Driving User Adoption for SharePoint
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The document provides guidance on driving sustainable user adoption of SharePoint and Office 365 through a 5 step approach: 1) Secure stakeholder buy-in by aligning the SharePoint vision with business goals; 2) Map SharePoint capabilities to business value through prioritized use cases; 3) Facilitate purposeful collaboration around key use cases; 4) Drive success through governance, training and support; 5) Continuously evaluate and adapt the approach through feedback and measurement of outcomes. The overall goal is to minimize disruption from changes and encourage an organizational culture that embraces ongoing evolution with SharePoint.
Driving User Adoption for SharePoint
- 1. Driving User Adoption for SharePoint, and Office 365 Notes: If you experience audio issues during the webinar, you can dial in through telephone details provided to you in your registration confirmation email. Please feel free to post questions in the questions dialog and we will try to answer as many as we can at the end. Recording of this session will be shared in next 24-48 hours. You can also write to us at marketing@winwire.com for any clarifications or information.
- 2. © 2015 WinWire Technologies AQEEL HAIDER Senior SharePoint Architect Over 15 years of IT industry experience and specializes in application development using SharePoint, MOSS 2007, SharePoint 2010, SharePoint 2013, .NET Framework and various other Microsoft platform technologies. Aqeel.Haider@WinWire.com Santa Clara, CA +1 (206) 910 8057 goo.gl/p66VS9 EXPERTISE WORKEXPERIENCE THOUGHT LEADERSHIP ROLE Senior SharePoint Architect • Managing and responsible for the North American Practice of Technology solutions for Enterprise Content Management and Collaboration . • Leading an enterprise migration/upgrade effort of a companywide intranet from MOSS 2007 to SharePoint 2013 with over 3TB of data and multiple customizations • Content Migration to SharePoint 2013 - An Introduction https://www.linkedin.com/pulse/sharepoint-2013- office-365-migrations-what-tool-sets-use-aqeel- haider?trk=prof-post • SharePoint Saturday “SharePoint New way to work” http://www.spsevents.org/city/SiliconValley/SiliconValle y2015/speakers/ • Lotus Notes Migration to Office 365 & Azure http://www.winwire.com/content-migration-to- sharepoint-2013-an-introduction/ Comprehensive knowledge of designing and developing portals based on SharePoint In-depth knowledge custom .NET web based solutions Expert at gathering and analyzing user requirements. Ability to direct complex projects from concept to production and strong leadership capabilities Past experience working in the field of SharePoint and Microsoft Technologies with leading organization such as : • EMC • Avanade • Starbucks • Cognizant Technology Solutions • Catapult System • WinWire Technologies Session Speaker
- 3. © 2015 WinWire Technologies Agenda 1 2 3 4 5 6 Motivate and encourage users about how SharePoint can support their daily business activities Align business needs and SharePoint capabilities to deliver relevant business solutions Identify training and change management needs Implement gamification techniques as a learning strategy Mentor Super Users that can help promote the benefits of SharePoint Create a one year phased adoption program that enables change, empowers users, and facilitates knowledge sharing within the organization
- 4. © 2015 WinWire Technologies Current User Adoption Issues
- 5. © 2015 WinWire Technologies Issue 1: One size doesn’t fit all ! Why one SharePoint Adoption plan doesn’t work for all organizations?
- 6. © 2015 WinWire Technologies Issue 2: SharePoint training doesn’t seem to be working Non – contextual Unclear roles and responsibilities Technology gap How can SharePoint make my job better?
- 7. © 2015 WinWire Technologies Issue 3: Collaboration Challenges Teams today are overwhelmed Employees struggle to find what they need 61% of time is spent coordinating collaboration Source: McKinsey 2012 38% of time is lost duplicating work and searching for information Source: IDC
- 8. © 2015 WinWire Technologies Issue 4: Non-Technical Challenges are harder to overcome Culture Motivation Privacy Purpose Control Change
- 9. © 2015 WinWire Technologies Current Considerations for Organizations For site owners, is there a formalized qualification process to be certified to run SharePoint sites? What is the current process of how people get trained with SharePoint? How do you know if the training is effective? 31 2
- 10. © 2015 WinWire Technologies Solution - Facilitate Sustainable Adoption Drive Excitement Empower and AssistFacilitate Change
- 11. © 2015 WinWire Technologies Sustainable Adoption Objectives SharePoint Impacted Business Activities Impacted People Sustainable Adoption Program • Minimize the impact of making technology changes • Promote the adoption of new systems and solutions • Provide users with the resources they need to be successful • Encourage an organization culture which embraces on-going evolution.
