SharePoint Success Slideshow

The Seven Most Important Non Technical SharePoint Success Factors

@rharbridgePresented By: Richard Harbridge

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 dont 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. 1

Who am I?

I

Understanding the Non TechnicalIs necessary to avoid poor

Shared Understanding of Requirements/NeedsKnowledge around Limitations of the Software (When to use it/When not to)Estimation of Effort and Schedule AccuracyThe Biggest ReasonsSharePoint Projects Fail?

Our Goal Today

From Here To Here

What we will be talking aboutUnderstanding the Why & Making a DecisionAchieving Buy In and Setting ExpectationsDetermining and Supporting ROIImplementing Successful GovernanceApproaching and Supporting SharePointImproving User AdoptionPlanning for New Work and Growth

Understanding the Why and Making a Decision

Meet JoeHi!

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At Joes Company

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Decision Makers dont have Enough Information

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The CFO needs to Reduce Costs

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IT Services Struggles to Keep Up

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People Are Having Trouble Finding What They NeedAnd

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So Joe has an Idea!

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We can solve our problems with technology!

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Decision Makers dont have Enough Information

What does Joe really know about his Companys needs?The CFO needs to Reduce Costs

IT Services Struggles to Keep Up

People Are Having Trouble Finding What They Need

Even if Joe understands the needs of his workplace

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Technology is never the whole solution

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Lets say Joe does understand the needs of his organization

Whats Next?

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Research

Joe doesnt really like research

This is boring

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So Joe decides

Awesome!

Not as awesome.

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Since Everyone in Joes Company uses Microsoft Office

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SharePoint is the Perfect Fit!

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Map the needs of the organization to the right technology

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Perform in depth product comparisons and evaluations

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Like this one

Excerpt of Product Comparison written by Richard Harbridge courtesy of Concept Interactive

This is important as Microsoft alone has a quite a fewDynamics AXDynamics CRMDynamics GPDynamics NAVDynamics POSDynamics RMSDynamics SL

Even SharePoint has multiple options20072010OnlineOn Site

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Its not just a feature to feature comparison

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So Joe does all that good research and

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SharePoint is a part of his overall Enterprise Technology Plan

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The OutcomeJoe has made an educated and informed decision based on the businesses needs.

What to watch out forWe have to define our needs carefully if we want to pick the right technology.

Achieving Buy In and Setting Expectations

Before we begin

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Lets Talk About Perceptions

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People See Different Things

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Perceptions Impact MotivationAcceptanceCuriosityHungerFamilyHonorIdealismIndependenceOrderPhysical ActivityPowerAttractivenessSavingSocial ContactStatusSecurityVengeance

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Joe is on a mission.

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Joe has to convince IT Services, the CFO and Decision Makers

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We are going to help Joe out with an exercise!

Thanks!

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What is the most important thing to IT Services?

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COST OF OWNERSHIP

What are some ways we can convince IT Services?

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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 ITs involvement.The Reality:IT doesnt want to learn/support a new technology.SharePoints 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)

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What is the most important thing to the CFO?

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NUMBERS

What are some ways we can convince the CFO?

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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.

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What is the most important thing to Decision Makers?

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Add Value

What are some ways we can convince Decision Makers?

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Add Value (Decision Makers)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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Buy In and Expectations Tips

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Map Solutions to ObjectivesCentralize Knowledge and ResourcesEnhance CollaborationAutomate and Improve Business ProcessesEnhance Governance ModelReduce Redundancy and Improve EfficiencyAdjust Site Structure and TaxonomyMigrate File SharesCreate DashboardsImplement Workflow SolutionsConfigure Search ServicesBranding

Direct Relationship Indirect Relationship

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InformationInformationInformationInformationExplain Information Overload

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Explain Scalable Architecture

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It Takes Time

SharePoint Solutions (Evolution)*Super Simplified

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The Outcome

Joe has achieved momentum and buy in.

What to watch out forJoe must carefully manage expectations and maintain the momentum.

Determining and Supporting ROI

What about this guy?

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How do we get here?

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METHODS FOR EVALUATING ROIReturn on Investment

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

Evaluating with Real Options Analysis

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Evaluating with Monte Carlo Analysis

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This is almost as boring as researchThere are different ways of calculating ROI evaluate what works best for you

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ROI Advice and Tips

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Excel has wonderful Formulas

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The Simplest ROI Formula EverEstimated ValueEstimated Difficulty

Even I can do it!

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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.75

ExamplesI have a difficult requirement. Its an 8 in difficulty (out of 10).I have an easy requirement. Its 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 ValueEstimated Difficulty

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ROI (traditionally) Measures Financial Impact

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ROI analysis doesnt cover non-financial impact or increased potentialWebsite/Intranet VisitorsIncreased ConnectionsUser ComplaintsImproved MoraleImproved SkillsImproved Know-HowInnovationBetter ReputationEmployment ApplicationsClick-throughsCommentsPositive Word of MouthNegative Word of MouthImproved RelationshipsSTILL IMPORTANT

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Example of Non-Financial Measurement

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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 helpSource: The Enterprise Workplace, IDC, 2005

Source: IDC, 2003Source: Hidden Costs of Information Work, IDC, 2006

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Statistics within the Organization are better.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, 2010Source: Financial Audit of Licensing Costs, Finance, 2010

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Break it down.

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IS

Use them.

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SharePoint Deployment Planning Services (SDPS)

https://www.partnersdps.com/Pages/ToolsSupport.aspx

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Rapid Economic Justification Guidehttp://www.microsoft.com/business/enterprise/value.mspx

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MEASURE THE RIGHT THING

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What you dont want.

Dont lose perspective.

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The OutcomeJoe is measuring effort effectively to improve return on investment.

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

Implementing Successful Governance

What is Governance?

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GOVERNANCE IS REQUIRED

Without effective governanceorganization, performance, andcapability are significantly reduced.

What does that mean?

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Without Governance

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So how do we do it?

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Teamwork is KeyThere are typically 5 teams for SharePoint Governance:Business Strategy TeamTechnical Strategy TeamTactical Teams:Tactical Operations TeamTactical Development TeamTactical Support Team

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Identify patterns.Plan for patterns.Execute patterns.

I think I see a Pattern.

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Executing Governance

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The Result:

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Aggregate/Reference Document (Contains all SharePoint Info Single Point of Reference)Objectives/Priorities (Tech/Business)Governance Documentation

Objectives/PrioritiesDisaster Recovery PlanDeployment Process, Policies, and ScheduleStorage and Quota PoliciesMonitoring PlansMaintenance PlansService Level AgreementsEtcOperations Documentation

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Objectives/PrioritiesSite Classification and Platform ClassificationSite Provisioning Process/QuestionnaireUser Expectations AgreementRoles and ResponsibilitiesSupport Agreement(s)Training and Communication Plans

Support DocumentationMySite Policies (Pictures)

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Branding GuideWorkflow PolicySharePoint Designer PolicyDevelopment StandardsTesting RequirementsEtcDevelopment Documentation

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IS

Use them.

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Governance Checklist

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TechNet, Community and More..

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With Governance

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The OutcomeEveryone Achieves a Shared Understanding of SharePoint Related Processes

What to watch out forNot just documents, policies, and procedures. It is an active and ongoing process.

Approaching and Supporting SharePoint

What is the best approach for SharePoint Implementations?

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ITERATIVE APPROACH

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.

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Communication Planning

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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

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Ask every question three times in three different ways - Might get it wrong, might be mis-estimating their technical vocabulary/abilityUse Pictures - Pictures and moreeee pictures.

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Use pictures and more pictures.Explain as much as you can (Pros/Cons).Solidifies decisions and allows themto explain to anyone who asks.Ask every question three times in three different ways. Communication Tips

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Support Planning

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Dont forget you arent superman.

(Sorry Joe)

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Multiple Tiers for Escalation(You cant know everything)

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Measure SupportLearn and use data to be proactive.

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Diversify Support resources/mediumsBooks and ManualsOnlineMSDNTechNetBlogsCheat SheetsOne on OneClassroom TrainingForumsHelp Etc

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Useful, digestible training sessions (less than an hour)Workshops > Presentations

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Dependancy also works.124

Avoid too much too fast.Keep it simple.Its like learning to drive.

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IS

Use them.

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Productivity Hub

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Stand Alone/Portal Edition Training

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SharePoint Learning Kit

Support Tip

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RESPONDYou never want to give the IT busy signal, or support busy signal.

The OutcomeSharePoint is supported effectively.

What to watch out forThe training and support can be costly in time and resources.

Improved User Adoption

User Adoption

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How do we get successful User Adoption?

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USERS MUST UNDERSTAND THE VALUE

Successful User Adoption Requires

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User Adoption Advice and Tips

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Do a video like this one

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High Availability, Mobility and Accessibility also lead to better User Adoption!

SharePoint Workspace/Groove, Outlook Integration (Offlining), Mobile and More

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Cultivate and promote the right culture.

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Create an Identity and BrandBranding should make it easier, and more effective.

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Focus on those on board/ready.

People who already want it.

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Make it Fun!

Hold Contests, Scavanger Hunts and Other Activities

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Use what they love.If they love using outlook focus on using that as a leveraging point.

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Say Thank You

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Its okay to be proud.

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Reward super users with achievements.

Then promote the desire to get rewards.

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Create a SharePoint Showcase

Where users submit and show off their SharePoint Solutions

Good Idea!

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Make it easier to work with

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IS

Use them.

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The Kit is !Buzz

What used to be GearUphttp://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx

Sweet

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Walk your own talk.

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

What to watch out forThe build it they will come approach will not work alone.

Planning for New Work and Growth

What about New Work & Growth?

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Spend time in advance building a channel for new work.

Avoid the flood.

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Know your limits

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Grow your team

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Know your team

Developers(s)Designer(s)Administrators(s)Architect(s)Business Analyst(s)Project Manager(s)Site Administrator(s)Super Users(s)Trainer(s)

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Cultivate new work! Its 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.

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

Recap: Non Technical IssuesOften are the Big Reasons Projects FailShared Understanding of Requirements/NeedsKnowing the Limitations of the Software (When to use it/When not to)Estimating Effort and Schedule Accuracy

So being successful requiresUnderstanding the non techincal as well as the technical.

Understanding the Why & Making a DecisionAchieving Buy In and Setting ExpectationsDetermining and Supporting ROIImplementing Successful GovernanceApproaching and Supporting SharePointImproving User AdoptionPlanning for New Work and GrowthUnderstand Business Needs and Map to ThemShare Alignment, Vision and ExpectationsUse Measurements to Improve and Return MoreUse Team Work And Execute With PatternsBe Iterative, Leverage Everyone, and RespondShare the Value and SuccessesManage your Capability and PrioritiesSuccess Factors

Thank You Organizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me:Twitter: @rharbridgeBlog: www.rharbridge.com LinkedIn: www.linkedin.com/in/rharbridgeEmail me at: richard@rharbridge.com My company: www.Allin.com

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/Listening170