SharePoint Saturday - SharePoint Success

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SharePoint Success How To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge SharePoint Saturday 200 This Session Is Being Recorded Richard Harbridge

Transcript of SharePoint Saturday - SharePoint Success

Page 1: SharePoint Saturday - SharePoint Success

SharePoint SuccessHow To: Manage and Implement SharePoint Projects Presented By: Richard Harbridge

SharePoint Saturday 2009

This Session Is Being Recorded

Richard Harbridge

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Who Am I?

Richard HarbridgeIs a Business AnalystIs a Blogger/TweeterLoves SharePointLoves CommunitiesLoves TechnologyBlah Blah Blah

SharePoint Saturday 2009Richard Harbridge

Loves Project ManagementLoves PsychologyLoves Talking

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More Important: Who Are You?

The Single Most Valuable Takeaway From Today Is…

Each OtherShare the Point Exercise:

Fill Out Your Full NameFill Out Your Title or “Camp” (IT Admin, Dev, Manager etc…)List at least 3 Things You Love (SharePoint, Gadgets, Math etc…)Add Preferred Contact Method(s)Give that to someone you DON’T know and try and get theirs.

SharePoint Saturday 2009Richard Harbridge

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Agenda

What we are going to talk about today…

All About Buy In

Governance

Implementation

SharePoint Saturday 2009Richard Harbridge

From Here To Here

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Buy In/Motivation/Drivers

Why is SharePoint being looked at?

Someone is Interested

Gather Around Ideas (Like Minds)Abundance ThinkingCollaboration/Working TogetherCommunication/Sharing

Define Vision, Objectives and Priority

Achieve Momentum

Maintain Momentum (Keep People Involved)

SharePoint Saturday 2009Richard Harbridge

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Cost Of Ownership (IT)

SharePoint Saturday 2009Richard Harbridge

The Biggest Point to Share is:

SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.

The Reality:

IT doesn’t want to learn/support a new technology.

SharePoint’s integration is invaluable to IT.

A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.

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Lets Talk Numbers (CFO/Finance)

SharePoint Saturday 2009Richard Harbridge

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.

Money can be invested to always generate a return.

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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Add Value/Increase Profit (Executive)

SharePoint Saturday 2009Richard Harbridge

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.

Productivity gain can be difficult to measure, as can reduction in waste.

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Evaluating Return on InvestmentMoney Matters:

Always show expected cost and return over multiple years.

Use discount rate to help account for risk and competitive investment rate.

Internal Rate of Return will help find the ‘break even point’.

SharePoint Saturday 2009Richard Harbridge

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The Simplest ROI Formula Ever

SharePoint Saturday 2009Richard Harbridge

Estimated Value / Estimated Difficulty * 100 = ROI

Examples:

I have a difficult requirement. It’s an 8 in difficulty (out of 10).

I have an easy requirement. It’s 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).

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Mapping 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

Generate Templates

Migrate File Shares

Create Dashboards

Implement Workflow Solutions

Configure Search Services

Branding

Direct Relationship Indirect Relationship

SharePoint Saturday 2009Richard Harbridge

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Information

Search

Collaboration

ManagementControl

Process

InformationInformationInformationInformation

Information Overload

SharePoint Saturday 2009Richard Harbridge

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Scalable Architecture

Information

Search

Collaboration

Management

Control

ProcessForms Services

Business Intelligence

Personalization

Records Management

Information

Search

Collaboration

ManagementControl

Process

SharePoint Saturday 2009Richard Harbridge

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SharePoint Solutions (Evolution)

Business Intelligence

Driven

Business Process Driven

Collaboration Driven

Information Driven

Communication Collaboration Workflow/ Auditing

Reporting

Dashboards

*Super Simplified

SharePoint Saturday 2009Richard Harbridge

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Governance

SharePoint Saturday 2009Richard Harbridge

Governance is… Required

It requires a fair amount of effort but is worth it.

