ScarePoint Saturday - The 7 SharePoint Success Factors
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- 1. The Seven Most Important SharePoint Success Factors #SPSTC
@RHarbridge Presented By: Richard Harbridge
- 2. Who am I? Exceedingly Wealthy Polymath Scientific Genius
Incredible Inventor & Innovator Controls Mystical Powers An
Absolute Monarch With Diplomatic Immunity
- 3. Understanding the Non Technical Is necessary to avoid poor
Shared Understanding of Requirements/Needs Knowledge around
Limitations of the Software (When to use it/When not to) Estimation
of Effort and Schedule Accuracy The Biggest Reasons SharePoint
Projects Fail?
- 4. Our Goal Today From Here To Here
- 5. Understanding the Why and Making a Decision
- 6. #SPSTC @RHarbridge Meet Joe Hi!
- 7. #SPSTC @RHarbridge At Joes Company
- 8. #SPSTC @RHarbridge Decision Makers dont have Enough
Information
- 9. #SPSTC @RHarbridge The CFO needs to Reduce Costs
- 10. #SPSTC @RHarbridge IT Services Struggles to Keep Up
- 11. #SPSTC @RHarbridge People Are Having Trouble Finding What
They Need And
- 12. #SPSTC @RHarbridge So Joe has an Idea!
- 13. #SPSTC @RHarbridge Since Awesome! Not as awesome.
- 14. #SPSTC @RHarbridge And Everyone in Joes Company uses
Microsoft Office
- 15. #SPSTC @RHarbridge SharePoint is the Perfect Fit!
- 16. #SPSTC @RHarbridge
- 17. #SPSTC @RHarbridge Map the needs of the organization to the
right technology
- 18. #SPSTC @RHarbridge Perform in depth product comparisons and
evaluations
- 19. Like this one Excerpt of Product Comparison written by
Richard Harbridge courtesy of Concept Interactive
- 20. This is important as Microsoft alone has a quite a few
Dynamics AX Dynamics CRM Dynamics GP Dynamics NAV Dynamics POS
Dynamics RMS Dynamics SL
- 21. SharePoint is not a Silver Bullet SharePoint is not a
Silver Bullet at NothingButSharePoint.com
- 22. #SPSTC @RHarbridge Foundation Standard Enterprise Even
SharePoint has multiple options 2007 2010 Online On Site
- 23. Its Big Ecosystem
- 24. #SPSTC @RHarbridge Its not just a feature to feature
comparison People Process Technology
- 25. #SPSTC @RHarbridge So Joe does all that good research
and
- 26. #SPSTC @RHarbridge SharePoint is a part of his overall
Enterprise Technology Plan
- 27. The Outcome Within the overall enterprise technology plan
SharePoint meets specific business needs.
- 28. What to watch out for We have to define our needs carefully
if we want to pick the right technology.
- 29. Achieving Buy In and Setting Expectations
- 30. #SPSTC @RHarbridge Before we begin
- 31. #SPSTC @RHarbridge Lets Talk About Perceptions
- 32. #SPSTC @RHarbridge
- 33. #SPSTC @RHarbridge People See Different Things
- 34. #SPSTC @RHarbridge Perceptions Impact Motivation Acceptance
Curiosity Hunger Family Honour Idealism Independence Order Physical
Activity Power Attractiveness Saving Social Contact Status Security
Vengeance
- 35. #SPSTC @RHarbridge Two Key Groups Must Buy In and Have The
Right Expectations IT Services Decision Makers
- 36. #SPSTC @RHarbridge What is the most important thing to IT
Services?
- 37. COST OF OWNERSHIP
- 38. #SPSTC @RHarbridge What are some ways we can convince IT
Services?
