Business Case for SharePoint and Office 365

sharepointmaven.com @gregoryzelfond
BUSINESS CASE FOR
SHAREPOINT & OFFICE 365
HOW TO SELL SHAREPOINT TO YOUR BOSS
GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 SharePoint advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

The Reality is…
 Building the SharePoint Business Case is a
headache
 Defending a SharePoint Business Case to your
boss / executive leadership feels like…

This presentation …
 Provides practical and real advice on building
Business Case for SharePoint & Office 365
 Explains key points & strategies for advocating
SharePoint within your organization
 Will make you a hero

Instructions
1. Familiarize yourself with this presentation
2. Email a link to this presentation to your boss
3. Schedule a meeting with your boss
4. Go over and explain each slide to your boss
5. Repeat steps 3 & 4 as necessary until desired
outcome is reached

This Presentation…
 Applies to any type or size of organization
 Especially beneficial to small / medium
businesses & nonprofits
 Is mandatory for organizations with:
– Stubborn leadership
– Uneducated management
– Bosses who are technology-challenged
– Leaders who are technophobic
– Executives who are resistive to changes

Business Case
 In a nutshell - Business Case comes
down to ROI (Return on Investment)
 2 types of ROI
– HARD (tangible)
– SOFT (intangible)

HARD
ROI

HARD ROI
 Financial in nature
 Quantitative
 Demonstrates real cost savings
 Expressed in your country’s currency (i.e. $USD)

Hard ROI Calculation Example
Description
Current
State
SharePoint Online / Office 365
Hardware (Server) Costs $$$$ N/A (Cloud Solution)
(Server) Software Licenses $$$ N/A (Cloud Solution)
Exchange Server Costs $$ Included (Outlook in the Cloud)
MS Office Licenses for all users $$ Included (online or install, depends on the plan)
Web Conference Costs $ Included (Lync)
Backup Costs $ Included
Disaster & Recovery Costs $ Included
Subscription Costs N/A # of users X $/user (depends on the plan)
GRAND TOTAL $$$$ # of users X $/user
Fill out this table for your organization
Executives love this stuff!

Hard ROI – Additional talking points
The whole Office 365 can be FREE or discounted
(depending on the plan) for:
 Nonprofits (click here for Nonprofit plans)
 Academic Institutions (click here for Academic plans)
 Government (click here for Government plans)

Bottom Line
 From purely Financial perspective, Office 365 Cloud
solution is extremely affordable
 If you do your analysis correctly, will be hard to justify
against switching to Office 365 SharePoint online
 Should be a no brainer with going with the cloud
solution (analysis and outcome might be different
with on-premise SharePoint)

SOFT
ROI

SOFT ROI
 Intangible benefits
 Qualitative
 SOFT ROI can be split into 3 sub-categories
– Business Value (Efficiency, Productivity)
– Technical Value (Reliability, Security, Support)
– Risk Mitigation (Disaster Recovery, Staff Pool)
 Let’s expand on each category now…

BUSINESS
VALUE

BUSINESS VAUE EXPLAINED
 All about Efficiency & Productivity
 Typically expressed in terms of time saved
– #1: One Stop Shop
– #2: Business Processes
– #3: Full Transparency
– #4: Document Management
– #5: External Sharing
– #6: Available Everywhere
– #7: Power to the Users
 Next several slides explain each Business Value
separately

BUSINESS VALUE # 1: ONE STOP SHOP
 All day-to-day applications
included in one package
 1 link to access it all
 Intuitive & seamless integration between
SharePoint and other Microsoft applications
(MS Office, Web Conferencing, Outlook)
 No need for users to spend extra time and go to
separate applications and duplicate information

BUSINESS VALUE # 2: BUSINESS PROCESSES
 SharePoint can help streamline and enforce existing
or new Business Processes
 Can help improve consistency, standardization and
methodology (i.e. Project Management
Methodology)
 Aggregates all important/relevant information in
one spot for easy decision making and time savings

BUSINESS VALUE # 3: FULL TRANSPARENCY
 The world has changed… It is not your Father’s IT
anymore…
 VERY IMPORTANT: SharePoint Online/Office 365 is not
an IT tool, it is a Business Tool
 Business owns and controls it all – time savings realized
due to lack of a middle man.…
– Easy Security Control
– Built-in Audit functionality allows to monitor sites, users, behavior
– Full transparency across the whole organization

BUSINESS VALUE # 4: DOCUMENT MANAGEMENT
 SharePoint allows to organize and segregate
documents by purpose, security or function
 Clean up your current mess (otherwise known as
folders) using SharePoint metadata
 Dedicated “shared” storage – SharePoint Sites, +
personal (OneDrive for Business)
 Time Savings realized when searching for a
particular document, version

