why is sharepoint still so hard? by michal pisarek - sptechcon

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Why is SharePoint still so hard?

Michal PisarekSharePoint MVP

Founder Dynamic Owl Consulting

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Introduction: Michal Pisarek

Founder of Dynamic Owl ConsultingMicrosoft SharePoint MVPOrganizer of the Vancouver SharePoint Users GroupBlog: SharePointAnalyst HQ Contributing AuthorInternational SharePoint Speaker

http://www.sharepointanalysthq.com/

http://www.sharepointanalysthq.com/



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Dynamic Owl

SharePoint consulting servicesBusiness focused• Strategy & Roadmap• Governance• Change Management• Requirements Elicitation• Intranets and Digital Workplaces

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SharePoint is less about technology and more about people

Lack of resources

No vision or alignment = SharePoint failure

Lack of understanding about what a SharePoint project really is

Today’s Agenda

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Why involving people is

essential in SharePoint

projects

Learn how not to get screwed by SharePoint

“experts”

Communicate why knowing the end before you start

with SharePoint is crucial

Identify the different

components of a SharePoint

implementation

Session Goals

Why is SharePoint still so hard?

Shouldn’t it be easier by now…

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Not seeing level of adoption expectedUsers don’t like the SharePoint experienceProduct is not meeting functional expectationsUsers prefer other tools, such as emailsNot seeing the business value

A recent study shows…

Concentrate on people first, SharePoint second

“Don’t ask users what they want, they don’t know what they want”

SharePoint IT Project Sponsor

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As the technology becomes easier

SharePoint will become a people problem

Better technology will not always lead to

better adoption if no one uses the tool

Take a people first approach

Key Messages

Slide TitleTechnology is becoming easier than ever

Technology is becoming easier to deployUsers are still having issues with SharePointNo point running if you cant even crawl

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You cant push features you need to push solutionsUsers don’t care about SharePoint, they care about solutions to their pressing issuesPeople aren’t stupid. They need a reason to change

People first approach

What does the research say?

Slide TitleWhat can you do with SharePoint?

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Adoption. Of those that said SharePoint was not meeting business expectations,

54% cited poor adoption as an issue, 51% responded that

users did not like the SharePoint experience, 41% said that

users prefer other tools such as email, and 41% were simply not seeing business value.

Forrester: SharePoint Enters Its Awkward Teenage Years Feb 6th 2013

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“SharePoint’sgreatest value comes from addressing a range of scenarios, not just collaboration on documents.”Forrester: SharePoint Enters Its Awkward Teenage Years Feb 6th 2013

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Go back to basic business analysis techniquesStart with the low hanging fruitCreate solutions that match your users needsCommunicate what you are trying to do

What can we do?

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Go out and talk to your usersUse traditional BA, IA, UX TechniquesDiscuss business issues first before cranking out SharePoint

Understand your business

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Version HistoryShared CalendarsAnnouncementsAlertsViews

Low Hanging Fruit

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Talk to users in their termsUse their own nomenclatureDon’t force something into your organization before you are ready

Don’t push features, create solutions

Lack of good SharePoint resources

“Of course I can do Infrastructure, Development and Business Analysis! I have passed all my SharePoint

certifications”The SharePoint Expert

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The all in one SharePoint

person does not exist

Good SharePoint people are hard

to find

Be careful of so-called SharePoint

“experts”

A good consulting

company will offer alternatives

Key Messages

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That person doesn’t existYou wouldn’t expect a doctor to be a dentist and a neurosurgeon and a plumberVery different skills needed

An All-in-one SharePoint person is a fallacy

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SharePoint skills are gained through doing – get someone with experienceBe careful that 5 years of experience means 5 years, not 1 year X 5

Be careful of so called SharePoint ‘experts’

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Focus on what you need, more than what you wantUnderstand what your organization is ready forUnderstand the internal roles and responsibilities required for successCommunicate trade-offs and alternativesUnderstand the constraints

A good consulting company will…

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Developers• Should know the out of the box functions of SharePoint• Don’t expect them to gather requirements

Infrastructure• Jack of all trades is needed• They really NEED to have practical SharePoint experience

Visual Designers• Its not like a ‘normal’ CMS – you have to work within boundaries• Less can be more with SharePoint for non public facing sites

Consultancies• Don’t be fooled by system integrators pretending they are business analysts• Their answer should always be “it depends, here are your options”

Tips

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One of the best way to see if someone really knows what they are talking aboutThink of scientific papers – they must be peer reviewedThere are lots of people that know their stuff that aren’t part of the community

The SharePoint Community

Lack of Vision and Alignment

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We don’t know what we want, but we want SharePoint

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What are you improving?Why are you doing this?How do you know when it is improved?Who cares that it is improved?

