achieving sharepoint success
DESCRIPTION
This presentation covers everything non technical required in a successful SharePoint implementation. From achieving successful buy in to actually supporting and dealing with the new work that comes from such an implementation and everything in between (user adoption, governance, etc) This presentation has gone through minor revisions and as of March 2010 this is the latest version.TRANSCRIPT
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The SharePoint Story for SuccessHow To: Manage and Implement SharePoint Projects Successfully Presented By: Richard Harbridge
@rharbridge
That’s Me!
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Richard Harbridgeis a Business Analystis a Project Manageris a Technology Specialistis a Blogger/Tweeter
Loves SharePointLoves CommunitiesLoves TechnologyLoves Speaking
Who am I?
Blah blah blah blah blah
@rharbridge
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What I am going to talk about…1. The Idea2. The Decision3. Buy In and Expectations4. Governance5. Approach, Communications, and Support6. User Adoption7. New Work and Growth
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On With Our Story…
From Here To Here
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Chapter 1
The Idea
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Meet Joe
Hi!
SharePoint CampRichard Harbridge
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Joe Works in IT
SharePoint CampRichard Harbridge
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At Joe’s Workplace…
SharePoint CampRichard Harbridge
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Decision Makers don’t have Enough Information
SharePoint CampRichard Harbridge
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The CFO needs to Reduce Costs
SharePoint CampRichard Harbridge
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IT Services Struggles to Keep Up
SharePoint CampRichard Harbridge
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People Must Do More With Less
SharePoint CampRichard Harbridge
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People Are Having Trouble Finding What They Need
SharePoint CampRichard Harbridge
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Don’t Worry Though…
SharePoint CampRichard Harbridge
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Joe is Really Smart…
SharePoint CampRichard Harbridge
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And works in IT
SharePoint CampRichard Harbridge
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So Joe has an Idea!
SharePoint CampRichard Harbridge
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We can help solve our problems with technology!
SharePoint CampRichard Harbridge
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The OutcomeJoe believes with effective application
of technology he can improve his organization.
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What to watch out for…We need to know the background and reasoning for why technology is being
looked at.
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Chapter 2
The Decision
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The Research
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So Joe does lots of good research…
Awesome! Not as awesome.SharePoint CampRichard Harbridge
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He even performs in depth product comparisons…
SharePoint CampRichard Harbridge
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Like this one…
SharePoint CampRichard Harbridge
Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive
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Mapping the needs of his organization to the right
technology…
SharePoint CampRichard Harbridge
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This is important as Microsoft alone has a quite a few…
SharePoint CampRichard Harbridge
• Dynamics AX• Dynamics CRM• Dynamics GP• Dynamics NAV• Dynamics POS• Dynamics RMS• Dynamics SL
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Even SharePoint has multiple options
SharePoint CampRichard Harbridge
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After many hours of tireless research Joe decides…
SharePoint CampRichard Harbridge
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Since Everyone in Joe’s Company uses Microsoft Office…
SharePoint CampRichard Harbridge
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SharePoint is the Perfect Fit!
SharePoint CampRichard Harbridge
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The Outcome
Joe has made a decision.
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What to watch out for…We have to define our needs carefully if
we want to pick the right technology.
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Chapter 3
Buy In and Expectations
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Before we begin…
SharePoint CampRichard Harbridge
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Let’s Talk About Perceptions
SharePoint CampRichard Harbridge
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People See Different Things
SharePoint CampRichard Harbridge
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Perceptions Impact Motivation
SharePoint CampRichard Harbridge
• Acceptance• Curiosity• Hunger• Family• Honor• Idealism• Independence• Order
• Physical Activity• Power• Attractiveness• Saving• Social Contact• Status• Security• Vengeance
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Joe is on a mission.
SharePoint CampRichard Harbridge
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Joe has to convince the IT Services, CFO and Decision Makers
SharePoint CampRichard Harbridge
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We are going to help Joe out!
Thanks!
SharePoint CampRichard Harbridge
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So what is the most important thing to IT Services?
SharePoint CampRichard Harbridge
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COST OF OWNERSHIP
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What are some ways we can convince IT Services?
SharePoint CampRichard Harbridge
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The Biggest Point to Share is:
SharePoint eventually allows Business Users to develop and implement business solutions that use technology without IT’s involvement.
The Reality:
IT doesn’t want to learn/support a new technology.
SharePoint’s integration is invaluable to IT.
A unified application delivery platform like SharePoint can greatly reduce costs, time and effort for new work.
Cost of Ownership (IT)
SharePoint CampRichard Harbridge
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IT Services gets it and is on board!
SharePoint CampRichard Harbridge
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So what is the most important thing to the CFO?
SharePoint CampRichard Harbridge
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NUMBERS
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What are some ways we can convince the CFO?
SharePoint CampRichard Harbridge
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Lets Talk Numbers (CFO/Finance)
The Biggest Point to Share is:
SharePoint is worth the initial investment and ongoing costs.
The Reality:
It is a costly investment and costly on going expense.
Money can be invested to always generate a return.
