Joe implements SharePoint in his company using a seven step approach: 1) Understand business needs, 2) Share alignment and expectations, 3) Measure to improve return, 4) Use governance and teamwork, 5) Take an iterative approach, 6) Promote user adoption, and 7) Manage capabilities and priorities. Key aspects include mapping needs to technology, managing perceptions of stakeholders, prioritizing initiatives, establishing governance processes, and supporting users. Following these steps helps the SharePoint implementation grow over time by expanding functionality and gaining more user dependency. Ongoing management of capabilities and user support is important to maintain success.

1. #Share4Biz @RHarbridge
Succeeding With SharePoint
In Seven Steps
#Share4Biz @RHarbridge
Facilitated By: Richard Harbridge

2. My Name Is Richard Harbridge…

3. Our Goal Today…
From Here To Here

6. Seven Steps For Success…

7. Seven Steps For Success…

8. Meet Joe
Hi!

9. At Joe’s Company…

10. Decision Makers don’t have
Enough Information

11. The CFO needs to Reduce Costs

12. IT Services Struggles to
Keep Up

13. People Are Having Trouble
Finding What They Need
And

14. So Joe has an Idea!

15. We can solve our problems
with technology!

16. Since…
Awesome! Not as awesome.
Drupal

17. And Everyone in Joe’s Company
uses Microsoft Office…

18. SharePoint is the Perfect Fit!

20. Map the needs of the
organization to the right
technology…

21. This is important as Microsoft
alone has a quite a few…
• Dynamics CRM
• Dynamics ERP
• Dynamics AX
• Dynamics GP
• Dynamics NAV
• Dynamics SL
Exchange
Lync

22. SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com

23. Even SharePoint has multiple
options
Online
On
Site
Foundation
Standard
EnterpriseEnterprise
Standard
2010
2013
Foundation

24. It’s Big Ecosystem…

25. It’s not just a feature to
feature comparison…

26. So Joe does all that good
research and…

27. SharePoint Is Part Of His Overall
Enterprise Technology Plan

28. The Outcome
Within the overall enterprise technology
plan SharePoint meets specific business
needs.

29. What to watch out for…
We have to define our needs carefully
if we want to pick the right technology.

30. Seven Steps For Success…

31. Before we begin…

32. Let’s Talk About Perceptions

34. People See Different Things

35. Perceptions Impact Motivation
• Acceptance
• Curiosity
• Hunger
• Family
• Honour
• Idealism
• Independence
• Order
• Physical Activity
• Power
• Attractiveness
• Saving
• Social Contact
• Status
• Security
• Vengeance

36. Two Key Groups Must Buy In and
Have The Right Expectations
IT Services Decision Makers

37. What is the most important thing
to IT Services?

38. Cost Of
Ownership

39. What are some ways we can
convince IT Services?

40. 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

41. 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
Exchange
Lync

42. The Reality:
 IT struggles with supporting another technology.
SharePoint and IT

43. Search
Process
Control Management
Collaboration
Information
Information Overload
InformationInformationInformationInformation

44. Explain Platform Benefits
Search
Process
Control Management
Collaboration
Information

45. Information
Search
Collaboration
Document
Management
Control
ProcessForms Services
Business
Intelligence
Personalization
Records
Management
Explain Platform Benefits
Search
Collaboration
Document
Management
Control
ProcessForms
Business
Intelligence
Personalization
Records
Management

46. What is the most important thing
to Decision Makers?

47. Add Value To
Business

48. What are some ways we can
convince Decision Makers?

49. Add Value (Decision Makers)
The Biggest Point to Share is:
 SharePoint can help achieve business objectives by
improving productivity, reducing waste, etc.
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.

50. Prioritize and Plan

51. HR Onboarding Solutions
• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site

52. Map Solutions to Objectives
Automate and
Improve HR
Employee File
Management
Automate and
Improve HR
Onboarding
Automate and
Improve Absence
Management
Centralize
Knowledge and
Resources
Provide HR Self
Service
Adjust Site
Structure
   
Onboarding
Workflow
 
Onboarding
Electronic Forms
  
Integration With
HRIS
    
New Employee Site     
Document Capture
Automation
  
 Direct Relationship Indirect Relationship
* Objectives/solutions should be more specific – Example purposes only.

53. What’s the expectation
we have to set?

54. It Takes Time

55. SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business Process
Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards

56. The Outcome
Joe achieved momentum and buy in
by ensuring stakeholders have a shared
understanding of SharePoint value.

57. What to watch out for…
Joe must carefully manage expectations
and maintain the momentum.

58. Seven Steps For Success…

59. How do we get here?

60.  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

61. Evaluating with Real Options
Analysis

62. Evaluating with Monte Carlo
Analysis

63. This is
kind of
boring…
There are different ways of
calculating ROI…

64. There are really only two ways
of using ROI…
1. For Prioritization
2. To Improve Return

65. The Simplest ROI Formula Ever
Estimated Value
Estimated Difficulty
Even I can
do it!
1. For Prioritization

66. 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. ROI (traditionally) Measures
Financial Impact
2. To Improve Return

68. 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 ApplicationsClick-throughs
Comments
Positive Word of Mouth
Negative Word of Mouth
Improved Relationships
2. To Improve Return

69. Example of
Non-Financial Measurement
2. To Improve Return

70. MEASURE THE
RIGHT THING

72. The Outcome
Joe is measuring effort effectively to
better prioritize or to improve return on
investment.

73. What to watch out for…
Fear of bad estimation leading to not
estimating at all. Vaguely right is better
than precisely wrong.

