crank up sharepoint adoption

Crank up SharePoint Adoption in Your

Organization!

Asif RehmaniSharePoint MVP and MCT

@asifrehmani

SharePoint-Videos.com

VisualSPTM

in-context and on-demand Help for SharePoint users

Multi-User access to All videos on SharePoint-Videos.com

SharePoint topics covered

End User SharePoint Site Administration

InfoPath SharePoint Designer

Workflows Branding

Project management Metadata Management

Access and Access Services Records Management

Business Connectivity Services Search

Reporting JavaScript customizations

• Hundreds of no-code video tutorials• Fully narrated by SharePoint experts

Target audience for this session:

Communications SpecialistIntranet/Web Content Manager

Portal Solutions ManagerSharePoint Guy/Gal

Why is adoption so important?

Is SharePoint up for the job?And what can it do for You – the SharePoint guy/gal!

What SharePoint Can do for You!

1. Make you look like a super hero

2. Progress your career3. Help you get a job in any

industry vertical you choose

1. Make you look completely foolish

2. Get you fired3. Make you change your career

and go to a different industry

Poll: What SharePoint version are you on? (or navigating towards)

2013

2010

2007

Earlier

Trivia

What was the name of the first SharePoint release?

SharePoint Intranet

You can have 1000s of site collections(keyword here is can)

SharePoint Web Application

site collection(root)

top-level site(root)

site collection/sites/marketing

top-level site(root)

site collection/sites/sales

top-level site(root)

child site/West

child site/North

site collection/sites/finance

top-level site(root)

child site/FY2012

child site/FY2013

child site/Reports

child site/Dashboards

An typical Intranet page layout

SharePoint Intranet Designs

Source:http://www.steptwo.com.au/columntwo/make-sharepoint-intranets-beautiful/

Hint:Notice the unique naming of each intranet

Best rated intranets of 2013

70% of 2013 top 10 winners used SharePoint*

On average, to create a great intranet from inception to launch: 2.3 years!

* Nielsen Norman Group (expertise in user experience research)

http://www.nngroup.com/articles/intranet-design/

So why isn’t SharePoint adoption as high as it should be?End User feedback heard around the water cooler:

I don't want to learn a new interface

I have heard SharePoint sucks

We tried the SharePoint thing at my last job… what a disaster that was. I'm not getting in that anymore

Let’s talk Technology Adoption

Here is the quick solution to End User Adoption:

Adoption of any new technology

A new product has to offer a 9x improvement* over the existing solution in order to be easily adopted.

Is your intranet implementation that good?

*Source: Harvard Business School Publishing, 2004

Implement Quick Wins

Identify pain points and focus in on them

Video: Sean Murphy Chalk Talk on Technology Adoption

What can SharePoint do for your business?

Human resource on-boarding processVacation scheduling systemVendor management portalEmployee training scheduling and materialsBusiness performance reportingCompany knowledge baseHelp desk portalInventory tracking…

Helping SharePoint users be successful!Get them excited and help them understand what’s in it for them!

Provide them help and support when they need it

Don’t make the users jump through extra steps to get the help they need

Empower your help desk (or yourself if You are the help desk) with the tools you need to help your users

Components of SharePoint Adoption

1. Get an Executive sponsor2. End User Training and Support3. Empowering the Help Desk4. Building ‘no-code’ solutions and creating ‘no-code’ developers in-

house5. Keep things Fresh!

Executive Sponsorship

Follow the leader

Top down support is a Must!(otherwise, you might as well call it quits now)

Employees model the behavior of the leader

Question

What are couple of things that an Executive can do to show their support for SharePoint initiatives?

Executive Support in Action

Public proclamation of support and vision for SharePoint based initiative(s)

At least one executive should have an internal active blog

Have executives refuse to accept emails with too many attachments or large attachments or to too many people

Have CXO answer one submitted question a week on the front page of portal

End User Training and Support“If you build it, they will come” is sadly not true for SharePoint

Empathy for end users is the key!

What’s in it for them?