You need to have measurement, account for risk, and have some expectation of return (quantifiable) that makes it worth the initial investment/on going costs.
SharePoint CampRichard Harbridge
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Your Goal
SharePoint CampRichard Harbridge
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What you don’t want.
Don’t lose perspective.
SharePoint CampRichard Harbridge
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How do we get here?
SharePoint CampRichard Harbridge
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ROIReturn on Investment
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Evaluating Return on InvestmentMoney Matters:
Always show expected cost and return over multiple years.
Use discount rate to help account for risk and competitive investment rate.
Internal Rate of Return will help find the ‘break even point’.
SharePoint CampRichard Harbridge
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SharePoint CampRichard Harbridge
The Simplest ROI Formula Ever
Estimated Value
Estimated Difficulty
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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).
SharePoint Camp
Estimated Value
Estimated Difficulty
Richard Harbridge
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ROI (traditionally) Measures Financial Impact
SharePoint CampRichard Harbridge
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ROI doesn’t cover ‘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
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The CFO is on board!
SharePoint CampRichard Harbridge
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So what is the most important thing to Decision Makers?
SharePoint CampRichard Harbridge
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Add Value
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What are some ways we can convince Decision Makers?
SharePoint CampRichard Harbridge
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Add Value (Decision Makers)
SharePoint CampRichard Harbridge
The Biggest Point to Share is:
SharePoint improves productivity, reduces waste, and improves visibility to help drive better decision making.
The Reality:
It takes time and investment to reach the point all managers and executives want.
Productivity gain can be difficult to measure, as can reduction in waste.
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Tips for getting Decision Makers to understand the value.
SharePoint CampRichard Harbridge
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Mapping Solutions to ObjectivesCentralize Knowledge and Resources
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
Adjust Site Structure and Taxonomy
Generate Templates Migrate File Shares Create Dashboards Implement Workflow Solutions
Configure Search Services
Branding
Direct Relationship Indirect Relationship
SharePoint CampRichard Harbridge
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Information Overload
SharePoint CampRichard Harbridge
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Scalable Architecture
SharePoint CampRichard Harbridge
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SharePoint Solutions (Evolution)
*Super Simplified
SharePoint CampRichard Harbridge
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IS
Use them.
SharePoint CampRichard Harbridge
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SharePoint Deployment Planning Services (SDPS)
SharePoint CampRichard Harbridge
https://www.partnersdps.com/Pages/ToolsSupport.aspx
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Typical workers produce 3+ GB of data per year.
30% of a typical workers day is spent searching for information.
In a 1,000 employee company lost productivity costs approximately $5 million a year.
Public Statistics can help…
SharePoint CampRichard Harbridge
Source: “The Enterprise Workplace,” IDC, 2005
Source: IDC, 2003
Source: “Hidden Costs of Information Work,” IDC, 2006
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Statistics within the Organization are better.
SharePoint CampRichard Harbridge
20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling..
4 out of 5 of our workers do not know that we have an employee disaster relief fund.
Currently we pay for full licensing on 7 different enterprise document management solutions.
Source: “Support Review Q4,” IT, 2010
Source: “HR Employee Benefits Survey,” HR, 2010
Source: “Financial Audit of Licensing Costs,” Finance, 2010
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Decision Makers are on board!
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The Outcome
Joe has achieved momentum and buy in.
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What to watch out for…Joe must carefully manage expectations
and maintain the momentum.
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Chapter 4
Governance
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What is Governance?
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GOVERNANCE IS REQUIRED
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Without effective governanceorganization, performance, and
capability are significantly reduced.
SharePoint CampRichard Harbridge
What does that mean?
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Without Governance
SharePoint CampRichard Harbridge
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So how do we do it?
SharePoint CampRichard Harbridge
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Teamwork is KeyThere are typically 5 teams for SharePoint Governance:
Business Strategy TeamTechnical Strategy TeamTactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
SharePoint CampRichard Harbridge
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Identify patterns.Plan for patterns.
Execute patterns.
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SharePoint CampRichard Harbridge
I think I see a Pattern.
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Executing Governance
SharePoint CampRichard Harbridge
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The Result:
SharePoint CampRichard Harbridge
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Aggregate/Reference Document (Contains all SharePoint Info – Single Point of Reference)
Objectives/Priorities (Tech/Business)
Governance Documentation
SharePoint CampRichard Harbridge
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Objectives/Priorities Disaster Recovery Plan Deployment Process, Policies, and Schedule Monitoring Plans Maintenance Plans Service Level Agreements Etc…
Operations Documentation
SharePoint CampRichard Harbridge
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Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans Etc…
Support Documentation
SharePoint CampRichard Harbridge
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Branding Guide Workflow Policy SharePoint Designer Policy Development Standards Testing Requirements Etc…
Development Documentation
SharePoint CampRichard Harbridge
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IS
Use them.
SharePoint CampRichard Harbridge
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SharePoint CampRichard Harbridge
Governance Checklist
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SharePoint CampRichard Harbridge
TechNet, Community and More..
