Best Practices for SharePoint User Adoption

SharePoint Online Adoption
Best Practices
The SharePoint Journey
January 28, 2014
Pascal van Alphen

Succesful SharePoint
implementation
=
Good Technical Solution
+
User Adoption

SharePoint User
Adoption is difficult

4Copyright © Capgemini 2014. All Rights Reserved
The SharePoint Journey | Capgemini / AvePoint | 28 January 2014
Timeline SharePoint Online Services
2009
• BPOS released
with SP2007
2010 (H2)
• BPOS moves to
SP2010
2011 (June)
• BPOS becomes
Office 365, still
with SP2010
2013
(February)
• Wave 15: Office
365 moves to
SP2013

With the arrival of Wave 15.... :
SharePoint Online = browser
SharePoint On Premise = browser
Online features for end users
≈ On Premise features for end users
Online Adoption ≈ On Premise Adoption

Best Practices

Best Practices for SharePoint User Adoption
1. Implement SharePoint ‘In The Flow’
2. Governance Governance Governance
3. Start small. Keep it Simple. Stay focused.
4. Have a Training Plan and a Support Plan
5. Have a Killer App
6. Incentives and Rewards

Implement SharePoint „In The Flow‟
In The Flow means in the flow of your business processes
Above The Flow:
Only used for non-essential things, not really part of the process.
Below The Flow:
Part of business silos but not of business processes

Start small.
Keep it Simple.
Stay focused.

Start small
Start with something you can manage
 It takes away complexity
 It will be MUCH easier on your support staff
 It will give end users the time to adjust
Basic collaboration in teamsites is usually a good starting point.
 Phase out “email storage” of endless document versions
 A single, sharable version of the truth

Stay focused
Select business scenarios in which certain (preferably influential)
teams are facing problems that you know SharePoint can solve.
Stay focused on those scenarios
Let your SharePoint implementation grow organically by gradually
supporting more and more business scenarios (or extending
existing ones).

Have a Training
Plan
and a Support Plan

Training and Support Plan
Do not just provide some training at the start. Have a Training PLAN for
ongoing training.
 New employee training
 Lunch and Learn sessions
 Internal SharePoint User Group
SharePoint support for end users requires specific expertise.
Also have a plan for this.
Without proper support users will get discouraged.

Have a Killer App
(or a Killer Feature)

Get a Killer App
Make sure you have a GREAT search function
Spreadsheets / Word processing - move to Office Web Apps?
Mobile app to guide your employees into and around SharePoint
Phone Book / People Search / Time writing?
(but remember, just because they need to be in SharePoint doesn‟t
mean they will necessarily like it...)
Be aware of the Consumerization of IT
Allow connecting to/from consumer killer apps if possible.

Consumerization of IT

Use a Killer Feature
Some killer features of SharePoint 2013 Online (and On Premise):
 Improved Document Management UI
• Drag & Drop document adding to a library (no more Explorer View!)
• Edit Managed Metadata in Datasheet
 Improved Search
• Search remembers what you have previously searched and clicked and displays these values
as query suggestions at the top of the results page.
• Results show number of times a document has been viewed.
• Page through PowerPoint presentations directly from the search results page.
 Improved built-in support for any kind of device
 SkyDrive Pro

Incentives and Rewards
“Gamification” options to encourage participation (points, badges,
top contributors leaderboard).
Users can receive badges to identify them as an “Expert” or
“Thought Leader” so that discussion participants can easily
distinguish contributions.
Reward (top) contributors, but don‟t forget to reward reuse.
SharePoint is about teams. Make rewards team-based.
But most of all:
Don‟t just slap meaningless badges and points on actions in
SharePoint. Address human motivators. Make your employees feel
successful, in control, rewarded, highly valued, smart.

Is my company
ready for SharePoint
Online?

Ready to adopt SharePoint Online?
Good understanding of SharePoint Online constraints required
(but luckily the functional gap between On Premise and Online is becoming small)
Do your developers and maintenance teams understand Online?
Start with "vanilla" functions that fit a business scenario.
Establish your customization strategy
Be realistic in your migration expectations
Be realistic in your integration requirements
Expect downtime

Useful links
The Discover SharePoint Kit, containing:
 Discover SharePoint (promo leaflet)
 SharePoint Adoption Guide (good read!)
 Adoption Kit (offline web) including business scenarios per company
function, posters, links and more.
Discover SharePoint website: http://www.discoversharepoint.com/
material by Dux Raymond Sy (co-author Microsoft Adoption Guide)
http://www.slideshare.net/meetdux/
http://www.slideshare.net/joeloleson/share-point-adoption-and-
gamification

The information contained in this presentation is proprietary.
Rightshore® is a trademark belonging to Capgemini
© 2014 Capgemini. All rights reserved.
www.capgemini.com
Pascal van Alphen
pascal.van.alphen@capgemini.com

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