crank up sharepoint adoption
DESCRIPTION
SharePoint adoption has always been an elusive goal for many organizations. It is critical for the whole organization to buy into the SharePoint initiatives and adopt it fully. This presentation attempts to shed light on many aspects of enhancing SharePoint adoption.TRANSCRIPT
Crank up SharePoint Adoption in Your
Organization!
Asif RehmaniSharePoint MVP and MCT
@asifrehmani
SharePoint-Videos.com
VisualSPTM
in-context and on-demand Help for SharePoint users
Multi-User access to All videos on SharePoint-Videos.com
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 no-code video tutorials• Fully narrated by SharePoint experts
Target audience for this session:
Communications SpecialistIntranet/Web Content Manager
Portal Solutions ManagerSharePoint Guy/Gal
Why is adoption so important?
Is SharePoint up for the job?And what can it do for You – the SharePoint guy/gal!
What SharePoint Can do for You!
1. Make you look like a super hero
2. Progress your career3. Help you get a job in any
industry vertical you choose
1. Make you look completely foolish
2. Get you fired3. Make you change your career
and go to a different industry
Poll: What SharePoint version are you on? (or navigating towards)
2013
2010
2007
Earlier
Trivia
What was the name of the first SharePoint release?
SharePoint Intranet
You can have 1000s of site collections(keyword here is can)
SharePoint Web Application
site collection(root)
top-level site(root)
site collection/sites/marketing
top-level site(root)
site collection/sites/sales
top-level site(root)
child site/West
child site/North
site collection/sites/finance
top-level site(root)
child site/FY2012
child site/FY2013
child site/Reports
child site/Dashboards
An typical Intranet page layout
SharePoint Intranet Designs
Source:http://www.steptwo.com.au/columntwo/make-sharepoint-intranets-beautiful/
Hint:Notice the unique naming of each intranet
Best rated intranets of 2013
70% of 2013 top 10 winners used SharePoint*
On average, to create a great intranet from inception to launch: 2.3 years!
* Nielsen Norman Group (expertise in user experience research)
http://www.nngroup.com/articles/intranet-design/
So why isn’t SharePoint adoption as high as it should be?End User feedback heard around the water cooler:
I don't want to learn a new interface
I have heard SharePoint sucks
We tried the SharePoint thing at my last job… what a disaster that was. I'm not getting in that anymore
Let’s talk Technology Adoption
Here is the quick solution to End User Adoption:
Adoption of any new technology
A new product has to offer a 9x improvement* over the existing solution in order to be easily adopted.
Is your intranet implementation that good?
*Source: Harvard Business School Publishing, 2004
Implement Quick Wins
Identify pain points and focus in on them
Video: Sean Murphy Chalk Talk on Technology Adoption
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…
Helping SharePoint users be successful!Get them excited and help them understand what’s in it for them!
Provide them help and support when they need it
Don’t make the users jump through extra steps to get the help they need
Empower your help desk (or yourself if You are the help desk) with the tools you need to help your users
Components of SharePoint Adoption
1. Get an Executive sponsor2. End User Training and Support3. Empowering the Help Desk4. Building ‘no-code’ solutions and creating ‘no-code’ developers in-
house5. 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
Question
What are couple of things that an Executive can do to show their support for SharePoint initiatives?
Executive Support in Action
Public proclamation of support and vision for SharePoint based initiative(s)
At least one executive should have an internal active blog
Have executives refuse to accept emails with too many attachments or large attachments or to too many people
Have CXO answer one submitted question a week on the front page of portal
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?
Understand before being understoodSeemingly simple things might not be as simple to them
Video:The origins of the Help Desk
Cost of “training” users the traditional way
Approx. $300 / user (not counting the time off from work)for an average 1 day training
Size of Organization Total cost of 1 day training for end users
500 $150,000
1,000 $300,000
2,000 $600,000
5,000 $1,500,000
10,000 $3,000,000
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,
and periodic lunch and learns• Provide on-demand quick help - tip sheets, video tutorials and/or
reference documents when users need them• Provide a reference Knowledge Portal
After three days of training, people remember
10% of what they read20% of what they hear30% of what they seeCopyright 1999 Open-Book Management Inc.
Building no-code solutionsBuilding on top of the SharePoint platform
What can SharePoint do?
CollaborationDocument managementInternal Social NetworkFormsProcess Automation (Workflows)Business IntelligenceReportingSearchMetadata Management…
Super secretThe next version will even make coffee!
NDA
Creating Solutions
Recommended sequence when creating Your solutions:
1. Browser based only2. Use no-code tools3. Use code tools
OR3rd party products
Why go ‘no-code’?
Possibilities of what you can do are Enormous!
Quick learning curve
Easier ongoing management of solution
Delegate responsibility easily
Question
What are some of the no-code products in the SharePoint space?
No-code tools to build solutions
SharePointDesigner
InfoPath ExcelAccess
SharePoint Designer 2010
Workflows Conditional Formatting
Library form
InfoPath 2010 & 2013
List form
Excel 2013 and browser
Use PowerView to better visualize and present your data dashboard
Access 2013 and browser
Build Access web apps and launch to SharePoint Online
40
How do I practice my ideas and concepts?Watch free videos at:http://sharepoint-videos.com/video-categories/all-free-videos/
Get a free CloudShare environment for 14 days to play around with:http://tinyurl.com/asifcloudshare
Recipe for failure – the Don’ts
Hire the local SharePoint “experts” to come and “do SharePoint” without consultation with business leads
Start full force on many SharePoint projects all at once
Treat SharePoint like a regular intranet where IT pushes out the content and manages pages. Knowledge workers just consume the information
Empowering the Help Desk
Technology Help Desk
Big companies: an internal Help Desk is responsible to deal with All end user technical issues
Small to Medium size companies: sometimes the Help Desk is outsourced
Small companies: It’s Joe or Sarah who is The Help Desk
Are you ‘Joe’ or ‘Sarah’ in your company?
Help Desk resource need
1 full time support person every 5,000 people assuming they generate about 25 to 30 problem tickets per week (small to pretty big issues)
Providing Help to the Help Desk
Formal training 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!
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
Food related events
SharePointOberfest (Oktoberfest)
CollaBOOration (Halloween)
SharePointgiving (Thanksgiving)
30 for 30 – give us 30 mins and we’ll teach you 30 things (Lunch & Learn)
Mini launch and re-launch events
Currently our Intranet is like
But a new one is on the horizon!
Releasing:
September
20xx
Question
What useful widgets do users find helpful?
Useful Widgets on home page
Weather
Traffic
Thought of the day
Call to Action
Make sure to have Executive sponsorship first!
Focus on what your business needs are and not what SharePoint can do
Plan to support your end users and help desk
Practice building no-code solutions in a sandbox/play environment
Always keep things Fresh
Thank [email protected]