sharepoint saturday redmond - the seven most important (non technical) sharepoint success factors
TRANSCRIPT
- 1. The Seven Most Important Non Technical SharePoint Success
Factors
Presented By: Richard Harbridge
@rharbridge - 2. Who am I?
I - 3. Understanding the Non Technical
The Biggest ReasonsSharePoint Projects Fail?
Is necessary to avoid poor
- Shared Understanding of Requirements/Needs
- 4. Knowledge around Limitations of the Software (When to use it/When not to)
- 5. Estimation of Effort and Schedule Accuracy
- Our Goal Today
From Here To Here - 6. What we will be talking about
Understanding the Why & Making a Decision
Achieving Buy In and Setting Expectations
Determining and Supporting ROI
Implementing Successful Governance
Approaching and Supporting SharePoint
Improving User Adoption
Planning for New Work and Growth - 7. Understanding the Why and Making a Decision
- 8. Meet Joe
Hi! - 9. At Joes Company
- 10. Decision Makers dont have Enough Information
- 11. The CFO needs to Reduce Costs
- 12. IT Services Struggles to Keep Up
- 13. And
People Are Having Trouble Finding What They Need - 14. So Joe has an Idea!
- 15. Since
Awesome!
Not as awesome. - 16. And Everyone in Joes Company uses Microsoft
Office
- 17. SharePoint is the Perfect Fit!
- 18.
- 19. Map the needs of the organization to the right
technology
- 20. Perform in depth product comparisons and
evaluations
- 21. Like this
one
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive - 22. This is important as Microsoft alone has a quite a
few
- Dynamics AX
- 23. Dynamics CRM
- 24. Dynamics GP
- 25. Dynamics NAV
- 26. Dynamics POS
- 27. Dynamics RMS
- 28. Dynamics SL
- 2007
Online
On Site
Even SharePoint has multiple options
2010 - 29. Its not just a feature to feature comparison
- 30. So Joe does all that good research and
- 31. SharePoint is a part of his overall Enterprise Technology
Plan
- 32. The Outcome
Within the overall enterprise technology plan SharePoint meets specific business needs. - 33. What to watch out for
We have to define our needs carefully if we want to pick the right technology. - 34. Achieving Buy In and Setting Expectations
- 35. Before we begin
- 36. Lets Talk About Perceptions
- 37.
- 38. People See Different Things
- 39. Perceptions Impact Motivation
- 40. Two Key Groups Must Buy In and Have The Right
Expectations
IT Services
Decision Makers - 41. What is the most important thing to IT Services?
- 42. COST OF OWNERSHIP
- 43. What are some ways we can convince IT Services?
- 44. Cost of Ownership (IT)
The Biggest Point to Share is:
- SharePoint eventually allows Business Users to develop and implement business solutions that use technology without ITs involvement.
- IT doesnt want to learn/support a new technology.
- 45. SharePoints integration is invaluable to IT.
- 46. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
- Explain Information Overload
Information
Information
Information
Information - 47. Explain Platform Benefits
- 48. What is the most important thing to Decision
Makers?
- 49. Add Value To Business
- 50. What are some ways we can convince Decision
Makers?
- 51. Add Value (Decision Makers)
The Biggest Point to Share is:
- SharePoint can help achievebusiness objectives by improving productivity, reducing waste, and improving visibility to help drive better decision making.
- Business Objectives are often not specific enough to be achievable.
- 52. It takes time and investment to reach the point all managers and executives want.
- Prioritize and Plan
- 53. Map Solutions to Objectives
Direct RelationshipIndirect Relationship
* Objectives should be more specific Example purposes only. - 54. Whats the expectationwe have to set?
- 55. It Takes Time
- 56. SharePoint Solutions (Evolution)
*Super Simplified - 57. The Outcome
Joe has achieved momentum and buy in. - 58. What to watch out for
Joe must carefully manage expectations and maintain the momentum. - 59. Determining and Supporting ROI
- 60. How do we get here?
- 61. Evaluating With Discounted Cash Flow
- Show expected cost and return over multiple time periods.
- 62. 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 Real Options Analysis
- 63. Evaluating with Monte Carlo Analysis
- 64. There are different ways of calculating ROI
This is kind of boring - 65. There are really only two
ways of using ROI
1. For Prioritization
2. To Improve Return - 66. 1. For Prioritization
The Simplest ROI Formula Ever
Estimated Value
Even I can do it!
