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SPTechCon - San Francisco - 7 SharePoint Success Factors
1. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
The Seven Most Important
SharePoint Success Factors
#SPTechCon @RHarbridge
Presented By: Richard Harbridge
3. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
Understanding the Non Technical
Is necessary to avoid poor…
Shared Understanding of Requirements/Needs
Knowledge around Limitations of the Software
(When to use it/When not to)
Estimation of Effort and Schedule Accuracy
The Biggest Reasons
SharePoint Projects Fail?
21. Like this
one…
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
22. This is important as Microsoft
alone has a quite a few…
• Dynamics AX
• Dynamics CRM
• Dynamics GP
• Dynamics NAV
• Dynamics POS
• Dynamics RMS
• Dynamics SL
23. SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
29. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
The Outcome
Within the overall enterprise technology
plan SharePoint meets specific business
needs.
30. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
What to watch out for…
We have to define our needs carefully if
we want to pick the right technology.
41. #BPC11 @RHarbridge
The Main Point of Implementing SharePoint:
SharePoint eventually allows Business Users to
develop and implement business solutions that use
technology without IT’s direct involvement.
SharePoint and IT
42. #BPC11 @RHarbridge
When I Say “SharePoint Integration”
You Probably Think Of This...
Secondary (But Important) Points:
SharePoint’s integration with technologies you
already use and it’s extendibility are invaluable.
SharePoint and IT
49. #SPTechCon @RHarbridge
Add Value (Decision Makers)
The Biggest Point to Share is:
SharePoint can help achieve business objectives by improving
productivity, reducing waste, and improving visibility to help
drive better decision making.
The Reality:
Business Objectives are often not specific enough to be
achievable.
It takes time and investment to reach the point
all managers and executives want.
54. #SPTechCon @RHarbridge
SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards
56. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
What to watch out for…
Joe must carefully manage expectations
and maintain the momentum.
59. Show expected cost and return over multiple time periods.
Remember to ‘discount’ values to account for cost of capital
impact and the fact $5 dollars today is worth less than $5 in
the future.
Evaluating With Discounted Cash Flow
65. #SPTechCon @RHarbridge
Examples
I have a difficult requirement. It’s an 8 in difficulty (out of 10).
I have an easy requirement. It’s a 2 in difficulty (out of 10).
The expected value of the difficult requirement is 4 (out of 10).
The expected value of the easy requirement is 6 (out of 10).
Estimated Value
Estimated Difficulty
1. For Prioritization
67. #SPTechCon @RHarbridge
ROI analysis often misses 'non-financial
impact’ or ‘increased potential’
Website/Intranet Visitors
Increased
Connections
User Complaints
Improved Morale Improved Skills
Improved Know-How
Innovation
Better Reputation
Employment Applications
Click-throughs
Comments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return
74. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
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Technology Conference
SPTechCon
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Technology Conference
The Outcome
Joe is measuring effort effectively to
better prioritize or to improve return on
investment.
75. SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
What to watch out for…
Fear of bad estimation leading to not
estimating at all. Vaguely right is better
than precisely wrong.
82. #SPTechCon @RHarbridge
Teamwork is Key
There are typically 5 teams for SharePoint Governance:
Business Strategy Team
Initiatives/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
The 5 Teams You Need For Effective
SharePoint Governance
83. #SPTechCon @RHarbridge
Alternative Teams
If the organization or implementation is small enough you might
only need to start with two and break them apart as you
mature/grow.
