1. Richard Harbridge Senior SharePoint Evangelist The Seven Most Important SharePoint Success Factors #SPSuccess @RHarbridge

2. #SPSuccess @RHarbridge 3. #SPSuccess @RHarbridge 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. #SPSuccess @RHarbridge Our Goal Today From Here To Here 5. #SPSuccess @RHarbridge 6. #SPSuccess @RHarbridge 7. #SPSuccess @RHarbridge Understanding the Why and Making a Decision 8. #SPSuccess @RHarbridge Meet Joe Hi! 9. #SPSuccess @RHarbridge At Joes Company 10. #SPSuccess @RHarbridge Decision Makers dont have Enough Information 11. #SPSuccess @RHarbridge The CFO needs to Reduce Costs 12. #SPSuccess @RHarbridge IT Services Struggles to Keep Up 13. #SPSuccess @RHarbridge People Are Having Trouble Finding What They Need And 14. #SPSuccess @RHarbridge So Joe has an Idea! 15. #SPSuccess @RHarbridge We can solve our problems with technology! 16. #SPSuccess @RHarbridge Since Awesome! Not as awesome. 17. #SPSuccess @RHarbridge And Everyone in Joes Company uses Microsoft Office 18. #SPSuccess @RHarbridge SharePoint is the Perfect Fit! 19. #SPSuccess @RHarbridge 20. #SPSuccess @RHarbridge Map the needs of the organization to the right technology 21. #SPSuccess @RHarbridge 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 22. #SPSuccess @RHarbridge SharePoint is not a Silver Bullet SharePoint is not a Silver Bullet at NothingButSharePoint.com 23. #SPSuccess @RHarbridge Even SharePoint has multiple options 2007 2010 Online On Site Foundation Standard Enterprise 24. #SPSuccess @RHarbridge Its Big Ecosystem 25. #SPSuccess @RHarbridge Its not just a feature to feature comparison People Process Technology 26. #SPSuccess @RHarbridge So Joe does all that good research and 27. #SPSuccess @RHarbridge SharePoint is a part of his overall Enterprise Technology Plan 28. #SPSuccess @RHarbridge The Outcome Within the overall enterprise technology plan SharePoint meets specific business needs. 29. #SPSuccess @RHarbridge What to watch out for We have to define our needs carefully if we want to pick the right technology. 30. #SPSuccess @RHarbridge Achieving Buy In and Setting Expectations 31. #SPSuccess @RHarbridge Before we begin 32. #SPSuccess @RHarbridge Lets Talk About Perceptions 33. #SPSuccess @RHarbridge 34. #SPSuccess @RHarbridge People See Different Things 35. #SPSuccess @RHarbridge Perceptions Impact Motivation Acceptance Curiosity Hunger Family Honour Idealism Independence Order Physical Activity Power Attractiveness Saving Social Contact Status Security Vengeance 36. #SPSuccess @RHarbridge Two Key Groups Must Buy In and Have The Right Expectations IT Services Decision Makers 37. #SPSuccess @RHarbridge What is the most important thing to IT Services? 38. COST OF OWNERSHIP 39. #SPSuccess @RHarbridge What are some ways we can convince IT Services? 40. #SPSuccess @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 41. 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 42. #SPSuccess @RHarbridge The Reality: IT struggles with supporting another technology. SharePoint and IT 43. #SPSuccess @RHarbridge Information Search Collaboration ManagementControl Process InformationInformationInformationInformation Information Overload 44. #SPSuccess @RHarbridge Information Search Collaboration ManagementControl Process Information Search Collaborati on Document Manageme nt Control Process Forms Services Business Intelligence Personaliza tion Records Manageme nt Explain Platform Benefits 45. #SPSuccess @RHarbridge What is the most important thing to Decision Makers? 46. Add Value To Business 47. #SPSuccess @RHarbridge What are some ways we can convince Decision Makers? 48. 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. 49. #SPSuccess @RHarbridge Prioritize and Plan 50. #SPSuccess @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 Migrate File Shares Create Dashboards Workflow Solution Configure Search Services Branding Direct Relationship Indirect Relationship * Objectives should be more specific Example purposes only. 51. #SPSuccess @RHarbridge Whats the expectation we have to set? 52. It Takes Time 53. #SPSuccess @RHarbridge SharePoint Solutions (Evolution) *Super Simplified Business Intelligence Driven Business Process Driven Collaboration Driven Information Driven Communication Collaboration Workflow/ Auditing Reporting Dashboards 54. #SPSuccess @RHarbridge The Outcome Joe has achieved momentum and buy in. 55. #SPSuccess @RHarbridge What to watch out for Joe must carefully manage expectations and maintain the momentum. 56. #SPSuccess @RHarbridge Determining and Supporting ROI 57. #SPSuccess @RHarbridge How do we get here? 58. #SPSuccess @RHarbridge 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 59. #SPSuccess @RHarbridge Evaluating with Real Options Analysis 60. #SPSuccess @RHarbridge Evaluating with Monte Carlo Analysis 61. #SPSuccess @RHarbridge This is kind of boring There are different ways of calculating ROI 62. #SPSuccess @RHarbridge There are really only two ways of using ROI 1. For Prioritization 2. To Improve Return 63. #SPSuccess @RHarbridge The Simplest ROI Formula Ever Estimated Value Estimated Difficulty Even I can do it! 1. For Prioritization 64. 