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Presented at SHARE The SharePoint Conference for Business Users in Atlanta on April 12, 2013. To get the full context and see the slide notes, please download the slides. Session Abstract: Many companies make the mistake of rolling out SharePoint and thinking that usage and adoption will just magically happen. One of the keys to successful user adoption is to arm the SharePoint champions in your organization with the tools, knowledge, and resources they need in order to create solutions that will help them solve business problems. Learn how GreatAmerica Financial Services does it, and see how one such power user stepped up to the challenge and created multiple out-of-the-box solutions that not only help keep her many shifting priorities and duties organized, but also provide process efficiencies for the people she serves, as well as align with her company's effort to become paperless. The solutions she's built for her team include a tradeshow tracking solution, credit card payment tracking, vendor information requests, and a holiday card/gift order site. This session will include an overview of these solutions and outline how empowering power users can help foster user adoption. Lessons: • Identify your champions early and include them in the rollout process • Enable your champions with the training and tools they need to succeed • Don't assume your efforts are done after rollout; user adoption requires ongoing commitment
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Produced by: Supported by:
Enabling Your SharePoint Champions for User Adoption Success
Wendy NealGreatAmerica Financial Services
Kristi ChambersGreatAmerica Financial Services
SHARE The SharePoint Conference for Business Users
If at first you don’t succeed…
SHARE The SharePoint Conference for Business Users
SharePoint Architect/Evangelist Personal Blog www.sharepointwendy.com Company Web Site: www.greatamerica.com E-mail: [email protected] Twitter: @SharePointWendy Contributing Author for NothingButSharePoint.com and
SharePoint-Community.net
Wendy Neal
SHARE The SharePoint Conference for Business Users
Executive Administrative Assistant Company Web Site: www.greatamerica.com E-mail: [email protected] Twitter: @KristiChambers
Kristi Chambers
SHARE The SharePoint Conference for Business Users
Who is GreatAmerica Financial Services?
• National commercial finance company
• Corporate headquarters in Cedar Rapids, IA
− Offices in Marshall, MN; Moberly, MO; & Kennesaw, GA
• Founded in 1992
• Team-based culture
• Approx. 380 employees
SHARE The SharePoint Conference for Business Users
What We’ll Cover
Overview of SharePoint Rollout
SHARE The SharePoint Conference for Business Users
SharePoint History at GreatAmerica
SharePoint 2007 Installation
Rollout to IT only
Intranet Phase 1
Collaborative environment goes live
Custom Built Solutions
Went live with a couple SharePoint solutions integrating with LOB data
Customer Extranet Beta
Phase 1/Beta rollout
Intranet Migration Complete
Moved content piece by piece into SharePoint
Customer Extranet Rollout
Our customer Extranet officially goes live
Install SharePoint 2010 Beta
Conduct proof of concept for Extranet
Decision made to go forward with SharePoint 2010 internally and externally
Company Wide Apps
Go live with some OOB SharePoint 2007 solutions
Migrate 2007 Content
Migrate remaining SharePoint 2007 content to 2010
SHARE The SharePoint Conference for Business Users
Why Did Our 2007 Rollout Lose Momentum?
• We did not involve the business
• There was no “owner” or accountability
• We didn’t create our long term strategy/vision
• We did not circle back after the initial deliverables– Shifting priorities
SHARE The SharePoint Conference for Business Users
Bridge the Business & IT gap
• Building a business platform requires a team effort• Recognize everyone wins from business success
SHARE The SharePoint Conference for Business Users
Break the IT Bottleneck
Unless
you think
you can
do it ALL
by
yourself?
Unless
you think
you can
do it ALL
by
yourself?
SHARE The SharePoint Conference for Business Users
Don’t Be the SharePoint Police
• Governance plan should be guidelines for usage
• Be positive!
