7 Ways to Increase SharePoint Adoption
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The document outlines seven innovative strategies to improve the adoption of SharePoint in organizations, highlighting common challenges such as perceived complexity and lack of value. Key approaches include enhancing user experience through rebranding, making SharePoint indispensable by integrating it into core business processes, and fostering social collaboration. The importance of governance, onboarding, and regular user feedback is emphasized to ensure successful implementation and ongoing improvement.
7 Ways to Increase SharePoint Adoption
- 1. 7 Innovative Ways to Increase Adoption Ori Fishler Director, Web Solutions Edgewater Consulting
- 2. SharePoint: A key cog in the organizational machine
- 3. What many people see:
- 4. Adoption Issues and Challenges ► Most employees view SP as a burden with little added value ► Lack of planning and organization makes information hard to find ► Lack of governance makes a lot of content obsolete ► Often SharePoint is used in parallel with other systems creating duplication of work ► Perceived as “Complicated” or “Hard to Use” ► In some organizations previous bad experience results in SP being a dirty word..
- 5. Measuring Adoption ► Web type metrics are not very useful (who cares about time spent?) ► Metrics should focus on the business goals and applications of SP and how successful SP is in filling them. Usage Metrics Internal Communications Web Metrics, Click to finding information Document Management Decrease in emailing of documents and email size, reduced use of shared folders Project Management Project ontime completions Enterprise Search Volume of searches Social Collaboration Engagement level Business Process Reduction on cycle time Automation
- 6. Keys to Adoption ► Overall attitude. Is SharePoint Good or Bad? ► Understanding Personal and Organizational value it provides ► Overcoming fears and mis-preceptions ► Obtaining proficiency ► Carrots & Sticks
- 7. 7 Innovative Approaches to Adoption ► Make it Indispensable - Put SharePoint in the line of business ► Rebrand & Dramatically improve the User Experience ► Killer Apps ► Turn it into a Social Hub ► Make it fun ► Designate an Owner & an Internal advocate group ► Invest in onboarding
- 8. Make it indispensable - Put SharePoint in the line of business SP Should be seen as an additional burden on top of regular work but where work happens (and better!). It solves business problems. Examples of use: ► Document Management: – A defined place for all types of content – Strict control over use of network drives – Enforcing version control – Using Content types – Document publishing workflows ► Use of SharePoint Tasks for internal processes and Wrokflows ► Standards for team meetings, minutes, action items ► Executive mandate and leading by example ► Value add applications that leverage SharePoint
- 9. Example: Extended Stay Hotels ► All HR and Payroll forms and approval process ► Renovation projects for 800 hotels ► PMO site for centralized control
- 10. Rebrand & Dramatically improve the User Experience Standard Look:
- 11. Is this really SharePoint?
- 12. Rebranding – things to consider ► Custom design can help overcome initial hesitation ► Make it more familiar and inviting ► If not done right, can be difficult to upgrade ► Name change. If SharePoint == Bad give it a new name.
- 13. Killer Apps ► Co-Editing / Authoring – Truly changes they way people work ► Enterprise and People Search – Configuring SP to search other document stores and websites – People search + Lync ► Yammer
- 14. Make it Social ► Newsfeed or Yammer ► Can be fully integrated in both On Prem and O365
- 15. Make it fun! ► Gamification – Sales competition ► Communities – Leader board ► Blogs
- 16. Designate Owner & Internal advocate group ► One executive level owner ► Functional owner – Power user ► Technical Owner ► Advocate group – business and power users who meet regularly to decide on changes and priorities ► For large companies – steering committee to dedicate budgets, priorities and resources
- 17. Invest in Onboarding ► 1:1 session with all managers in the organization ► Team onboarding with manager ► Customized “10 best features” based on job ► Custom web part for filling profile ► Expert office hours – dedicated time for answering questions
- 18. Final Thoughts on Adoption ► Initial planning and well thought out structure is critical. Too Agile, ad-hoc approach can lead to chaos. ► Governance plan that is well known. Who owns what. ► Try to leverage SP for custom applications instead of other platforms or 3rd parties ► Track and measure over time according to established goals. ► Survey users regularly for top areas of frustration and address.
- 19. Contact ► Ori Fishler, Director, Web Solutions, Edgewater Technology Inc. OFishler@edgewater.com
- 20. NEW JERSEY SHAREPOINT USER GROUP • Different SharePoint discussions each month on various topics. Announced on meetup.com • Meets 4th Tuesday of every month • 6pm – 8pm • Microsoft Office (MetroPark) • 101 Wood Ave, Iselin, NJ 08830 • http://www.njspug.com
- 21. THANK YOU EVENT SPONSORS • Diamond & Platinum sponsors have tables here in the Fireside Lounge • Please visit them and inquire about their products & services • Also to be eligible for prizes make sure to get your bingo card stamped