Estimated Difficulty - 67. 1. For Prioritization
Examples
- I have a difficult requirement. Its an 8 in difficulty (out of 10).
- 68. I have an easy requirement. Its a 2 in difficulty (out of 10).
- 69. The expected value of the difficult requirement is 4 (out of 10).
- 70. The expected value of the easy requirement is 6 (out of 10).
Estimated Difficulty - 71. 2. To Improve Return
ROI (traditionally) Measures Financial Impact - 72. 2. To Improve Return
ROI analysis oftenmisses 'non-financial impact or increased potential
STILL
IMPORTANT
Improved Relationships
Improved Know-How
Website/Intranet Visitors
Improved Morale
Improved Skills
User Complaints
Increased Connections
Positive Word of Mouth
Innovation
Click-throughs
Employment Applications
Comments
Negative Word of Mouth
Better Reputation - 73. 2. To Improve Return
Example of Non-Financial Measurement - 74. IS
Use them. - 75. SharePoint Deployment Planning Services (SDPS)
https://www.partnersdps.com/Pages/ToolsSupport.aspx - 76. Rapid Economic Justification Guide
http://www.microsoft.com/business/enterprise/value.mspx - 77. MEASURE THE RIGHT THING
- 78.
- 79. What you dont want.
Dont lose perspective. - 80. The Outcome
Joe is measuring effort effectively to better prioritize or to improve return on investment. - 81. What to watch out for
Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong. - 82. Implementing Successful Governance
- 83. What is Governance?
- 84. GOVERNANCE IS REQUIRED
- 85. What does that mean?
Without effective governanceorganization, performance, andcapability are significantly reduced. - 86. Without Governance
- 87. So how do we do it?
- 88. Teamwork is Key
There are typically 5 teams for SharePoint Governance:
- Business Strategy Team
- 89. Initiatives/Technical Strategy Team
- 90. Tactical Teams:
- 91. Tactical Operations Team
- 92. Tactical Development Team
- 93. Tactical Support Team
- Alternative Teams
If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
- Tactical Team
- 94. Operations
- 95. Development
- 96. Support
- 97. Strategy Team
- 98. Business
- 99. Technical
- Identify patterns.Plan for patterns.Execute
patterns.
- 100. I think I see a Pattern.
- 101. Executing Governance
- 102. No Single Approach
Projects
Communities
Tasks
Practices - 103. Governance Deliverables
- Aggregate/Reference Document or Site(Contains all SharePoint Info Single Point of Reference)
- 104. Objectives/Priorities (Tech/Business)
- SharePoint will be
- Utilized by Business Users to develop and implement business solutions that use technology without ITs direct involvement.
- 105. Our primary unified application delivery platform.
- 106. Our primary workflow/business process automation platform.
- 107. Our intranet and communication center for internal corporate communications.
- 108.
- Our (external) web content management platform.
- 109. Our primary document management platform.
- 110. Our contact management platform.
- 111.
- Operations Deliverables
- Objectives/Priorities
- 112. Disaster Recovery Plan
- 113. Storage and Quota Policies
- 114. Monitoring Plans
- 115. Maintenance Plans
- 116. Service Level Agreements
- 117. Security Policies
- 118. Deployment Process, Policies, and Schedule
- Development Deliverables
- Objectives/Priorities
- 119. Branding Guide
- 120. SharePoint Designer Policy
- 121. Workflow Policy
- 122. Development Standards (Including OOTB vs Custom)
- 123. Development Environment Policy
- 124. Testing Requirements
- 125. Deployment Process, Policies, and Schedule
- 126. Support Deliverables
- Objectives/Priorities
- 127. Site Classification and Platform Classification
- 128. Site Provisioning Process/Questionnaire
- 129. User Expectations Agreement
- 130. Roles and Responsibilities
- 131. Support Agreement(s)
- 132. Training and Communication Plans
- 133. MySite Policies (Pictures)
- IS
Use them. - 134. Governance Checklist
- 135. TechNet, Community and More..
- 136. With Governance
- 137. The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related Processes - 138. What to watch out for
Not just documents, policies, and procedures. It is an active and ongoing process. - 139. Approaching and Supporting SharePoint
- 140. What is the best approach for SharePoint
Implementations?
- 141. ITERATIVE APPROACH
- 142. Why Iterative?
- SharePoint is a very large platform.
- 143. It takes time to understand SharePoint.
- 144. SharePoint is great for rapid prototyping, and for proof of concept work.