74. Seven Steps For Success…

75. What is Governance?

76. GOVERNANCE
IS REQUIRED

77. Without effective governance; organization,
performance, and capability are
significantly reduced.
What does
that mean?

78. Without Governance

79. So how do we do it?

80. 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

81. Identify patterns.
Plan for patterns.
Execute patterns.

82. I think I see
a Pattern.

83. Executing Governance

84. No Single “Approach”
Projects
Tasks
Communities
Practices

85.  Aggregate/Reference Document or Site
(Contains all SharePoint Info – Single Point of Reference)
 Objectives/Priorities
(Tech/Business)
Governance Outcomes

86.  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…

87.  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
SharePoint
Governance
Documents

88.  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

89.  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
SharePoint
Governance
Documents

90.  User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
Support Outcomes
SharePoint
Standards
Online

91. With Governance

92. The Outcome
Everyone Achieves a Shared Understanding
of SharePoint Related Processes

93. What to watch out for…
Not just documents, policies, and
procedures. It is an active and
ongoing process.

94. Seven Steps For Success…

95. What is the best approach for
SharePoint Implementations?

96. ITERATIVE
APPROACH

97. 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.

98. Support Planning

99. SharePoint Can Be Difficult
These
Documents
Are Checked
Out!

100. SharePoint Can Be Intrusive
Doug Just
Signed You
Up For An
Alert!
Doug Just
Edited A
Document!
Sally Just
Edited A
Document!
You Have A
New Colleague
In SharePoint
John Just
Added You
To A Site!
Bob Deleted
A Document!

101. Don’t forget you aren’t
superman.
(Sorry Joe)

102. Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
You can’t know everything.

103. Measure Support
Learn and use data to be proactive.

104. Diversify Support
resources/mediums
 Books and Manuals
 Online
 MSDN
 TechNet
 Blogs
 Cheat Sheets
 One on One
 Classroom Training
 Forums
 Help
 Etc

105. Avoid too much too fast.
Keep it simple.
It’s like learning to drive.

106. IS
Use them.

107. Productivity Hub

108. Support Tip…

109. RESPOND
You never want to give the IT busy
signal, or support busy signal.

110. The Outcome
SharePoint is supported effectively.

111. What to watch out for…
The training and support can be
costly in time and resources.

112. Seven Steps For Success…

113. How do we get successful
User Adoption?

114. USERS MUST
UNDERSTAND
THE VALUE

115. Successful User Adoption
Requires…

116. Do a video like this one…
Adoption
Activities
Listing

117. High Availability, Mobility and
Accessibility also lead to better
User Adoption!
Adoption
Activities
Listing

118. Create an Identity and Brand
Branding should make it easier to use.
Adoption
Activities
Listing
Consistency Across
User Environments
Modify
Provisioned Site
(or Templates)
Based on Need

119. Make it Fun!
Hold Contests, Scavenger Hunts, and
Other Activities
Adoption
Activities
Listing

120. Reward super users with
achievements.
Then promote the desire to get rewards.
Adoption
Activities
Listing

121. Create a SharePoint Showcase
Where users submit and show off
their SharePoint “Solutions”
Good Idea!
Adoption
Activities
Listing

122. Make it easier to work with…

123. Make it easier to work with…
Powerful Columns
You Probably Didn’t
Know About

124. Make it easier to work with…
Why Leveraging
SharePoint Blog Features
for News is a Great Idea

126. The Outcome
SharePoint is successfully adopted by a
large enough group of users to be deemed
successful.

127. What to watch out for…
The build it they will come
approach will not work alone.

128. Seven Steps For Success…

129. What about New Work &
Growth?

130. Spend time in advance building a
channel for new work

131. Know your limits

132. Grow your team

133. 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)

134. Cultivate new work!
It’s a good thing.
This boosts user adoption!
(More functionality and dependency over time)

135. The Outcome
The SharePoint Implementation continues to
grow, expand and provide more value.

136. What to watch out for…
You need to plan support for new
work/requests otherwise people
will lose confidence.

137. Seven Steps For Success…

138. Seven Steps For Success…
Key: Understand
Business Needs
& Map To Them

139. Seven Steps For Success…
Key: Share
Alignment, Vision
& Expectations

140. Seven Steps For Success…
Key: Measure To
Improve & Return
More

141. Seven Steps For Success…
Key: Use Team
Work & Execute
With Patterns

142. Seven Steps For Success…
Key: Be Iterative,
Leverage Others,
& Respond

143. Seven Steps For Success…
Key: Share The
Value & Successes

144. Seven Steps For Success…
Key: Manage Your
Capabilities &
Priorities

145. Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Email: Richard@RHarbridge.com
 Resources:
50+ User Adoption Activities Adoption Activities
130+ SharePoint Standards SPStandards.com
35+ Governance Documents Governance Documents
80+ Downloadable Presentations SlideShare.com/RHarbridge
A Step In The Right Direction
Thank you to all sponsors, organizers, and you for making this possible.