Drive SharePoint User Adoption and Training

byYash Goley

www.freelearningzone.com

Adoption Principles

1

Know SharePoint

Knowing your User (Business is Agile)

Plan Investment & Readiness

Subject Matter Experts on Right

Place

Training & Communication

Plan

Support

Drive Adoption Parallel with Rollout Plan

Know SharePoint

2

Understand features offered by SharePoint and how you can align the business needs with them. How you can leverage all the SharePoint features in order to benefit your organization by function and by investment.

• Document Sharing• Announcements/ Calendars• Manage Meetings/ Tasks/ Action Items• FAQs and Forums• Links and Images• Contacts/ Surveys• Navigation/ Views/ Audience Targeting• Role based access• Alerts/ Notifications

• Document Repository• Versioning (Major/ Minor)• Retention Policy• Check-In/ Check-Out• Content Review/ Approval• Document Approvals• Document Co-Authoring• Content Security

• Document Management• Tasks Tracking/ Risks/ Issue Logs• Manage Meetings• Milestone/ Deliverables• Approval Process• Timeline/ Schedule• Achievements• Project Summary

• Wiki/ Blogs• Data Collection• Centralized data access• Publish information• Content review/approval• Information dashboard• Custom forms

• Approval workflow• Serial/ Parallel approval• Feedback• Custom workflows• Reusable workflows

• Content Search• Document Search• Filters/ Save search• Search feeds• Advance search

• My Profile/ Photo and Presence• Ratings/ Like/ Unlike• Social Tags• My Circle• Wall posts (Noteboard)• Chat (thru Lync)

Social Computing

Enterprise Search

Workflows

TeamCollaborati

onDocumentManageme

nt

Project Collaborati

on

Information &

KnowledgeManageme

nt

Know the Users and their Needs

3

Elegant Solution Design‒ Don’t make users go through multiple screens to do one task.‒ Users don’t necessarily *have* to use SharePoint to get their job done.

‘WIIFM’“What’s in it for me?” – users want to understand what they get out of using the system (why they have

to add metadata, for example)Solution Success:

Success is defined whether or not employee uses the solution Solution has value for user (and so for the enterprise)

You don’t want users to adopt SharePoint, Users must adopt solutions not a base technology platform

Know your users

Business is agile so IT should too. Business groups driving IT to move faster and only deliver what they need.

The Ringleader

Behind the scene person, known for big ideas and

creative energy.

The Expert

Always look beyond capabilities, find innovative ways to automate his /her

work, technically sound

The Executive

Decision Makers, Always need efficient information in

less time, review status updates

Socialist

Storytellers, connecters, like to share and being involved

in conversation

The Taskmaster

Extremely organized , track each and every action items, punctual and operationally

focused

Traditional

Not tech savvy, don’t like changes, like traditional methods, doesn’t accept

changes easily

Business + IT Guy

Technically sound, focused towards solution, tough to

handle, easy to explain

Plan Investment & Readiness

4

• Business leaders cares about productivity, advancement, benefits and long term cost savings• If leadership team doesn’t see the value, why should their team members?• If business leaders don’t understand the value of the platform, it will be hard for them to believe in it• Investment of business leadership is the result of understanding how SharePoint can directly impact

their business processes, costs, and revenue• Business leaders must be willing to adapt the core business model for end-users to be empowered by

SharePoint• Always show comparative study to showcase advantage of using SharePoint• SharePoint is not just the collaboration tool, it can handle most of the business enabling applications• Plan your investment in resources, training and support.

With strong Organizational Change Capability, IT must be prepared to address critical change-related issues such as:

Marketing the software internally and build awareness of the benefits

Creating demand that overwhelms desire to maintain the status quo

Managing end-user impacts and business disruption

Getting buy-in from the business leaders for the changes

Handling teams that prefer the current system over the new software

Use the organization’s early adopters to our advantage

Determining level of training and performance support required

Managing expectations regarding capabilities that may be lost as part of the new software deployment or migration of product

Subject Matter Experts on right place

5

Make users proud: feeling of ownership

• You can easily promote ownership by implementing a feature a user recommended.

• It does not matter if that feature was going to be enabled anyway. What matters is a user can view his little piece of the solution with pride.

• For this reason implement a feedback channel to get ideas.

• SMEs should be aligned in each business group

• SMEs must understand and be able to convey the following to the rest of the group:

‒ Success of the platform is dependent on employee engagement

‒ When everyone contributes, everyone benefits from their collective knowledge

‒ Training on how to use the platform and business processes specific to their work group (i.e. work flows, work spaces, wikis, etc.)

• Work-group focused SME’s have a better understanding of how the platform applies/benefits their group

• End-users are more likely to see the value when the message is coming from someone within the group

• Group members work together to refine their part of the platform

Benefits

Training, Communication and Data Conversion Plan

6

Communication Plan

• Leverage Experts and Champions

• CEO Memos

• Leverage Social Community

• Town Hall Meetings

• Screen Savers

• Creative Announcements

• End user community

• Admin community

• Make sure you have an ongoing plan for continuous communication

Training Plan

• Training: Not just for Developers and IT

• Also For:

• Power Users (Site Owners)

• Visitors

• Members

• Web Content Contributors

• Workflow Approvers

• How to dashboard for admins and end users (knowledge Library)

• On demand training material

• Regular training schedules

• Know how – Best Practices of using SharePoint (Lists/ Libraries)

Data Conversion Plan

•It’s critical that important information gets moved to the new system

•Several Options:

• Clean and migrate everything

• Migrate nothing; Index old content

• New content only in new system

• Clean and migrate recent content only.

•Don’t Migrate without Cleaning!

Support Model

7

Team sites

Production Support

Business Owners/End Users

End Users

Help Desk

Team Site OwnerHelp Desk

Vendor (Microsoft or If Any)

SharePoint User/Admin Community, How To

Dashboard, Discussion Forums

SharePoint Delivery TeamSharePoint Site

Provisioning Process

Business Owners, Site Owners

New Site Requests

Business Owners, Site Owners & End users

Questions/DiscussionsApplications

Enterprise Roles

8

SharePoint Steering Committee

Training and Communications

SharePoint Executive Sponsor

SharePoint IT Owner

SharePoint Infrastructure Support Team

SharePoint Administrator

Help Desk

SharePoint Architect

Application Development Team

Intranet VisitorsPower Users

Coaches

Site Sponsor

Business Owner

Solution Analyst

Content Authors

Site Manager/ Contact (s)

Site Visitors

The Owner is accountable, but we’re all responsi

ble!

Thanks and visit www.freelearningzone.com for

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