- 12. © 2015 WinWire Technologies 5 Steps to Drive Sustainable Adoption Map to Business Value Drive Success Facilitate Purposeful Collaboration Evaluate, Adapt and Iterate Secure Stakeholder Buy In
- 13. © 2015 WinWire Technologies Secure Stakeholder Buy-In 1
- 14. © 2015 WinWire Technologies Secure Stakeholder Buy In Has Your SharePoint Vision defined? Does the C-level management team understand and agree with the value technology brings to the organization? Has Your high-level goals and priorities set? “80% of social business efforts will not achieve the intended benefits due to inadequate leadership and an overemphasis on technology. “ - Gartner • Build a business case and ensure leadership is educated on SharePoint as a platform • Quantify and qualify the financial gains, customer satisfaction improvements and reduced time to market of deliverables into real $$$ • Enables leadership to foresee the value SharePoint will bring to the organization and to them personally • Achieves a clarity of purpose which helps secure buy-in and support • Guide to help identify measures of success
- 15. © 2015 WinWire Technologies Typical Secure Stakeholder Buy In – Roles Executives / Departmental Owners Ensure that the vision aligns with the overall company or departmental goals and objectives Project Managers Responsible for carrying out a plan that supports this overarching vision IT Lead Set the vision in the context of other initiatives taking place in the IT landscape
- 16. © 2015 WinWire Technologies Typical Envisioning Questions to Ask and Document Why are we deploying SharePoint at this time? How does SharePoint support our overall Mission / Values / Strategy? How will we know if it is successful? How will SharePoint benefit the overall company? How will SharePoint change the “way we work”? How will SharePoint benefit every employee personally?
- 17. © 2015 WinWire Technologies Map to Business Value 2
- 18. © 2015 WinWire Technologies Map to Business Value Change is hard for Humans – - 53% of workforce productivity decreases with change when not properly managed – Gartner Identify opportunities to use SharePoint as a service that map to the vision and naturally fit within the product’s capabilities Survey your company population and prioritize the list of use cases that you want to deploy SharePoint for the maximum impact
- 19. © 2015 WinWire Technologies Map to Business Value -“New way to work ” Platform Project ManagementIntranet HR Onboarding System SharePoint Corporate Communications
- 20. © 2015 WinWire Technologies WinWire’s Point of View - “Future of Work” • Centralized Notifications • Search for expertise and content • Video conferencing • Access My Docs and share • Share and exchange ideas • Collaborate with team members from other office on documents • Praise and recommend team members • Review what’s happening while on-the-go • Company and Group News • Executives announcements • Policies and procedures • Events and happenings Collaborate Connect Communicate
- 21. © 2015 WinWire Technologies Facilitate Purposeful Collaboration 3
- 22. © 2015 WinWire Technologies Facilitate Purposeful Collaboration Develop use cases Identify resources for every use case Develop Use Cases Develop Use Cases • Focus on how your company will put the prioritized initiatives for SharePoint into practice. • Prioritize 3-5 Use Cases to start, depending on your resources and goals. • A combination of top down, strategic use cases as well as the viral, bottom up use will further encourage participation and engagement across all levels of the business • What is the challenge/opportunity? • What are the business benefits you want to achieve? • What behaviors need to be change to realize the outcomes? • Who is the Champion/Owner/Community Manager? • What is the project timeline & review date? • How do we measure success? • What materials & resources are available to help? For each use case then Develop Contextual and Targeted Training
- 23. © 2015 WinWire Technologies Drive Success 4
- 24. © 2015 WinWire Technologies Drive Success • Business Engagement • Support and Maintenances • Center of Excellence – Training & FAQs • Training • Governance Plan • Industry practices and tools IT Capacity Leverage Existing Sources
- 25. © 2015 WinWire Technologies Drive Success: Governance is Not Just a Document Living, breathing process What’s in it for me?Roles and responsibilities Integrated with overall business and IT governance Governance Plan Too little control = platform is a free for all Find the middle ground Make Governance Relevant Too much control = platform is unusable
- 26. © 2015 WinWire Technologies Drive Success: How Much Governance? Personal/My Sites Governance Visibility Project/Team Sites Community Sites Portal Business Needs
- 27. © 2015 WinWire Technologies Drive Success: Develop Game plan Create Timeline Conceptualize Launch Event Develop Communications Prepare Trainings Manage Your Community Identify Technical Needs
- 28. © 2015 WinWire Technologies Drive Success: Implement each work load Pick a specific date or period of time to launch in order to allow ample time to prepare, build anticipation, and celebrate as a group Develop proper communication and training before, during and after the launch Plan engagement events to increase initial participation in your network Keep in mind that the network will take time to gain momentum and become self-sustainable; make sure to account for this adjustment and transition period
- 29. © 2015 WinWire Technologies Drive Success: Awareness, Communications & Contextual Training Give out prizes, awards and recognition Print communications Have events such as brown bags and lunches. Send out Emails Establish a support organization to sustain the change Keep discussion interactive Assign tasks and track their completion Ensure training is relevant to each use case and audience Monitor and support the rollout to ensure compliance
- 30. © 2015 WinWire Technologies Evaluate, Adapt and Iterate 5
- 31. © 2015 WinWire Technologies Evaluate, Adapt and Iterate Create a plan for long term success – to review achievements, maintain momentum, and adapt to new challenges. 1. Evaluate what you’ve already accomplished 2. Showcase the successes throughout your organization to gather new interest and opportunities. 3. Take best practices from previous achievements and apply them to next steps The ultimate goal is to figure out how to enable individuals throughout the organization to continue expanding the usage and initiatives with increasing momentum.