Why is a clear vision so important?

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There is always too much to do . . . you can’t determine what to do nowNo one really knows what this SharePoint thing is . . . lack of adoptionEveryone wants something different . . . welcome to politics

What happens without a vision?

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Where is this SharePoint thing going?There may be alignment on the buzzwords but not the actual purpose• Collaboration, Social enterprise

Different perspectives • Management views “social” as a way to cut down on

emails, End users views it as a way to leverage expertise from a community of peers

Who cares about alignment?

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We want everything!• “Too much too soon” is a magnet

for problems• The organization has to be ready

How does this manifest itself?

Jumping to the “how” before the “what”• SharePoint should not be a “tool looking for a problem”• Lead requirements with all the features SharePoint has to offer

What does the research say?

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Slide TitleWhat can we do?

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Cover Story• Ask players to imagine the best-

case scenario• Tell a story of their success as it

would appear on the cover of a magazine

Facilitation Technique

Why it works: This is an open-ended, creative-thinking exercise. Commonalities reveal shared hopes and plants seeds for possibilities

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Dialogue Mapping• Tool: Compendium (free download)• Facilitation process that creates a dialogue

map that captures comments as a conversation unfolds

• It works with the non-linear way humans really think, communicate, make decisions

• Icons: Questions, Ideas, Pros and Cons

Dialogue Mapping

Why it works: Each participant’s contributions are shown on the map, see how comments relate to others, shifts the dynamic of the group into a collaborative mode, increases shared understanding



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SharePoint Strategy Framework

Vision“To attain and retain the best talent in the industry by providing an open workplace that

encourages sharing of ideas, collaboration and technical excellence”

Strategy“Pioneer the use of social technologies within the company to become a connected

organization that is always learning”

Business Needs

Find employees with skills and interests

that can help answer questions

Lower the cost of sharing information

across the organization

Encourage communities of practice for idea

exchanges

Codify corporate knowledge



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Breaking it down

Key Outcomes

Improve the time to find experts (using keywords) by 80%

Have 20% of all staff members on one or

more communities of practice

Increase usage of wikis across the

organization by 500%

Implement 2 knowledge base

topics by the end of the year

SharePoint Implementation Scope

User Profile Roll-out Innovation Center Template Creation

Community of Practice Pilot Wiki Pilot

Lack of understanding about what is involved

“Let’s just install SharePoint and see what happens. How bad could it be?”

The guy who left 2 years ago before this mess

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There's much more to SharePoint then simply

installing it

Its not like other pieces of software that you

have rolled out

Understand what is involved and plan for

unknowns

Key Messages

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5 years ago we bet that it was…well it obviously isn’tYou need to have a more detailed planThe biggest issue isn’t the technology these days like it used to beYou need to understand how people work, not just give them tools they can use

Installing SharePoint isn’t enough

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It’s invasive. It changes how people workUsers have options. They don’t need to use itYou are trying to change 30 years of behaviours. People like emails and file sharesYou are introducing radical concepts. Not everyone thinks social is a good idea

Why isn’t it like other pieces of software

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Strategy Vision Training Communication

Change Management

Requirements Elicitation

User Experience

Information Architecture

Governance Adoption Plan Communication

What is involved?

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Understand the adoption curve of systemsRealize that you need more than good technology to make this all work

What can we do?

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If you say that SharePoint will solve all your issues quickly you will failThere is ALWAYS a loss of productivityIt’s the number one reason that executive support is needed

The Adoption curve of systems

Questions?

Content authoring (DEMO)Wrap-up

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Michal Pisarek (Vancouver)E: [email protected]: @michalpisarekW: dynamicowl.com

Wrap-up: contact details

why is sharepoint still so hard? by michal pisarek - sptechcon

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