- 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 Knowledge around Limitations of
the Software (When to use it/When not to) Estimation of Effort and
Schedule Accuracy 4. Our Goal Today From Here To Here 5. 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 6. Understanding the Why and Making a Decision 7. Meet
Joe Hi! 8. At Joes Company 9. Decision Makers dont have Enough
Information 10. The CFO needs to Reduce Costs 11. IT Services
Struggles to Keep Up 12. And People Are Having Trouble Finding What
They Need 13. So Joe has an Idea! 14. Since Awesome!Not as awesome.
15. And Everyone in Joes Company uses Microsoft Office 16.
SharePoint is the Perfect Fit! 17. Map the needs of the
organization to the right technology 18. Perform in depth product
comparisons and evaluations 19. Like thisone 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. 2007 Online On Site Even SharePoint
has multiple options 2010 22. Its not just a feature to feature
comparison 23. So Joe does all that good research and 24.
SharePoint is a part of his overall Enterprise Technology Plan 25.
The Outcome Within the overall enterprise technology plan
SharePoint meets specific business needs. 26. What to watch out for
We have to define our needs carefully if we want to pick the right
technology. 27. Achieving Buy In and Setting Expectations 28.
Before we begin 29. Lets Talk About Perceptions 30. People See
Different Things 31. Perceptions Impact Motivation 32. Joe is on a
mission. 33. Joe has to convince IT Services, the CFO and Decision
Makers 34. We are going to help Joe out with an exercise! Thanks!
35. Two Key Groups Must Buy In and Have The Right Expectations IT
Services Decision Makers 36. What is the most important thing to IT
Services? 37. COST OF OWNERSHIP 38. What are some ways we can
convince IT Services? 39. 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. 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. 40. Explain Information
Overload Information Information Information Information 41.
Explain Platform Benefits 42. What is the most important thing to
Decision Makers? 43. Add Value To Business 44. What are some ways
we can convince Decision Makers? 45. 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. 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. 46. Prioritize and Plan 47. Paired
Comparison Matrix 48. Map Solutions to Objectives Direct
RelationshipIndirect Relationship * Objectives should be more
specific Example purposes only. 49. SharePoint will be 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 not be Our
(external) web content management platform. Our primary document
management platform. Our contact management platform. 50. Whats the
expectationwe have to set? 51. It Takes Time 52. SharePoint
Solutions (Evolution) *Super Simplified 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. How do we get here? 57. Lets
Talk Numbers (CFO/Finance) The Biggest Point to Share is:
SharePoint is worth the initial investment and ongoing costs.The
Reality: It is a costly investment and costly on going expense.
Money can be invested to always generate a return. You need to have
measurement, account for risk, and have some expectation of return
(quantifiable) that makes it worth the initial investment/on going
costs. 58. Evaluating With Discounted Cash Flow 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. 59. Evaluating with Real
Options Analysis 60. Evaluating with Monte Carlo Analysis 61. There
are different ways of calculating ROI This is kind of boring 62.
ROI Advice and Tips 63. Excel has wonderful Formulas 64. There are
really only twoways of using ROI 1. For Prioritization 2. To
Improve Return 65. 1. For Prioritization The Simplest ROI Formula
Ever Estimated Value Even I can do it! Estimated Difficulty 66. 1.
For Prioritization 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
67. 2. To Improve Return ROI (traditionally) Measures Financial
Impact 68. 2. To Improve Return ROI analysis oftenmisses
'non-financial impact or increased potential STILLIMPORTANT
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 69. 2. To Improve Return Example of Non-Financial
Measurement 70. ISUse them. 71. SharePoint Deployment Planning
Services (SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx
72. Rapid Economic Justification Guide
http://www.microsoft.com/business/enterprise/value.mspx 73. MEASURE
THE RIGHT THING 74. What you dont want. Dont lose perspective. 75.
Public Statisticscan help Typical workers produce 3+ GB of data per
year. 30% of a typical workers day is spent searching for
information. In a 1,000 employee company lost productivity costs
approximately $5 million a year. Source: The Enterprise Workplace,
IDC, 2005 Source: IDC, 2003 Source: Hidden Costs of Information
Work, IDC, 2006 76. Statistics within the Organization are better.
20% of our IT Support people who travel do not have access to our
IT policies and support documents when travelling. 4 out of 5 of
our workers do not know that we have an employee disaster relief
fund.Currently we pay for full licensing on 7 different enterprise
document management solutions. Source: Support Review Q4, IT, 2010
Source: HR Employee Benefits Survey, HR, 2010 Source: Financial
Audit of Licensing Costs, Finance, 2010 77. The Outcome Joe is
measuring effort effectively to better prioritize or to improve
return on investment. 78. What to watch out for Fear of bad
estimation leading to not estimating at all. Vaguely right is
better than precisely wrong. 79. Implementing Successful Governance
80. What is Governance? 81. GOVERNANCE IS REQUIRED 82. What does
that mean? Without effective governanceorganization, performance,
andcapability are significantly reduced. 83. Without Governance 84.