Understand before being understoodSeemingly simple things might not be as simple to them

Video:The origins of the Help Desk

Cost of “training” users the traditional way

Approx. $300 / user (not counting the time off from work)for an average 1 day training

Size of Organization Total cost of 1 day training for end users

500 $150,000

1,000 $300,000

2,000 $600,000

5,000 $1,500,000

10,000 $3,000,000

A Bold statement coming up…

A thorough end users Training on SharePoint is a waste of time - Theirs and Yours

Instead…• Provide kick off/intro training, then frequent awareness sessions,

and periodic lunch and learns• Provide on-demand quick help - tip sheets, video tutorials and/or

reference documents when users need them• Provide a reference Knowledge Portal

After three days of training, people remember

10% of what they read20% of what they hear30% of what they seeCopyright 1999 Open-Book Management Inc.

Building no-code solutionsBuilding on top of the SharePoint platform

What can SharePoint do?

CollaborationDocument managementInternal Social NetworkFormsProcess Automation (Workflows)Business IntelligenceReportingSearchMetadata Management…

Super secretThe next version will even make coffee!

NDA

Creating Solutions

Recommended sequence when creating Your solutions:

1. Browser based only2. Use no-code tools3. Use code tools

OR3rd party products

Why go ‘no-code’?

Possibilities of what you can do are Enormous!

Quick learning curve

Easier ongoing management of solution

Delegate responsibility easily

Question

What are some of the no-code products in the SharePoint space?

No-code tools to build solutions

SharePointDesigner

InfoPath ExcelAccess

SharePoint Designer 2010

Workflows Conditional Formatting

Library form

InfoPath 2010 & 2013

List form

Excel 2013 and browser

Use PowerView to better visualize and present your data dashboard

Access 2013 and browser

Build Access web apps and launch to SharePoint Online

40

How do I practice my ideas and concepts?Watch free videos at:http://sharepoint-videos.com/video-categories/all-free-videos/

Get a free CloudShare environment for 14 days to play around with:http://tinyurl.com/asifcloudshare

Recipe for failure – the Don’ts

Hire the local SharePoint “experts” to come and “do SharePoint” without consultation with business leads

Start full force on many SharePoint projects all at once

Treat SharePoint like a regular intranet where IT pushes out the content and manages pages. Knowledge workers just consume the information

Empowering the Help Desk

Technology Help Desk

Big companies: an internal Help Desk is responsible to deal with All end user technical issues

Small to Medium size companies: sometimes the Help Desk is outsourced

Small companies: It’s Joe or Sarah who is The Help Desk

Are you ‘Joe’ or ‘Sarah’ in your company?

Help Desk resource need

1 full time support person every 5,000 people assuming they generate about 25 to 30 problem tickets per week (small to pretty big issues)

Providing Help to the Help Desk

Formal training on SharePoint at the Power User level – browser and no-code

Ability to tap into available knowledge base as neededWiki pages and documentationVideo tutorialsEstablished connections with department/team evangelistsOnline resources

Remote consultation with SharePoint experts

Keeping it Fresh!

Sense of Accountability

SharePoint doesn’t drive culture change, People do! Empower them!

Place owner info on every pageprovides accountabilitycreates End Users 'comfort' - someone is out there who can help

Food related events

SharePointOberfest (Oktoberfest)

CollaBOOration (Halloween)

SharePointgiving (Thanksgiving)

30 for 30 – give us 30 mins and we’ll teach you 30 things (Lunch & Learn)

Mini launch and re-launch events

Currently our Intranet is like

But a new one is on the horizon!

Releasing:

September

20xx

Question

What useful widgets do users find helpful?

Useful Widgets on home page

Weather

Traffic

Thought of the day

Call to Action

Make sure to have Executive sponsorship first!

Focus on what your business needs are and not what SharePoint can do

Plan to support your end users and help desk

Practice building no-code solutions in a sandbox/play environment

Always keep things Fresh

Thank You!@asifrehmaniSharePoint-Videos.com