- 39. #BPC11 @RHarbridge The Main Point of Implementing
SharePoint: SharePoint eventually allows Business Users to develop
and implement business solutions that use technology without ITs
direct involvement. SharePoint and IT
- 40. #BPC11 @RHarbridge When I Say SharePoint Integration You
Probably Think Of This... Secondary (But Important) Points:
SharePoints integration with technologies you already use and its
extendibility are invaluable. SharePoint and IT
- 41. #BPC11 @RHarbridge The Reality: IT struggles with
supporting another technology. SharePoint and IT
- 42. #SPSTC @RHarbridge Information Search Collaboration
ManagementControl Process
InformationInformationInformationInformation Explain Information
Overload
- 43. #SPSTC @RHarbridge Information Search Collaboration
Management Control ProcessForms Services Business Intelligence
Personalization Records Management Information Search Collaboration
ManagementControl Process Explain Platform Benefits
- 44. #SPSTC @RHarbridge What is the most important thing to
Decision Makers?
- 45. Add Value To Business
- 46. #SPSTC @RHarbridge What are some ways we can convince
Decision Makers?
- 47. #SPSTC @RHarbridge Add 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.
- 48. #SPSTC @RHarbridge Prioritize and Plan
- 49. #SPSTC @RHarbridge Map Solutions to Objectives Centralize
Knowledge and Resources Enhance Collaboration Automate and Improve
Business Processes Enhance Governance Model Reduce Redundancy and
Improve Efficiency Adjust Site Structure and Taxonomy Migrate File
Shares Create Dashboards Implement Workflow Solutions Configure
Search Services Branding Direct Relationship Indirect Relationship
* Objectives/solutions should be more specific Example purposes
only.
- 50. #SPSTC @RHarbridge Whats the expectation we have to
set?
- 51. It Takes Time
- 52. #SPSTC @RHarbridge SharePoint Solutions (Evolution) *Super
Simplified Business Intelligence Driven Business Process Driven
Collaboration Driven Information Driven Communication Collaboration
Workflow/ Auditing Reporting Dashboards
- 53. The Outcome Joe has achieved momentum and buy in.
- 54. What to watch out for Joe must carefully manage
expectations and maintain the momentum.
- 55. Determining and Supporting ROI
- 56. #SPSTC @RHarbridge How do we get here?
- 57. Show 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
- 58. #SPSTC @RHarbridge Evaluating with Real Options
Analysis
- 59. #SPSTC @RHarbridge Evaluating with Monte Carlo
Analysis
- 60. #SPSTC @RHarbridge This is kind of boring There are
different ways of calculating ROI
- 61. #SPSTC @RHarbridge There are really only two ways of using
ROI 1. For Prioritization 2. To Improve Return
- 62. #SPSTC @RHarbridge The Simplest ROI Formula Ever Estimated
Value Estimated Difficulty Even I can do it! 1. For
Prioritization
- 63. #SPSTC @RHarbridge Examples I 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 Value Estimated Difficulty
1. For Prioritization
- 64. #SPSTC @RHarbridge ROI (traditionally) Measures Financial
Impact 2. To Improve Return
- 65. #SPSTC @RHarbridge ROI analysis often misses 'non-financial
impact or increased potential Website/Intranet Visitors Increased
Connections User Complaints Improved Morale Improved Skills
Improved Know-How Innovation Better Reputation Employment
Applications Click-throughs Comments Positive Word of Mouth
Negative Word of Mouth Improved Relationships 2. To Improve
Return
- 66. #SPSTC @RHarbridge Example of Non-Financial Measurement 2.
To Improve Return
- 67. #SPSTC @RHarbridge IS Use them.
- 68. #SPSTC @RHarbridge SharePoint Deployment Planning Services
(SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx
- 69. MEASURE THE RIGHT THING
- 70. #SPSTC @RHarbridge
- 71. #SPSTC @RHarbridge What you dont want. Dont lose
perspective.
- 72. The Outcome Joe is measuring effort effectively to better
prioritize or to improve return on investment.
- 73. What to watch out for Fear of bad estimation leading to not
estimating at all. Vaguely right is better than precisely
wrong.
- 74. Implementing Successful Governance
- 75. #SPSTC @RHarbridge What is Governance?
- 76. GOVERNANCE IS REQUIRED
- 77. #SPSTC @RHarbridge Without effective governance
organization, performance, and capability are significantly
reduced. What does that mean?
- 78. #SPSTC @RHarbridge Without Governance
- 79. #SPSTC @RHarbridge So how do we do it?