Team sites are restricted to 2 gb
Users with x permission level can’t…
Team sites are allowed 2 gb storage
Users with x permission level are able to…
SHARE The SharePoint Conference for Business Users
The Rollout Plan
Phase 1
• Grassroots effort
• Collaboration sites for teams/functions and MySites– Soft rollout
• Minimal branding– Changed site themes and colors– Some customizations to create central menu system
• Drafted our governance plan
SHARE The SharePoint Conference for Business Users
The Rollout Plan
Phase 2
• Turned into a full Intranet migration project
• Systematically move all content
• Turn off old Intranet
• Training and change management
SHARE The SharePoint Conference for Business Users
Identifying the Champions
We chose users who:
• Had prior experience with SharePoint
• Had shown interest in using SharePoint
• Had identified issues that SharePoint might solve
We tried to pick users to represent every team or function
SHARE The SharePoint Conference for Business Users
Empowering the Champions
Training and Support
• Held regular informational meetings
• DVD to use for training
• SharePoint 101 training
• Advanced training for site owners, power users
• Open permissions structure
Solutions Developed
SHARE The SharePoint Conference for Business Users
Solutions Developed
• Tradeshow Tracking
• Vendor Information Request Form
• Credit Card Tracking
• Holiday Card/Gift order site
SHARE The SharePoint Conference for Business Users
Solutions Developed
Tradeshow Tracking
• Business Need: Organization of company tradeshows
• Solution: Tradeshow tracking list
• Audience: Marketing/admin and finance staff
• Benefits: Efficiency, transparency; business continuity; historical data
• What’s Next: Increase functionality of reservation process
SHARE The SharePoint Conference for Business Users
SHARE The SharePoint Conference for Business Users
SHARE The SharePoint Conference for Business Users
SHARE The SharePoint Conference for Business Users
SHARE The SharePoint Conference for Business Users
Solutions Developed
Vendor Information Request Form
• Business Need: Workflow for incoming forms
• Solution: Vendor information request list
• Audience: Credit, sales, leadership and documentation staff
• Benefits: Efficiency; statistical data
• What’s Next: Roll-out to other business units; printing directly to imaging system; integration with new CRM
SHARE The SharePoint Conference for Business Users
Solutions Developed
SHARE The SharePoint Conference for Business Users
Solutions Developed
SHARE The SharePoint Conference for Business Users
Solutions Developed
Credit Card Tracking
• Business need: Tracking of monthly charges by card holder/card type
• Solution: AMEX/Visa tracking list
• Audience: Admin and finance staff
• Benefits: Efficiency; transparency; first step to integration
• What’s Next: Integration with AP system; automated coding
SHARE The SharePoint Conference for Business Users
Solutions Developed
SHARE The SharePoint Conference for Business Users
Solutions Developed
SHARE The SharePoint Conference for Business Users
Solutions Developed
Holiday Card/Gift Order Site
• Business need: Tracking of customer holiday gifts
• Solution: Holiday card/gift site
• Audience: Admin, sales and marketing staff
• Benefits: Efficiency; transparency; historical information for future years
• What’s Next: Integration with CRM; Ordering efficiency
SHARE The SharePoint Conference for Business Users
SHARE The SharePoint Conference for Business Users
Key Points to Take Home
SHARE The SharePoint Conference for Business Users
Key Points to Take Home
What We Did Well
• Involve champions early
• Start small; quick wins– “Low hanging fruit” – low effort, high impact solutions
• Training and change management
SHARE The SharePoint Conference for Business Users
Key Points to Take Home
What We Could Have Done Better
• Concentrate more on information architecture
• Keep governance plan up to date– “The only thing worse than having no governance plan is
having one that no one pays any attention to”
SHARE The SharePoint Conference for Business Users
Key Points to Take Home
You’re Not Done!• User adoption takes ongoing commitment
• Initial adoption/change management strategies:– Make sure you are addressing a business need– Must be easier to use than not to use– Implement quick wins to get people using SharePoint– Visit teams prior to rollout to address questions and concerns
• Revisit, revise, and enforce your governance plan
SHARE The SharePoint Conference for Business Users
Questions
Produced by: Supported by:
Wendy NealGreatAmerica Financial Services
Kristi ChambersGreatAmerica Financial Services
