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WelcomeBuilding an Enterprise Class

SharePoint TeamColumbus Brown

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Welcome to SharePoint Saturday Houston

• Please turn off all electronic devices or set them to vibrate.• If you must take a phone call, please do so in the hall so as not

to disturb others.• Thanks to our Title Sponsor: And our Platinum Sponsors:

Thank you for being a part of the 3rd Annual SharePoint Saturday for the greater

Houston area!

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Information• Speaker presentation slides will be available at

SharePointSaturday.org/Houston within a week• Keep checking website for future events• The Houston SharePoint User Group at

www.h-spug.org, will be having it’s May meeting Wednesday May 24th. Please be sure to join us!

• Have a great day!

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About Columbus Brown• Management Consultant-Slalom Consulting, Dallas TX

• Education-BSME, MBA, LeTourneau University

• Certifications- Prosci Change Management

• Specialties-Conceptual Aircraft Design, Project Management, SharePoint Administration and Governance 2007/2010, End User Adoption

• Interests – Gourmet Cooking, Jazz Piano, Autocross, Aviation, Salsa Dancing, Non-profits

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About Us• Who are the people in our neighborhood?

– Paul- intern turned enterprise SP guru

– Betty – they say that Lotus DBA who inherited a bad mother SP deployment

– Charles - Marketing VP and newly appointed SharePoint Executive Sponsor*

– Katrina - HR generalist now recruiting for a new SP admin/dev/trainer/guru

– Mark - IT Director, trying to support the business with SharePoint & ipads & the cloud & mobile all needed yesterday**

– Sound all too familiar?***

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Building An Enterprise Class SP Team• Audience:

– SharePoint Guru’s, Business Hero’s

• What you will learn:– Why collaboration and teams go together– What kind of team you need to build– How to get resources for building the team

• Background story:– The journey of a design engineer turned SharePoint

Implementation Lead

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Why- Collaboration requires Teams• What is a team?

– A group of people , with different abilities but a shared purpose, who work together to achieve a goal that directly or indirectly benefits everyone on the team

• Characteristics of Effective Teams– Have a clear purpose or common goal and are committed to it– Accomplish more higher quality work in less time– Have diversity in ideas, expertise, experience, resources, background– Are happier about their jobs– Make customers more satisfied– Team members contribute, discuss, and cooperate (collaborate)

• Ever been on a really good team? What did you most admire?

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Why - Teams require Collaboration• What is Collaboration?

– A group of cross-unit teams working together to provide better innovation, better sales, or better operations

• Characteristics of Effective Collaboration– The value of achieving the goal exceeds the cost of collaboration– There is a compelling business case– There is a compelling unifying goal greater than the team– Teamwork is valued across the organization– Leaders demonstrate and practice the value of teamwork

• Where have you seen effective collaboration in you organization?

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Why- You alone…team are not• The roles of the team of one

• Are you a team of one with more tools than hands?

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Why- You alone is risky• Decreases the benefits of proper implementation,

Increases risks of poor implementation and low adoption– Single point of failure– Undocumented critical business processes

• It is risky to your career and your organizations success– Understanding problems and needs of the organization– Alignment with company leadership and strategic objectives– Does not promote change needed to embrace collaboration

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Value Of Proper Implementation

HR

Increased Employee Engagement & Productivity2,4

30% higher employee satisfaction

HR Team Productivity

Improvements

IT

Consolidation of People & Technology Resource

Costs2,3

28% decrease in call support volume

27% reduction in email

Company Wide

Return on Collaboration Efforts3

37% increase in project collaboration

32% reduction in time to find

answers

Sources: 2.) Forrester Consulting: The Total Economic Impact of Microsoft SharePoint Server 2010, 3/2010; North, Jeffrey 3.) Mckinsey Global Survey: How companies are benefiting from Web 2.0, 2010 4.) The 2020 Workplace-How Innovative companies attract, develop, and keep tomorrow's employees today; Meister, Jeanne & Willyerd, Karie

Benefits

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Value Of Proper Implementation

No Training Plan

Increased dept. costs and decreases in productivity, low end user

acceptance6

Compliance issues around access and data8

Inadequately trained users with too much capability will conflict with your

business strategy 6,7

And Inadequate Governance

Lack of a solution center organization, tools, processes, and

policies for secure internal collaboration6,9

Mission critical service interruption from inadequate architecture,

capacity6

Increasing IT Costs from storage and viral end users demand9

Leads To Inappropriate Usage

Uncoordinated efforts, duplicate and more unsupported applications7,9

Confusion about purpose, where to put content, or where to find

information5

A system not aligned with strategic goals, or overall business needs5,6

Sources: 5.) Gartner: Strategic Best Practices for SharePoint 2010 Migration, G00211002, 3/2010; Tay, Gavin 6.) Portalogiks: Seven Common Mistakes in Implementing SharePoint 2007 7.) Gartner: Citizen Developers: Delivering Business Applications Outside of IT, 2009; Knipp, Eric 8.) NextLabs: Compliance, Governance, & SharePoint, 2/2008; Ott, Chris 9.) Credera: Governance: A Key Requirement for SharePoint 2010, 2/2010; Shankar, Sai

Risks

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Why-About this Change thing…….• What is change?

