SharePoint Saturday - SharePoint Success
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Transcript of 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
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
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
Agenda
What we are going to talk about today…
All About Buy In
Governance
Implementation
SharePoint Saturday 2009Richard Harbridge
From Here To Here
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
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.
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.
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.
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
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).
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
Information
Search
Collaboration
ManagementControl
Process
InformationInformationInformationInformation
Information Overload
SharePoint Saturday 2009Richard Harbridge
Scalable Architecture
Information
Search
Collaboration
Management
Control
ProcessForms Services
Business Intelligence
Personalization
Records Management
Information
Search
Collaboration
ManagementControl
Process
SharePoint Saturday 2009Richard Harbridge
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
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.
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
Executing Governance
SharePoint Saturday 2009Richard Harbridge
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
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
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)
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
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
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
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
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
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