Practical Tips to Increase SharePoint Adoption

Subject Matter ExpertsMeet your team

Kanwal KhippleCreative Lead

Creative Lead World’s 1st Office 365 based intranet and award winner

(Nielson Norman 2014).

.• 6x SharePoint MVP• Office 365 MVP• 12 years of SharePoint consulting

experience• Canadian • Passionate about developing

highly adoptable solutions

http://www.nngroup.com/news/item/2014-intranet-design-awards/

You’ll love the way we work. Together.

Who we are and what we do

We are one of a consulting services company based out of Toronto, ON. We focus on Business Strategy, User Experience and Technology expertise to help transform organizations like yours.

We strive to build innovative solutions.

Our approach is centered on working in partnership with you to deliver results.

HI, I’M FROM THE IT DEPARTMENT AND WANNA ASK YOU HOW MUCH OUR NEW SHAREPOINT

SYSTEM EASES YOUR WORK.

I’M GLAD YOU ASK! IN THE DAYS BEFORE OUR NEW

SHAREPOINT SYSTEM, I HAD TO MAINTAIN ALL MY FILES,

PROJECTS, FINANCE DOCUMENTS, ETC. IN A BUNCH OF FILE SHARE

FOLDERS. BUT SINCE WE HAVE TO USE THE NEW SHAREPOINT SYSTEM

… I HAVE TO CHECK IN / CHECK OUT

EVERY WEEK ALL MY DOCUMENTS FROM THE FILE SHARE IN THE NEW SYSTEM JUST TO PRETEND I

USE IT

Got SharePoint?

What is SharePoint?

• Collaboration• Portal• Search• Content Management• Applications• About 30 other things!

What is SharePoint?

Steve Ballmer says,

“SharePoint … it’s magic.” - Microsoft SharePoint Conference, 2009, Keynote

The Challenge

It’s BigIt’s Everything

What SharePoint Really Can Be To Users

The Challenge

Build it and They Will Come

Denial

Agenda

• Pain Points• Adoption Strategy• Practical Tips• Free Resources

Pain Points

Training

Meeting Needs

Helpdesk

End UserSharePoint

CultureSecure

Involvement

PlanningPilot Site

Governance

Most Important Factor for Realizing Value

Agenda


Common Adoption Plan

• Communication Plan• Training Plan• Content Conversion Plan• User Support Plan• Incentives and Reward Plan

Executive sponsorship

• Secure explicit executive sponsorship. Organizations with executives who actively communicate the value and benefit of SharePoint are more likely to be successful with their rollout

Adoption Team

• Create a dedicated rollout and adoption team. The presence of a dedicated team that's formed during the planning phase and lasts until the end of the adoption has been shown to be an important measure of the rollout's overall success

Success Metrics

• Develop clearly articulated goals, success criteria, and timeline. • Focus on enabling users for the essential tasks• Choose success metrics that tell the whole story

Pilot• Conduct a robust pilot to validate deployment and

key scenarios

Marketing Campaign

• Implement a broad marketing campaign to drive awareness.

Adoption Strategy

Adop

tion

Stage/Time

Awareness Learning Trial Application Adoption

100%

Agenda


Your Company Vision

1. Warm and inviting online landscape where employees complete their work with ease

2. Cultural glue of a company3. …4. …

Change is the only Constant

Start off as open as possible, worry about guidelines later

Can’t Live Without Intranet

Brand Your Portal

Don’t name it SharePoint• Our World• 1st Base

Connecting SharePoint to Biz Goals

• Users want to see the connection• Outcomes, not requirements

Focus on effectively getting employees to adopt the portal over time

WIIFM• Educate users

• Users want to understand what they get out of using the system

• For example, why they have to add metadata

What’s in it for me?

Daily Updates

Quick Access

Personalize Portal

Helpdesk Checklist

• Train Help Desk Agents• Create a Help & Training wiki site

Don’t Try to Boil the Ocean

Leverage SharePoint Yourself

Put your meeting Agenda, action items and minutes on the Wiki. Get people to update their action items on the Wiki page.

Leverage SharePoint Yourself

Before: Send a bulk-email to your teams distribution list

After: Post it on SharePoint. Email everyone from the team a link to the item.

Digital Asset Management

Slides LibraryVideo LibraryImage Library

Image Library

Image Slider

Calendar Overlays

Survey - Add a Quick Poll

Automate Business Processes

Encourage Social Communation

Build a Social NetworkLeverage Activity Feeds

SharePoint Heroes

Online Scavenger Hunts

Agenda


Training

• Set up a comprehensive intranet site for end users.

Productivity Hub

Productivity Hub Download http://spbuzz.it/sp2010prodhubdlDemo http://spbuzz.it/sp2010prodhubdemo

SharePoint Buzz Kit

• Posters and announcements

• Brownbag sessions and slides

• Video demos for kiosks

• Training and certificates

• SharePoint Adoption Kit will be updated for

SharePoint 2010

Resources for Rollout and Launch

SharePoint Buzz KitDownload http://spbuzz.it/sp2007buzzkit

IUseSharePoint.com10 Webisodes:

1. Sticky Situation: Don’t let your to-do list drive you nuts. Use SharePoint to keep it all together.

2. The Elusive Chris Smith: Take the mystery out of finding people. Clue: Use SharePoint.

3. Cup of Chaos: Coffee spills are messy. Ditch the drama with SharePoint.

4. Team Player: Teamwork shouldn’t come with undesired side effects. SharePoint has the right prescription.

5. Take a Number: Don’t make your team line up for answers. Share your knowledge with SharePoint.

6. Gift Exchange: Not keeping up with your colleagues can get…awkward. SharePoint keeps you in the know.

7. Proposal Panic: Many People in one document can get crazy. Stay on the same page with SharePoint.

8. Get the Massage: It’s mission critical—and missing. Better find SharePoint.

9. Meeting Mayhem: Inefficient meetings are a drag. So why not invite SharePoint?

10. Begging for Approval: Say goodnight to nightmare processes. Say hello to SharePoint.

Adoption Kit

Adoption Planning• Content, Content, Content (did I mention content?) • Engagement Calendar • Active Community Management • Regular Communication • Acknowledge Contributions • Feature Members • Reputation Management • Incentives

Adoption won’t happen magically (even though you want it to)

Key TakeawaysAdoption is like Oxygen

Take Aways Have a plan

It’s About the Little Things

• Read every single comment on the intranet• Say “thank you” in response to every single feedback form submitted• Key to success is respect for employees. Without respect for

employees our communications cannot come across as genuine or sincere

Thank You

We’d love to hear from you:

Kanwal [email protected]

416-888-7777

Practical Tips to Increase SharePoint Adoption

Technology

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