1. 1. The Seven Most Important Non Technical SharePoint Success Factors
   Starring: Joe!
   For Project Managers
   For Developers
   For Business Analysts
   For Architects
   w/ Richard Harbridge
   For Administrators
   @rharbridge
   
2. 2. Who am I?
   
   • Richard Harbridge
   • 3. is a Business Analyst
   • 4. is a Project Manager
   • 5. is a Technology Specialist
   • 6. is a Blogger/Tweeter
   • 7. Is an Independan
   • 8. Loves Communities
   • 9. Loves Technology
   • 10. Loves Speaking
   @rharbridge
   Blah blahblahblahblah
   
3. 11. Understanding the Non Technical
   The Biggest ReasonsSharePoint Projects Fail?
   Is necessary to avoid poor
   
   • Shared Understanding of Requirements/Needs
   • 12. Knowledge around Limitations of the Software (When to use it/When not to)
   • 13. Estimation of Effort and Schedule Accuracy
4. Our Goal Today
   From Here To Here
   
5. 14. 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. 15. Understanding the Why and Making a Decision
   
7. 16. Meet Joe
   Hi!
   Richard Harbridge
   SharePoint Saturday
   
8. 17. At Joes Company
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9. 18. Decision Makers dont have Enough Information
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10. 19. The CFO needs to Reduce Costs
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11. 20. IT Services Struggles to Keep Up
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12. 21. And
    People Are Having Trouble Finding What They Need
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13. 22. So Joe has an Idea!
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14. 23. We can solve our problems with technology!
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15. 24. Richard Harbridge
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16. 25. What does Joe really knowabout his Companys needs?
    Decision Makers dont have Enough Information
    The CFO needs to Reduce Costs
    IT Services Struggles to Keep Up
    People Are Having Trouble Finding What They Need
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17. 26. Even if Joe understands the needs of his workplace
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18. 27. Technology is never
    the whole solution
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19. 28. Lets say Joe does understand the needs of his organization
    Whats Next?
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20. 29. Research
    
21. 30. Joe doesnt really like research
    This is boring
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22. 31. So Joe decides
    Awesome!
    Not as awesome.
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23. 32. Since Everyone in Joes Company uses Microsoft Office
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24. 33. SharePoint is the Perfect Fit!
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25. 34. Richard Harbridge
    SharePoint Saturday
    
26. 35. Map the needs of the organization to the right technology
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27. 36. Perform in depth product comparisons and evaluations
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28. 37. Like this
    one
    Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
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29. 38. This is important as Microsoft alone has a quite a few
    
    • Dynamics AX
    • 39. Dynamics CRM
    • 40. Dynamics GP
    • 41. Dynamics NAV
    • 42. Dynamics POS
    • 43. Dynamics RMS
    • 44. Dynamics SL
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30. 45. 2007
    Online
    On Site
    Even SharePoint has multiple options
    2010
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31. 46. Its not just a feature to feature comparison
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32. 47. So Joe does all that good research and
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33. 48. SharePoint is a part of his overall Enterprise Technology Plan
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34. 49. The Outcome
    Joe has made an educated and informed decision based on the businesses needs.
    
35. 50. What to watch out for
    We have to define our needs carefully if we want to pick the right technology.
    
36. 51. Achieving Buy In and Setting Expectations
    
37. 52. Before we begin
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38. 53. Lets Talk About Perceptions
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39. 54.
40. 55. People See Different Things
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41. 56. Perceptions Impact Motivation
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42. 57. Joe is on a mission.
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43. 58. Joe has to convince IT Services, the CFO and Decision Makers
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44. 59. We are going to help Joe out with an exercise!
    Thanks!
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45. 60. What is the most important thing to IT Services?
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46. 61. COST OF OWNERSHIP
    
47. 62. What are some ways we can convince IT Services?
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48. 63. 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.
    • 64. SharePoints integration is invaluable to IT.
    • 65. A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
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49. 66. What is the most important thing to the CFO?
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50. 67. NUMBERS
    
51. 68. What are some ways we can convince the CFO?
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52. 69. 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.
    • 70. Money can be invested to always generate a return.
    • 71. 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.
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53. 72. What is the most important thing to Decision Makers?
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54. 73. Add Value
    
55. 74. What are some ways we can convince Decision Makers?
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56. 75. Add Value (Decision Makers)
    The Biggest Point to Share is:
    
    • SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.
    The Reality:
    
    • It takes time and investment to reach the point all managers and executives want.
    • 76. Productivity gain can be difficult to measure, as can reduction in waste.
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57. 77. Buy In and Expectations Tips
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58. 78. Map Solutions to Objectives
    Direct RelationshipIndirect Relationship
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59. 79. Explain Information Overload
    Information
    Information
    Information
    Information
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60. 80. Explain Scalable Architecture
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61. 81. Whats the expectationwe have to set?
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62. 82. It Takes Time
    
63. 83. SharePoint Solutions (Evolution)
    *Super Simplified
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64. 84. The Outcome
    Joe has achieved momentum and buy in.
    
