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Establishing a Collaboration Roadmap

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Establishing a Collaboration Roadmap

  1. 1. Establishing a Collaboration Roadmap #SPFChicago SharePoint Fest Chicago - BV102
  2. 2. Matt Engibous Email : mengibous@concurrency.com Twitter : @mattengibous LinkedIn : /in/mattengibous Senior SharePoint and Office 365 consultants specializing in business-oriented content management solutions. Drew Madelung Email : dmadelung@concurrency.com Twitter : @dmadelung LinkedIn : /in/dmadelung #SPFChicago
  3. 3. Why do I need a Roadmap? What is a Roadmap? Dos and Don’ts How do I get started? Takeaways Strategies & Examples #SPFChicago
  4. 4. “Learning how to understand how technology evolves, using tools like a technology roadmap, is what you need more than anything to ride on top of the tsunami instead of being crushed by it.” -Peter Diamandis
  5. 5. Why do I need a Roadmap?
  6. 6. Common Collaboration Deployments Someone in IT (sometimes not…) decides that they should pilot SharePoint or Office 365 Little to no planning On-demand changes and updates Minimal long term goals Customized without best practices
  7. 7. What do you end up with?
  8. 8. Why do these projects fail? AIIM Industry Watch 2015 http://bit.ly/1MAEK9J
  9. 9. A global sales company has 1000+ mobile employees in the field who need access to a similar set of files. The sales team starts to use their OneDrive for Business sites for their own files and starts sharing documents between team members. IT department purchases OneDrive for Business licenses for all users and has a manager share certain documents to all employees. The “Shared with me” view no longer shows the same structure for all employees. The sales team uses the “Shared with me” area to view the appropriate files. Real life example The manager who shared the files leaves the company and their OneDrive for Business site is marked for deletion.
  10. 10. How can we stop this?
  11. 11. Roadmapping From here to there…
  12. 12. What is a Collaboration Roadmap? A plan that has a focused destination and is driven by teamwork between business & IT that encompasses the needs, goals and strategy of solutions that drives or provides value to the company.
  13. 13. What is a Collaboration Roadmap?
  14. 14. What really does this do?
  15. 15. Business Challenges How do you manage content? Where is it being stored and is it secured? Can employees find the content they need in an efficient manner? Do you have processes that are time consuming and paper driven? Does your solution have value and drive user adoption? Do you have a long term vision for your content or are snap decisions being made? How do you control the flow of technology to users?
  16. 16. Not fully understanding your current state Not focusing on the end user experiences Planning solutions that are too complex or costly Focusing only on the technology Limiting the solutions and processes that you are including in the roadmap 5 things to avoid
  17. 17. Avoid this….
  18. 18. Understand that the business is #1, not IT! Focus on user adoption and personas Have scheduled roadmap reviews Break down your roadmap into attainable milestones and sprints 5 things to do Include governance needs
  19. 19. Assess and identify opportunities to reduce cost through technology and process, especially where cost can be realized on an ongoing basis. Mitigating Risks Improving Processes Providing Visibility Always work towards specific goals Identify technology areas that present risks to the business and leverage a proactive approach instead of a reactive approach. Mitigating Risks Identify gaps to help eliminate inefficiencies to improve user experience and productivity. Mitigating Risks Identify key areas of improvement around unhealthy and retired processes. Improving ProcessesMitigating Risks Improve visibility to work processes, costs, and usage statistics. Improving ProcessesMitigating Risks Work with the business to identify opportunities to improve overall customer satisfaction.
  20. 20. There is a strategic Business Advantage for any company that promotes a User Centric environment. User Centricity Is Key
  21. 21. Demo!
  22. 22. How do you approach a roadmap? Establish the foundational goals Ensure understanding of technology solutions Discovery workshops to better define the goals Establish A team
  23. 23. Workshops! Workshops… Workshops… Workshops… Use a template of questions • You need to understand the current content and solutions Stay within the foundational goals • Keep the main thing, the main thing Meet with business • Meet with the business, meet with the business Question processes • Live out of your imagination, not your history
  24. 24. Strategies & Examples Unified workshop presentation in PowerPoint Utilizing Visual Studio Team Services Utilizing a team OneNote Current state tracking using Excel Building wireframes with Axure
  25. 25. Demo!
  26. 26. Example of Roadmap Findings 1. Content is commonly managed in File Shares and PC’s 2. Retention and disposition policies are not in place which leads to outdated content and legal risk 3. Information and content is difficult to find with no unified search experience 4. No single source of content for workers or corporate communications 5. Managing security and knowing who has access to what content is difficult or not possible 6. Paper documentation is commonly used and maintained 7. There are information silos in the business that lead to a lack of collaboration 8. Challenges in creating a common culture and standard communications across the various teams 9. The existing network drives store information in an unstructured and unsearchable fashion.
  27. 27. Example Timeline N 6 January February March April Taxonomy Project Management Site Iterations Tasks Analysis/ Design Build Legend Pilot Phase Go-Live Support Phase Implement Phase Learn Phase Implement Changes Deploy Design/Plan Phase Content Analysis Information Arch Technical Arch Departments and Service Content Structure Discovery/ Roadmap UI/UX Design G overnance Social Evaluationand MySites G ather Feedback Requirements G overnanc e Content Creation, Migration and Disposition Training and Early Adopter PilotBuild Pilot Solutions Build Platform
  28. 28. Example Timeline #2
  29. 29. A national company was on Google for Work and made the decision to move to Office 365 for collaboration A roadmap was built to align what the business was actually doing with new SharePoint and OneDrive for Business solutions and provided a scoped estimate Before anything happened a team was established that spread across departments to review the new platform During the process of migration and build there were scheduled review meetings with the original stakeholders to ensure alignment With an understanding of the available toolset, workshops were held with different areas of the business to better understand their needs Real life example ->Roadmapped! A new intranet that integrated custom workflows along with the ability to share externally with OneDrive for Business was successfully deployed
  30. 30. OneDrive for Business Recommendation With established team use workshops for technology review and discovery Bring together all discovered items and outline plan for current and future phases Review plan with business leadership including end-user experiences Establish a scoped timeline with ownership expectations Have recurring meetings with the business team and the project team
  31. 31. OneDrive for Business Takeaways Content analysis template Workshop presentation template UX/UI user survey example http://bit.ly/SPFESTBV102
  32. 32. Questions?
  33. 33. Thank you 34

