SharePoint Success Slideshow

The Seven Most Important Non Technical SharePoint Success Factors

@rharbridgePresented By: Richard HarbridgeMy dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you dont my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you. 1Who am I?

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Understanding the Non TechnicalIs necessary to avoid poorShared Understanding of Requirements/NeedsKnowledge around Limitations of the Software (When to use it/When not to)Estimation of Effort and Schedule AccuracyThe Biggest ReasonsSharePoint Projects Fail? Our Goal TodayFrom Here To HereWhat we will be talking aboutUnderstanding the Why & Making a DecisionAchieving Buy In and Setting ExpectationsDetermining and Supporting ROIImplementing Successful GovernanceApproaching and Supporting SharePointImproving User AdoptionPlanning for New Work and GrowthUnderstanding the Why and Making a DecisionMeet JoeHi!#SPSRedmond @RHarbridgeAt Joes Company

#SPSRedmond @RHarbridgeDecision Makers dont have Enough Information#SPSRedmond @RHarbridgeThe CFO needs to Reduce Costs#SPSRedmond @RHarbridgeIT Services Struggles to Keep Up#SPSRedmond @RHarbridge

People Are Having Trouble Finding What They NeedAnd#SPSRedmond @RHarbridgeSo Joe has an Idea!

#SPSRedmond @RHarbridgeSince

Awesome!

Not as awesome.#SPSRedmond @RHarbridge14

And Everyone in Joes Company uses Microsoft Office

#SPSRedmond @RHarbridge

SharePoint is the Perfect Fit!#SPSRedmond @RHarbridge

#SPSRedmond @RHarbridgeMap the needs of the organization to the right technology

#SPSRedmond @RHarbridgePerform in depth product comparisons and evaluations

#SPSRedmond @RHarbridgeLike this one

Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept InteractiveThis is important as Microsoft alone has a quite a fewDynamics AXDynamics CRMDynamics GPDynamics NAVDynamics POSDynamics RMSDynamics SL

Even SharePoint has multiple options20072010OnlineOn Site#SPSRedmond @RHarbridgeIts not just a feature to feature comparison#SPSRedmond @RHarbridgeSo Joe does all that good research and

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SharePoint is a part of his overall Enterprise Technology Plan

#SPSRedmond @RHarbridgeThe OutcomeWithin the overall enterprise technology plan SharePoint meets specific business needs.What to watch out forWe have to define our needs carefully if we want to pick the right technology.Achieving Buy In and Setting ExpectationsBefore we begin#SPSRedmond @RHarbridgeLets Talk About Perceptions#SPSRedmond @RHarbridge

#SPSRedmond @RHarbridge

People See Different Things#SPSRedmond @RHarbridgePerceptions Impact MotivationAcceptanceCuriosityHungerFamilyHonourIdealismIndependenceOrderPhysical ActivityPowerAttractivenessSavingSocial ContactStatusSecurityVengeance#SPSRedmond @RHarbridgeTwo Key Groups Must Buy In and Have The Right ExpectationsIT ServicesDecision Makers#SPSRedmond @RHarbridgeWhat is the most important thing to IT Services?#SPSRedmond @RHarbridgeCOST OF OWNERSHIPWhat are some ways we can convince IT Services?#SPSRedmond @RHarbridgeThe Biggest Point to Share is:SharePoint eventually allows Business Users to develop and implement business solutions that use technology without ITs involvement.The Reality:IT doesnt want to learn/support a new technology.SharePoints integration is invaluable to IT. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.Cost of Ownership (IT)

#SPSRedmond @RHarbridgeInformationInformationInformationInformationExplain Information Overload#SPSRedmond @RHarbridgeExplain Platform Benefits#SPSRedmond @RHarbridgeWhat is the most important thing to Decision Makers?#SPSRedmond @RHarbridgeAdd Value To BusinessWhat are some ways we can convince Decision Makers?#SPSRedmond @RHarbridgeAdd Value (Decision Makers)The Biggest Point to Share is:SharePoint can help achieve business objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.The Reality:Business Objectives are often not specific enough to be achievable. It takes time and investment to reach the point all managers and executives want. #SPSRedmond @RHarbridgePrioritize and Plan

