best practices for sharepoint user adoption

SharePoint Online AdoptionBest Practices

The SharePoint JourneyJanuary 28, 2014

Pascal van Alphen

Succesful SharePoint implementation

= Good Technical Solution

+User Adoption

SharePoint User Adoption is difficult

4Copyright © Capgemini 2014. All Rights Reserved

The SharePoint Journey | Capgemini / AvePoint | 28 January 2014

Timeline SharePoint Online Services

2009• BPOS released

with SP2007

2010 (H2)• BPOS moves to

SP2010

2011 (June)• BPOS becomes

Office 365, still with SP2010

2013 (February)• Wave 15: Office

365 moves to SP2013

With the arrival of Wave 15.... :

SharePoint Online = browserSharePoint On Premise = browser

Online features for end users ≈ On Premise features for end users

Online Adoption ≈ On Premise Adoption



Best Practices



Best Practices for SharePoint User Adoption

1. Implement SharePoint ‘In The Flow’2. Governance Governance Governance3. Start small. Keep it Simple. Stay focused.4. Have a Training Plan and a Support Plan5. Have a Killer App6. Incentives and Rewards

Use SharePointIn The Flow



Implement SharePoint ‘In The Flow’

In The Flow means in the flow of your business processes

Above The Flow:Only used for non-essential things, not really part of the process.

Below The Flow:Part of business silos but not of business processes

Governance

Start small.Keep it Simple.Stay focused.



Start small

Start with something you can manage It takes away complexity It will be MUCH easier on your support staff It will give end users the time to adjust

Basic collaboration in teamsites is usually a good starting point. Phase out “email storage” of endless document versions A single, sharable version of the truth



Stay focused

Select business scenarios in which certain (preferably influential) teams are facing problems that you know SharePoint can solve.

Stay focused on those scenarios

Let your SharePoint implementation grow organically by gradually supporting more and more business scenarios (or extending existing ones).

Have a Training Planand a Support Plan



Training and Support Plan

Do not just provide some training at the start. Have a Training PLAN for ongoing training. New employee training Lunch and Learn sessions Internal SharePoint User Group

SharePoint support for end users requires specific expertise.Also have a plan for this.

Without proper support users will get discouraged.

Have a Killer App(or a Killer Feature)



Get a Killer App

Make sure you have a GREAT search function

Spreadsheets / Word processing - move to Office Web Apps?

Mobile app to guide your employees into and around SharePoint

Phone Book / People Search / Time writing?(but remember, just because they need to be in SharePoint doesn’t mean they will necessarily like it...)

Be aware of the Consumerization of ITAllow connecting to/from consumer killer apps if possible.



Consumerization of IT



Use a Killer Feature

Some killer features of SharePoint 2013 Online (and On Premise):

Improved Document Management UI• Drag & Drop document adding to a library (no more Explorer View!)• Edit Managed Metadata in Datasheet

Improved Search• Search remembers what you have previously searched and clicked and displays these values

as query suggestions at the top of the results page.• Results show number of times a document has been viewed.• Page through PowerPoint presentations directly from the search results page.

Improved built-in support for any kind of device

SkyDrive Pro

Incentives andRewards



Incentives and Rewards

“Gamification” options to encourage participation (points, badges, top contributors leaderboard).

Users can receive badges to identify them as an “Expert” or “Thought Leader” so that discussion participants can easily distinguish contributions.

Reward (top) contributors, but don’t forget to reward reuse.SharePoint is about teams. Make rewards team-based.

But most of all:Don’t just slap meaningless badges and points on actions in SharePoint. Address human motivators. Make your employees feel successful, in control, rewarded, highly valued, smart.

Is my company ready for SharePoint Online?



Ready to adopt SharePoint Online?

Good understanding of SharePoint Online constraints required(but luckily the functional gap between On Premise and Online is becoming small)

Do your developers and maintenance teams understand Online?

Start with "vanilla" functions that fit a business scenario.

Establish your customization strategy

Be realistic in your migration expectations

Be realistic in your integration requirements

Expect downtime

Useful links



Useful links

The Discover SharePoint Kit, containing: Discover SharePoint (promo leaflet) SharePoint Adoption Guide (good read!) Adoption Kit (offline web) including business scenarios per company function,

posters, links and more.

Discover SharePoint website: http://www.discoversharepoint.com/

material by Dux Raymond Sy (co-author Microsoft Adoption Guide)

http://www.slideshare.net/meetdux/

http://www.slideshare.net/joeloleson/share-point-adoption-and-gamification

http://www.microsoft.com/en-eg/download/details.aspx?id=39372

http://www.discoversharepoint.com/







The information contained in this presentation is proprietary.Rightshore® is a trademark belonging to Capgemini

© 2014 Capgemini. All rights reserved.

www.capgemini.com

Pascal van [email protected]

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