1. The Seven Most Important
SharePoint Success Factors
#SPC_ORG @RHarbridge
Presented By: Richard Harbridge

2. Who am I?

3. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SharePoint
Symposium

4. Understanding the Non Technical
Is necessary to avoid poor…
 Shared Understanding of Requirements/Needs
 Knowledge around Limitations of the Software
(When to use it/When not to)
 Estimation of Effort and Schedule Accuracy
The Biggest Reasons
SharePoint Projects Fail?

5. Our Goal Today…
From Here To Here

8. Understanding the ‘Why’
and Making a Decision

9. #SPC_ORG @RHarbridge
Meet Joe
Hi!

10. #SPC_ORG @RHarbridge
At Joe’s Company…

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Decision Makers don’t have
Enough Information

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The CFO needs to Reduce Costs

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IT Services Struggles to Keep Up

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People Are Having Trouble
Finding What They Need
And

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So Joe has an Idea!

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Since…
Awesome! Not as awesome.

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And Everyone in Joe’s Company
uses Microsoft Office…

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SharePoint is the Perfect Fit!

19. #SPC_ORG @RHarbridge

20. #SPC_ORG @RHarbridge
Map the needs of the
organization to the right
technology…

21. #SPC_ORG @RHarbridge
Perform in depth product
comparisons and evaluations

22. Like this
one…
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

23. This is important as Microsoft
alone has a quite a few…
• Dynamics AX
• Dynamics CRM
• Dynamics GP
• Dynamics NAV
• Dynamics POS
• Dynamics RMS
• Dynamics SL

24. SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com

25. #SPC_ORG @RHarbridge
Foundation
Standard
Enterprise
Even SharePoint has multiple options
2007
2010
Online
On Site

26. It’s Big Ecosystem

27. #SPC_ORG @RHarbridge
It’s not just a
feature to feature comparison
People
Process
Technology

28. #SPC_ORG @RHarbridge
So Joe does all that good
research and…

29. #SPC_ORG @RHarbridge
SharePoint is a part of his overall
Enterprise Technology Plan

30. The Outcome
Within the overall enterprise technology
plan SharePoint meets specific business
needs.

31. What to watch out for…
We have to define our needs carefully if
we want to pick the right technology.

32. Achieving Buy In and
Setting Expectations

33. #SPC_ORG @RHarbridge
Before we begin…

34. #SPC_ORG @RHarbridge
Let’s Talk About Perceptions

35. #SPC_ORG @RHarbridge

36. #SPC_ORG @RHarbridge
People See Different Things

37. #SPC_ORG @RHarbridge
Perceptions Impact Motivation
• Acceptance
• Curiosity
• Hunger
• Family
• Honour
• Idealism
• Independence
• Order
• Physical Activity
• Power
• Attractiveness
• Saving
• Social Contact
• Status
• Security
• Vengeance

38. #SPC_ORG @RHarbridge
Two Key Groups Must Buy In and
Have The Right Expectations
IT Services Decision Makers

39. #SPC_ORG @RHarbridge
What is the most important thing to
IT Services?

40. COST OF
OWNERSHIP

41. #SPC_ORG @RHarbridge
What are some ways we can
convince IT Services?

42. #SPC_ORG @RHarbridge
The Main Point of Implementing SharePoint:
 SharePoint eventually allows Business Users to
develop and implement business solutions that use
technology without IT’s direct involvement.
SharePoint and IT

43. #SPC_ORG @RHarbridge
When I Say “SharePoint Integration”
You Probably Think Of This...
Secondary (But Important) Points:
 SharePoint’s integration with technologies you
already use and it’s extendibility are invaluable.
SharePoint and IT

44. #SPC_ORG @RHarbridge
The Reality:
 IT struggles with supporting another technology.
SharePoint and IT

45. #SPC_ORG @RHarbridge
Information
Search
Collaboration
Management
Control
Process
Information
Information
Information
Information
Explain Information Overload

46. #SPC_ORG @RHarbridge
Information
Search
Collaboration
Management
Control
Process
Forms Services
Business
Intelligence
Personalization
Records
Management
Information
Search
Collaboration
Management
Control
Process
Explain Platform Benefits

47. #SPC_ORG @RHarbridge
What is the most important thing to
Decision Makers?

48. Add Value
To Business

49. #SPC_ORG @RHarbridge
What are some ways we can
convince Decision Makers?

50. #SPC_ORG @RHarbridge
Add Value (Decision Makers)
The Biggest Point to Share is:
 SharePoint can help achieve business objectives by improving
productivity, reducing waste, and improving visibility to help
drive better decision making.
The Reality:
 Business Objectives are often not specific enough to be
achievable.
 It takes time and investment to reach the point
all managers and executives want.

