business case for sharepoint and office 365

sharepointmaven.com @gregoryzelfond

BUSINESS CASE FORSHAREPOINT & OFFICE 365

HOW TO SELL SHAREPOINT TO YOUR BOSS

GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

http://www.sharepointmaven.com/


About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING


The Reality is…

Building the SharePoint Business Case is a headache

Defending a SharePoint Business Case to your boss / executive leadership feels like…


This presentation …

Provides practical and real advice on building Business Case for SharePoint & Office 365

Explains key points & strategies for advocating SharePoint within your organization

Will make you a hero


Instructions

1. Familiarize yourself with this presentation

2. Email a link to this presentation to your boss

3. Schedule a meeting with your boss

4. Go over and explain each slide to your boss

5. Repeat steps 3 & 4 as necessary until desired outcome is reached

http://www.slideshare.net/gzelfond/business-case-for-sharepoint-and-office-365


This Presentation…

Applies to any type or size of organization

Especially beneficial to small / medium businesses & nonprofits

Is mandatory for organizations with:– Stubborn leadership

– Uneducated management

– Bosses who are technology-challenged

– Leaders who are technophobic

– Executives who are resistive to changes


Business Case

In a nutshell - Business Case comes down to ROI (Return on Investment)

2 types of ROI–HARD (tangible)

– SOFT (intangible)


HARDROI


HARD ROI

Financial in nature

Quantitative

Demonstrates real cost savings

Expressed in your country’s currency (i.e. $USD)


Hard ROI Calculation Example

DescriptionCurrent

StateSharePoint Online / Office 365

Hardware (Server) Costs $$$$ N/A (Cloud Solution)

(Server) Software Licenses $$$ N/A (Cloud Solution)

Exchange Server Costs $$ Included (Outlook in the Cloud)

MS Office Licenses for all users $$ Included (online or install, depends on the plan)

Web Conference Costs $ Included (Lync)

Backup Costs $ Included

Disaster & Recovery Costs $ Included

Subscription Costs N/A # of users X $/user (depends on the plan)

GRAND TOTAL $$$$ # of users X $/user

Fill out this table for your organizationExecutives love this stuff!


Hard ROI – Additional talking points

The whole Office 365 can be FREE or discounted (depending on the plan) for:

Nonprofits (click here for Nonprofit plans)

Academic Institutions (click here for Academic plans)

Government (click here for Government plans)

https://products.office.com/en-us/nonprofit/office-365-nonprofit

https://products.office.com/en-us/student?tab=schools

https://products.office.com/en-us/government/office-365-web-services-for-government


Bottom Line

From purely Financial perspective, Office 365 Cloud solution is extremely affordable

If you do your analysis correctly, will be hard to justify against switching to Office 365 SharePoint online

Should be a no brainer with going with the cloud solution (analysis and outcome might be different with on-premise SharePoint)


SOFTROI


SOFT ROI

Intangible benefits

Qualitative

SOFT ROI can be split into 3 sub-categories– Business Value (Efficiency, Productivity)

– Technical Value (Reliability, Security, Support)

– Risk Mitigation (Disaster Recovery, Staff Pool)

Let’s expand on each category now…


BUSINESSVALUE


BUSINESS VAUE EXPLAINED

All about Efficiency & Productivity Typically expressed in terms of time saved

– #1: One Stop Shop– #2: Business Processes– #3: Full Transparency– #4: Document Management– #5: External Sharing– #6: Available Everywhere– #7: Power to the Users

Next several slides explain each Business Value separately


BUSINESS VALUE # 1: ONE STOP SHOP

All day-to-day applications

included in one package

1 link to access it all

Intuitive & seamless integration between SharePoint and other Microsoft applications (MS Office, Web Conferencing, Outlook)

No need for users to spend extra time and go to separate applications and duplicate information


BUSINESS VALUE # 2: BUSINESS PROCESSES

SharePoint can help streamline and enforce existing or new Business Processes

Can help improve consistency, standardization and methodology (i.e. Project Management Methodology)

Aggregates all important/relevant information in one spot for easy decision making and time savings


BUSINESS VALUE # 3: FULL TRANSPARENCY

The world has changed… It is not your Father’s IT anymore…

VERY IMPORTANT: SharePoint Online/Office 365 is not an IT tool, it is a Business Tool

Business owns and controls it all – time savings realized due to lack of a middle man.…– Easy Security Control

– Built-in Audit functionality allows to monitor sites, users, behavior

– Full transparency across the whole organization


BUSINESS VALUE # 4: DOCUMENT MANAGEMENT

SharePoint allows to organize and segregate documents by purpose, security or function

Clean up your current mess (otherwise known as folders) using SharePoint metadata

Dedicated “shared” storage – SharePoint Sites, + personal (OneDrive for Business)

Time Savings realized when searching for a particular document, version

http://www.slideshare.net/gzelfond/document-management-in-sharepoint-without-folders-introduction-to-metadata


DOCUMENT MANAGEMENT, CONTINUED

Consolidate your existing repositories (DropBox, Box.com, Google Drive, File Shares, users’ laptop) into just 1 true source


BUSINESS VALUE # 5: EXTERNAL SHARING

Super-easy External Sharing capabilities– NOTE: Only works with SharePoint Online, not with SharePoint on-premise

No need to spend extra time and resources and setup FTP sites or use other tools for external vendors

Users can share whole sites or individual documents

Full Administrative and User Control over External sharing function


BUSINESS VALUE # 6: AVAILABLE EVERYWHERE

Cloud solution available anywhere where there is an internet connection

Online versions of Word, Excel, PowerPoint allow to work on documents even without software installed on a computer

Fully installed MS Office can be downloaded on up to 5 devices by each user (including tablets!)

