Secrets of successful SharePoint Intranets

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Presentation at Intranets 2013 Conference on what makes a successful SharePoint Intranet

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  • Njce! Thanks for sharing.
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  • I love this line Michal... "the Intranet and collaboration can be vastly different things." I could not agree more amigo. I think it is important that you make your SharePoint Intranet and engaging place to be. This involves a number of elements, great content, a level of interactivity, great branding (there are some excellent software programs that integrate without a lot of development costs these days... she Emgage's Prime for example - Like any community, it has to look, feel and sound right if people are going to want stay and contribute (engagement)
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  • I really can’t agree more. Google Apps is a great content management system to build an intranet on. I would recommend it for any small size organization like a school with a low budget that needs to centralize their resources. As an administrator for many different companies with a small team of professionals we use an intranet with Google Apps platform but for larger companies who acts as the parent to its dealers you need a more enterprise solution like Centralpoint by Oxcyon. Centralpoint isn’t an intranet for dummies but with Oxcyon’s ongoing support team it isn’t hard to walk away from once you trained the right staff on the environment.
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  • this is a very helpful site i encourange others to use it
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  • Not understanding exactly what challenges or opportunities that SharePoint will address in your organization is by far the biggest cause of failureWithout knowing WHAT you will use sharepoint for, how it will help your organization over come its challenges, you are dooming yourself from day one
  • Essentially there is a lot of confusion around what SharePoint is, even Mr Balmer has resorted to talking in magicToo many organizations cant articulate what SharePoint will be in their organization like Mr BalmerIn much the same way that if you cant articulate what an “Intranet”, “Collaboration” or “Social” will be in the context of your organization you will resort to “magic”
  • We have all seen the product pies and wheels and crap about what SharePoint is but what actually is it?Sharepoint is like application Lego an organization, It comes with pieces that you can use to craft solutions that are specific to your organizationThe confusion lies in how its implemented and marketed – yes it does things out of the box but like a Lego brick is only a Lego brick it will only become powerful once features are put together to create walls, or solutions or IntranetsIn the same way as you don’t need to solve everything with your Intranet you don’t need to solve everything with SharePoint
  • The biggest issue with SharePoint is not understanding that you are embarking on a change management initative supported by softwareBefore you install or hire consultants take a look at your organizationThe HOW is, surprisingly the easy part, look at the WHAT, WHY and WHEN
  • You get what has been happening out there in the industry – some successes but also lots of failuresScope Creep:Inevitable when you have a product and platform as broad as SharePointNot understanding and articulating what challenges you will solve will lead to divergence and failureExpectations10 people in a room all think what this thing called SharePoint is different you will failedITAs IT people, and usually we are, we go back to our safe spot – servers, memory, bits and bytes
  • Intranet and CollaborationDon’t scope in Collaboration unless you are very sure you know what this means to your organizationCollaboration isn’t about rolling out team sites, it requires a far bigger understanding of what you are doing, how you are doing it…Cheap and EasyUltimate double edged swordThe power of sharepoint is in its breadth as opposed to depth so be carefulBoiling the oceanDoing everything because you can isn’t the best wayIdentify those things that will provide you the most value and concentrate on them first
  • Sharepoint is unique in the complete destruction or joy it can bring to an organizationOffice/SAPTell your IT people that just because its made by MS doesn’t mean that its deployed in the same wayIT resonates with IT people because no one would this of deploying SAP by installing it, pressing next and saying we are good to go
