establishing a collaboration roadmap
TRANSCRIPT
Establishing a Collaboration Roadmap
#SPFChicago
SharePoint Fest Chicago - BV102
Matt Engibous
Email : [email protected]
Twitter : @mattengibousLinkedIn : /in/mattengibous
Senior SharePoint and Office 365 consultants specializing in business-oriented content management solutions.
Drew Madelung
Email : [email protected]
Twitter : @dmadelungLinkedIn : /in/dmadelung
#SPFChicago
Why do I need a Roadmap?
What is a Roadmap?
Dos and Don’ts
How do I get started?
Agenda
Takeaways
Strategies & Examples
#SPFChicago
“Learning how to understand how technology evolves, using tools like a technology roadmap, is what you need more than anything to ride on top of the tsunami instead of being crushed by
it.”-Peter Diamandis
Why do I need a Roadmap?
Common Collaboration DeploymentsSomeone in IT (sometimes not…) decides that they should pilot SharePoint or Office 365
Little to no planning
On-demand changes and updates
Minimal long term goals
Customized without best practices
What do you end up with?
Why do these projects fail?
AIIM Industry Watch 2015 http://bit.ly/1MAEK9J
A global sales company has 1000+ mobile employees in the field who need access to a similar set of files.
The sales team starts to use their OneDrive for Business sites for their own files and starts sharing documents between team members.
IT department purchases OneDrive for Business licenses for all users and has a manager share certain documents to all employees.The “Shared with me” view no longer shows the same structure for all employees.
The sales team uses the “Shared with me” area to view the appropriate files.
Real life example
The manager who shared the files leaves the company and their OneDrive for Business site is marked for deletion.
How can we stop this?
RoadmappingFrom here to there…
What is a Collaboration Roadmap? A plan that has a focused destination
and is driven by teamwork between business & IT that encompasses the needs, goals and strategy of solutions that drives or provides value to the company.
What is a Collaboration Roadmap? Focused Destination
Business & IT
Needs -> Goals -> Strategy
Business Need
Collaboration Solutions
What really does this do?
Business ChallengesHow do you
manage content? Where is it being stored and is it
secured?
Can employees find the content they need in an
efficient manner?
Do you have processes that are time consuming
and paper driven?
Does your solution have value and
drive user adoption?
Do you have a long term vision for your content or are snap
decisions being made?
How do you control the flow of
technology to users?
Not fully understanding your current state
Not focusing on the end user experiences
Planning solutions that are too complex or costly
Focusing only on the technology
Limiting the solutions and processes that you are including in the roadmap
5 things to avoid
Avoid this….
Understand that the business is #1, not IT!
Focus on user adoption and personas
Have scheduled roadmap reviews
Break down your roadmap into attainable milestones and sprints
5 things to do Include governance needs
Assess and identify opportunities to reduce cost through technology and process, especially where cost can be realized on an ongoing basis.
Mitigating Risks
Improving Processes
Providing Visibility
Always work towards specific goalsReducing
Cost
Identify technology areas that present risks to the business and leverage a proactive approach instead of a reactive approach.
Mitigating Risks
Mitigating RisksIdentify gaps to help eliminate inefficiencies to improve user experience and productivity.
Mitigating RisksIdentify key areas of improvement around unhealthy and retired processes.Improving Processes
Improving ProcessesMitigating RisksImprove visibility to work processes, costs, and usage statistics. Providing Visibility
Improving ProcessesMitigating RisksWork with the business to identify opportunities to improve overall customer satisfaction.
Increasing User
Satisfaction
Enhancing Productivity
There is a strategic Business Advantage for any company that promotes a User Centric
environment.
UserCentricity
Is Key
Demo!
How do you approach a roadmap? Establish the foundational goals
Ensure understanding of technology solutions
Discovery workshops to better define the goals
Establish A team
Workshops!Workshops…Workshops…Workshops…
Use a template of questions• You need to understand the current content and
solutions
Stay within the foundational goals• Keep the main thing, the main thing
Meet with business• Meet with the business, meet with the business
Question processes • Live out of your imagination, not your history
Strategies & Examples
Unified workshop presentation in PowerPoint
Utilizing Visual Studio Team Services
Utilizing a team OneNote
Current state tracking using Excel
Building wireframes with Axure
Demo!
Example of Roadmap Findings
1. Content is commonly managed in File Shares and PC’s
2. Retention and disposition policies are not in place which leads to outdated content and legal risk
3. Information and content is difficult to find with no unified search experience
4. No single source of content for workers or corporate communications
5. Managing security and knowing who has access to what content is difficult or not possible
6. Paper documentation is commonly used and maintained
7. There are information silos in the business that lead to a lack of collaboration
8. Challenges in creating a common culture and standard communications across the various teams
9. The existing network drives store information in an unstructured and unsearchable fashion.
Example Timeline
N
6
January February March April
Taxonomy
Project Management
Site Iterations
Tasks
Analys is/ Design
Build
Legend
Pilot Phase Go-Live Support Phase
Implement Phase
Learn Phase
Implement Changes
Deploy
Design/Plan Phase
Content Analysis
Information Arch
Technical Arch
Departments and Service Content StructureDiscovery/Roadmap
U I/U X Design
G overnance
Social Evaluation and MySites
G ather Feedback
Requirements
G overnance
Content Creation, Migration and Dis position
Training and Early Adopter
PilotBuild Pilot Solutions
Build Platform
Example Timeline #2
A national company was on Google for Work and made the decision to move to Office 365 for collaboration
A roadmap was built to align what the business was actually doing with new SharePoint and OneDrive for Business solutions and provided a scoped estimate
Before anything happened a team was established that spread across departments to review the new platform
During the process of migration and build there were scheduled review meetings with the original stakeholders to ensure alignment
With an understanding of the available toolset, workshops were held with different areas of the business to better understand their needs
Real life example ->Roadmapped!
A new intranet that integrated custom workflows along with the ability to share externally with OneDrive for Business was successfully deployed
OneDrive for BusinessRecommendation
The size and scope of any
collaboration project calls for a
phased approach
With established team use workshops for technology review and discovery
1.
Bring together all discovered items and outline plan for current and future phases
2.
Review plan with business leadership including end-user experiences
3.
Establish a scoped timeline with ownership expectations4.
Have recurring meetings with the business team and the project team
5.
OneDrive for Business
Takeaways Content analysis template
Workshop presentation template
UX/UI user survey example
http://bit.ly/SPFESTBV102
Questions?
34
Thank you