– Impact to individuals and organizations as a result of New:• Ways of doing work• Systems or tools• Reporting Structures• Markets, Products, or Services

• What happens to employees that don’t change– Job loss, job dissatisfaction– Missed promotions, lower security

• What happens to companies that don’t change– Loss of jobs– Marketplace failure– Bankruptcy

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Why-Time for Change• Collaborative systems promote radical changes to employees and organizations

through process and technology

• Change management is a key success factor to realize benefits, and increase the probability of success, and achieve ROI for collaboration system implementations– Creating buy in, commitment, understand, and awareness– Increase usage and adoption– Mitigate people risk associated with project– Minimize disruption and friction

• First change is yourself– Learn more about collaborative leadership (Michael Sampson)– No more personal silos

• Takes a team to change your organization– Model effective team work and collaboration

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Why collaboration requires teams• The PEOPLE ……….who make up teams are the most

important building block of collaboration

• Creating a sustaining a successful collaborative system involves people, process, and technology CHANGE…………………..(it’s not fluffy)

• Good teams that model teamwork and foster collaboration will create positive change in your ORGANIZATIONS…………….

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What kind of team do you need? • Who are you?

– Personal– Organization

• What is your level of collaboration maturity?– Personal– Team– Organization

• Where are you trying to go?– Personal Goals– Company/Organizational Strategic Objectives

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What – The who are you factors?• Organizational Size

– Teams, Groups, Departments, Functional Groups, Projects, Locations, Enterprise, Affiliates, International

• Organizational Structure– Matrix, Hierarchal, Self Managed Teams, Contractors

• Cultural considerations– Generations, traditions, geographic

• Be realistic about the history of previous implementations and major initiatives

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What – Where are you?• COBIT 4.1 – SharePoint Governance Framework Phases

– Scope • Definition of business objectives and strategy, alignment of collaboration system

capabilities to org. goals

– Plan for Launch• Creation of infrastructure, people, and metrics to launch initially

– Plan for Operations• Creation of operational, training, and support policies and procedures

– Launch• Deployment of the Collaboration system

– Operational• Performance, capacity, and problem management

– Enhancement• Solicit and request improvements• Evaluation and prioritization of requests

Adapted From SharePoint Deployment and Governance Using COBIT 4.1, Dave Chennault & Chuck Strain

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What – Where are you?• SharePoint Maturity Model- Core Usage- Collaboration

– 500 - Collaboration outside the firewall. Automated processes

– 400 - Collaboration tools usage across the organization and work in progress becomes leverage final content

– 300 - Sporadic Collaboration (discussions, wikis, versioned documentation)

– 200 - Collaboration within efforts within departments, or teams, directed at documentation. Some structure

– 100 – Out of box usage without structure, process or organization

Based on Saladit Van Buren, SharePoint Maturity Model v 2.0

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What – Where are you going?• Set it and forget it deployment – build it and they

will come?

• Company objectives, Strategic plan, dept. initiatives

• Insert comment…..you need governance here, and it’s not just SharePoint

• Did I mention governance?

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What – Who do you need?• Common roles

– Bus. Architect/Evangelist– Farm Administrator– Help Desk Support/Trainer– Business Process Analyst– Change Management Specialist– SP Developer– IT Project Manager– Site Owner– Site Collection Owner

Helpful job descriptions from Let’s Collaborate - Veronique Palmer, MVP

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What – Team Structures• Scope

– Executive / Business Sponsors - Steering– Business Architect/Evangelist– Change Management– User Centered Designer– IT Leadership

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What – Team Structures• Plan for Launch/Operations

– Business Architect/Evangelist– Change Management– User Centered Designer– Farm Administrator– Bus. Architect/Evangelist– Farm Administrator– SP Developer– IT Project Manager

– Business Representatives (PT)– Don’t forget HR/Legal/IT Security

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What – Team Structures• Launch

– Bus. Architect/Evangelist– Farm Administrator– Help Desk Support/Trainer– Change Management– IT Project Manager– Site Owners (PT)– Site Collection Owners (PT/FT)

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What – Team Structures• Operate

– Business Owner (and/or Operational Committee)– Farm Administrator– Help Desk Support/Trainer– Site Owners– Site Collection Owners

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What – Team Structures• Enhancement

– Project Team– Steering Committee Leadership

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What kind of team do you need? • You need a COLLABORATIVE team

• That is sized and staffed based on you organizations SIZE, MATURITY, and PHASE

• And is in ALIGNMENT with your organizations goals and leadership

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How to get Resources for a team• What are some options?

• Who has the resources, and authority to approve?

• Demonstrate how it benefits them to provide resources

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How – What are my options?• Volunteers

• Project Based Team

• New Hire – full time

• Interns – teach and grow, don’t abuse!

• Consultants – project based/staff augmentation

• Repurpose existing resources

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How – Who can make it happen• Who will benefit from the system the most?

• Who has the ability to provide funding, make hiring decisions, approve projects?

• They are the people who can make it happen

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How – Demonstrate the benefits• Adapted from buy*in-getting your good idea from

getting shot down, John Kotter– Increase urgency– Build a guiding coalition– Get the vision right– Communicate for buy in (relentlessly)– Empower action by removing obstacles– Create short-term wins– Keep at it – Make the change stick

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What did we learn– Why collaboration and teams go together

• Collaboration and teamwork require each other fundamentally

– What kind of team you need to build• A collaborative team that is correctly sized and in alignment

with your organization

– How to get resources for building the team• Get early involvement of sponsors and stay tied to the

business

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Questions?

Recommended Reading

For Business Folks (HERO’s)Collaboration: How Leaders Avoid the Traps, Create Unity, and Reap Big Results; Morten T. Hansen

For IT Folks (GURU’s)Empowered: Unleash Your Employees, Energize Your Customers, and Transform Your Business; Josh Bernoff & Ted Schadler

SharePoint Deployment and Governance Using COBIT 4.1: A Practical Approach; Dave Chennault, Dave & Chuck Strain

@CB1492 Columbus Brown

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Thanks to all our Sponsors