- 145. It ensures there is enough time to review, adjust, and communicate.
- CommunicationPlanning
- 146. TheCommunicationPlan
- Will act as a binding agreement (forces you to carry through).
- 147. Helps keep communication focused.
- 148. Helps prevent unwanted surprises.
- SupportPlanning
- 149. Dont forget you arent superman.
(Sorry Joe) - 150. Multiple Tiers for Escalation
(You cant know everything) - 151. Measure Support
Learn and use data to be proactive. - 152. Diversify Support
resources/mediums
- Books and Manuals
- 153. Online
- 154. MSDN
- 155. TechNet
- 156. Blogs
- 157. Cheat Sheets
- 158. One on One
- 159. Classroom Training
- 160. Forums
- 161. Help
- 162. Etc
- Useful, digestible trainingsessions (less than an hour)
Workshops > Presentations - 163. Avoid too much too fast.Keep it simple.
Its like learning to drive. - 164. IS
Use them. - 165. Productivity Hub
- 166. Support Tip
- 167. RESPOND
You never want to give the IT busy signal, or support busy signal. - 168. The Outcome
SharePoint is supported effectively. - 169. What to watch out for
The training and support can be costly in time and resources. - 170. Improved User Adoption
- 171. How do we get successful User Adoption?
- 172. USERS MUST UNDERSTAND THE VALUE
- 173. Successful User Adoption Requires
- 174. Do a video like this one
- 175. High Availability, Mobility and Accessibility also lead to
better User Adoption!
SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More - 176. Cultivate and promote the
right culture. - 177. Create an Identity and Brand
Consistency Across User Environments
Modify Provisioned Site (or Templates) Based on Need
Branding should make it easier, and more effective. - 178. Focus on those on board/ready.
People who already want it. - 179. Make it Fun!
Hold Contests, Scavenger Hunts and Other Activities - 180. Use what they love.
If they love using outlook focus on using that as a leveraging point. - 181. Say Thank You
Its okay to be proud. - 182. Reward super users with achievements.
Then promote the desire to get rewards. - 183. Create a SharePoint Showcase
Good Idea!
Where users submit and show off
their SharePoint Solutions - 184.
- 185. Make it easier to work with
- 186. The Outcome
SharePoint is successfully adopted by a large enough group of users to be deemed successful. - 187. What to watch out for
The build it they will come approach will not work alone. - 188. Planning for New Work and Growth
- 189. What about New Work & Growth?
- 190. Spend time in advance building a channel for new
work.
Avoid the flood. - 191. Know your limits
- 192. Growyour team
- 193. Knowyour team and needs
- Developers(s)
- 194. Administrators(s)
- 195. Architect(s)
- 196. Business Analyst(s)
- 197. Project Manager(s)
- 198. Site Administrator(s)
- 199. Super Users(s)
- 200. Trainer(s)
- Cultivatenew work! Its a good thing.
This boosts user adoption! (More functionality and dependency over time) - 201. The Outcome
The SharePoint Implementation continues to grow, expand and provide more value. - 202. What to watch out for
You need to plan support for new work/requests otherwise people will lose confidence. - 203. So being successful requires
Understanding the non technical as well as the technical. - 204. Success Factors
Understanding the Why & Making a Decision
Achieving Buy In and Setting Expectations
Determining and Supporting ROI
Implementing Successful Governance
Approaching and Supporting SharePoint
Improving User Adoption
Planning for New Work and Growth
Understand Business Needs and Map to Them
Share Alignment, Vision and Expectations
Use Measurements to Improve and Return More
Use Team Work And Execute With Patterns
Be Iterative, Leverage Everyone, and Respond
Share the Value and Successes
Manage your Capability and Priorities - 205. Please Fill Out The Survey
Interested in hearing more on these topics? Related sessions are:
- Effective Requirements Gathering WorkshopsRuvenGotz
- 206. Congratulations, Youre THE SharePoint Person In ChargeDavid Griffiths
- 207. Information Management: Ontology and Taxonomy Creation
- How to Facilitate the Government out of Governance
- SharePoint as a Platform for Business Applications
- 208. Thank You Organizers, Sponsors andYoufor Making this
Possible.
Questions? Ideas? Feedback? Contact me:
- Twitter: @rharbridge
- 209. Blog:www.rharbridge.com
- 210. LinkedIn: www.linkedin.com/in/rharbridge
- 211. Email me at: [email protected]
- 212. My company: www.Allin.com