The document provides an overview of dos and don'ts for implementing SharePoint. It discusses focusing on the core functionality of SharePoint rather than utilizing all of its features. Customizing navigation and design requires significant time and costs. Governance and change management are important for rolling out features like team sites and personal sites. Overall adoption of SharePoint has been growing but many organizations need additional third-party tools and face challenges with functionality, expertise, and usability. Strategic planning is essential to avoid common issues with governance and proliferation of content.

1. SharePoint Dos & Don’ts
Watch the webinar video instead
Toby Ward, with Steve Medve
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 1

2. Agenda
o SharePoint 2010 Overview
o Priority Dos / Don’ts
o User Satisfaction
o Pros / Cons
o Planning
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 2
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 2

3. Twitter hashtag
@tobyward @intranet2
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 3

4. About Us
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 4

5. Who is Prescient?
• 11 years of rich history
• World-class intranet experts
• Strategic Internet & intranet consulting, planning & design
services to many Fortune 500 & big brand clients, small
and medium-size leaders
• More intranet engagements & clients than any firm (class)
• A well defined and proven methodology
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 5
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 5

6. Listen. Understand. Deliver.
• We treat each client as unique;
• We listen to their needs, goals and challenges;
• Understand a client’s requirements and potential; and
• Deliver highly effective and innovative website &
intranet plans, designs & solutions.
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 6
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 6

7. Clients include…
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 7

8. SP 2010 Overview
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 8

9. SP 2010
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 9

10. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 10

11. POLL
Does your organization have SP in use (any
version) somewhere in your organization?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 11

12. Aprx. 70%
Adoption
(Western World)
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 12

13. Nexus of Intranet Success
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 13

14. How it’s used
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 14

15. SharePoint 2010
2011 Study by AIIM
6% Live with SP2010 by
8% Upgraded
21% Deployed 1st use
28% Will Upgrade
50% Hope to be live by
Jan. 1, 2012
Summer 2011
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 15
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 15

16. SP 2010
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 16

17. Lots of bells & whistles
Focus on main focus (e.g. ECM)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 17
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 17

18. Lots of bells & whistles
DON’T
Bite off more than you can chew
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 18
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 18

19. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 19
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 19

20. Key lesson: one step at a time
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 20
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 20

21. Main use: Content Management
2011 Study by AIIM
36% Enterprise wide content
11% No other CMS
19% Use with other(s)
6% Fully integrated
with other systems
management
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 21
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 21

22. POLL
What version of SharePoint are you using?
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 22

23. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 23
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 23

24. Navigation
Implement your own
information architecture
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 24
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 24

25. Navigation
DON’T
Use SP’s navigation... please don’t
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 25
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 25

26. http://www.onurguvener.com/
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 26
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 26

27. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 27

28. Key lesson: don’t force a bad IA
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 28
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 28

29. Employee Networking
Social Intranet Study, 2011, 1401 participants
43%
19% enterprise
deployment
21% limited
deployment
22% have no
of those orgs that use social media plans
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 29
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 29

30. SharePoint My Sites
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 30
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 30

31. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 31

32. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 32
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 32

33. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 33
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 33

34. Newsgator
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 34
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 34

35. My Sites
Implement My Sites (Phase 2)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 35
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 35

36. My Sites
DON’T
Role out My Sites without change management
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 36
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 36

37. Key Lesson: don’t invest in SP….
… just for the blade.
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 37
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 37

38. BT SharePoint Collaboration
Source: Richard Dennison, BT Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 38
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 38

39. BT SharePoint Collaboration
Source: Richard Dennison, BT Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 39
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 39

40. Tiered Levels of Control
 Tightly Controlled
Technical Strategy
 Tight Control at the
Widest Scope
 Decreasing Control as
the Scope Narrows
 Broad Governance
Policies
 Maximum Tactical
Freedom
© Mark Ragar Schneider 2007
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 40

41. Team Sites
Institute rules & governance for Team Sites
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 41
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 41

42. Team Sites
DON’T Allow free reign
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 42
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 42

43. Key lesson: without rules, SP
will sprawl out of control
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 43
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 43

44. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 44
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 44

45. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 45
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 45

46. Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 46

47. Design
Implement a custom look & feel
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 47
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 47

48. Design
DON’T
Underestimate the cost & time to do so
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 48
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 48

49. Key lesson
Sucks
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 49
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 49

50. Functionality
Gartner, “SharePoint Adoption,” 2011
54%Say SP2010 fails to live up to
functional expectations
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 50
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 50

51. Third-Party Applications
Gartner, “SharePoint Adoption,” 2011
57%
Have augmented SP 2010 with
additional products such as
Jive, AvePoint, Nintex, etc
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 51
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 51

52. Cost
Budget accordingly
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 52
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 52

53. Cost
DON’T
Expect that price is limited to licensing &
implementation costs
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 53
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 53

54. Key Lesson: Prepare to keep spending
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 54
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 54

55. Use & Satisfaction
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 55

56. Employee Satisfaction
Social Intranet Study, 2011, 1401 participants
28%
38% Satisfactory
26% Poor
5% Very Poor
Very Good (6%) or Good (22%)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 56
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 56

57. Executive Satisfaction
Social Intranet Study, 2011, Preliminary Data, 1401 participants
28%
38% Satisfactory
26% Poor
9% Very Poor
Very Good (6%) or Good (22%)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 57
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 57

58. Price
Social Intranet Study, 2011, Preliminary Data, 500 participants
38%
14% $10 – 25k
10% $25 – 50k
10% $50 – 100k
9% $100 – 200k
Less than $10,000 17% $200k or more
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 58
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 58

59. www.PrescientDigital.com
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 59
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 59

60. SharePoint Pros & Cons
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 60

61. Pros
• Early successful deployments encourage rapid uptake
• Strong collaboration capabilities
• Benefits outweigh the problems
• Applications… everything and the kitchen sink
• SharePoint 2010 fills critical functional gaps left by the 2007
version
• 79% of respondents say it meets IT’s expectations
• 54% say that it is meeting technical expectations
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 61
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 61

62. Cons
o Not enough expertise / skills to implement and customize
o Cost (expensive)
o Lengthy deployment (including 2,000 of deployment
documentation and hidden features)
o Problematic and expensive to customize
o Often fails to satisfy as a standalone product; needs
augmentation (57% of customers have bought third-party
tools)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 62
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 62

63. Cons
o Usage (not getting the use as hoped)
o Technical issues (performance, technical complexity)
o Lack of governance
o Functional operation (54% say SP 2010 fails to live up to
functional expectations)
o Mobile: mobile specific views have been problematic for
Blackberry, iPhone & Androids
o File size limits (2 GB)
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 63
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 63

64. Planning
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 64

65. Biggest ongoing issue
AIIM SharePoint Survey, 674 respondents, 2011
46%
45% Lack of governance
Meta data, taxonomy
35% Lack of expertise
31% Lack of governance
Team Site proliferation
Lack of strategic plans
Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 65
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 65

66. Intranet Strategy Approach
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 66

67. Strictly Confidential © 2009 Prescient Digital Media Not For Distribution 67
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 67

68. Q&A
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 68

69. www.PrescientDigital.com
416.926.8800
prescient@prescientdigital.com
Strictly Confidential © 2012 Prescient Digital Media Not For Distribution 69