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With Governance
SharePoint CampRichard Harbridge
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The OutcomeEveryone Achieves a Shared Understanding
of SharePoint Related Processes
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What to watch out for…Not just documents, policies, and
procedures. It is an active and ongoing process.
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Chapter 5
ApproachCommunications
and Support
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What is the best approach for SharePoint Implementations?
SharePoint CampRichard Harbridge
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ITERATIVE APPROACH
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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.
SharePoint CampRichard Harbridge
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Communication Planning
SharePoint CampRichard Harbridge
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Will act as a binding agreement (forces you to carry through).Helps keep communication focused.Helps prevent unwanted surprises.
The Communication Plan
SharePoint CampRichard Harbridge
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Use pictures and more pictures. Explain as much as you can (Pros/Cons).
Solidifies decisions and allows them to explain to anyone who asks.
Ask every question three times in three different ways.
Communication Tips
SharePoint CampRichard Harbridge
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Support Planning
SharePoint CampRichard Harbridge
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Don’t forget you aren’t superman.
SharePoint CampRichard Harbridge
(Sorry Joe)
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Multiple Tiers for Escalation
SharePoint CampRichard Harbridge
(You can’t know everything)
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Measure Support
SharePoint CampRichard HarbridgeLearn and use data to be proactive.
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Diversify Support resources/mediums
SharePoint CampRichard Harbridge
Books and Manuals Online
MSDN
TechNet
Blogs
Cheat Sheets One on One Classroom Training
Forums
Help
Etc
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IS
Use them.
SharePoint CampRichard Harbridge
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Productivity Hub
SharePoint CampRichard Harbridge
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Stand Alone/Portal Edition Training
SharePoint CampRichard Harbridge
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SharePoint Learning Kit
SharePoint CampRichard Harbridge
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Support Tip…
SharePoint CampRichard Harbridge
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RESPONDYou never want to give the IT busy
signal, or support busy signal.
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The OutcomeSharePoint is supported effectively.
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What to watch out for…The training and support can be
costly in time and resources.
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Chapter 6
User Adoption
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User Adoption
SharePoint CampRichard Harbridge
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How do we get successful User Adoption?
SharePoint CampRichard Harbridge
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USERS MUST UNDERSTAND
THE VALUE
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Successful User Adoption Requires…
SharePoint CampRichard Harbridge
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SharePoint CampRichard Harbridge
Useful, digestible training sessions (less than an hour)
Training Excercises/Workshops
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Avoid too much too fast.Keep it simple.
It’s like learning to drive.
SharePoint CampRichard Harbridge
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Do a video like this one…
SharePoint CampRichard Harbridge
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IS
Use them.
SharePoint CampRichard Harbridge
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The Kit is !
Buzz
What used to be GearUp…
http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
SharePoint CampRichard Harbridge
Sweet
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High Availability and Accessibility also lead to better User Adoption!
SharePoint CampRichard Harbridge
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SharePoint CampRichard Harbridge
Cultivate and promote the right culture.
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Create an Identity and Brand
Branding should make it easier, and more effective.
SharePoint CampRichard Harbridge
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SharePoint CampRichard Harbridge
Focus on those on board/ready.
People who already want it.
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SharePoint CampRichard Harbridge
Use what they love.
If they love using outlook focus on using that as a leveraging point.
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SharePoint CampRichard Harbridge
Say Thank You
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SharePoint CampRichard Harbridge
Reward super users with achievements.
Then promote the desire to get rewards.
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SharePoint CampRichard Harbridge
Create a SharePoint Showcase
Where users submit and show off
their SharePoint “Solutions”
Good Idea!
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SharePoint CampRichard Harbridge
Make it Fun!
Hold Contests, Scavanger Hunts and Other Activities
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SharePoint CampRichard Harbridge
Walk your own talk.
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The OutcomeSharePoint is successfully adopted by a large
enough group of users to be deemed successful.
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What to watch out for…The build it they will come approach
will often not work alone.
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Chapter 7
New Work and Growth
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SharePoint CampRichard Harbridge
What about New Work & Growth?
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SharePoint CampRichard Harbridge
Plan and build a system for managing New Work
Change Requests
Enhancement Requests
New Features
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SharePoint CampRichard Harbridge
Spend time in advance building a channel for new work.
Avoid the flood.
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SharePoint CampRichard Harbridge
Know your limits
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SharePoint CampRichard Harbridge
Grow your team
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SharePoint CampRichard Harbridge
Know your team Developers(s)
Administrators(s)
Architect(s)
Business Analyst(s)
Project Manager(s)
Site Administrator(s)
Super Users(s)
Trainer(s)
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SharePoint CampRichard Harbridge
Cultivate new work! It’s a good thing.
This boosts user adoption! (More functionality and dependency over time)
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The OutcomeThe SharePoint Implementation continues to grow, expand and provide more value.
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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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TO BE CONTINUED
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<3 and TYClipArt
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Thank You!Let’s talk, and/or tweet!
Twitter: @rharbridge
Blog: sharepointkb.wordpress.com
LinkedIn: www.linkedin.com/in/rharbridge
Send me your emails, and let me know your feedback!
Email me at: [email protected]