51. #SPC_ORG @RHarbridge
Prioritize and Plan

52. #SPC_ORG @RHarbridge
Map 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
    
Migrate File
Shares
   
Create Dashboards     
Implement
Workflow
Solutions
   
Configure Search
Services
    
Branding    
 Direct Relationship  Indirect Relationship
* Objectives/solutions should be more specific – Example purposes only.

53. #SPC_ORG @RHarbridge
What’s the expectation
we have to set?

54. It Takes
Time

55. #SPC_ORG @RHarbridge
SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards

56. The Outcome
Joe has achieved momentum and buy in.

57. What to watch out for…
Joe must carefully manage expectations
and maintain the momentum.

58. Determining and
Supporting ROI

59. #SPC_ORG @RHarbridge
How do we get here?

60.  Show expected cost and return over multiple time periods.
 Remember to ‘discount’ values to account for cost of capital
impact and the fact $5 dollars today is worth less than $5 in
the future.
Evaluating With Discounted Cash Flow

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Evaluating with Real Options Analysis

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Evaluating with Monte Carlo Analysis

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This is kind
of boring…
There are different ways of
calculating ROI

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There are really only two
ways of using ROI
1. For Prioritization
2. To Improve Return

65. #SPC_ORG @RHarbridge
The Simplest ROI Formula Ever
Estimated Value
Estimated Difficulty
Even I can
do it!
1. For Prioritization

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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).
Estimated Value
Estimated Difficulty
1. For Prioritization

67. #SPC_ORG @RHarbridge
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number

68. #SPC_ORG @RHarbridge
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!

69. #SPC_ORG @RHarbridge
ROI (traditionally) Measures
Financial Impact
2. To Improve Return

70. #SPC_ORG @RHarbridge
ROI analysis often misses 'non-financial
impact’ or ‘increased potential’
Website/Intranet Visitors
Increased
Connections
User Complaints
Improved Morale Improved Skills
Improved Know-How
Innovation
Better Reputation
Employment Applications
Click-throughs
Comments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return

71. #SPC_ORG @RHarbridge
Example of
Non-Financial Measurement
2. To Improve Return

72. #SPC_ORG @RHarbridge
IS
Use them.

73. #SPC_ORG @RHarbridge
SharePoint Deployment Planning
Services (SDPS)
https://www.partnersdps.com/Pages/ToolsSupport.aspx

74. MEASURE
THE RIGHT
THING

75. #SPC_ORG @RHarbridge

76. #SPC_ORG @RHarbridge
What you don’t want.
Don’t lose perspective.

77. The Outcome
Joe is measuring effort effectively to
better prioritize or to improve return on
investment.

78. What to watch out for…
Fear of bad estimation leading to not
estimating at all. Vaguely right is better
than precisely wrong.

79. Implementing Successful
Governance

80. #SPC_ORG @RHarbridge
What is Governance?

81. GOVERNANCE
IS REQUIRED

82. #SPC_ORG @RHarbridge
Without effective governance
organization, performance, and
capability are significantly
reduced.
What does
that mean?

83. #SPC_ORG @RHarbridge
Without Governance

84. #SPC_ORG @RHarbridge
So how do we do it?

85. #SPC_ORG @RHarbridge
Teamwork is Key
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Initiatives/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
The 5 Teams You Need For Effective
SharePoint Governance

86. #SPC_ORG @RHarbridge
Alternative Teams
If the organization or implementation is small enough you might
only need to start with two and break them apart as you
mature/grow.
 Tactical Team
 Operations
 Development
 Support
 Strategy Team
 Business
 Technical

87. Identify patterns.
Plan for patterns.
Execute patterns.

88. #SPC_ORG @RHarbridge
I think I see
a Pattern.

89. #SPC_ORG @RHarbridge
Executing Governance

90. #SPC_ORG @RHarbridge
No Single “Approach”
Projects
Tasks
Communities
Practices

91.  Aggregate/Reference Document or Site
(Contains all SharePoint Info – Single Point of Reference)
 Objectives/Priorities
(Tech/Business)
Governance Outcomes

92. #SPC_ORG @RHarbridge
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
 …
SharePoint will be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.
 …
SharePoint will not be…

93. #SPC_ORG @RHarbridge
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule
Operations Outcomes

94. #SPC_ORG @RHarbridge
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
Development Outcomes
SharePoint Standards Online

95. #SPC_ORG @RHarbridge
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…
Support Outcomes

96. #SPC_ORG @RHarbridge
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
Support Outcomes
SharePoint Standards Online

97. #SPC_ORG @RHarbridge
IS
Use them.

98. #SPC_ORG @RHarbridge
TechNet, Community and More..

99. #SPC_ORG @RHarbridge
are
Use them.

