Activating Governance for End Users in Office 365 and SharePoint - SPS Vancouver 2016

ACTIVATING GOVERNANCE FOR OFFICE

365 AND SHAREPOINT USERS

March 12, 2016

Heather NewmanCMO & Co-Founder, Content Panda

@contentpanda

@heddanewman

Sponsors

Tweet this Talk @heddanewman @contentpanda @SPSNashville #SPSNashville@heddanewman

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Agenda

End User Adoption Campaign

What is governance and why is it

important?

A case study

A governance checklist

Q&A

http://fasttrack.microsoft.com/office

End user adoption and governance has not changed in 15 years for SharePoint or Office 365

People just don’t take the time to do it, because its not easy.

http://fasttrack.microsoft.com/office

Adoption CampaignsVision

Objectives/Goals

Executive Sponsors

Champions

Theme

Communication Vehicles

Roll OutGamification

Metrics

@heddanewman contentpanda.com

Outline Your Vision

It’s All About Value

Why SharePoint?

What is your vision?

Get Sponsored

“Before you roll out SharePoint…”


Executive Support

“Use Case” DrivenLook to the Business

Sales and Marketing

R&D, Production and Operations

Finance and Accounting

Information Technology

HR and Internal Communications

Legal & Compliance

Release

Functionality

in Phases

Exposed Active Directory data in SharePoint search

Slight user interface

customization to out of box

search

Executive communication to

entire org

Case Study: Business Use Case

Focused

Results: Company wide adoption of SharePoint

Champions Rock Your Project

Top down and bottom up –gotta have both

The most excited

The biggest critic


Bill of materials

Executive announcements

Who is your target audience

Develop Your communication plan


Look to Training Partners


Expert Opinions & Guidance

There is great information out in the world that exists through sites like IT Unity.com and Microsoft MVP or influencers websites. They have been working on user adoption a long time and their best practices are excellent.

Sue Hanley, Christian Buckley, Dan Holme, Eric Riz – great folks to follow.


Documentation

FAQ or How-to portal complete with guides and videos

Checklists

Knowledge Base

Books


Make it fun (buck the company culture)

Use an online scavenger hunt as a fun way to encourage usage

Provide recognition for content contribution or usage

Gamification


Measure Success and Expand

Broaden Engagement

Create Surveys

Listen to Issues and Pivot on Them


Large oil equipment manufacturing company

Global Offices

Heavy SharePoint adoption with extensive ‘organic growth’

A few facts:

4 versions of SharePoint (2003-2013)

165 Web Applications

7,000 Site Collections

25K+ Sites

4.7 TB of data

Why Governance?

• Want to know if governance is needed?

• Talk to the helpdesk!

• Support calls for permissions issues

• Document management becomes dumping ground

• User support for untrained staff (how do I?...)

• Risk / Legal concerns

• Compliance? What compliance?

Helpdesk – making the case

SharePoint Governance

Plan

Governance Principles

Governance Roles and

Responsibilities

Communication Strategy

Change Management

Strategy

Risk Management

Strategy

Information Architecture Governance

Benefits Realization

Strategy

Maintenance and Review

Strategy

What is Governance?

Three Areas of

Governing

https://technet.microsoft.com/en-us/library/ff598584.aspx

Go get this if you

haven’t seen it.

Great foundation

for your

Governance Plan.

https://technet.microsoft.com/en-us/library/ff598584.aspx

Dynamic

Manageable

Inviting

Best Practice

Considerations

Rethinking SharePoint

Governance, Training, Support, User Adoption

Millions of people use SharePoint every day…

we think SharePoint is pretty awesome, but…

Lets talk statistics for a minute…

the percentage of organization users

introduced to SharePoint without training…52 pe

rce

nt

the percentage of knowledge students

forget 24 hours after training70 pe

rce

nt

the average time spent per day by knowledge

workers searching for information2.

5

ho

urs

the number of people who like asking for help…0

Demo

Surfacing Governance content using

contextual awesomeness

The number of people who complained about having

the information they want, where and when they need it0

Q&A

Thank you for your time!

Heather Newman

CMO, Content Panda

[email protected]

206.234.4337 @heddanewman