getting the most from sharepoint

Getting the most

from SharePoint

Sam Marshall

Congress SharePoint 25th September 2012

ClearBox Consulting Intranet, SharePoint & Digital Workplace

Strategy

Governance

Implementation

Collaboration

Training

www.clearboxconsulting.co.uk

@sammarshall

What would get you to cross?

The adoption problem

Use of social tools gets so far then stalls

“Only 13% of IT professionals believe their

internal social networks have been a success”

– Information Week Survey 2011

“enterprises with several years of Enterprise 2.0

efforts under their belt have failed to reach the

tipping point and cross into mainstream

adoption of social collaboration”

– Laurie Buczek “The big failure of Enterprise 2.0 Social Business”

Only a fraction of SharePoint gets used

80% of organisations with SharePoint continue

emailing documents back and forth

-- Usamp survey 2010

In some companies, the intranet is seen as the last resort

“Whenever somebody tells me that the answer is on

SharePoint my heart sinks. I know I’ll never find it”

-- Employee survey response [Anon]

Balance of resources given to system vs. adoption

implementation team

technical team

(it’s not just a SharePoint issue)

25% office workers bored ‘most of the time’

“...they resort to minor acts of vandalism and stealing

post-it notes for stimulation”

How should we think about “Adoption?”

Not just good content or ease of use

These sound like hygiene factors

If that’s all we have, SharePoint will only ever be

in the background

Nobody cares if SharePoint is used apart from you

Should your SharePoint be

essential?

“People spent twice as long on my intranet”

Is that good or bad?

What matters is that people are productive

SharePoint is like a Swiss army knife...

...but if only it was that simple

The trick is to not deploy everything

The Benefits Map

Capability Benefit Outcome Strategic

Goals Feature

Customer

satisfaction

Corp-Wide

Comms

Single identity

“One”

Organisation

All employees

see same msg.

2-way comms

channel

Employee

engagement Less churn

Time savings Response

times faster

Fewer

outages

Better stock

control

Social media

Single CMS

ERP

Dashboard

Quicker data

access

Single place

to collaborate

Flexible project

resourcing

Best people

on a task Team Sites

Does this mean your people will care too?

Maybe ...but it’s not as simple as WIIFM

SharePoint team Employee

Do happy people work harder?

“we analyzed the 64,000 specific workday events

reported in the diaries: of all the events that

engage people at work, the single most important

— by far — is simply making progress in

meaningful work.”

“we asked 669 managers from companies

around the world to rank five employee

motivators in terms of importance, they ranked

“supporting progress” dead last.

Amabile & Kramer in “The Progress Principle”

4 Levels of Adoption (MARS model)

1) Mandated

Mandated - pros & cons

Works best for services

Efficient use of asset

Compliance

Who will enforce?

Resentment

2) Accepted

Acceptance goes beyond launch

Awareness

Removal of negatives

Usable

Attractive

Accessible

Trained

Supported

Won’t look foolish

Won’t backfire

Trust and value in content

Expiry dates

Owner name

Owner photo

Publishing process

SCANA champions

Training & sandpit

Normal / Legitimised

Windows Mobile user iPhone users

nGage analytics

Leaders set example

Break old habits

3 Things that are hard to kill

Harmon.ie example

Intercept workflow

Make intranet easiest option

Accept that change will take time

3) Rewarding

“Drive” by Dan Pink

C:/Users/SamA/Documents/Consult and Conferences/Videos for talks/RSA Animate - Drive The surprising truth about what motivates us - YouTube.flv

Extrinsic value

It can kill the kind very creativity and problem-

solving that intranets are there to promote

Finding value takes experimentation

NationalField designed to hook into value

proposition learned in Facebook

Recognition can be reward enough

4) Stimulating

Autonomy

Home workers 20% more productive than office-

based colleagues

--BT

BYOD

40% of students would accept a lower paying job if

they could choose their work device

--Cisco survey 2011

Freedom to choose how to collaborate

‘Friction free’ collaboration

Connecting to the right people

Access to information without barriers

Self-expression

“When the company imposed rules prohibiting

workers from blogging about their non-work

interests, work postings dropped. When the

company allowed workers to post freely, blogging

and reading went up and employees exchanged

more information about both work and play”

Mastery

Learning

New ideas

Experimentation and curiosity

Demonstrating mastery

Tap into the topics that people are passionate about

Purpose

Connection to higher objective

Vocation

Resilience to setbacks

Connecting employee to outcome

CAFOD example


1. Mandated

2. Accepted

3. Rewarding

4. Stimulating


Requirement for expenses

system

1. Mandated

2. Accepted

3. Rewarding

4. Stimulating


Fill in as much as possible

from other sources

Show % employees

complied

Ensure leader profiles

completed

1. Mandated

2. Accepted

3. Rewarding

4. Stimulating


Employee of the month

Feature profile with any

activity

Show % individual profile

complete

1. Mandated

2. Accepted

3. Rewarding

4. Stimulating


Connect with like-minded

people

Get involved as an expert

Place to express yourself

1. Mandated

2. Accepted

3. Rewarding

4. Stimulating

Can you overdo it?

People think process intrinsically good and forget

about business value (Morten Hansen ‘Collaboration’)

Silos can be powerful

‘Good’ adoption is not all employees using all tools

ClearBox Consulting Intranet, SharePoint & Digital Workplace

Strategy

Governance

Implementation

Collaboration

Training

www.clearboxconsulting.co.uk

@sammarshall

Photo credits:

Paper planes: Mandy Jansen www.flickr.com/photos/drh/3152118597/sizes/l/in/photostream/

Starburst chain: gesika22 http://www.flickr.com/photos/gesika22/2227186684/

Rocket: t0msk http://www.flickr.com/photos/t0msk/3950637767/sizes/z/in/photostream/

iChing bathroom image © Yum! Brands Inc.

Harmon.ie screenshot © www.harmon.ie

Badges: drewm http://www.flickr.com/photos/drewm/468436732/sizes/l/in/photostream/

Man using laptop on beach: zzathras777 http://www.flickr.com/photos/zzathras777/2667783619/

Books http://www.flickr.com/photos/bengallagher/4101516350/sizes/l/in/photostream/

Screenshots from CAFOD, Aviva, Unilever nGage and COWI by kind permission of the companies.

http://www.flickr.com/photos/t0msk/3950637767/sizes/z/in/photostream/

http://www.flickr.com/photos/bengallagher/4101516350/sizes/l/in/photostream/