Tactical Team
Operations
Development
Support
Strategy Team
Business
Technical
88. Aggregate/Reference Document or Site
(Contains all SharePoint Info – Single Point of Reference)
Objectives/Priorities
(Tech/Business)
Governance Outcomes
89. #SPTechCon @RHarbridge
Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…
SharePoint will be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
…
SharePoint will not be…
90. #SPTechCon @RHarbridge
Objectives/Priorities
Disaster Recovery Plan
Storage and Quota Policies
Monitoring Plans
Maintenance Plans
Service Level Agreements
Security Policies
Deployment Process, Policies, and Schedule
Operations Outcomes
91. #SPTechCon @RHarbridge
Objectives/Priorities
Branding Guide
SharePoint Designer Policy
Workflow Policy
Development Standards (Including OOTB vs Custom)
Development Environment Policy
Testing Requirements
Deployment Process, Policies, and Schedule
Development Outcomes
SharePoint Standards Online
92. #SPTechCon @RHarbridge
Objectives/Priorities
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Support Agreement(s)
Training and Communication Plans
MySite Policies (Pictures)…
Support Outcomes
93. #SPTechCon @RHarbridge
User Lifecycle Policy
Taxonomy Management
Social Policies
Content Standards
Legal and Compliance Policy
Search Management
Support Outcomes
SharePoint Standards Online
98. #SPTechCon @RHarbridge
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open
to all employees
TEAM SITES: Generally open
to team members
Tightly
controlled,
formal
governance
Looser control,
less formal
governance
Some control,
some formal
governance
“PRIVATE” SITES: Open
to business group
members
Define Governance Control Levels
103. SPTechCon
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SPTechCon
The SharePoint
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SPTechCon
The SharePoint
Technology Conference
SPTechCon
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Technology Conference
The Outcome
Everyone Achieves a Shared Understanding
of SharePoint Related Processes
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Technology Conference
SPTechCon
The SharePoint
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SPTechCon
The SharePoint
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SPTechCon
The SharePoint
Technology Conference
What to watch out for…
Not just documents, policies, and
procedures. It is an active and
ongoing process.
108. #SPTechCon @RHarbridge
Why Iterative?
SharePoint is a very large platform.
It takes time to understand SharePoint.
SharePoint is great for rapid prototyping,
and for proof of concept work.
It ensures there is enough time to
review, adjust, and communicate.
113. #SPTechCon @RHarbridge
Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
(You can’t know everything)
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SPTechCon
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SPTechCon
The SharePoint
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SPTechCon
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Technology Conference
What to watch out for…
The training and support can be
costly in time and resources.
129. #SPTechCon @RHarbridge
High Availability, Mobility and
Accessibility also lead to better
User Adoption!
SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More
130. #SPTechCon @RHarbridge
Create an Identity and Brand
Branding should make it easier, and more effective.
Consistency Across
User Environments
Modify Provisioned
Site (or Templates)
Based on Need
138. SPTechCon
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SPTechCon
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SPTechCon
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SPTechCon
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Technology Conference
The Outcome
SharePoint is successfully adopted by a large
enough group of users to be deemed
successful.
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SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
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SPTechCon
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Technology Conference
What to watch out for…
The build it they will come approach
will not work alone.
144. #SPTechCon @RHarbridge
Know your team and needs
Developers(s)
Administrators(s)
Architect(s)
Business Analyst(s)
Project Manager(s)
Site Administrator(s)
Super Users(s)
Trainer(s)
146. SPTechCon
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Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
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Technology Conference
The Outcome
The SharePoint Implementation continues to
grow, expand and provide more value.
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SPTechCon
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What to watch out for…
You need to plan support for new
work/requests otherwise people will
lose confidence.
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1. Understanding the ‘Why’ & Making a Decision
2. Achieving Buy In and Setting Expectations
3. Determining and Supporting ROI
4. Implementing Successful Governance
5. Approaching and Supporting SharePoint
6. Improving User Adoption
7. Planning for New Work and Growth
1. Understand Business Needs and Map to Them
2. Share Alignment, Vision and Expectations
3. Use Measurements to Improve and Return More
4. Use Team Work And Execute With Patterns
5. Be Iterative, Leverage Everyone, and Respond
6. Share the Value and Successes
7. Manage your Capability and Priorities
Success Factors…
149. SPTechCon
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Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
SPTechCon
The SharePoint
Technology Conference
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
Thank You
Organizers, Sponsors and You for Making this Possible.
Editor's Notes
My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you.
You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
Dependency also works.
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.
It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.
Thank You for Reading/Listening