  • There really is no secret to successful SharePoint intranets, no big ones anyway, its simply a lot of little things done right
  • Secrets of successful SharePoint Intranets

    1. 1. Secrets of Successful SharePoint IntranetsMichal Pisarek | SharePoint MVP. Founder, Dynamic Owl Consulting
    2. 2. Who Am I2PolandAdelaideVancouverSydneyPerth
    3. 3. Founder of Dynamic Owl ConsultingMicrosoft SharePoint MVPOrganizer of the Vancouver SharePoint Users GroupBlog: SharePointAnalyst HQTwitter: @michalpisarekInternational SharePoint SpeakerIntroduction: Michal Pisarek3
    4. 4. Dynamic Owl4• SharePoint consulting services• Microsoft Gold Partner• Business focused- Strategy & Roadmap- Governance- Change Management- Requirements Elicitation- Intranets and Digital Workplaces
    5. 5. Today’s Agenda5• What will SharePoint be in your organization?• The impact of a SharePoint Intranet• Managing change• SharePoint Intranet quick wins
    6. 6. Understanding whatSharePoint is for YouWhat will you make of SharePoint?6
    7. 7. “SharePoint its kind of magical.Theres nothing like it in the market. Thecapability expands from custom developedapps, hosting sites, communities, contentmanagement, publishing, search, portal, businessinsights, mashups, rapid development, webapplication client tools, unifiedinfrastructure, consolidated workflows, documentmanagement, bring the worlds together in a costeffective way. Get more done with less than anyother solution”.Steve Balmer,SharePoint 2010 Launch Anaheim
    8. 8. SharePoint is Like Lego8It can be many thingsbut doesn’t need tobe everythingIt comes withmany pieces youcan build solutions withPart productpart platform
    9. 9. Your best chance of success9You need three things for a SharePoint to be successfulThanks Sharon Richardsonfrom Joining Dots
    10. 10. vision10Overall vision for SharePoint within an organizationProject XStrategy“How do you achieve the vision?”“What are the needs/issues/opportunities to be addressed”Business Needs“SMART results that wecan measure”Key OutcomesScopeRequirementsTechnical ImplementationGovernanceChange ManagementProjectX
    11. 11. vision11Project XStrategyBusiness Needs“Smart results that wecan measure”Key OutcomesScopeRequirementsTechnical ImplementationGovernanceChange ManagementProjectX“Pioneer the use of social technologies withinthe company to become a connectedorganization that is always learning”.• Encourage and promote innovation through a fair andsystematic method• Find employees with skills and interest that can helpanswer questions• Lower the cost of sharing information acrossthe organization• Encourage communities of practice for idea exchanges• Codify corporate knowledge with out of the box toolsTo attain and retain the best talent in the industry by providing a open workplacethat encourages sharing of ideas, collaboration and technical excellence
    12. 12. vision12Project XStrategyBusiness NeedsKey OutcomesScopeRequirementsTechnical ImplementationGovernanceChange ManagementProjectX• Improve the time to find experts by keyword by 80%• Have 20% of all staff members of one or morecommunities of practice• Implementation of the top 1% of employee ideasfor business savings• Usage of wikis across the organizationincreased by 50 %• User Profile Roll Out• Innovation Center Template Creation• Community of Practice Pilot• Wiki PilotTo attain and retain the best talent in the industry by providing a open workplacethat encourages sharing of ideas, collaboration and technical excellence”
    13. 13. What happens if you don’t?13Huge scopecreepUnclear expectationsaround resultsSince we don’t reallyknow what we want let’sjust put our faith in thetechnology
    14. 14. SharePoint Intranet Pitfalls14The easy things couldbe costly, the difficultthings cheapBoiling the ocean• “Just because you candoesn’t mean you should”An “Intranet” and“Collaboration” can bevastly different things
    15. 15. The Impact of SharePointIt’s more than software…15
    16. 16. SharePoint is unique16It’s not deployed like MicrosoftOffice but more like SAPIt’s not a silver bullet“SharePoint has no inherit business valueunless applied to a problem or opportunity”A double edged sword
    17. 17. SharePoint Means Change17Lots of little changesadd upWork DifferentlySocial sharing ofinformation vs emailThink DifferentlyUsage of metadatavs foldersAct Differently