65. 85. What to watch out for
    Joe must carefully manage expectations and maintain the momentum.
    
66. 86. Determining and Supporting ROI
    
67. 87. What about this guy?
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68. 88. How do we get here?
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69. 89. METHODS FOR EVALUATING ROI
    Return on Investment
    
70. 90. Evaluating With Discounted Cash Flow
    
    • Show expected cost and return over multiple time periods.
    • 91. 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.
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71. 92. Evaluating with Real Options Analysis
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72. 93. Evaluating with Monte Carlo Analysis
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73. 94. There are different ways of calculating ROI evaluate what works best for you
    This is almost as boring as research
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74. 95. ROI Advice and Tips
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75. 96. Excel has wonderful Formulas
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76. 97. The Simplest ROI Formula Ever
    Estimated Value
    Even I can do it!
    Estimated Difficulty
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77. 98. Examples
    
    • I have a difficult requirement. Its an 8 in difficulty (out of 10).
    • 99. I have an easy requirement. Its a 2 in difficulty (out of 10).
    • 100. The expected value of the difficult requirement is 4 (out of 10).
    • 101. The expected value of the easy requirement is 6 (out of 10).
    Estimated Value
    Estimated Difficulty
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78. 102. ROI (traditionally) Measures Financial Impact
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79. 103. ROI analysis doesnt cover non-financial impact or increased potential
    STILL
    IMPORTANT
    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
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80. 104. Example of Non-Financial Measurement
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81. 105. Public Statisticscan help
    
    • Typical workers produce 3+ GB of data per year.
    • 106. 30% of a typical workers day is spent searching for information.
    • 107. 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
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82. 108. 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.
    • 109. 4 out of 5 of our workers do not know that we have an employee disaster relief fund.
    • 110. 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
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83. 111. Break it down.
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84. 112. IS
    Use them.
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85. 113. SharePoint Deployment Planning Services (SDPS)
    https://www.partnersdps.com/Pages/ToolsSupport.aspx
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86. 114. Rapid Economic Justification Guide
    http://www.microsoft.com/business/enterprise/value.mspx
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87. 115. MEASURE THE RIGHT THING
    
88. 116.
89. 117. What you dont want.
    Dont lose perspective.
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90. 118. The Outcome
    Joe is measuring effort effectively to improve return on investment.
    
91. 119. What to watch out for
    Fear of bad estimation leading to not estimating at all. Vaguely right is better than precisely wrong.
    
92. 120. Implementing Successful Governance
    
93. 121. What is Governance?
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94. 122. GOVERNANCE IS REQUIRED
    
95. 123. What does that mean?
    Without effective governanceorganization, performance, andcapability are significantly reduced.
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96. 124. Without Governance
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97. 125. So how do we do it?
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98. 126. Teamwork is Key
    There are typically 5 teams for SharePoint Governance:
    
    • Business Strategy Team
    • 127. Technical Strategy Team
    • 128. Tactical Teams:
    • 129. Tactical Operations Team
    • 130. Tactical Development Team
    • 131. Tactical Support Team
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99. 132. Identify patterns.Plan for patterns.Execute patterns.
    
100. 133. I think I see a Pattern.
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101. 134. Executing Governance
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102. 135. The Result:
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103. 136. Governance Documentation
     
     • Aggregate/Reference Document(Contains all SharePoint Info Single Point of Reference)
     • 137. Objectives/Priorities (Tech/Business)
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104. 138. Operations Documentation
     
     • Objectives/Priorities
     • 139. Disaster Recovery Plan
     • 140. Deployment Process, Policies, and Schedule
     • 141. Monitoring Plans
     • 142. Maintenance Plans
     • 143. Service Level Agreements
     • 144. Etc
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105. 145. Support Documentation
     
     • Objectives/Priorities
     • 146. Site Classification and Platform Classification
     • 147. Site Provisioning Process/Questionnaire
     • 148. User Expectations Agreement
     • 149. Roles and Responsibilities
     • 150. Support Agreement(s)
     • 151. Training and Communication Plans
     • 152. Etc
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106. 153. Development Documentation
     
     • Branding Guide
     • 154. Workflow Policy
     • 155. SharePoint Designer Policy
     • 156. Development Standards
     • 157. Testing Requirements
     • 158. Etc
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107. 159. IS
     Use them.
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108. 160. Governance Checklist
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109. 161. TechNet, Community and More..
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110. 162. With Governance
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111. 163. The Outcome
     Everyone Achieves a Shared Understanding of SharePoint Related Processes
     
112. 164. What to watch out for
     Not just documents, policies, and procedures. It is an active and ongoing process.
     
113. 165. Approaching and Supporting SharePoint
     
114. 166. What is the best approach for SharePoint Implementations?
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115. 167. ITERATIVE APPROACH
     
116. 168. Why Iterative?
     
