adopting sharepoint online or on premise - sps toronto

Bruce TuncertanSierra Systems Group Inc.

July 12, 2014

Adopting SharePoint Online or On Premise

Best Practices and Strategies to Increase SharePoint User Adoption

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Bruce TuncertanPrincipal, Solution Architect – SharePoint at Sierra Systems

Introduction

[email protected]

sharepointtidbits.blogspot.com

Solution Architect specialized in Microsoft technologies specifically SharePoint.

Possesses 25 year experience in the Information Technology and working with SharePoint since 2006.

Architected many solutions for public and private clients sized from SMEs to large enterprises.

Carries MCITP, MCTS certifications for SharePoint 2003, 2007 and 2010 as well as MCITP certification for Microsoft Dynamics CRM.

What is User AdoptionSharePoint World - Online & On premise

StrategyUser ExperiencePersonalizationProactive Work ExperienceChange ManagementSocialEducation

7

Agenda

User Adoption Is Key

• A McKinsey Study examined 40 projects and reviewed the Organizational Change Management (OCM) effect on their Return on Investment (ROI).• ROI was 35% when there was poor or no OCM in place• ROI was 143% when there was an excellent OCM program part of the

project

• As a best practice at Sierra Systems we try to follow: one foot in today’s reality the other in tomorrow’s art of the possible

• Biggest issue in todays reality is user adoption

• Gartner is branding 2016 as the “Year of the Cloud” Tipping point - more IT in the cloud than on premise

• The Best IT Systems are the ones that get used

The Best Systems are Those That Get Used

“Not your father’s document management tool”

SharePoint World – Online & On premise

Sites• Intranet• Extranet• Internet

Enterprise Content Management• CM• DM• RM

Collaboration• Yammer• Lync• OneDrive

Business Process Automation• Workflows

LOB System Integration Custom Solutions Business

IntelligenceDevelopment

Platform

SharePoint initiatives mostly driven and

owned by IT

Business not sure where, when & how

to use it

Why is our request taking this long?

IT: Overwhelmed with

requestsMany ‘one off’ solutions and

sites

Difficult to find information, confusing

navigation

Training & change management

limitedLack of clear guidelines &

policies

Key Issues Impacting SharePoint User Adoption

• User Adoption is the perceived usability of a product or solution after it is developed or built.

• It is judged by the number of active end users or consumers of the solution or product.

• Most of the time it is a soft area to quantify however in some cases it is measurable via set of assessable metrics tied to Return on Investment (ROI)

What is User Adoption? - Is it a “Secret Recipe”?

User Adoption is like making a soup

• Strategy

• UX Design

• Personalization

• Proactive Work Experience

• OCM (Organizational Change Management)

• Social

• Education

What are the ingredients of User Adoption?SUPPOSE Methodology

Health CheckRoadmapGovernanceExecutive SupportChampions

Strategy, User Experience, Personalization, Proactive Work Experience, OCM,

Social, Education

Current state of existing SharePoint solution

FunctionalityPhysical ArchitectureLogical ArchitectureScalabilityUser adoption

Health Check, Roadmap, Governance, Executive Support, Champions


Social, Education

Forward looking vision with an actionable implementation plan

Business, budget, technical, political, user adoption

Phased implementation to allow for cultural change



Social, Education

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5

Business Requirements Doc Sharing Contract Mgmt. Training Project Mgmt. Reporting

Functionality PortalIntranetCollaboration

Contract WorkflowExtranetCollaboration

Knowledge Base

Collaboration

Projects Workflow

Collaboration

Business IntelligenceLOB Integration

Architecture 2 Web servers1 DB Server

1 App server1 UAG server

1 App server 1 DB Server

User Deployment

HR/All Depts.

