Designing a Communication Designing a Communication PlanPlanDesigning a Communication Designing a Communication PlanPlan

Russ BasiuraPrincipal ConsultantRJB Technical Consultingwww.rjbtech.com

Goal: Widespread user adoption of SharePoint technologies within your organization

© 2005 RJB Technical Consulting, Inc.. All rights reserved.This presentation is for informational purposes only. RJB Technical Consulting makes no warranties, express or implied, in this summary.

AgendaAgendaAgendaAgenda

Your Vision Your Plan Communication Guidelines Adoption Approach Adoption Quick Wins

Goal of PresentationGoal of PresentationGoal of PresentationGoal of Presentation

Serve as a tool for SharePoint evangelists within each organization

Provide guidelines for success based on experiences with a dozen different companies

Assumption: You already know and love SharePoint

Business Needs Drive Business Needs Drive AdoptionAdoptionBusiness Needs Drive Business Needs Drive AdoptionAdoption

Business Performance Management

Employee self-service Enterprise

communication and collaboration

Benefits:- Better decisions- Increased productivity- Improved customer service - Automated processes- Reduced costs

Critical Success FactorsCritical Success FactorsCritical Success FactorsCritical Success Factors Successful adoption depends not just on the design and the technology,

but also on developing and implementing a plan for three critical “non-technology” components:

activities that you need to consider in both the launch and ongoing operations of your new solution.

Rollout processes to

prepare for the roll-out and ongoing content management processes for your solution.

processes and roles for maintaining and managing the content in your team sites

GovernancePlanning

Your Vision – Have oneYour Vision – Have oneYour Vision – Have oneYour Vision – Have one

Perfect tool to organize and manage unstructured data: Spreadsheets Documents and Forms

Perfect place to present an organization’s structured data: Operational Metrics Financial Scorecards

Your PlanYour PlanYour PlanYour Plan

Define your approach. Have a kick-off event/meeting Plan for Training and Support Road Map for adoption and

technology SPS and/or WSS Web Parts Office Integration (InfoPath, Smart

Documents) Custom Solution Business Intelligence Business Process Automation

Communication StrategyCommunication StrategyCommunication StrategyCommunication Strategy

Leverage key executive support Identify key knowledge managers Identify key messages

“Speed-to-Insight”

Key MessagesKey MessagesKey MessagesKey MessagesAudience Message

Users Productivity

Control

Flexibility

Managers Roll-Up

Management by Exception

Communication

Administrators Centralized Administration

Distributed Control

Leadership (CEO, CIO, CFO…) Security

Business Value

Address Risk

Communication Method Communication Method ExamplesExamplesCommunication Method Communication Method ExamplesExamples Break room or cafeteria poster Conference room walls Splash screens Corporate or departmental meetings Training or new employee orientations Newsletter announcements Department Meetings – 5 minutes on

agenda Monthly “Tips-N-Tricks” emails to site

owners Videos

Adoption ApproachAdoption ApproachAdoption ApproachAdoption Approach

Mother of all Projects vs. Small victories

Big Project Pros:Better Acceptance.Demonstrate many SharePoint/Office features from the start.Cons:All eggs in one basket.May never even know what SharePoint is.

Small VictoriesPros:Gain acceptance with less risk.Makes later application development easier because users understand SharePoint.Cons:Slower – SharePoint utilization may take longer.Users with More specific needs will look to other products.

Quick WinsQuick WinsQuick WinsQuick Wins Corporate Branding

Colors and Images Popular WSS features

Calendars Lists (look for spreadsheets) Discussions Templates

Common Problems Project Management Document Management Issues / Requests / Complaints

Keys to Driving User Keys to Driving User AdoptionAdoptionKeys to Driving User Keys to Driving User AdoptionAdoption Assimilate key users first Design the deployment to prevent

duplicate content Make it easy for content authors to

add content to the portal Make it “Fun” to use

DiscussionDiscussionDiscussionDiscussion

Russ BasiuraPrincipal ConsultantRJB Technical Consultingwww.rjbtech.com

© 2005 RJB Technical Consulting, Inc.. All rights reserved.This presentation is for informational purposes only. RJB Technical Consulting makes no warranties, express or implied, in this summary.