Successful SharePoint Adoption and Governance
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This document discusses successful adoption and governance of SharePoint. It begins by noting that adoption is a change management issue involving tools, processes, training, motivation and culture. It then provides a benchmark for assessing current SharePoint use. Challenges to adoption like user interface, development time and training are discussed. The rest of the document focuses on approaches for each aspect of the "change ladder" to improve adoption. It emphasizes that governance is important for health and realizing value from SharePoint. Specific governance best practices and examples are presented.
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Successful SharePoint Adoption and Governance
- 1. Successful SharePoint Adoption and Governance Sam Marshall Congress SharePoint 25th September 2012
- 2. ClearBox Consulting Intranet, SharePoint & Digital Workplace Strategy Governance Implementation Collaboration Training www.clearboxconsulting.co.uk @sammarshall
- 3. SharePoint success in a nutshell... Adoption Health Value
- 4. What’s the reality of SharePoint use in your organization?
- 5. SharePoint Intranet quick benchmark Give your organisation 1 point for each (and a bonus 1 for bullets) 1. Your main intranet is on SharePoint +1 if all your intranets are on SharePoint 2. You’ve formally launched team sites +1 if you have a process to approve and remove team sites 3. Most people use team sites once a week or more +1 if most team sites are more than document storage 4. Most people have completed My Site profiles 5. You target content by audience 6. You have active social media areas e.g. blogs, wikis, forums 7. Dashboard or KPI views are commonly used 8. Workflows or online forms are commonly used 9. You use SharePoint for formal documentrecords management 10. More than 70% of your workforce are able to access SharePoint
- 6. 0% 5% 10% 15% 20% 25% User Interface Dev Time Integration / Customization Governance Adoption / Training Strategy 9% 12% 8% 13% 25% 18% Biggest challenges (C) OpenText 2011 Survey by OpenText Sept 2011 n=2100
- 7. Adoption is a change management issue “SharePoint has taken the market by storm, but the embrace of the technology has run ahead of the business and human factors required to make it work” --Michael Sampson, Collaboration Strategist
- 8. What would get you to cross?
- 10. Tool changes Tools SharePoint Features, add-ons, interface design, integration
- 11. Newsgator
- 12. Process changes Tools Process Procedures, policy, workflow, ad-hoc practices
- 13. Integration into routine working processes
- 15. Training changes Tools Process Training Formal training, guides, help pages, FAQ Coaching, champions, drop-in sessions, help desk
- 16. SCANA Launch
- 18. Motivation changes Tools Process Training Motivation Intrinsic: Link to personal business goals, recognition, growth Extrinsic: Incentives, badges, appraisal
- 20. SharePoint 2013 badges and levels
- 22. Gamification Use badges only if they are symbolic of something meaningful Beware of badges becoming extrinsic rewards
- 23. Culture change Tools Process Training Motivation Culture Values, leadership, employee engagement
- 24. Culture at CAFOD
- 25. Culture at Nokia
- 27. Governance is a health issue Adoption Health Value
- 30. Building a community of content owners
- 32. Making governance happen Process Document policies and publish as a collection Policing and educating ‘just in time’ Steering group as escalation route Tool Locked-down templates Limit publication rights Expiration features
- 33. Governance site: Unilever example
- 34. Making governance happen Motivation Rewards: ‘site of the month’ Scorecards Steering Group – compliance reporting Training Train publishers on standards ‘Showcase’ site for good practice Discussion boards and drip-feed tips Process Document policies and publish as a collection Policing and educating ‘just in time’ Steering group as escalation route Tool Locked-down templates Limit publication rights Expiration features
- 36. Making governance happen Culture fit Compliance regulated Personal freedom creativity Top-down control Motivation Rewards: ‘site of the month’ Scorecards Steering Group – compliance reporting Training Train publishers on standards ‘Showcase’ site for good practice Discussion boards and drip-feed tips Process Document policies and publish as a collection Policing and educating ‘just in time’ Steering group as escalation route Tool Locked-down templates Limit publication rights Expiration features
- 40. ClearBox Consulting Intranet, SharePoint & Digital Workplace Strategy Governance Implementation Collaboration Training www.clearboxconsulting.co.uk @sammarshall
- 41. Office plankton is driving crazy? http://www.youtube.com/watch?v=AOYY3E_I03A
- 42. Credits: Change Ladder: 7 Cs of Consulting by Mick Cope Steps: ww.flickr.com/photos/mfhiatt Screenshots used with kind permission of CAFOD, COWI and Unilever. Nokia: from http://conversations.nokia.com/2011/02/10/social-media-week-inside-nokia/ Newsgator: © Newsgator 2012 Badges: drewm http://www.flickr.com/photos/drewm/468436732/sizes/l/in/photostream/
Editor's Notes
- This breakout session is designed to go into more detail on a talk you haven’t heard yet, so I’m going to use this session to 1) Give you a different perspective for thinking about adoption – this is the “elite” group [PREP: video links and You Tube]
- Health – is it a good service? Is it growing in a manageable way? Are things findable? Engagement – Are people using it? Value – is it helping the business strategy? Are you doing the right thing? 1) Give you a different perspective for thinking about adoption – this is the “elite” group 2) Talk about the “health” part focussing on governance and how to get content owners on board Value is very much driven by having the right strategy. This is more of a 3 month consulting thing and very difficult to do in 45 minutes, so I left that one to Symon Garfield to do in his keynote.
- Give yourself 1 point for each (bonus point for bullets). Max total: 13 Front runners: how long on SP? What has been the main driver?
- What would it take? Discuss with person next to you – think of different options and scenarios > money, make current state unattractive, explain why (charity fundraiser), rugby team, majority over...make future state more attractive...
- Tools – add more planks Process – instruction manual Training – practice bridge Motivation – escaped lion on this side Culture – Marines
- COWI – Danish construction consultants. 22,000 team sites – projects at heart of what they do, and SP is seen as the way to do it.
- Talk about the process – when to use
- “Ask me about the edge” – created floor walkers and champions Solitaire in Windows was to teach mouse skills
- Motivation
- Games necessarily artificial, so distort behaviour. Always a %age of people that will optimise winning over doing the right thing. Examples of behaviour distortion - EcoChallenge and car smashes http://www.slideshare.net/dings/pawned-gamification-and-its-discontents Not saying “Gamification doesn’t work” and much more to it than I’ve covered here, but it has risks if not well thought through. Rangaswami – Salesforce Chief Scientist
- Value is not in badge per se, but in what it symbolizes. E.g. “Top Contributor” voted by colleagues is good. Nobody wants badge for Booking a Meeting room
- Culture – Stephen Elop “When he joined, he asked us all three questions using SocialCast: What things should I change? What things should stay the same? And what issues I might miss as I get to know the company.” He also comments on others’ updates and writes a blog column giving more insights into the latest announcements.
- 2) Talk about the “health” part focussing on governance and how to get content owners on board
- With person next to you in OTHER direction, what does this elements of governance does this picture illustrate?
- Gov from site and content owner perspective. I inherited 4000 intranet sites in Europe alone, many home-grown. H2 get compliance, uniformity? Distributed ownership, 3D rotating head
- Just getting everyone on the same platform
- Published Site Governance Team The Published Site Governance site provides site owners with everything they need to know in order to build their site to the specified guidelines, from font colour and size through to an explanation of the accessibility standards we aim to achieve. While owning the governance to such a huge platform is rewarding – particularly as new sites are launched – it is an incredibly time consuming task.
- TOUCAN
- Motivation – how not to do it Clearly same marketing agency that does Russia’s leading Washpowder commericals