- 80. #SPSTC @RHarbridge Teamwork is Key There are typically 5
teams for SharePoint Governance: Business Strategy Team
Initiatives/Technical Strategy Team Tactical Teams: Tactical
Operations Team Tactical Development Team Tactical Support Team The
5 Teams You Need For Effective SharePoint Governance
- 81. #SPSTC @RHarbridge 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
Operations Development Support Strategy Team Business
Technical
- 82. Identify patterns. Plan for patterns. Execute
patterns.
- 83. #SPSTC @RHarbridge I think I see a Pattern.
- 84. #SPSTC @RHarbridge Executing Governance
- 85. #SPSTC @RHarbridge No Single Approach Projects Tasks
Communities Practices
- 86. Aggregate/Reference Document or Site (Contains all
SharePoint Info Single Point of Reference) Objectives/Priorities
(Tech/Business) Governance Outcomes
- 87. #SPSTC @RHarbridge 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 be Our (external) web
content management platform. Our primary document management
platform. Our contact management platform. SharePoint will not
be
- 88. #SPSTC @RHarbridge Objectives/Priorities Disaster Recovery
Plan Storage and Quota Policies Monitoring Plans Maintenance Plans
Service Level Agreements Security Policies Deployment Process,
Policies, and Schedule Operations Outcomes
- 89. #SPSTC @RHarbridge Objectives/Priorities Branding Guide
SharePoint Designer Policy Workflow Policy Development Standards
(Including OOTB vs Custom) Development Environment Policy Testing
Requirements Deployment Process, Policies, and Schedule Development
Outcomes SharePoint Standards Online
- 90. #SPSTC @RHarbridge Objectives/Priorities Site
Classification and Platform Classification Site Provisioning
Process/Questionnaire User Expectations Agreement Roles and
Responsibilities Support Agreement(s) Training and Communication
Plans MySite Policies (Pictures) Support Outcomes
- 91. #SPSTC @RHarbridge User Lifecycle Policy Taxonomy
Management Social Policies Content Standards Legal and Compliance
Policy Search Management Support Outcomes SharePoint Standards
Online
- 92. #SPSTC @RHarbridge IS Use them.
- 93. #SPSTC @RHarbridge Governance Checklist
- 94. #SPSTC @RHarbridge TechNet, Community and More..
- 95. #SPSTC @RHarbridge are Use them.
- 96. #SPSTC @RHarbridge Home Page Functional Areas Department
Site Public Department Team Site Private Project/Initiative Team
Sites Personal Sites My Sites PUBLIC SITES: Open to all employees
TEAM SITES: Generally open to team members Tightly controlled,
formal governance Looser control, less formal governance Some
control, some formal governance PRIVATE SITES: Open to business
group members Define Governance Control Levels
- 97. #SPSTC @RHarbridge ITIL Framework
- 98. COBIT Framework
- 99. Microsoft Operations Framework (MOF)
- 100. #SPSTC @RHarbridge With Governance
- 101. The Outcome Everyone Achieves a Shared Understanding of
SharePoint Related Processes
- 102. What to watch out for Not just documents, policies, and
procedures. It is an active and ongoing process.
- 103. Approaching and Supporting SharePoint
- 104. #SPSTC @RHarbridge What is the best approach for
SharePoint Implementations?
- 105. ITERATIVE APPROACH
- 106. #SPSTC @RHarbridge Why 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.
- 107. #SPSTC @RHarbridge Opportunistic Driven Learning Image
from Paul Culmsee
- 108. #SPSTC @RHarbridge Image from Paul Culmsee Opportunistic
Driven Learning
- 109. #SPSTC @RHarbridge Support Planning
- 110. #SPSTC @RHarbridge Dont forget you arent superman. (Sorry
Joe)
- 111. #SPSTC @RHarbridge Multiple Tiers for Escalation Tactical
Support Team Help Desk Site Administrators End Users Learning
Libraries/Online/Help (You cant know everything)
- 112. #SPSTC @RHarbridge Measure Support Learn and use data to
be proactive.
