change management considerations...

Change Management Considerations for

Successfully Implementing Successfully Implementing SharePoint

Denise Holehouse

Business Productivity Solution Specialist

Microsoft Public Sector

Agenda• What is Change Management?• Change Management 2.0 – Brant Trim

• Key Elements to an effective Change Management Strategy

• Roles and Responsibilities• Roles and Responsibilities• End-User Adoption• Training Resources• Questions and Comments

What is Change Management?

• Change disrupts the status quo and reduces the ability of organizations and individuals to see a clear vision of the future.

• The role of leaders is to provide continual guidance to achieve the new vision and to inspire the support of achieve the new vision and to inspire the support of others.

• The success of change efforts is often undermined by the emotional impact of change on those affected by it.

Reference: Worrall & Associates 2008, online at http://www.humanresourceschange.com.au

Change Management 2.0

Brant Trim

Key elements of an effective Change Management strategy

1. Project planning /design2. Communication Strategy3. Designing the right toolsets4. Education / e-learning what to teach.

Change Management 2.0 © Brant Trim RSA

4. Education / e-learning what to teach.5. Tips on introducing.. Discussion Lists, Blogs &

Wiki’s6. Product champions7. Releasing an extensive collaborative toolset

firstly…

The need for an effective

Change Management program


Change Management program

Users can upload a photograph of themselves visible to other users

Announcements from my Announcements from my collaborative engagements: Portals, wikis, blogs, discussion lists.

Applications menu

Federated search

Data drawn from data wharehouses

Financial / HR

applications

Financial / HR management information drawn from corporate applications

Document libraries

Portal Navigation

Intranet Navigation

OVERLOAD


lists. lists.

Colleague Tracker, Colleague Tracker, Presence information, IMS and VOIP.

Outlook email, calendars Outlook email, calendars & tasks synchronised with multiple portals

HR information and system access

Corporate news feeds

Access menu to all Portals

Project planning /design


DEPLOYMENTBUILD and pilotDESIGN GUIDELINES

Consult internal stake-

holders.

Develop design guide-lines

IT Build of the

solution

Deploy pilot portals

Deploy with a phased

approach to toolsets

Provide information

COMMUNICATION STRATEGY

Develop design guide-lines

to engage the executive

and all staff

Reveiw the design with

staff feedback

Deploy pilot portals

using the design and

out of the box tools

Provide information

sessions, training sessions

and e-learning tools

Monitor the engagement

Initiate a communication

strategy immediately…


strategy immediately…


Create a dialogue for engagement in the project… collaborate!

Let’s get our ducks in a line…

Don’t duck the issue, it’s your intranet

Let’s get quacking and collaborate…

Humor cuts through, allow people a little fun and provide an online forum to engage with the project…

Giveaway question:

Who has used an innovative approach to communicating change in their

organisation?organisation?


Change

Use collaborative toolsets as a central part of the communication strategy to create a dialog for the projects change management strategy

Wikis as educational reference points on collaborative workplaces

Moderated Discussion Lists on ICT wish lists – current and desirable

Change Management

Portal

on collaborative workplaces

Project News and planning schedulesExpert blogs. Syndicated RSS feeds.…

Showcase early adopter examples. Open collaborative projects , a redraft of the company mission statement


Educate through the communication strategy.

Develop the educational Develop the educational materials into training materials.

Stay on message.


Designing the right toolsets


Ensure there is corporate support for the use of collaborative tools.

If these tools are new to the organisation then they need to be launched in a considered, they need to be launched in a considered,

supported and timely manner.

Poor reception on launch will limit the uptake for future use.


Ensure that you have engaged with staff to deploy the right tools at the right times to the

right people.

Assess the current knowledge / use of Assess the current knowledge / use of collaborative tools.

Meet the most pressing needs first.


Education / e-learning what to teach..teach..


Focus your training efforts on:

If you use Microsoft Office then deploying SharePoint requires little

instructional training

Focus your training efforts on:

• What are collaborative tools?• How to use collaborative tools • When to use a particular tool• How the toolsets are used together


DEVELOPMEN TIT STAFF

ADMINISTRATORSINTRANE T MANAGEMENT TEAM

Less

Staff

More

training

Training the entire organisation..

SharePoint training / workshops and train the trainer courses

IT Specialist one on one training programs / workshops

SITE OWNERSUSERS WITH ANADMINISTRATOR ROLE ON PORTALS

USER SUPPORT / POWER USERSINCLUDING HEL P DESK, E A’S AND CHAMPIONS

MEMBERSREMAINING STAFF

More

Staff

Less

Training

One on one training provided in house by the intranet team

Information Sessions / group workshops optional and E-Learning tools on demand


Corporate guidelines* and e-learning on the use of collaborative tools must be

accessible at all times.