250

LegalProcurement

175

Operations

350

Engineering

150

Finance

175

Business Transformation

Governance

Change Management


Phased Implementation Plan


Social, Education

Content ManagementBrandingSecuritySearchTrainingCustomizationOperationsSupport


Social, Education

Health Check, Roadmap, Governance, Champions, Executive Support

Governance Teams Executive Stakeholders Business Division Leaders User representatives /

Champions Information Management Rep Compliance Stakeholders IT stakeholders



Social, Education

User RepresentativesUnderstands SharePoint at high level Available to assist with:Major functional changesBusiness logicSecuritySite creation

Go-to people for SharePointGet them involve as early as possible



Social, Education

One of the Top Reason why SharePoint projects fail

Obtaining Executive Support will:Foster SharePoint adoptionEase training strategyEnsures management to understand basics of the SharePoint

Mean that your company sees actual value of SharePoint



Social, Education

User StudyContent StrategyInformation ArchitectureInteractive DesignVisual DesignUsability Evaluation

Strategy, User Experience, Personalization, Proactive Work Experience,

OCM, Social, Education

user experienc

e

“User Experience (UX) is how a person feels

about using a product, system or

service.” – Wikipedia

Design Experience

What is it?



Good UX Design?

Invisible

What is it?



Bad UX Design?

What is it?



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What is it?



Asking front line users “What they want”

Understanding the people who use a product or system through observationPeople’s expectationsOrganizational Goals

User Study, Content Strategy, Information Architecture, Interactive Design, Visual Design, Usability

Evaluation



Identifying important content and how to keep it current and relevant

Planning for the creation, delivery, and governance of useful, usable contentContent editing workflowTemplatesContent priorityContent auditAnalytics

User Study, Content Strategy, Information Architecture, Interactive Design, Visual

Design, Usability Evaluation



Ensuring information is easily findable by users

Identifying and organizing information within a product or system in a purposeful and meaningful waySite structureNavigationSearchContent type identification





Ensuring user interaction is efficient and rewarding

Designing the interactive behaviours of a product or system with a specific focus on their useUse CasesWireframesPrototypes





Ensuring the site is visually appealing and uses current best practices

Designing the visual qualities of a system in an aesthetically pleasing wayKeeping it within corporate identityOr not?

User Study, Content Strategy, Information Architecture, Interactive Design, Visual Design,

Usability Evaluation



Making sure that the journey through your site is easy and trouble-free for all target users

Does the software follow the Usability Principles?ResponsiveObviousConsistentEfficientRobust

User Study, Content Strategy, Information Architecture, Interactive Design, Visual Design, Usability Evaluation



In the Cloud

Cloud? On-Premise? You should still do User Experience



Create functional navigation not structural.At minimum do Information Architecture.Card Sorting is a great starting point for navigation.

Try to use online tools such as Optimalworkshop.com for Card Sorting and Usability Testing.

Keep multiple devices in mind. (Responsive Design)

Best Practices



Audience TargetingFiltered ViewsMy SitesGamification



Display content relevant to userList itemsLibrary itemsNavigation

Use target audiences by:SharePoint GroupsDistribution ListsSecurity GroupsGlobal Audiences

Audience Targeting, Filtered Views, My Sites, Gamification



Filter your views based on:UserDate/TimeContent

Make data more meaningful




Encourage users to use their My SitesPeople, Expertise searchStore “My Documents”Content Aggregation (My Tasks)Activity FeedsExperiment SharePoint features

One Drive for Business1 TB Online Storage for each user !!!




No need to invest $$$ Unless you want to create the new SharePoint game

Mostly simple stuffRewarding mechanismFeedback systemsBadges on Learning SitesSmall contests

Most up-to-date personal profile Most active user (creating content, commenting, tagging, rating) Monthly Challenges to collect feedback




What is available:

Detailed presentation about SharePoint Gamification by Jussi Mori: http://www.sharepointeurope.com/conferences/session/324/raising-enduser-productivity-with-social-enterprise-and-gamification-in-sharepoint

