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Practical Tips to Increase SharePoint Adoption
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Subject Matter ExpertsMeet your team
Kanwal KhippleCreative Lead
Creative Lead World’s 1st Office 365 based intranet and award winner
(Nielson Norman 2014).
.• 6x SharePoint MVP
• Office 365 MVP
• 12 years of SharePoint consulting experience
• Canadian
• Passionate about developing highly adoptable solutions
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You’ll love the way we work. Together.
Who we are and what we do
We are one of a consulting services company based out of Toronto, ON. We focus on Business Strategy, User Experience and Technology expertise to help transform organizations like yours.
We strive to build innovative solutions.
Our approach is centered on working in partnership with you to deliver results.
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HI, I’M FROM THE IT DEPARTMENT AND WANNA ASK YOU HOW MUCH OUR NEW SHAREPOINT
SYSTEM EASES YOUR WORK.
I’M GLAD YOU ASK! IN THE DAYS BEFORE OUR NEW
SHAREPOINT SYSTEM, I HAD TO MAINTAIN ALL MY FILES,
PROJECTS, FINANCE DOCUMENTS, ETC. IN A BUNCH OF FILE SHARE
FOLDERS. BUT SINCE WE HAVE TO USE THE NEW SHAREPOINT SYSTEM
… I HAVE TO CHECK IN / CHECK OUT EVERY
WEEK ALL MY DOCUMENTS FROM THE FILE SHARE IN THE NEW SYSTEM JUST TO PRETEND I
USE IT
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Got SharePoint?
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What is SharePoint?
• Collaboration• Portal• Search• Content Management• Applications• About 30 other things!
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What is SharePoint?
Steve Ballmer says,
“SharePoint … it’s magic.” - Microsoft SharePoint Conference, 2009, Keynote
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The Challenge
It’s Big
It’s Everything
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What SharePoint Really Can Be To Users
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The Challenge
Build it and They Will Come
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Denial
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Easy
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Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
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Pain Points
Training
Meeting Needs
Helpdesk
End UserSharePoint
CultureSecure
Involvement
PlanningPilot Site
Governance
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Most Important Factor for Realizing Value
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Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
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Common Adoption Plan
• Communication Plan
• Training Plan
• Content Conversion Plan
• User Support Plan
• Incentives and Reward Plan
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Executive sponsorship
• Secure explicit executive sponsorship. Organizations with executives who actively communicate the value and benefit of SharePoint are more likely to be successful with their rollout
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Adoption Team
• Create a dedicated rollout and adoption team. The presence of a dedicated team that's formed during the planning phase and lasts until the end of the adoption has been shown to be an important measure of the rollout's overall success
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Success Metrics
• Develop clearly articulated goals, success criteria, and timeline.
• Focus on enabling users for the essential tasks
• Choose success metrics that tell the whole story
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Pilot• Conduct a robust pilot to validate deployment and
key scenarios
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Marketing Campaign
• Implement a broad marketing campaign to drive awareness.
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Adoption Strategy
Ad
op
tio
n
Stage/Time
Awareness Learning Trial Application Adoption
100%
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Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
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Your Company Vision
1. Warm and inviting online landscape where employees complete their work with ease
2. Cultural glue of a company
3. …
4. …
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Change is the only Constant
Start off as open as possible, worry about guidelines later
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Can’t Live Without Intranet
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Brand Your Portal
Don’t name it SharePoint
• Our World
• 1st Base
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Connecting SharePoint to Biz Goals
• Users want to see the connection
• Outcomes, not requirements
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Focus on effectively getting employees
to adopt the portal over time
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WIIFM• Educate users
• Users want to understand what they get out of using the system
• For example, why they have to add metadata
What’s in it for me?
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Daily Updates
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Quick Access
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Personalize Portal
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Helpdesk Checklist
• Train Help Desk Agents
• Create a Help & Training wiki site
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Don’t Try to Boil the Ocean
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Leverage SharePoint Yourself
Put your meeting Agenda, action items and minutes on the Wiki. Get people to update their action items on the Wiki page.
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Leverage SharePoint Yourself
Before: Send a bulk-email to your teams distribution list
After: Post it on SharePoint. Email everyone from the team a link to the item.
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Digital Asset Management
Slides Library
Video Library
Image Library
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Image Library
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Image Slider
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Calendar Overlays
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Survey - Add a Quick Poll
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Automate Business Processes
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Encourage Social Communation
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Build a Social NetworkLeverage Activity Feeds
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SharePoint Heroes
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Online Scavenger Hunts
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Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
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Training
• Set up a comprehensive intranet site for end users.
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Productivity Hub
Productivity Hub
Download http://spbuzz.it/sp2010prodhubdl
Demo http://spbuzz.it/sp2010prodhubdemo
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SharePoint Buzz Kit
• Posters and announcements
• Brownbag sessions and slides
• Video demos for kiosks
• Training and certificates
• SharePoint Adoption Kit will be updated for
SharePoint 2010
Resources for Rollout and Launch
SharePoint Buzz Kit
Download http://spbuzz.it/sp2007buzzkit
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IUseSharePoint.com
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Adoption Kit
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Adoption Planning
• Content, Content, Content (did I mention content?)
• Engagement Calendar
• Active Community Management
• Regular Communication
• Acknowledge Contributions
• Feature Members
• Reputation Management
• Incentives
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Adoption won’t happen magically (even though you want it to)
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Key Takeaways
Adoption is like Oxygen
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Take AwaysHave a plan
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It’s About the Little Things
• Read every single comment on the intranet
• Say “thank you” in response to every single feedback form submitted
• Key to success is respect for employees. Without respect for employees our communications cannot come across as genuine or sincere