*You will have to develop guidance on *You will have to develop guidance on the use of collaborative tools in the

organisation prior to launch.

When the tools are accepted work practice a natural usage will evolve


Collaborative “document” lifecycles

Discussion list

Blog

WikiWiki

Word Document for record keeping

SharePoint Document Workflow


Launch Pilot portals as soon as possible.

Social portals are excellent Social portals are excellent training tools

SharePoint works right out of the box!


Tips on introducing..

Discussion Lists

BlogsBlogsWiki’s


Discussion Lists

Social DL’s are good educational tools, allow people to use the tools in a

carefree environment and are actually carefree environment and are actually productive…

Where are we having the Christmas party?


Discussion lists can be used in small

business units as outlined previously in the lifecycle…

…and then expanded to wider organisational DL’s when staff are familiar with company the protocols for DL useorganisational DL’s when staff are familiar with company the protocols for DL use

I recommend against organisation wide DL’s in the early stages of the introduction

of collaborative tools


Enabling areas can use DL’s for internal stakeholder engagement

The use of DL’s for external stakeholder

engagement should be taken with… extreme care…extreme care…

…I recommend creating commons – via a sign on – rather than open public forums hosted by your company..


Blogs

CEO / Senior Executive blogs allow a more personal and frequent engagement with staff.

They also set the tone of professional use of blogs for corporate

communications.


CEO / Senior Executive blogs can replace previously emailed corporate

communications.

The transition from traditional

corporate media releases to staff to more informal and more frequent more informal and more frequent blogging should be fostered with

executive staff.

They can be ghost written by EA’s!


Professional blogs written by staff should be actively encouraged, such

as IT development blogs…

Golden rule:

No anonymous blogs or comments


Wikis

Engage with enabling units and sell the benefits of using wikis for ease of use, historical

tracking of updates and information presentation.

Migrate enabling business information from intranet web pages to wikis.

Use wikis as the definitive source of corporate information.


Once staff are used to the format,

broaden the use of wikis to all business

units.

Good introductory examples will be high level collaborative tasks such as Mission Statements and Business Plans.


Product championsProduct champions


Product champions should be:

• Familiar with online collaboration

• Willing to actively engage and • Willing to actively engage and promote the use of collaborative tools

• In a position to influence executive and staff through their job


Find product champions, train them and nurture their experience.

Allow champions a head start on training, Allow champions a head start on training, recognise collaboration skills as qualifications in the organisation.

Giveaway question:

Who do you think your best product Who do you think your best product champion might be?


EA’s are super users of OUTLOOKand perhaps the best champions and perhaps the best champions

you will find…


Releasing an extensive collaborative toolset


Consider the organisation’s change management strategy and the context into which you are

introducing new work practices.introducing new work practices.

Avoid overloading staff with too much to learn in to little time.


Release the collaborative tools that will have the most impact on productivity first.

Judge the tool by assessing the productivity you expect to gain vs. the impact on business, resistance to the tool and change management you expect to gain vs. the impact on business, resistance to the tool and change management / training required to successfully deploy the

tool.


Avoid swamping people with options.

Phase the release of new collaborative tools and additional functionality.

It makes sense to build it all at once but not to release it all at once.

Roles and Responsibilities

Data Governance Roles And Responsibilities

September 2007 “Data Governance: What Works And What Doesn’t”

Business

Intelligence

Business

Collaboration

PortalPlatform

SharePoint Infrastructure

Specialist

SharePoint

SharePoint

Business Analyst

SharePoint Specialist Skills

Business

Forms

SearchContent

Management

PortalPlatform

Services

SharePoint

Architect

SharePoint

Creative DesignerSharePoint

Developer(s)

SharePoint

Trainer

End-User Adoption

End-User Adoption

• Success is largely based on its end users.

• If the end users don’t care, the result is business as usual.

• IT professionals play a major role in building excitement.

• The key is identifying the issues that matter most to end users and crafting solutions that make their lives easier.

End-User Adoption

• Engaging End Users

– End users play a big role in the success of your deployment.

• Developing Super Users

– Super users can play a key role in designing and testing your – Super users can play a key role in designing and testing your Microsoft Office SharePoint Server 2007 deployment – and in

getting their co-workers excited about using it.

• Training End Users

– Workers will only use Office SharePoint Server if they understand how to use it.

Training Resources

http://sharepoint.microsoft.com/gearup

http://www.microsoft.com/sharepoint/default.mspx

http://www.microsoft.com/licensing/sa/benefits/elearning.mspx

Summary

• Key Elements to an effective Change Management Strategy – Start Early

• Roles and Responsibilities – Be Clear

• End-User Adoption – GearUp!

Questions or comments?

© 2008 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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