Badgeville: http://badgeville.com/products/integration-catalog/badgeville-for-sharepoint

uBoost: http://www.uboost.com/web-services-api/welcome




http://www.sharepointeurope.com/conferences/session/324/raising-enduser-productivity-with-social-enterprise-and-gamification-in-sharepoint

http://www.sharepointeurope.com/conferences/session/324/raising-enduser-productivity-with-social-enterprise-and-gamification-in-sharepoint

http://badgeville.com/products/integration-catalog/badgeville-for-sharepoint

http://www.uboost.com/web-services-api/welcome

http://www.uboost.com/web-services-api/welcome

Business Process AutomationWorkflowsEmail NotificationScheduled RemindersAlerts

Strategy, User Experience, Personalization, Proactive Work Experience, OCM, Social, Education

Cut down tasks:ManualTediousTime-consuming

Improve CollaborationCo-authoringLync Integration

Break-down Information SilosAutomate your SharePoint to do more…


Business Process Automation, Workflows, Email Notifications

ApprovalsFeedbacksThink outside the boxShould be easy for usersLazy Approvals

Does your workflow reach to cloud?



Keep your users in the loopLet them feel more engagedUse:AlertsScheduled Reminders

Automate your SharePoint to do more…



Organizational Change Management

Strategy, User Experience, Personalization, Proactive Work Experience, OCM, Social,

Education

“…Employees are saying that, more than ever, they are

reaching their limit in their ability to handle all the organizational change pushed at them”

(Thinking About Change, Trends in Change Management)

“…The cumulative effect of continual and overlapping change has left staff increasingly stressed, burned out, and overwhelmed. This will negatively impact not only staff engagement and retention but also organizational success” (John Workman, HR Investment Center)

Organizational Change Management


Education

Your users are dealing with Constant ChangeChange – One after anotherUsers are feeling fatiguedmore resistant

Carefully plan your changeResultsUsers buy-in Increase ROIAdoption

The ROI delivered rarely equals the ROI that is expected

The more that people are affected by a change, the less certain is the ROI

There are three 'human factors' that cause variation in ROI:Speed of adoptionUltimate utilizationProficiency

Achieving ROI on Your SharePoint OCM


Education

Change Management & ROI


Education

Companies with poor change management capabilities have lowest returns on investment

Companies with strong change management programs realized biggest returnsWorst Best

Low

High

LEVEL OF CHANGE MANAGEMENT EFFECTIVENESS

PER

CEN

T O

F V

ALU

E C

AP

TU

RED

Do not let your rollout be a one-time eventCreate a sustainable solution

Use a variety of communication and training methodsSolicit their input

Provide lots of support and encouragementEmploy OCM on your first rollout – don’t wait

Adoption still not happeningLook for FAIL points

Keep it simple!


Education

Keys to Success

Social technologies yield a 30% improvement in bringing a product or service to market. - Mackenzie Institute

Companies with socially engaged employees see: 18% higher productivity 51% lower turnover

40% of people socialize more on-line than they do face-to-face

Social is everywhere No training required People love to use Social tools Tagging, Ratings, Likes Use Yammer


Education


Education

Yammer

Yammer by numbers:85% of Fortune 5008 Million Users55% increase in one year

Features Interact with mobile & emailCollaborative intercompany networks

On the cloudPart of SharePoint Online / Office365Single Sign-on


Education

Yammer

Was there an “User Adoption” program to teach users how to use:FacebookLinkedIn

Yammer provides almost immediate usability for users

Yammer looks like Facebook


Education

Facebook vs. Yammer

We use SharePoint because we

know SharePoint

Let your users know what is available for them? High-level awareness, SharePoint overview, SharePoint 101

Self paced online training Internal How To’s or short videos to demonstrate main SharePoint functionalities. SharePointVideos.com Lynda.com

On the spot contextual help, Instructions User needs help starting a workflow Create a site or library for online help - Knowledgebase

Recurring training events Weekly / Monthly Lunch & Learns

Just-in-time help Get your champions to help your users when

they need Create “Ask the expert” discussion form


EducationTraining

You don’t have to spend $$$ for user adoption

You don’t have to change the SharePoint

You should provide your users a software platform they: inherently understand simple to use

SharePoint On premise adoption strategies mostly applies to SharePoint Online

Cloud Specific Considerations: Performance - Bandwidth Availability - Uptime Online vs On premise feature gap

58

Summary