Hinweis der Redaktion

  • Examples and templates for people to download at the end
    We will demo tools that we use
    Real life examples
  • Pete is an engineer, physician and CEO/Founder of multiple technology foundations and companies
    What version of SP is everyone on?
    How well does you company handle technology advancement?
    IT is no longer Information Technology but is “Innovation Technology”

  • Work anywhere, anytime, across all platforms
    People will take paths to get work done if IT/Business does not provide solutions
    Security/Compliance become more vital but is not just the users concerns
    End users have more power to break security barriers with technology

    Budgeting! These projects can be hard to calculate ROI.
  • IT or senior exe says – “I have a dream”
    Every problem can be solved with SharePoint
  • These are internal issues and not technical, not because ODFB didn’t sync
  • These cats don’t know how to fix a computer
  • Avoid scope creep
    Business is essential to be involved
  • me
  • Poll the audiences, any interaction?
    Review client stories that relate to directed business challenges? ?
    The roadmap minimizes and puts a strategy around these challenges.
  • me
  • Brining the business in makes them feel a connection
    What tools do people work on?
    sales manager is going to buy tablets but IT deployed a solution that is not mobile
    A roadmap is never final
  • A roadmap needs to have direction.
  • Low fidelity wires = planning first with stakeholders
    High fidelity wires in axure = allows us to quickly mock up design examples that allow us to get feedback and approvals prior to developing the wrong thing
    User survey
  • me
  • Use games to keep people involved
    Get creative
  • A roadmap is never final
  • VSTS
  • - 4000+ employees
  • This will take time
  • Add contact information.