    18. 18. Managing ChangeHow do we get people to use our SharePoint Intranet?18
    19. 19. Why so difficult?19People have alternativesMultiple way to share a documentUnclear expectations“Why am I doing this?”Lack of training“This makes no sense”
    20. 20. The Adoption curve of systems20• If you say that SharePoint will solveall your issues quickly you will fail• There is ALWAYS a loss of productivity• It’s the number one reason thatexecutive support is neededTimeProductivityTime to RecapOriginal Levelof ProductivityHeight of NewProductivityGainDepth of Lossof ProductivityTime to Achieve NewGain
    21. 21. Training21Train your users in theHOW and the WHYIntranet Training• How to search, how to fill inyour profile, filling informs, basic navigationCollaboration Training• Multiple Levels Required• 99% of people will only everedit a document, completetasks, put in a calendar entry
    22. 22. Communication22More communicationis always betterBuildexcitement, trust andenthusiasmPeople hatebeing blindsidedFree food worksany time, any where
    23. 23. Governance23Important for Intranets• Content Authoring Guidelines, Future GrowthCentralPortalDivisionAreasGroups & TeamsProjects & WorkspacesPersonal Sites• Permanent Division Portals• Business Process• Division News, Scorecards• Group Reporting• Permanent Central Portal• Enterprise Search• Enterprise Browse• Semi Structured• Group, Team, Project• Sites and Workspaces• Blogs, bios, socialCorporate BusinessTaxonomyWith DivisionalSkeholdersAd Hoc Self Servicesw/Life CycleManagementPer User10 X Important for “Collaboration”• IT Governance• Information Management• Application ManagementGovernanceRoles &ResponsibilitiesGovernancePrincipalsCommunicationsStrategyRiskManagementStrategyInformationArchitectureGovernanceBenefitsRealizationStrategyMaintenance &Review StrategySharePointGovernancePlanChangeManagementStrategy
    24. 24. Quick Wins with SharePoint24
    25. 25. Web Content Management25Start getting contentauthors trained earlyin adding real contentTrain people in theHOW and the WHYIts not like Word!
    26. 26. Web Content Management Tips• 10MB is still 10MB evenif you scale• Unless you are using SP2013Image Sizes• Site Collection: Reusable• Assets Site Images:Local pertinent assetsUploading Images Don’t copy andpaste from Word!!!26
    27. 27. SharePoint Search – Best Bets27• Inject your own organizationalintelligence into search• Easily Configurable• High Value, Low Effort
    28. 28. Best Bet Intranet Examples28“Intranet Based”• Training• Events• News• How Do IDepartmental Names• Accounting• Marketing• EngineeringLocations• Offices• Stores• DepartmentsCommon Actions• Printing• Mail• Holidays• Car Hire• Travel• Banking
    29. 29. 29
    30. 30. Profile Tips30Make sure that senior managementhas their profile filled in1Make it part of onboarding2Explain WHY people should fill it in!3
    31. 31. “As part of our SharePoint roll out eachuser has a profile. Please be sure to fillout the fields necessary in your profile byMarch 23rd 2010”.Thanks,Mr. Horrible CEOBad Example31
    32. 32. “As part of our ongoing attempts to tap into theamazing information in our organization eachemployee now has their very own user profile! Youruser profile contains a wealth of information such aspast projects, your skills, expertise and socialinterests. We encourage you to fill in the profile sothat you can find like minded individuals easier, findexperts in topics your are interested in, see whoworked in previous projects and help us all learnmore about each other to strengthen the ties in thiswonderful organization“.Thanks,Mr. Awesome CEOGood Example32
    33. 33. Profile Photos33• Provide people with guidelines• Have a day that you take photos for people• Make is part of the onboarding process• Don’t make it compulsory…
    34. 34. The Power of Forms34Custom Formswith Workflow• Nintex Forms withWorkflowWord/PDF withNo Workflow• Attach a status• Use Alerts to notify• Use security to seecorrect submissionsInfoPath with/withoutWorkflow• Fully Electronic FormsWord/PDF Formswith added Workflow• Complex PDFor Word Forms• SharePoint workflowsfor approval1 2 3 4
    35. 35. 35
    36. 36. Why you shouldn’t just use a Team Site36Unless these people workwith you remove themIf you are not using thesefeatures remove themA small description should go hereinforming users of the sites purpose
    37. 37. Questions?37
    38. 38. Wrap-up: contact detailsMichal Pisarek (Vancouver)E: Michal@dynamicowl.comT: @michalpisarekW: www.dynamicowl.comB: