1. 1. The Seven Most Important SharePoint Success Factors #SPSTC @RHarbridge Presented By: Richard Harbridge
2. 2. Who am I? Exceedingly Wealthy Polymath Scientific Genius Incredible Inventor & Innovator Controls Mystical Powers An Absolute Monarch With Diplomatic Immunity
3. 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. 4. Our Goal Today From Here To Here
5. 5. Understanding the Why and Making a Decision
6. 6. #SPSTC @RHarbridge Meet Joe Hi!
7. 7. #SPSTC @RHarbridge At Joes Company
8. 8. #SPSTC @RHarbridge Decision Makers dont have Enough Information
9. 9. #SPSTC @RHarbridge The CFO needs to Reduce Costs
10. 10. #SPSTC @RHarbridge IT Services Struggles to Keep Up
11. 11. #SPSTC @RHarbridge People Are Having Trouble Finding What They Need And
12. 12. #SPSTC @RHarbridge So Joe has an Idea!
13. 13. #SPSTC @RHarbridge Since Awesome! Not as awesome.
14. 14. #SPSTC @RHarbridge And Everyone in Joes Company uses Microsoft Office
15. 15. #SPSTC @RHarbridge SharePoint is the Perfect Fit!
16. 16. #SPSTC @RHarbridge
17. 17. #SPSTC @RHarbridge Map the needs of the organization to the right technology
18. 18. #SPSTC @RHarbridge Perform in depth product comparisons and evaluations
19. 19. Like this one Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
20. 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. 21. SharePoint is not a Silver Bullet SharePoint is not a Silver Bullet at NothingButSharePoint.com
22. 22. #SPSTC @RHarbridge Foundation Standard Enterprise Even SharePoint has multiple options 2007 2010 Online On Site
23. 23. Its Big Ecosystem
24. 24. #SPSTC @RHarbridge Its not just a feature to feature comparison People Process Technology
25. 25. #SPSTC @RHarbridge So Joe does all that good research and
26. 26. #SPSTC @RHarbridge SharePoint is a part of his overall Enterprise Technology Plan
27. 27. The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs.
28. 28. What to watch out for We have to define our needs carefully if we want to pick the right technology.
29. 29. Achieving Buy In and Setting Expectations
30. 30. #SPSTC @RHarbridge Before we begin
31. 31. #SPSTC @RHarbridge Lets Talk About Perceptions
32. 32. #SPSTC @RHarbridge
33. 33. #SPSTC @RHarbridge People See Different Things
34. 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. 35. #SPSTC @RHarbridge Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers
36. 36. #SPSTC @RHarbridge What is the most important thing to IT Services?
37. 37. COST OF OWNERSHIP
38. 38. #SPSTC @RHarbridge What are some ways we can convince IT Services?
39. 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. 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. 41. #BPC11 @RHarbridge The Reality: IT struggles with supporting another technology. SharePoint and IT
42. 42. #SPSTC @RHarbridge Information Search Collaboration ManagementControl Process InformationInformationInformationInformation Explain Information Overload
43. 43. #SPSTC @RHarbridge Information Search Collaboration Management Control ProcessForms Services Business Intelligence Personalization Records Management Information Search Collaboration ManagementControl Process Explain Platform Benefits
44. 44. #SPSTC @RHarbridge What is the most important thing to Decision Makers?
45. 45. Add Value To Business
46. 46. #SPSTC @RHarbridge What are some ways we can convince Decision Makers?
47. 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. 48. #SPSTC @RHarbridge Prioritize and Plan
49. 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. 50. #SPSTC @RHarbridge Whats the expectation we have to set?
51. 51. It Takes Time
52. 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. 53. The Outcome Joe has achieved momentum and buy in.
54. 54. What to watch out for Joe must carefully manage expectations and maintain the momentum.
55. 55. Determining and Supporting ROI
56. 56. #SPSTC @RHarbridge How do we get here?
57. 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. 58. #SPSTC @RHarbridge Evaluating with Real Options Analysis
59. 59. #SPSTC @RHarbridge Evaluating with Monte Carlo Analysis
60. 60. #SPSTC @RHarbridge This is kind of boring There are different ways of calculating ROI
61. 61. #SPSTC @RHarbridge There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return
62. 62. #SPSTC @RHarbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization
63. 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. 64. #SPSTC @RHarbridge ROI (traditionally) Measures Financial Impact 2. To Improve Return
65. 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. 66. #SPSTC @RHarbridge Example of Non-Financial Measurement 2. To Improve Return
67. 67. #SPSTC @RHarbridge IS Use them.
68. 68. #SPSTC @RHarbridge SharePoint Deployment Planning Services (SDPS) https://www.partnersdps.com/Pages/ToolsSupport.aspx
69. 69. MEASURE THE RIGHT THING
70. 70. #SPSTC @RHarbridge
71. 71. #SPSTC @RHarbridge What you dont want. Dont lose perspective.