#SPSRedmond @RHarbridgeMap Solutions to ObjectivesCentralize Knowledge and ResourcesEnhance CollaborationAutomate and Improve Business ProcessesEnhance Governance ModelReduce Redundancy and Improve EfficiencyAdjust Site Structure and TaxonomyMigrate File SharesCreate DashboardsImplement Workflow SolutionsConfigure Search ServicesBranding Direct Relationship Indirect Relationship* Objectives should be more specific Example purposes only.#SPSRedmond @RHarbridgeWhats the expectation we have to set?

#SPSRedmond @RHarbridgeIt Takes TimeSharePoint Solutions (Evolution)*Super Simplified#SPSRedmond @RHarbridgeThe Outcome

Joe has achieved momentum and buy in.What to watch out forJoe must carefully manage expectations and maintain the momentum.Determining and Supporting ROIHow do we get here?#SPSRedmond @RHarbridgeShow expected cost and return over multiple time periods.

Remember to discount values to account for cost of capital impact and the fact $5 dollars today is worth less than $5 in the future.Evaluating With Discounted Cash Flow

Evaluating with Real Options Analysis

#SPSRedmond @RHarbridgeEvaluating with Monte Carlo Analysis

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This is kind of boringThere are different ways of calculating ROI#SPSRedmond @RHarbridgeThere are really only two ways of using ROI1. For Prioritization2. To Improve Return#SPSRedmond @RHarbridgeYou take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.58The Simplest ROI Formula EverEstimated ValueEstimated DifficultyEven I can do it!1. For Prioritization#SPSRedmond @RHarbridgeYou take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.59ExamplesI have a difficult requirement. Its an 8 in difficulty (out of 10).I have an easy requirement. Its a 2 in difficulty (out of 10).The expected value of the difficult requirement is 4 (out of 10).The expected value of the easy requirement is 6 (out of 10).

Estimated ValueEstimated Difficulty1. For Prioritization#SPSRedmond @RHarbridgeROI (traditionally) Measures Financial Impact

2. To Improve Return#SPSRedmond @RHarbridgeROI analysis often misses 'non-financial impact or increased potentialWebsite/Intranet VisitorsIncreased ConnectionsUser ComplaintsImproved MoraleImproved SkillsImproved Know-HowInnovationBetter ReputationEmployment ApplicationsClick-throughsCommentsPositive Word of MouthNegative Word of MouthImproved RelationshipsSTILL IMPORTANT2. To Improve Return#SPSRedmond @RHarbridge

Example of Non-Financial Measurement2. To Improve Return#SPSRedmond @RHarbridge

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Use them.#SPSRedmond @RHarbridgeSharePoint Deployment Planning Services (SDPS)

https://www.partnersdps.com/Pages/ToolsSupport.aspx#SPSRedmond @RHarbridgeRapid Economic Justification Guidehttp://www.microsoft.com/business/enterprise/value.mspx

#SPSRedmond @RHarbridgeMEASURE THE RIGHT THING

#SPSRedmond @RHarbridgeWhat you dont want.Dont lose perspective.#SPSRedmond @RHarbridgeThe OutcomeJoe is measuring effort effectively to better prioritize or to improve return on investment.What to watch out forFear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.Implementing Successful Governance

What is Governance?#SPSRedmond @RHarbridgeGOVERNANCE IS REQUIREDWithout effective governanceorganization, performance, andcapability are significantly reduced.What does that mean?#SPSRedmond @RHarbridgeWithout Governance

#SPSRedmond @RHarbridgeSo how do we do it?#SPSRedmond @RHarbridgeTeamwork is KeyThere are typically 5 teams for SharePoint Governance:Business Strategy TeamInitiatives/Technical Strategy TeamTactical Teams:Tactical Operations TeamTactical Development TeamTactical Support Team