Managing, supporting and implementing SharePoint is a teameffort. Without effective governanceorganization, performance, andcapability are significantly reduced.

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Governance Teams

There are typically 5 teams for SharePoint Governance:

Business Strategy Team

Technical Strategy Team

Tactical Teams: Tactical Operations Team

Tactical Development Team

Tactical Support Team

SharePoint Saturday 2009Richard Harbridge

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Executing Governance

SharePoint Saturday 2009Richard Harbridge

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The Results

Shared understanding of SharePoint related processes.

Governance Documentation:

Aggregate/Reference Document (Contains all SharePoint Info)

Objectives/Priorities (Tech/Business)

Operations Documentation

Development Documentation

Support Documentation

SharePoint Saturday 2009Richard Harbridge

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My “Recommended” ApproachWhen implementing any solution in SharePoint I would highly recommend an iterative approach.

Reasons why Iterative ‘works’ for SharePoint projects:

Understanding SharePoint is key for Developers, Testers, Analysts, and Managers. It takes time, so iterative allows you to learn, correct, and improve more easily.

SharePoint is great for rapid prototyping, and for proof of concept work. Since so much is ‘built in’ you can leverage tons without writing much code which also means you only test your code.

It ensures there is time to review, adjust, and communicate.SharePoint Saturday 2009Richard Harbridge

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Implementation/Support

SharePoint Saturday 2009Richard Harbridge

Implementation/Support planning is critical to SharePoint success.

What’s important?

Communication Planning

Support Planning

End User Adoption Training

Plan for New Work(In this case Enhancements, New Features, etc)

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A Communication Plan will:

Will act as a binding agreement (forces you to carry through).

Helps keep communication focused.

Helps prevent unwanted surprises.

Communication Tips:

Use pictures and more pictures.

Explain as much as you can (Pros/Cons). Solidifies decisions and allows them to explain to anyone who asks.

Ask every question three times in three different ways.

Communication

SharePoint Saturday 2009Richard Harbridge

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Support

Plan how you are going to support SharePoint.

Have multiple tiers for escalation.(You can’t know everything).

Ensure site admins can/do provide support.

Diversify support resources/mediums: Online, books, manuals, cheat sheets, one on one, etc.

Measure support! Learn and use data to be proactive.

Support Tip:

Respond! You never want to give the IT busy signal, or support busy signal.

SharePoint Saturday 2009Richard Harbridge

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User Adoption

User Adoption can fail because users don’t understand the value.

Successful User Adoption Requires:

Useful, digestible training sessions (less than an hour).

Avoid too much too fast/Keep it simple. (Like learning to drive.)

Cultivate and promote the right culture.

Focus on those on board/ready and reward lavishly/provide incentive.

Make sure they understand why they are using SharePoint.

SharePoint Saturday 2009Richard Harbridge

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User Adoption Tricks Pick something they love. If they like working in outlook then

focus on that as your starting point.

Reward super users with achievements. Then promote the desire to get rewards.

Create a SharePoint Showcase where users submit and show off their solutions.

Do a video that is both informative and interesting when releasing SharePoint. Like this one!

Walk the talk/Eat your own dog food/Live by example.

SharePoint Saturday 2009Richard Harbridge

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Handling New Work/Growth

Greater User Knowledge > Greater Requirements/Needs

Prepare a good system (in SharePoint?) for managing change requests, enhancement requests, new features, and new work.

Spend time in advance building a channel for new work.

Cultivate new work! It’s a good thing. This boosts user adoption! (More functionality and dependency over time)

SharePoint Saturday 2009Richard Harbridge

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Thank You!

Let’s talk, and/or tweet!

Twitter: http://www.twitter.com/rharbridge

Blog: http://sharepointkb.wordpress.com

LinkedIn: http://www.linkedin.com/in/rharbridge

Send me your emails, and let me know your feedback!

Email me at: [email protected]

Let me know if you didn’t get 3 things!

SharePoint Saturday 2009Richard Harbridge