driving user adoption for sharepoint
TRANSCRIPT
Driving User Adoption for SharePoint, and
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AQEEL HAIDERSenior SharePoint Architect
Over 15 years of IT industry experience and specializes in application development using SharePoint, MOSS 2007, SharePoint 2010, SharePoint 2013, .NET Framework and various other Microsoft platform technologies.
[email protected] Santa Clara, CA
+1 (206) 910 8057 goo.gl/p66VS9
EXPE
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WO
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XPER
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CETH
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LEA
DERS
HIP
ROLE Senior SharePoint Architect
• Managing and responsible for the North American Practice of Technology solutions for Enterprise Content Management and Collaboration .
• Leading an enterprise migration/upgrade effort of a companywide intranet from MOSS 2007 to SharePoint 2013 with over 3TB of data and multiple customizations
• Content Migration to SharePoint 2013 - An Introductionhttps://www.linkedin.com/pulse/sharepoint-2013-office-365-migrations-what-tool-sets-use-aqeel-haider?trk=prof-post
• SharePoint Saturday “SharePoint New way to work” http://www.spsevents.org/city/SiliconValley/SiliconValley2015/speakers/
• Lotus Notes Migration to Office 365 & Azure http://www.winwire.com/content-migration-to-sharepoint-2013-an-introduction/
Comprehensive knowledge of designing and developing portals based on SharePoint
In-depth knowledge custom .NET web based solutions
Expert at gathering and analyzing user requirements.
Ability to direct complex projects from concept to production and strong leadership capabilities
Past experience working in the field of SharePoint and Microsoft Technologies with leading organization such as :
• EMC• Avanade• Starbucks• Cognizant Technology Solutions• Catapult System• WinWire Technologies
Session Speaker
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Agenda
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Motivate and encourage users about how SharePoint can support their daily business activities
Align business needs and SharePoint capabilities to deliver relevant business solutions
Identify training and change management needs
Implement gamification techniques as a learning strategy
Mentor Super Users that can help promote the benefits of SharePointCreate a one year phased adoption program that enables change, empowers users, and facilitates knowledge sharing within the organization
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Current User Adoption Issues
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Issue 1: One size doesn’t fit all !
Why one SharePoint Adoption plan doesn’t work for all organizations?
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Issue 2: SharePoint training doesn’t seem to be working
Non – contextual
Unclear roles and
responsibilities
Technology gap
How can SharePoint make my
job better?
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Issue 3: Collaboration Challenges
Teams today are overwhelmed
Employees struggle to find what they need
61% of time is spent coordinating collaboration
Source: McKinsey 2012
38% of time is lost duplicating work and searching for information
Source: IDC
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Issue 4: Non-Technical Challenges are harder to overcome
Culture
Motivation
Privacy
Purpose
Control
Change
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Current Considerations for Organizations
For site owners, is there a formalized qualification process to be certified to run SharePoint sites?
What is the current process of how people get trained with SharePoint?
How do you know if the training is effective?
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Solution - Facilitate Sustainable Adoption
Drive Excitement
Empower and Assist
Facilitate Change
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Sustainable Adoption Objectives
SharePoint
Impacted Business Activities
Impacted People
Sustainable Adoption Program
• Minimize the impact of making technology changes
• Promote the adoption of new systems and solutions
• Provide users with the resources they need to be successful
• Encourage an organization culture which embraces on-going evolution.
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5 Steps to Drive Sustainable Adoption
Map to Business Value
Drive Success
Facilitate Purposeful
Collaboration
Evaluate, Adapt and
Iterate Secure Stakeholder Buy In
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Secure Stakeholder Buy-In
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Secure Stakeholder Buy In
Has Your SharePoint Vision defined?
Does the C-level management team understand and agree with the value technology brings to the organization?
Has Your high-level goals and priorities set?
“80% of social business efforts will not achieve the intended benefits due to inadequate leadership and an overemphasis on technology. “
- Gartner
• Build a business case and ensure leadership is educated on SharePoint as a platform
• Quantify and qualify the financial gains, customer satisfaction improvements and reduced time to market of deliverables into real $$$
• Enables leadership to foresee the value SharePoint will bring to the organization and to them personally
• Achieves a clarity of purpose which helps secure buy-in and support
• Guide to help identify measures of success
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Typical Secure Stakeholder Buy In – Roles
Executives / Departmental Owners
Ensure that the vision aligns with the overall company or departmental goals and objectives
Project Managers Responsible for carrying out a plan that supports this overarching vision
IT Lead Set the vision in the context of other initiatives taking place in the IT landscape
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Typical Envisioning Questions to Ask and Document
Why are we deploying SharePoint at this time?How does SharePoint support our overall Mission / Values / Strategy?
How will we know if it is successful?
How will SharePoint benefit the overall company?
How will SharePoint change the “way we work”?
How will SharePoint benefit every employee personally?