- 32. © 2015 WinWire Technologies Measure Usage and On Going Scalable support . Use tools such as - Policies Templates Use the Policies templates to provide your users with guidelines about how to use enterprise social responsibly Develop - Helpdesk Resources Leverage third party tools and internal SharePoint logs to help get your Helpdesk ready to troubleshoot enterprise and social issues
- 33. © 2015 WinWire Technologies Gather Feedback End User Survey Templates Use the SharePoint Survey Template to measure satisfaction and progress against your benchmark. Success Criteria Examples Create and leverage Success Criteria Dashboards to track progress on roll-out & adoption.
- 34. © 2015 WinWire Technologies Measure Success Business Value Opportunity How did SharePoint help? What was achieved? How is it measured? Team Collaboration Streamlined collaboration across regions and teams to execute go-to- market strategy. Increasing global spread of business. 15% improvement in increasing number of successful innovations for new products or services. Employee Engagement Find experts and information fast. Time saved in searching for assistance with Sales training. 30% improvement in access to experts and knowledge. Achieve real business relevance by measuring your outcomes in terms of ROI. Use enterprise social engagement data to support your findings.
- 35. © 2015 WinWire Technologies Conclusion: SharePoint User Adoption Roadmap Knowledge Co-Creation Adoption Activities SharePoint Journey Contextual Training Business Solutions Implement Governance Executive Commitment Defining Governance
- 36. Who We Are IT solutions company making information actionable for the enterprises in the mobile-cloud world Collaborative and Analytics solutions leveraging pre-built solution accelerators Cloud, Collaboration & Analytics Technologies Mobility,
Editor's Notes
- #8: The truth is teams today are OVERWHELMED GLOBALISATION - different cities, groups, or companies working together FINDING INFO? LATEST VERSION? UPDATES? 39% ACTUALLY GETTING WORK DONE So what if you could reduce this time – image how much more an organization could do Sources: MCKINSEY 2012 Despite great tools – challenge to find information (language is also a silo) PEOPLE and INFORMATION are still SILOED CONFLICT – employees THIRST to CONNECT – DYNAMIC Content and Conversation …….. NOT STATIC - BUT tools don’t help NEW way to CREATE BUSINESS VALUE START by considering your GREATEST ASSET – YOUR PEOPLE Sources: IDC
- #12: The ‘Sustainable Adoption’ program provides the ‘layer that is missing between the new technology being implemented, the people that will be using it, and the business activities that it changes.
- #19: Change is inevitable but there is much more RAPID change into todays BUSINESS ENVIRONMENT – Acquisitions, new product launches, re-organisations Change can PROPEL GROWTH and increase SHAREHOLDER VALUE BUT Change is HARD Resources: Yammer Social Journey Resources http://spgur.us/Hyq13W http://discoversharepoint.com Resources: In The Next Version - New Report: Purposeful Collaboration by @alanlepo via @ConstellationRG http://spgur.us/19fgKsl Windows Azure, Yammer help pilot Microsoft toward a next-generation Office | ZDNet http://spgur.us/ZN9XOA
- #25: Reminder : Talk about Mac connectivity in SharePoint
- #28: 1. Create Timeline: Develop your launch action plan and assign responsibilities. 2. Conceptualize Launch Event: A launch date builds anticipation and excitement about the initiatives. 3. Develop Communications: Comms should be divided into the three different phases of Yammer (pre-launch, at launch and post-launch) and should focus on ensuring employees understand the “WIIFM?” 4. Prepare Trainings: Members should be comfortable with Yammer through basic trainings, and also understand how to use Yammer to perform their specific tasks. 5. Manage Your Community: Enable Community Managers to inspire and engage the network, through a clear strategy to drive engagement. Identify Power Users and create a community of champions to spread buy-in. 6. Identify Technical Needs: Decide how your employees will be accessing the network and identify any integration needs, mobile needs, as well as ongoing network help and support.