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 65. #SPSuccess @RHarbridge ROI (traditionally) Measures Financial Impact 2. To Improve Return 66. #SPSuccess @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 67. #SPSuccess @RHarbridge Example of Non-Financial Measurement 2. To Improve Return 68. MEASURE THE RIGHT THING 69. #SPSuccess @RHarbridge 70. #SPSuccess @RHarbridge What you dont want. Dont lose perspective. 71. #SPSuccess @RHarbridge The Outcome Joe is measuring effort effectively to better prioritize or to improve return on investment. 72. #SPSuccess @RHarbridge What to watch out for Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong. 73. #SPSuccess @RHarbridge Implementing Successful Governance 74. #SPSuccess @RHarbridge What is Governance? 75. GOVERNANCE IS REQUIRED 76. #SPSuccess @RHarbridge Without effective governance organization, performance, and capability are significantly reduced. What does that mean? 77. #SPSuccess @RHarbridge Without Governance 78. #SPSuccess @RHarbridge So how do we do it? 79. #SPSuccess @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 80. Identify patterns. Plan for patterns. Execute patterns. 81. #SPSuccess @RHarbridge I think I see a Pattern. 82. #SPSuccess @RHarbridge Executing Governance 83. #SPSuccess @RHarbridge Aggregate/Reference Document or Site (Contains all SharePoint Info Single Point of Reference) Objectives/Priorities (Tech/Business) Governance Outcomes 84. #SPSuccess @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 85. #SPSuccess @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 86. #SPSuccess @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 87. #SPSuccess @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 88. #SPSuccess @RHarbridge User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management Support Outcomes SharePoint Standards Online 89. #SPSuccess @RHarbridge With Governance 90. #SPSuccess @RHarbridge The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes 91. #SPSuccess @RHarbridge What to watch out for Not just documents, policies, and procedures. It is an active and ongoing process. 92. #SPSuccess @RHarbridge Approaching and Supporting SharePoint 93. #SPSuccess @RHarbridge What is the best approach for SharePoint Implementations? 94. ITERATIVE APPROACH 95. #SPSuccess @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. 96. #SPSuccess @RHarbridge Support Planning 97. #SPSuccess @RHarbridge Dont forget you arent superman. (Sorry Joe) 98. #SPSuccess @RHarbridge Multiple Tiers for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help (You cant know everything) 99. #SPSuccess @RHarbridge Measure Support Learn and use data to be proactive. 100. #SPSuccess @RHarbridge Diversify Support resources/mediums Books and Manuals Online MSDN TechNet Blogs Cheat Sheets One on One Classroom Training Forums Help Etc 101. #SPSuccess @RHarbridge Avoid too much too fast. Keep it simple. Its like learning to drive. 102. #SPSuccess @RHarbridge IS Use them. 103. #SPSuccess @RHarbridge Productivity Hub 104. #SPSuccess @RHarbridge Support Tip 105. RESPOND You never want to give the IT busy signal, or support busy signal. 106. #SPSuccess @RHarbridge The Outcome SharePoint is supported effectively. 107. #SPSuccess @RHarbridge What to watch out for The training and support can be costly in time and resources. 108. #SPSuccess @RHarbridge Improved User Adoption 109. #SPSuccess @RHarbridge How do we get successful User Adoption? 110. USERS MUST UNDERSTAND THE VALUE 111. #SPSuccess @RHarbridge Successful User Adoption Requires 112. #SPSuccess @RHarbridge Do a video like this one 113. #SPSuccess @RHarbridge High Availability, Mobility and Accessibility also lead to better User Adoption! SharePoint Workspace/Groove, Outlook Integration (Offlining), and Mobile 114. #SPSuccess @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 115. #SPSuccess @RHarbridge Make it Fun! Hold Contests, Scavenger Hunts and Other Activities 116. #SPSuccess @RHarbridge Reward super users with achievements. Then promote the desire to get rewards. 117. #SPSuccess @RHarbridge Create a SharePoint Showcase Where users submit and show off their SharePoint Solutions Good Idea! 118. #SPSuccess @RHarbridge 119. #SPSuccess @RHarbridge The Outcome SharePoint is successfully adopted by a large enough group of users to be deemed successful. 120. #SPSuccess @RHarbridge What to watch out for The build it they will come approach will not work alone. 121. #SPSuccess @RHarbridge Planning for New Work and Growth 122. #SPSuccess @RHarbridge What about New Work & Growth? 123. #SPSuccess @RHarbridge Spend time in advance building a channel for new work. Avoid the flood. 124. #SPSuccess @RHarbridge Know your limits 125. #SPSuccess @RHarbridge Grow your team 126. #SPSuccess @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) 127. #SPSuccess @RHarbridge Cultivate new work! Its a good thing. This boosts user adoption! (More functionality and dependency over time) 128. #SPSuccess @RHarbridge The Outcome The SharePoint Implementation continues to grow, expand and provide more value. 129. #SPSuccess @RHarbridge What to watch out for You need to plan support for new work/requests otherwise people will lose confidence. 130. #SPSuccess @RHarbridge 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 131. #SPSuccess @RHarbridge Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com 15 Pages of Important Questions at SharePointDiagnostics.com Thank You