DOCUMENT MANAGEMENT, CONTINUED
Consolidate your existing repositories (DropBox,
Box.com, Google Drive, File Shares, users’
laptop) into just 1 true source

BUSINESS VALUE # 5: EXTERNAL SHARING
 Super-easy External Sharing capabilities
– NOTE: Only works with SharePoint Online, not with SharePoint on-premise
 No need to spend extra time and resources and setup
FTP sites or use other tools for external vendors
 Users can share whole sites or individual documents
 Full Administrative and User Control over External
sharing function

BUSINESS VALUE # 6: AVAILABLE EVERYWHERE
 Cloud solution available anywhere where there is an
internet connection
 Online versions of Word, Excel, PowerPoint allow to work
on documents even without software installed on a
computer
 Fully installed MS Office can be downloaded on up to 5
devices by each user (including tablets!)
 No need to VPN anymore!
 Increased Productivity = Time Savings

BUSINESS VALUE # 7: POWER TO THE USERS
 SharePoint empowers the users - personal sites,
views, dashboards
 Lots can be achieved using Out of the Box
functionality
 Increased Efficiency & Satisfaction = Time Savings

TECHNICAL
VALUE

TECHNICAL VAUE EXPLAINED
 All about Security & Reliability
 Typically expressed in terms of technical gains
– #1: Scalability
– #2: Security
– #3: Reliability
– #4: Mobile Devices
– #5: No More Upgrade Projects
 Next several slides explain each Technical
Value separately

TECHNICAL VALUE # 1: SCALABILITY
 No need to worry about hardware or software
planning and projections – just subscribe to or
unsubscribe from additional licenses
 Virtually unlimited Storage (1 TB) for site
collections and OneDrive for Business

TECHNICAL VALUE # 2: SECURITY
 Office 365 is one of the most secure applications
– Cutting-edge security practices with five layers of security and
proactive monitoring help keep customer data safe (courtesy
microsoft.com)
 You will never match security that Microsoft has
– If your boss still thinks he can have better security at his
organization than Microsoft – please ask him to stop taking his
medication
– More detailed description about Office 365 Security can be found
here (courtesy Sharegate)

TECHNICAL VALUE # 3: RELIABILITY
 99.9% uptime guaranteed by Microsoft
 Redundancy at every layer–physical, data and
functional (microsoft.com)
 Financially backed by Service Level Agreement
(SLA).

TECHNICAL VALUE # 4: MOBILE DEVICES
 Mobile Device Support
– Office 365 is accessible via smartphones and tablets
 Office 365 Supports BYOD (Bring Your Own
Device) model

TECHNICAL VALUE # 5: NO MORE UPGRADE PROJECTS
 No more costly hardware and software upgrade
projects, blackout periods, user testing
 Updates to all applications are transparent to
the user and are done automatically (while
subscription is active)

RISK
MITIGATION

RISK MITIGATION # 1: DISASTER RECOVERY
 State of the art Disaster Recovery plans are in
place by Microsoft
 Various mitigation techniques can be put in
place by an Organization to support Business
Continuity

RISK MITIGATION # 2: SUPPORT
 Broad adoption
– First version of SharePoint went live in 2001
– Large User base means lots of opportunity for support, finding skilled
staff, etc.
 Code Free Zone
– Lots of Out of the Box functionality
– No programming skills required to get it up and running
 24/7 phone and email support from Microsoft

Your Boss is still not convinced?

OK, NO PROBLEM
You have
2 OPTIONS

Option 1: Do it Yourself
 Put on your boxing gloves
 Invite your boss to a conference room
 Make sure there are no people around you

Option 2: I can help
Have your boss reach out to me
and schedule a SharePoint demo

Additional reading
 Did you enjoy this presentation?
 Help spread the word by sharing a link to it with your
friends and colleagues by email or social media
 Here are links to additional content you might find useful
– 12 reasons folders in SharePoint are a bad idea
– Introduction to SharePoint Metadata
– Top 5 reasons why SharePoint is great for nonprofits
– 5 ways to manage documents in SharePoint
– 10 reasons why SharePoint training matters
– 10 practical tips to boost SharePoint user adoption

Acknowledgements
I used the following materials and websites while preparing this presentation
 CIO.com article: How to build a business case for SharePoint
 Images used in this presentation under Creative Commons License
– sportsclipart.com
– commons.wikimedia.org
– findicons.com
– clker.com
– clipartpanda.com
– wallpaper-kid.com
– clipartpal.com
 Logos of the following organizations
– Microsoft
– DropBox
– Box
– Google

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

Business Case for SharePoint and Office 365

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