#SPSRedmond @RHarbridgeAlternative TeamsIf the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.Tactical TeamOperationsDevelopmentSupportStrategy TeamBusinessTechnical

#SPSRedmond @RHarbridgeIdentify patterns.Plan for patterns.Execute patterns.I think I see a Pattern.#SPSRedmond @RHarbridgeExecuting Governance

#SPSRedmond @RHarbridgeNo Single Approach

ProjectsTasksCommunitiesPractices#SPSRedmond @RHarbridgeAggregate/Reference Document or Site (Contains all SharePoint Info Single Point of Reference)Objectives/Priorities (Tech/Business)Governance Deliverables

Utilized by Business Users to develop and implement business solutions that use technology without ITs direct involvement.Our primary unified application delivery platform.Our primary workflow/business process automation platform.Our intranet and communication center for internal corporate communications.SharePoint will beOur (external) web content management platform.Our primary document management platform.Our contact management platform.SharePoint will not be#SPSRedmond @RHarbridgeObjectives/PrioritiesDisaster Recovery PlanStorage and Quota PoliciesMonitoring PlansMaintenance PlansService Level AgreementsSecurity PoliciesDeployment Process, Policies, and ScheduleOperations Deliverables

#SPSRedmond @RHarbridgeObjectives/PrioritiesBranding GuideSharePoint Designer PolicyWorkflow PolicyDevelopment Standards (Including OOTB vs Custom)Development Environment PolicyTesting RequirementsDeployment Process, Policies, and ScheduleDevelopment DeliverablesSharePoint Standards Online#SPSRedmond @RHarbridge

Objectives/PrioritiesSite Classification and Platform ClassificationSite Provisioning Process/QuestionnaireUser Expectations AgreementRoles and ResponsibilitiesSupport Agreement(s)Training and Communication PlansMySite Policies (Pictures)

Support Deliverables#SPSRedmond @RHarbridge

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Use them.#SPSRedmond @RHarbridgeGovernance Checklist

#SPSRedmond @RHarbridgeTechNet, Community and More..

#SPSRedmond @RHarbridge

With Governance#SPSRedmond @RHarbridgeThe OutcomeEveryone Achieves a Shared Understanding of SharePoint Related ProcessesWhat to watch out forNot just documents, policies, and procedures. It is an active and ongoing process.Approaching and Supporting SharePointWhat is the best approach for SharePoint Implementations?

#SPSRedmond @RHarbridgeITERATIVE APPROACHWhy Iterative?SharePoint is a very large platform.It takes time to understand SharePoint. SharePoint is great for rapid prototyping, and for proof of concept work. It ensures there is enough time to review, adjust, and communicate.#SPSRedmond @RHarbridgeCommunication Planning#SPSRedmond @RHarbridgeWill act as a binding agreement (forces you to carry through).Helps keep communication focused.Helps prevent unwanted surprises.The Communication Plan#SPSRedmond @RHarbridgeAsk every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/abilityUse Pictures - Pictures and moreeee pictures.

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Support Planning#SPSRedmond @RHarbridgeDont forget you arent superman.(Sorry Joe)#SPSRedmond @RHarbridgeMultiple Tiers for Escalation(You cant know everything)#SPSRedmond @RHarbridgeMeasure SupportLearn and use data to be proactive.#SPSRedmond @RHarbridge

Diversify Support resources/mediumsBooks and ManualsOnlineMSDNTechNetBlogsCheat SheetsOne on OneClassroom TrainingForumsHelp Etc#SPSRedmond @RHarbridgeUseful, digestible training sessions (less than an hour)Workshops > Presentations

#SPSRedmond @RHarbridgeDependency also works.106

Avoid too much too fast.Keep it simple.Its like learning to drive.#SPSRedmond @RHarbridge

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Use them.#SPSRedmond @RHarbridgeProductivity Hub

#SPSRedmond @RHarbridgeSupport Tip#SPSRedmond @RHarbridgeRESPONDYou never want to give the IT busy signal, or support busy signal.The OutcomeSharePoint is supported effectively.What to watch out forThe training and support can be costly in time and resources.Improved User AdoptionHow do we get successful User Adoption?

