SharePoint success in the business:implementation implementation implementation

Ellen van Aken

September 25, 2012

Agenda

• Implementation•Approach•Examples• Learnings•Q&A

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IMPLEMENTATION

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Implementation 1: System

•System installed and working

Measurable: +

Stimulating usage: -

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Implementation 2: Communication

•The intranet is here •This is how we will use it in the organization•This is how you do things

Measurable: +

Stimulating usage: +/-

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And then...

...What else do you do?

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Implementation 3: Embedding in the business

•Employees use their intranet in their daily work and processes to help them – save time – save effort– save money!

Measurable: +/-

Stimulating usage: +

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EMBEDDING APPROACH

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Do you recognize this?

•SharePoint-intranet implemented•There was an urgent need for solutions•Most users understood document sharing, but not all

other functionalities

Business: SharePoint: We need workflow, data collection, process facilitation, communication, collaboration and publishing tools

Has workflow, data collection, process

facilitation, communication,

collaboration and publishing tools

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Bridging the gap

Help the business with using SharePoint•Configuration: central team/person

Maintenance: business process owner•Configuration, no code•Consistent project approach•Business-case based (priority and revenue)•Focus on simple business processes and sites with

high importance/visibility•Pro-active (promotion, roadshows etc.) and reactive

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Consistent Project Approach

1. Intake + business case (for priority and revenue)– Savings in time/paper/IT/travel/others (=> €€)– Scope and focus– Implementation time/complexity– Re-usability

2. Proof of concept

3. Development, testing, rework

4. Introduction and maintenance– Training Site/Process Owner– Supporting Site Owner with introduction to end users– Non-standard maintenance by central team

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Why a Central Team/Person?

•Process owner can focus on process, rather than spend time on learning how to configure a Team Site

•Central team/person – collects knowledge about the business and about SharePoint– thinks about long-term maintenance, upgrades, scaling,

usability etc.– creates consistency in solutions– can distribute examples across the organization

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EXAMPLESES

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1. Product Recall

• In case of product recall a pre-configured SharePoint external Team Site can be created from template

•Easy to use, also for inexperienced and/or external users

•Archiveable •Reduces stress due to:

– clear instructions– standard content and process– central storage of data and logs

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Wireframe

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2. Logistics complaints

•Central registration and management of customer logistics problems in SharePoint Issue Tracking List

•Saves time and money due to:– moving from 8 legacy systems to 1 standard process for all

businesses– resulting database allows improvement of processes to

reduce recurring problems – assigning responsibilities (producer/transporter/customer)

reduces costs of compensation– good preparation for SAP

•Great spinoff to other processes/businesses

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3. Project Status update

•Global standardization project involving central and local subprojects

•Subprojects collected in SharePoint Custom List•Saves time and errors due to:

– all project statuses are collected in in a standard way– no overwriting or check-out issues with shared Excel files– datasheet views facilitate “mental transition” from Excel– generated revenues are calculated by SharePoint– transparancy means less reporting

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4. “Facebook” for Field Team Sales

• Internal “Facebook Wall” to share information about products, promotions, competitors and supermarkets

•1 SharePoint Announcements List in Team Site replaced emails

•Saves time and complexity due to:– 1 Announcement list eliminates 500 daily emails between 20

sales force and 5 back office. – 1 Alert (daily summary) replaces 20 emails – Automatic archiving saves extra time

Succesful without mobile/social intranet!

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LEARNINGS

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This is not rocket science

– knowledge of business processes– interest in solving puzzles– fluency in SharePoint

are sufficient to streamline business processes that – help your organization to be more efficient– help your organization become familiar with

SharePoint– save time, effort and money

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Opportunities are everywhere

• Global projects needing local input• Temporary pre-SAP solutions• Data collection and reporting via

distributing/chasing/aggregating Excel sheets• Requests with incomplete data coming from multiple

channels• Business experiments • Overwriting data in online Excel sheets, or issues with check-

in and check-out• Recurring projects: innovation, recalls, year plans• Legacy applications

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The business is the bottleneck

•Configuring a site is easy but...

•The business has to do most of the work!– defining current and desired processes– envisaging a solution in SharePoint – reviewing and testing – thinking about maintenance and future changes – doing their regular job

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The 80-120 rule

•SharePoint can generally provide > 80% of desired functionality.

•For someone who really wants something, or who really has a problem, 80% will be sufficient.

•For someone who does not want to change, 120% is not enough.

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No pain, no SharePoint gain

Adoption is easier if your business is suffering:

•No budget for dedicated systems •Many projects to reduce costs/increase efficiency•Doing the same work with less employees/less budget•Problems with important processes

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SP 2003 = SP 2013 (for business people)

2013

2010

2007

2003

2013

2010

2007

2003

For SharePoint people For business people

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QUESTIONS?

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Thank you!

For more information:

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www.mydigitalworkplace.wordpress.com

@ellenvanaken

nl.linkedin.com/in/ellenvanaken

Ellen.vanAken@AkzoNobel.com

Picture acknowledgments

Picture Page Image courtesy of5 Stockimages / FreeDigitalPhotos.net

7 Dinny/Stock.xchng

31 Imagerymajestic / FreeDigitalPhotos.net

33 Dream designs / FreeDigitalPhotos.net

34 Master isolated images / FreeDigitalPhotos.net

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