So how do we do it? 85. 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 86.
Identify patterns.Plan for patterns.Execute patterns. 87. I think I
see a Pattern. 88. Executing Governance 89. The Result: 90.
Governance Documentation Aggregate/Reference Document(Contains all
SharePoint Info Single Point of Reference) Objectives/Priorities
(Tech/Business) 91. SharePoint will be 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 not be Our (external) web
content management platform. Our primary document management
platform. Our contact management platform. 92. Operations
Documentation Objectives/Priorities Disaster Recovery Plan
Deployment Process, Policies, and Schedule Storage and Quota
Policies Monitoring Plans Maintenance Plans Service Level
Agreements Etc 93. Support Documentation 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) 94. Development Documentation
Branding Guide Workflow Policy SharePoint Designer Policy
Development Standards Testing Requirements Etc 95. ISUse them. 96.
Governance Checklist 97. TechNet, Community and More.. 98. With
Governance 99. The Outcome Everyone Achieves a Shared Understanding
of SharePoint Related Processes 100. What to watch out for Not just
documents, policies, and procedures. It is an active and ongoing
process. 101. Approaching and Supporting SharePoint 102. What is
the best approach for SharePoint Implementations? 103. ITERATIVE
APPROACH 104. 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. 105.
CommunicationPlanning 106. TheCommunicationPlan Will act as a
binding agreement (forces you to carry through). Helps keep
communication focused. Helps prevent unwanted surprises. 107.
CommunicationTips Use pictures and more pictures. Explain as much
as you can (Pros/Cons). Solidifies decisions and allows themto
explain to anyone who asks. Ask every question three times in three
different ways. 108. SupportPlanning 109. Dont forget you arent
superman. (Sorry Joe) 110. Multiple Tiers for Escalation (You cant
know everything) 111. Measure Support Learn and use data to be
proactive. 112. Diversify Support resources/mediums Books and
Manuals Online MSDN TechNet Blogs Cheat Sheets One on One Classroom
Training Forums HelpEtc 113. Useful, digestible trainingsessions
(less than an hour) Workshops > Presentations 114. Avoid too
much too fast.Keep it simple. Its like learning to drive. 115.
ISUse them. 116. Productivity Hub 117. SharePoint Learning Kit 118.
Stand Alone/Portal Edition Training 119. Support Tip 120. RESPOND
You never want to give the IT busy signal, or support busy signal.
121. The Outcome SharePoint is supported effectively. 122. What to
watch out for The training and support can be costly in time and
resources. 123. Improved User Adoption 124. User Adoption 125. How
do we get successful User Adoption? 126. USERS MUST UNDERSTAND THE
VALUE 127. Successful User Adoption Requires 128. User Adoption
Advice and Tips 129. Do a video like this one 130. High
Availability, Mobility and Accessibility also lead to better User
Adoption! SharePoint Workspace/Groove, Outlook Integration
(Offlining), Mobile and More 131. Cultivate and promote theright
culture. 132. 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. 133. Focus on
those on board/ready. People who already want it. 134. Make it Fun!
Hold Contests, Scavenger Hunts and Other Activities 135. Use what
they love. If they love using outlook focus on using that as a
leveraging point. 136. Say Thank You Its okay to be proud. 137.
Reward super users with achievements.Then promote the desire to get
rewards. 138. Create a SharePoint Showcase Good Idea! Where users
submit and show offtheir SharePoint Solutions 139. Make it easier
to work with 140. ISUse them. 141. What used to be GearUp
http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
TheKit is ! BuzzSweet 142. Walk your own talk. 143. The Outcome
SharePoint is successfully adopted by a large enough group of users
to be deemed successful. 144. What to watch out for The build it
they will come approach will not work alone. 145. Planning for New
Work and Growth 146. What about New Work & Growth? 147. Spend
time in advance building a channel for new work. Avoid the flood.
148. Know your limits 149. Growyour team 150. Knowyour team and
needs Developers(s) Administrators(s) Architect(s) Business
Analyst(s) Project Manager(s) Site Administrator(s) Super Users(s)
Trainer(s) 151. Cultivatenew work! Its a good thing.This boosts
user adoption! (More functionality and dependency over time) 152.
The Outcome The SharePoint Implementation continues to grow, expand
and provide more value. 153. What to watch out for You need to plan
support for new work/requests otherwise people will lose
confidence. 154. Recap: Non Technical Issues Often are the Big
Reasons Projects Fail Shared Understanding of Requirements/Needs
Knowing the Limitations of the Software (When to use it/When not
to) Estimating Effort and Schedule Accuracy 155. So being
successful requires Understanding the non technical as well as the
technical. 156. 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 157. Thank You Organizers, Sponsors
andYoufor Making this Possible. Questions? Ideas? Feedback? Contact
me: Twitter: @rharbridge Blog:www.rharbridge.com LinkedIn:
www.linkedin.com/in/rharbridge Email me at: [email protected]
My company: www.Allin.com