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Map to Business Value2
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Map to Business Value
Change is hard for Humans – - 53% of workforce productivity decreases with change when not properly managed – Gartner
Identify opportunities to use SharePoint as a service that map to the vision and naturally fit within the product’s capabilities
Survey your company population and prioritize the list of use cases that you want to deploy SharePoint for the maximum impact
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Map to Business Value -“New way to work ” Platform
Project ManagementIntranet
HR Onboarding System
SharePoint
CorporateCommunications
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WinWire’s Point of View - “Future of Work”
• Centralized Notifications
• Search for expertise and content
• Video conferencing• Access My Docs and
share• Share and exchange
ideas
• Collaborate with team members from other office on documents
• Praise and recommend team members
• Review what’s happening while on-the-go
• Company and Group News
• Executives announcements
• Policies and procedures
• Events and happenings
Collaborate Connect Communicate
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Facilitate Purposeful Collaboration
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Facilitate Purposeful Collaboration
Develop use cases Identify resources for every use case
Develop Use Cases Develop Use Cases
• Focus on how your company will put the prioritized initiatives for SharePoint into practice.
• Prioritize 3-5 Use Cases to start, depending on your resources and goals.
• A combination of top down, strategic use cases as well as the viral, bottom up use will further encourage participation and engagement across all levels of the business
• What is the challenge/opportunity?• What are the business benefits you
want to achieve?• What behaviors need to be change
to realize the outcomes? • Who is the
Champion/Owner/Community Manager?
• What is the project timeline & review date?
• How do we measure success? • What materials & resources are
available to help?For each use case then Develop Contextual
and Targeted Training
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Drive Success4
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Drive Success
• Business Engagement• Support and
Maintenances• Center of Excellence –
Training & FAQs
• Training • Governance Plan• Industry practices and
tools
IT Capacity Leverage Existing Sources
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Drive Success: Governance is Not Just a Document
Living, breathing process
What’s in it for me?
Roles and responsibilities
Integrated with overall business and IT governance
Governance Plan
Too little control = platform is a free for all
Find the middle ground
Make Governance Relevant
Too much control = platform is unusable
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Drive Success: How Much Governance?
Personal/My Sites
Governance
Visib
ilityProject/Team Sites
Community Sites
Portal
BusinessNeeds
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Drive Success: Develop Game plan
Create Timeline
Conceptualize Launch Event
Develop Communications
Prepare Trainings
Manage Your Community
Identify Technical Needs
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Drive Success: Implement each work load
Pick a specific date or period of time to launch in order to allow ample time to prepare, build anticipation, and celebrate as a group
Develop proper communication and training before, during and after the launch
Plan engagement events to increase initial participation in your network
Keep in mind that the network will take time to gain momentum and become self-sustainable; make sure to account for this adjustment and transition period
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Drive Success: Awareness, Communications & Contextual Training
Give out prizes, awards and recognition
Print communications
Have events such as brown bags and lunches.
Send out Emails
Establish a support organization to sustain the change
Keep discussion interactive
Assign tasks and track their completion
Ensure training is relevant to each use case and audience
Monitor and support the rollout to ensure compliance
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Evaluate, Adapt and Iterate 5
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Evaluate, Adapt and Iterate
Create a plan for long term success – to review achievements, maintain momentum, and adapt to new challenges.
1. Evaluate what you’ve already accomplished
2. Showcase the successes throughout your organization to gather new interest and opportunities.
3. Take best practices from previous achievements and apply them to next steps
The ultimate goal is to figure out how to enable individuals throughout the organization to continue expanding the usage and initiatives with increasing momentum.
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Measure Usage and On Going Scalable support
.
Use tools such as - Policies Templates
Use the Policies templates to provide your users with guidelines about how to use enterprise social responsibly
Develop - Helpdesk Resources
Leverage third party tools and internal SharePoint logs to help get your Helpdesk ready to troubleshoot enterprise and social issues
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Gather Feedback
End User Survey Templates
Use the SharePoint Survey Template to measure satisfaction and progress against your benchmark.
Success Criteria Examples
Create and leverage Success Criteria Dashboards to track progress on roll-out & adoption.
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Measure Success
Business Value Opportunity
How did SharePoint
help?What was achieved?
How is it measured?
Team Collaboration
Streamlined collaboration across regions and teams to execute go-to-market strategy.
Increasing global spread of business.
15% improvement in increasing number of successful innovations for new products or services.
Employee Engagement
Find experts and information fast.
Time saved in searching for assistance with Sales training.
30% improvement in access to experts and knowledge.
Achieve real business relevance by measuring your outcomes in terms of ROI. Use enterprise social engagement data to support your findings.
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Conclusion: SharePoint User Adoption Roadmap
Knowledge Co-
Creation
Adoption Activities
SharePoint Journey
Contextual Training
Business Solutions
ImplementGovernanc
eExecutive Commitmen
t
DefiningGovernanc
e
Who We Are
IT solutions company making
information actionable for the enterprises in the
mobile-cloud world
Collaborative and Analytics solutions
leveraging pre-built solution accelerators
Cloud,Collaboration &
Analytics Technologies
Mobility,
Q & A
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