- 113. #SPSTC @RHarbridge Diversify Support resources/mediums
Books and Manuals Online MSDN TechNet Blogs Cheat Sheets One on One
Classroom Training Forums Help Etc
- 114. #SPSTC @RHarbridge Avoid too much too fast. Keep it
simple. Its like learning to drive.
- 115. #SPSTC @RHarbridge IS Use them.
- 116. #SPSTC @RHarbridge Productivity Hub
- 117. #SPSTC @RHarbridge IUseSharePoint Download and install the
lunch and learn module - an interesting idea.
- 118. #SPSTC @RHarbridge Support Tip
- 119. RESPOND You never want to give the IT busy signal, or
support busy signal.
- 120. The Outcome SharePoint is supported effectively.
- 121. What to watch out for The training and support can be
costly in time and resources.
- 122. Improved User Adoption
- 123. #SPSTC @RHarbridge How do we get successful User
Adoption?
- 124. USERS MUST UNDERSTAND THE VALUE
- 125. #SPSTC @RHarbridge Successful User Adoption Requires
- 126. #SPSTC @RHarbridge Do a video like this one
- 127. #SPSTC @RHarbridge High Availability, Mobility and
Accessibility also lead to better User Adoption! SharePoint
Workspace/Groove, Outlook Integration (Offlining), Mobile and
More
- 128. #SPSTC @RHarbridge Create an Identity and Brand Branding
should make it easier, and more effective. Consistency Across User
Environments Modify Provisioned Site (or Templates) Based on
Need
- 129. #SPSTC @RHarbridge Make it Fun! Hold Contests, Scavenger
Hunts and Other Activities
- 130. #SPSTC @RHarbridge Reward super users with achievements.
Then promote the desire to get rewards.
- 131. #SPSTC @RHarbridge Create a SharePoint Showcase Where
users submit and show off their SharePoint Solutions Good
Idea!
- 132. #SPSTC @RHarbridge Make it easier to work with
- 133. #SPSTC @RHarbridge Make it easier to work with Powerful
Columns You Probably Didnt Know About
- 134. #SPSTC @RHarbridge Make it easier to work with Why
Leveraging SharePoint Blog Features for News is a Great Idea
- 135. #SPSTC @RHarbridge
- 136. The Outcome SharePoint is successfully adopted by a large
enough group of users to be deemed successful.
- 137. What to watch out for The build it they will come approach
will not work alone.
- 138. Planning for New Work and Growth
- 139. #SPSTC @RHarbridge What about New Work & Growth?
- 140. #SPSTC @RHarbridge Know your limits
- 141. #SPSTC @RHarbridge Grow your team
- 142. #SPSTC @RHarbridge Know your team and needs Developers(s)
Administrators(s) Architect(s) Business Analyst(s) Project
Manager(s) Site Administrator(s) Super Users(s) Trainer(s)
- 143. #SPSTC @RHarbridge Cultivate new work! Its a good thing.
This boosts user adoption! (More functionality and dependency over
time)
- 144. The Outcome The SharePoint Implementation continues to
grow, expand and provide more value.
- 145. What to watch out for You need to plan support for new
work/requests otherwise people will lose confidence.
- 146. 1. Understanding the Why & Making a Decision 2.
Achieving Buy In and Setting Expectations 3. Determining and
Supporting ROI 4. Implementing Successful Governance 5. Approaching
and Supporting SharePoint 6. Improving User Adoption 7. Planning
for New Work and Growth 1. Understand Business Needs and Map to
Them 2. Share Alignment, Vision and Expectations 3. Use
Measurements to Improve and Return More 4. Use Team Work And
Execute With Patterns 5. Be Iterative, Leverage Everyone, and
Respond 6. Share the Value and Successes 7. Manage your Capability
and Priorities Success Factors
- 147. Thank You Organizers, Sponsors and You for Making this
Possible. Questions? Ideas? Feedback? Contact me: Twitter:
@RHarbridge Blogs: http://www.RHarbridge.com Email:
Richard@RHarbridge.com Resources: PracticalIntranet.com,
SPStandards.com, SharePointDiagnostics.com