#SPSRedmond @RHarbridgeUSERS MUST UNDERSTAND THE VALUE

Successful User Adoption Requires#SPSRedmond @RHarbridgeDo a video like this one

#SPSRedmond @RHarbridgeHigh Availability, Mobility and Accessibility also lead to better User Adoption!SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More #SPSRedmond @RHarbridgeCultivate and promote the right culture.

#SPSRedmond @RHarbridgeCreate an Identity and BrandBranding should make it easier, and more effective.

Consistency Across User EnvironmentsModify Provisioned Site (or Templates) Based on Need#SPSRedmond @RHarbridge121Focus on those on board/ready.People who already want it.

#SPSRedmond @RHarbridge

Make it Fun!

Hold Contests, Scavenger Hunts and Other Activities#SPSRedmond @RHarbridgeUse what they love.If they love using outlook focus on using that as a leveraging point.

#SPSRedmond @RHarbridgeIts okay to be proud.Say Thank You#SPSRedmond @RHarbridgeReward super users with achievements.

Then promote the desire to get rewards.

#SPSRedmond @RHarbridgeCreate a SharePoint Showcase

Where users submit and show off their SharePoint SolutionsGood Idea!#SPSRedmond @RHarbridge

#SPSRedmond @RHarbridgeMake it easier to work with

#SPSRedmond @RHarbridgeThe OutcomeSharePoint is successfully adopted by a large enough group of users to be deemed successful.What to watch out forThe build it they will come approach will not work alone.Planning for New Work and GrowthWhat about New Work & Growth?#SPSRedmond @RHarbridgeSpend time in advance building a channel for new work.Avoid the flood.#SPSRedmond @RHarbridgeKnow your limits

#SPSRedmond @RHarbridge

Grow your team

#SPSRedmond @RHarbridge136Know your team and needs

Developers(s)Administrators(s)Architect(s)Business Analyst(s)Project Manager(s)Site Administrator(s)Super Users(s)Trainer(s)#SPSRedmond @RHarbridge137Cultivate new work! Its a good thing.

This boosts user adoption! (More functionality and dependency over time)#SPSRedmond @RHarbridgeThe OutcomeThe SharePoint Implementation continues to grow, expand and provide more value.What to watch out forYou need to plan support for new work/requests otherwise people will lose confidence.So being successful requiresUnderstanding the non technical as well as the technical.Understanding the Why & Making a DecisionAchieving Buy In and Setting ExpectationsDetermining and Supporting ROIImplementing Successful GovernanceApproaching and Supporting SharePointImproving User AdoptionPlanning for New Work and GrowthUnderstand Business Needs and Map to ThemShare Alignment, Vision and ExpectationsUse Measurements to Improve and Return MoreUse Team Work And Execute With PatternsBe Iterative, Leverage Everyone, and RespondShare the Value and SuccessesManage your Capability and PrioritiesSuccess FactorsPlease Fill Out The SurveyInterested in hearing more on these topics? Related sessions are:Effective Requirements Gathering WorkshopsRuven GotzCongratulations, Youre THE SharePoint Person In ChargeDavid GriffithsInformation Management: Ontology and Taxonomy CreationBrian SeitzHow to Facilitate the Government out of GovernanceVirgil CarrolSharePoint as a Platform for Business ApplicationsOwen AllenA lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.

It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.

Thank You for Reading/Listening143

Thank You Organizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me:Twitter: @rharbridgeBlog: www.rharbridge.com LinkedIn: www.linkedin.com/in/rharbridgeEmail me at: richard@rharbridge.com My company: www.Allin.com

A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.

It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.

Thank You for Reading/Listening144