72. 72. The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment.
73. 73. What to watch out for Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
74. 74. Implementing Successful Governance
75. 75. #SPSTC @RHarbridge What is Governance?
76. 76. GOVERNANCE IS REQUIRED
77. 77. #SPSTC @RHarbridge Without effective governance organization, performance, and capability are significantly reduced. What does that mean?
78. 78. #SPSTC @RHarbridge Without Governance
79. 79. #SPSTC @RHarbridge So how do we do it?
80. 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. 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. 82. Identify patterns. Plan for patterns. Execute patterns.
83. 83. #SPSTC @RHarbridge I think I see a Pattern.
84. 84. #SPSTC @RHarbridge Executing Governance
85. 85. #SPSTC @RHarbridge No Single Approach Projects Tasks Communities Practices
86. 86. Aggregate/Reference Document or Site (Contains all SharePoint Info Single Point of Reference) Objectives/Priorities (Tech/Business) Governance Outcomes
87. 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. 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. 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. 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. 91. #SPSTC @RHarbridge User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management Support Outcomes SharePoint Standards Online
92. 92. #SPSTC @RHarbridge IS Use them.
93. 93. #SPSTC @RHarbridge Governance Checklist
94. 94. #SPSTC @RHarbridge TechNet, Community and More..
95. 95. #SPSTC @RHarbridge are Use them.
96. 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. 97. #SPSTC @RHarbridge ITIL Framework
98. 98. COBIT Framework
99. 99. Microsoft Operations Framework (MOF)
100. 100. #SPSTC @RHarbridge With Governance
101. 101. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes
102. 102. What to watch out for Not just documents, policies, and procedures. It is an active and ongoing process.
103. 103. Approaching and Supporting SharePoint
104. 104. #SPSTC @RHarbridge What is the best approach for SharePoint Implementations?
105. 105. ITERATIVE APPROACH
106. 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. 107. #SPSTC @RHarbridge Opportunistic Driven Learning Image from Paul Culmsee
108. 108. #SPSTC @RHarbridge Image from Paul Culmsee Opportunistic Driven Learning
109. 109. #SPSTC @RHarbridge Support Planning
110. 110. #SPSTC @RHarbridge Dont forget you arent superman. (Sorry Joe)
111. 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. 112. #SPSTC @RHarbridge Measure Support Learn and use data to be proactive.
113. 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. 114. #SPSTC @RHarbridge Avoid too much too fast. Keep it simple. Its like learning to drive.
115. 115. #SPSTC @RHarbridge IS Use them.
116. 116. #SPSTC @RHarbridge Productivity Hub
117. 117. #SPSTC @RHarbridge IUseSharePoint Download and install the lunch and learn module - an interesting idea.
118. 118. #SPSTC @RHarbridge Support Tip
119. 119. RESPOND You never want to give the IT busy signal, or support busy signal.
120. 120. The Outcome SharePoint is supported effectively.
121. 121. What to watch out for The training and support can be costly in time and resources.
122. 122. Improved User Adoption
123. 123. #SPSTC @RHarbridge How do we get successful User Adoption?
124. 124. USERS MUST UNDERSTAND THE VALUE
125. 125. #SPSTC @RHarbridge Successful User Adoption Requires
126. 126. #SPSTC @RHarbridge Do a video like this one
127. 127. #SPSTC @RHarbridge High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
128. 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. 129. #SPSTC @RHarbridge Make it Fun! Hold Contests, Scavenger Hunts and Other Activities
130. 130. #SPSTC @RHarbridge Reward super users with achievements. Then promote the desire to get rewards.
131. 131. #SPSTC @RHarbridge Create a SharePoint Showcase Where users submit and show off their SharePoint Solutions Good Idea!
132. 132. #SPSTC @RHarbridge Make it easier to work with
133. 133. #SPSTC @RHarbridge Make it easier to work with Powerful Columns You Probably Didnt Know About
134. 134. #SPSTC @RHarbridge Make it easier to work with Why Leveraging SharePoint Blog Features for News is a Great Idea
135. 135. #SPSTC @RHarbridge
136. 136. The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful.
137. 137. What to watch out for The build it they will come approach will not work alone.
138. 138. Planning for New Work and Growth
139. 139. #SPSTC @RHarbridge What about New Work & Growth?
140. 140. #SPSTC @RHarbridge Know your limits
141. 141. #SPSTC @RHarbridge Grow your team
142. 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. 143. #SPSTC @RHarbridge Cultivate new work! Its a good thing. This boosts user adoption! (More functionality and dependency over time)
144. 144. The Outcome The SharePoint Implementation continues to grow, expand and provide more value.
145. 145. What to watch out for You need to plan support for new work/requests otherwise people will lose confidence.
146. 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. 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