     • SharePoint is a very large platform.
     • 169. It takes time to understand SharePoint.
     • 170. SharePoint is great for rapid prototyping, and for proof of concept work.
     • 171. It ensures there is enough time to review, adjust, and communicate.
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117. 172. CommunicationPlanning
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118. 173. TheCommunicationPlan
     
     • Will act as a binding agreement (forces you to carry through).
     • 174. Helps keep communication focused.
     • 175. Helps prevent unwanted surprises.
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119. 176. CommunicationTips
     
     • Use pictures and more pictures.
     • 177. Explain as much as you can (Pros/Cons).
     • 178. Solidifies decisions and allows them to explain to anyone who asks.
     • 179. Ask every question three times in three different ways.
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120. 180. SupportPlanning
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121. 181. Dont forget you arent superman.
     (Sorry Joe)
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122. 182. Multiple Tiers for Escalation
     (You cant know everything)
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123. 183. Measure Support
     Learn and use data to be proactive.
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124. 184. Diversify Support
     resources/mediums
     
     • Books and Manuals
     • 185. Online
     • 186. MSDN
     • 187. TechNet
     • 188. Blogs
     • 189. Cheat Sheets
     • 190. One on One
     • 191. Classroom Training
     • 192. Forums
     • 193. Help
     • 194. Etc
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125. 195. Useful, digestible trainingsessions (less than an hour)
     Workshops > Presentations
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126. 196. Avoid too much too fast.Keep it simple.
     Its like learning to drive.
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127. 197. IS
     Use them.
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128. 198. Productivity Hub
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129. 199. Stand Alone/Portal Edition Training
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130. 200. SharePoint Learning Kit
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131. 201. Support Tip
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132. 202. RESPOND
     You never want to give the IT busy signal, or support busy signal.
     
133. 203. The Outcome
     SharePoint is supported effectively.
     
134. 204. What to watch out for
     The training and support can be costly in time and resources.
     
135. 205. Improved User Adoption
     
136. 206. User Adoption
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137. 207. How do we get successful User Adoption?
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138. 208. USERS MUST UNDERSTAND THE VALUE
     
139. 209. Successful User Adoption Requires
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140. 210. User Adoption Advice and Tips
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141. 211. Do a video like this one
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142. 212. High Availability, Mobility and Accessibility also lead to better User Adoption!
     SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
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143. 213. Cultivate and promote the
     right culture.
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144. 214. Create an Identity and Brand
     Branding should make it easier, and more effective.
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145. 215. Focus on those on board/ready.
     People who already want it.
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146. 216. Make it Fun!
     Hold Contests, Scavanger Hunts and Other Activities
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147. 217. Use what they love.
     If they love using outlook focus on using that as a leveraging point.
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148. 218. Say Thank You
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149. 219. Its okay to be proud.
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150. 220. Richard Harbridge
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151. 221. Reward super users with achievements.
     Then promote the desire to get rewards.
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152. 222. Create a SharePoint Showcase
     Good Idea!
     Where users submit and show off
     their SharePoint Solutions
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153. 223. Make it easier to work with
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154. 224. IS
     Use them.
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155. 225. What used to be GearUp
     http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
     TheKit is !
     Buzz
     Sweet
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156. 226. Walk your own talk.
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157. 227. The Outcome
     SharePoint is successfully adopted by a large enough group of users to be deemed successful.
     
158. 228. What to watch out for
     The build it they will come approach will not work alone.
     
159. 229. Planning for New Work and Growth
     
160. 230. What about New Work & Growth?
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161. 231. Spend time in advance building a channel for new work.
     Avoid the flood.
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162. 232. Know your limits
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163. 233. Growyour team
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164. 234. Knowyour team
     
     • Developers(s)
     • 235. Administrators(s)
     • 236. Architect(s)
     • 237. Business Analyst(s)
     • 238. Project Manager(s)
     • 239. Site Administrator(s)
     • 240. Super Users(s)
     • 241. Trainer(s)
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165. 242. Cultivatenew work! Its a good thing.
     This boosts user adoption! (More functionality and dependency over time)
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166. 243. The Outcome
     The SharePoint Implementation continues to grow, expand and provide more value.
     
167. 244. What to watch out for
     You need to plan support for new work/requests otherwise people will lose confidence.
     
168. 245. Recap: Non Technical Issues
     Often are the Big Reasons Projects Fail
     
     • Shared Understanding of Requirements/Needs
     • 246. Knowing the Limitations of the Software (When to use it/When not to)
     • 247. Estimating Effort and Schedule Accuracy
169. So being successful requires
     Understanding the non techincalas well as the technical.
     
170. 248. 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
     
171. 249. Thank You Organizers, Sponsors andYoufor Making this Possible.
     Questions? Ideas? Feedback? Contact me:
     
     • Twitter: @rharbridge
     • 250. Blog:www.rharbridge.com
     • 251. LinkedIn: www.linkedin.com/in/rharbridge
     • 252. Email me at: harbrich@hotmail.com