No need to VPN anymore!

Increased Productivity = Time Savings


BUSINESS VALUE # 7: POWER TO THE USERS

SharePoint empowers the users - personal sites, views, dashboards

Lots can be achieved using Out of the Box functionality

Increased Efficiency & Satisfaction = Time Savings


TECHNICALVALUE


TECHNICAL VAUE EXPLAINED

All about Security & Reliability

Typically expressed in terms of technical gains– #1: Scalability

– #2: Security

– #3: Reliability

– #4: Mobile Devices

– #5: No More Upgrade Projects

Next several slides explain each Technical Value separately


TECHNICAL VALUE # 1: SCALABILITY

No need to worry about hardware or software planning and projections – just subscribe to or unsubscribe from additional licenses

Virtually unlimited Storage (1 TB) for site collections and OneDrive for Business


TECHNICAL VALUE # 2: SECURITY

Office 365 is one of the most secure applications– Cutting-edge security practices with five layers of security and

proactive monitoring help keep customer data safe (courtesy microsoft.com)

You will never match security that Microsoft has– If your boss still thinks he can have better security at his

organization than Microsoft – please ask him to stop taking his medication

– More detailed description about Office 365 Security can be found here (courtesy Sharegate)

http://en.share-gate.com/blog/office-365-data-protection-infographic


TECHNICAL VALUE # 3: RELIABILITY

99.9% uptime guaranteed by Microsoft

Redundancy at every layer–physical, data and functional (microsoft.com)

Financially backed by Service Level Agreement (SLA).


TECHNICAL VALUE # 4: MOBILE DEVICES

Mobile Device Support– Office 365 is accessible via smartphones and tablets

Office 365 Supports BYOD (Bring Your Own Device) model


TECHNICAL VALUE # 5: NO MORE UPGRADE PROJECTS

No more costly hardware and software upgrade projects, blackout periods, user testing

Updates to all applications are transparent to the user and are done automatically (while subscription is active)


RISKMITIGATION


RISK MITIGATION # 1: DISASTER RECOVERY

State of the art Disaster Recovery plans are in place by Microsoft

Various mitigation techniques can be put in place by an Organization to support Business Continuity


RISK MITIGATION # 2: SUPPORT

Broad adoption– First version of SharePoint went live in 2001

– Large User base means lots of opportunity for support, finding skilled staff, etc.

Code Free Zone– Lots of Out of the Box functionality

– No programming skills required to get it up and running

24/7 phone and email support from Microsoft


Your Boss is still not convinced?


OK, NO PROBLEM

You have

2 OPTIONS


Option 1: Do it Yourself

Put on your boxing gloves

Invite your boss to a conference room

Make sure there are no people around you


Option 2: I can help

Have your boss reach out to me and schedule a SharePoint demo

mailto:[email protected]




Additional reading

Did you enjoy this presentation?

Help spread the word by sharing a link to it with your friends and colleagues by email or social media

Here are links to additional content you might find useful– 12 reasons folders in SharePoint are a bad idea

– Introduction to SharePoint Metadata

– Top 5 reasons why SharePoint is great for nonprofits

– 5 ways to manage documents in SharePoint

– 10 reasons why SharePoint training matters

– 10 practical tips to boost SharePoint user adoption

http://www.slideshare.net/gzelfond/business-case-for-sharepoint-and-office-365

http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

http://sharepointmaven.com/document-management-in-sharepoint-without-folders-introduction-to-metadata/

http://sharepointmaven.com/top-5-reasons-office-365-sharepoint-great-choice-nonprofits/

http://sharepointmaven.com/5-ways-manage-documents-sharepoint/

http://sharepointmaven.com/10-reasons-sharepoint-training-matters/

http://sharepointmaven.com/10-practical-tips-to-boost-sharepoint-user-adoption/


AcknowledgementsI used the following materials and websites while preparing this presentation

CIO.com article: How to build a business case for SharePoint

Images used in this presentation under Creative Commons License– sportsclipart.com– commons.wikimedia.org– findicons.com– clker.com– clipartpanda.com– wallpaper-kid.com– clipartpal.com

Logos of the following organizations– Microsoft– DropBox– Box– Google

http://www.cio.com/article/2423753/enterprise-software/how-to-build-a-business-case-for-sharepoint.html

http://creativecommons.org/

http://www.sportsclipart.com/

http://commons.wikimedia.org/

http://findicons.com/

http://www.clker.com/

http://www.clipartpanda.com/

http://wallpaper-kid.com/creative-technology-background-images-hd.htm

http://www.clipartpal.com/

http://www.microsoft.com/

http://www.dropbox.com/

http://www.box.com/

http://www.google.com/


Need help with SharePoint?

SharePoint Site Configuration and Customization

Document Migration to SharePoint

SharePoint Implementation Strategy

SharePoint Training

SharePoint User Adoption

SharePoint Governance

SharePoint Project Management


THANK YOU!

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