100. #SPC_ORG @RHarbridge
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open
to all employees
TEAM SITES: Generally open
to team members
Tightly
controlled,
formal
governance
Looser control,
less formal
governance
Some control,
some formal
governance
“PRIVATE” SITES: Open
to business group
members
Define Governance Control Levels

101. #SPC_ORG @RHarbridge
ITIL Framework

102. COBIT Framework

103. Microsoft Operations Framework (MOF)

104. #SPC_ORG @RHarbridge
With Governance

105. The Outcome
Everyone Achieves a Shared Understanding
of SharePoint Related Processes

106. What to watch out for…
Not just documents, policies, and
procedures. It is an active and
ongoing process.

107. Approaching and
Supporting SharePoint

108. #SPC_ORG @RHarbridge
What is the best approach for
SharePoint Implementations?

109. ITERATIVE
APPROACH

110. #SPC_ORG @RHarbridge
Why Iterative?
 SharePoint is a very large platform.
 It takes time to understand SharePoint.
 SharePoint is great for rapid prototyping,
and for proof of concept work.
 It ensures there is enough time to
review, adjust, and communicate.

111. #SPC_ORG @RHarbridge
Support Planning

112. #SPC_ORG @RHarbridge
Don’t forget you aren’t superman.
(Sorry Joe)

113. #SPC_ORG @RHarbridge
Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
(You can’t know everything)

114. #SPC_ORG @RHarbridge
Measure Support
Learn and use data to be proactive.

115. #SPC_ORG @RHarbridge
Diversify Support
resources/mediums
 Books and Manuals
 Online
 MSDN
 TechNet
 Blogs
 Cheat Sheets
 One on One
 Classroom Training
 Forums
 Help
 Etc

116. #SPC_ORG @RHarbridge
Avoid too much too fast.
Keep it simple.
It’s like learning to drive.

117. #SPC_ORG @RHarbridge
IS
Use them.

118. #SPC_ORG @RHarbridge
Productivity Hub

119. #SPC_ORG @RHarbridge
IUseSharePoint
Download and install the ‘lunch’ and learn module - an interesting idea.

120. #SPC_ORG @RHarbridge
Support Tip…

121. RESPOND
You never want to give the IT busy
signal, or support busy signal.

122. The Outcome
SharePoint is supported effectively.

123. What to watch out for…
The training and support can be
costly in time and resources.

124. Improved User Adoption

125. #SPC_ORG @RHarbridge
How do we get successful
User Adoption?

126. USERS MUST
UNDERSTAND
THE VALUE

127. #SPC_ORG @RHarbridge
Successful User Adoption Requires…

128. #SPC_ORG @RHarbridge
Do a video like this one…

129. #SPC_ORG @RHarbridge
High Availability, Mobility and
Accessibility also lead to better
User Adoption!
SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More

130. #SPC_ORG @RHarbridge
Create an Identity and Brand
Branding should make it easier, and more effective.
Consistency Across
User Environments
Modify Provisioned
Site (or Templates)
Based on Need

131. #SPC_ORG @RHarbridge
Make it Fun!
Hold Contests, Scavenger Hunts and Other Activities

132. #SPC_ORG @RHarbridge
Reward super users with
achievements.
Then promote the desire to get rewards.

133. #SPC_ORG @RHarbridge
Create a SharePoint Showcase
Where users submit and show off
their SharePoint “Solutions”
Good Idea!

134. #SPC_ORG @RHarbridge
Make it easier to work with

135. #SPC_ORG @RHarbridge
Make it easier to work with
Powerful Columns You Probably Didn’t Know About

136. #SPC_ORG @RHarbridge
Make it easier to work with
Why Leveraging SharePoint Blog Features for News is a Great Idea

137. #SPC_ORG @RHarbridge

138. The Outcome
SharePoint is successfully adopted by a large
enough group of users to be deemed
successful.

139. What to watch out for…
The build it they will come approach
will not work alone.

140. Planning for New Work
and Growth

141. #SPC_ORG @RHarbridge
What about New Work & Growth?

142. #SPC_ORG @RHarbridge
Know your limits

143. #SPC_ORG @RHarbridge
Grow your team

144. #SPC_ORG @RHarbridge
Know your team and needs
 Developers(s)
 Administrators(s)
 Architect(s)
 Business Analyst(s)
 Project Manager(s)
 Site Administrator(s)
 Super Users(s)
 Trainer(s)

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

146. The Outcome
The SharePoint Implementation continues to
grow, expand and provide more value.

147. What to watch out for…
You need to plan support for new
work/requests otherwise people will
lose confidence.

148. 1. Understanding the ‘Why’ & Making a Decision
2. Achieving Buy In and Setting Expectations
3. Determining and Supporting ROI
4. Implementing Successful Governance
5. Approaching and Supporting SharePoint
6. Improving User Adoption
7. Planning for New Work and Growth
1. Understand Business Needs and Map to Them
2. Share Alignment, Vision and Expectations
3. Use Measurements to Improve and Return More
4. Use Team Work And Execute With Patterns
5. Be Iterative, Leverage Everyone, and Respond
6. Share the Value and Successes
7. Manage your Capability and Priorities
Success Factors…

150. Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Email: Richard@RHarbridge.com
 Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
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