team Sites Personal Sites– My Sites “PUBLIC” SITES: Open to all employees TEAM SITES: Generally open to team members Tightly controlled, formal governance Looser control, less formal governance Some control, some formal governance “PRIVATE” SITES: Open to business group members Define Governance Control Levels

96. ITIL Framework

97. COBIT Framework

98. Microsoft Operations Framework ( MOF )

99. With Governance

100. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes

101. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.

102. Approaching and Supporting SharePoint

103. What is the best approach for SharePoint Implementations?

104. ITERATIVE APPROACH

105. 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.

106. Opportunistic Driven L earning Image from Paul Culmsee

107. Image from Paul Culmsee Opportunistic Driven Learning

108. Support Planning

109. Don’t forget you aren’t superman . (Sorry Joe)

110. Multiple Tiers for Escalation (You can’t know everything)

111. Measure Support Learn and use data to be proactive.

112. Diversify Support resources/mediums Books and Manuals Online MSDN TechNet Blogs Cheat Sheets One on One Classroom Training Forums Help Etc

113. Useful, digestible training sessions (less than an hour) Workshops > Presentations

114. Avoid too much too fast. Keep it simple . It’s like learning to drive.

115. IS Use them.

116. Productivity Hub

117. IUseSharePoint Download and install the ‘lunch’ and learn module - an interesting idea.

118. Support Tip…

119. RESPOND You never want to give the IT busy signal, or support busy signal.

120. The Outcome SharePoint is supported effectively.

121. What to watch out for… The training and support can be costly in time and resources.

122. Improved User Adoption

123. How do we get successful User Adoption ?

124. USERS MUST UNDERSTAND THE VALUE

125. Successful User Adoption Requires…

126. Do a video like this one…

127. High Availability, Mobility and Accessibility also lead to better User A doption ! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More

128. Create an Identity and Brand Branding should make it easier, and more effective. Consistency Across User Environments Modify Provisioned Site (or Templates) Based on Need

129. Make it Fun! Hold Contests, Scavenger Hunts and Other A ctivities

130. Reward super users with achievements. Then promote the desire to get rewards.

131. Create a SharePoint Showcase Where users submit and show off their SharePoint “Solutions” Good Idea!

132. Make it easier to work with

133. Make it easier to work with Powerful Columns You Probably Didn’t Know About

134. Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea

135. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.

136. What to watch out for… The build it they will come approach will not work alone.

137. Planning for New Work and Growth

138. What about New Work & Growth?

139. Spend time in advance building a channel for new work . Avoid the flood.

140. Know your limits

141. Grow your team

142. 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)

143. Cultivate new work! It’s a good thing. This boosts user adoption! ( More functionality and dependency over time)

144. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.

145. What to watch out for… You need to plan support for new work/requests otherwise people will lose confidence.

146. 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 Success Factors …

147. Thank You Organizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me: Twitter: @ RHarbridge Blogs: http ://www.RHarbridge.com Email: [email protected] Resources: PracticalIntranet.com , SPStandards.com , SharePointDiagnostics.com