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Getting Scope & Requrements Right the First Time! half day workshop - sp fest dc - april 2015

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Do you want to get your SharePoint project right the first time? It has been our experience that there is no way for a project to succeed if the stakeholders and solution designers are not in alignment, no matter how good the solution. If your technical team and business stakeholders are not on the same page then the project will fail. The problem is that getting the business stakeholders to tell you their vision and understand what success looks like to them is very difficult:



Over the past decade of delivering successful SharePoint projects, we have discovered methods that work very well at eliciting the stakeholders' desires and then ensuring that we have clarified our own understanding with them. These methods involve the use of visual and tactile tools that open the lines of communication and rapidly expose misunderstandings.



We will demonstrate tools such as mind mapping, card sorting, gamestorming, tree-testing and other methods, and we will have you participate in exercises that will give you the confidence to apply these tools in your own practice. Many of these methods are very easy to learn and apply, and this workshop will give you the confidence to do so.

The application of these visual tools has directly influenced the success of the many projects we've worked on over the years. We won't be giving you theory, but rather stories and examples from our real-life experience. We hope you'll join us for a practical, useful, fun and enlightening experience.

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Getting Scope & Requrements Right the First Time! half day workshop - sp fest dc - april 2015

  1. 1. Visual Tools & Innovation Games Getting everyone onto the same page Ruven Gotz Avanade Michelle Caldwell Avanade
  2. 2. Low-tech social network Draw your AvatarU Add your name for the Avatar “Tag” your AvatarDraw your Avatar “Upload” your Avatar
  3. 3. Low-tech social network FILL IN YOUR PROFILE on the Yellow Post-it • Avatar (a picture that represents you) • Your Name • Your job role (IT Pro, BA, PM, etc…) • School • Hobby • Version of SharePoint • Pets
  4. 4. DIRECTOR & REGIONAL LEAD Michelle Caldwell Mary.m.caldwell@avanade.com @shellecaldwell shellecaldwell.com
  5. 5. DIRECTOR & NATIONAL LEAD Ruven Gotz ruven.gotz@avanade.com @ruveng spinsiders.com/ruveng
  6. 6. Agenda Part 1 • Low tech social • Introduction • Shared Understanding • Innovation Games & Visual Tools • Soft Skills • Requirements Gathering • Bad Meetings • Envisioning (Cover Story) • Mapping Part 2 • Mapping (continued) • Envisioning (IBIS Mapping) • Analyze (Sailboat) • Visual Design • Wireframing • Wrap Up
  7. 7. Make a Connection & Build a Network
  8. 8. SHARE 2012 | 8 Shared understanding
  9. 9. SHARE 2012 | 9
  10. 10. SHARE 2012 | 10
  11. 11. SHARE 2012 | 11
  12. 12. SHARE 2012 | 12
  13. 13. SHARE 2012 | 13 Yes! A bridge!
  14. 14. Odds of Success?
  15. 15. SHARE 2012 | 15 Project goes?
  16. 16. SHARE 2012 | 16 Same page
  17. 17. SHARE 2012 | 17 Wicked problems
  18. 18. Hard (but tame) Wicked
  19. 19. Guess what SharePoint is…
  20. 20. SHARE 2012 | Usually a bunch of people who all have a different idea of what success looks like
  21. 21. , won’t talk to each other
  22. 22. Dealing with humans in tough circumstances
  23. 23. Dealing with humans in tough circumstances
  24. 24. My three rules of SharePoint 1. Simplicity 2. Simplicity 3. Simplicity
  25. 25. SHARE 2012 | 26
  26. 26. How do gamestorming & visual tools help?
  27. 27. Involves People
  28. 28. Egalitarian & Participatory • Equal Opportunity to Participate • Success Depends on Everyone get Involved
  29. 29. Structured with Goals
  30. 30. 31 Time Bound
  31. 31. Why they are valuable • They involve a high level of emotion • Alternative to traditional meeting format • Real-time feedback • Helps you discover the unknown • Catalyst for consensus building • Provides structure for Creative Chaos
  32. 32. Putting it into action Excellent facilitation means building your soft skills
  33. 33. Soft Skills
  34. 34. Confidence
  35. 35. Power Posing Power Pose Blog: http://jamesclear.com/body-language-how-to-be-confident
  36. 36. Amy Cuddy Your body language shapes who you are http://youtu.be/Ks-_Mh1QhMc?t=8m2s
  37. 37. Famous Poser Posers
  38. 38. Listening
  39. 39. http://www.skillsyouneed.com/ips/listening-skills.html http://www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/
  40. 40. Humor
  41. 41. Brutal Honesty
  42. 42. Requirements Gathering Visual Tools and Games that can help with analysis
  43. 43. The chicken and egg problem
  44. 44. Requirements
  45. 45. What makes something a requirement?
  46. 46. We can do that for $10
  47. 47. We can do that for $1,000,000
  48. 48. We require a jumbo solution to get to our destination
  49. 49. We require a jumbo solution to get to our destination
  50. 50. Sometimes, you do need this
  51. 51. Too much focus on the detail… How
  52. 52. …and not enough on the destination Why
  53. 53. Roadblock: Bad meetings Meetings & workshops take time, but are often ineffective
  54. 54. The Facts
  55. 55. 11Million
  56. 56. 61.8 Meetings/month
  57. 57. 50% Unproductive
  58. 58. 31 Hours wasted
  59. 59. The Effects
  60. 60. 91% Daydreaming
  61. 61. 96% Miss Meetings
  62. 62. 95% Miss parts of meetings
  63. 63. 73% Bring other work to meetings
  64. 64. 39% Fall Asleep
  65. 65. Envisioning Visual Tools and Games that can help with defining Project Goals and Vision
  66. 66. Envision With cover Story
  67. 67. Soooo…………. What is your vision for SharePoint?
  68. 68. The object of the game is to suspend all disbelief and envision a future state that is so stellar that it landed your organization on the cover of a well-known magazine.
  69. 69. Cover: Tells the story of your big success
  70. 70. Headline: The Substance of the cover story
  71. 71. Sidebars: Interesting facts about the story
  72. 72. Quotes: Quotes from potential end users of the solution
  73. 73. Brainstorm: Documenting initial ideas – this is important!
  74. 74. Images: Supporting the content with illustrations
  75. 75. Wrap Up At the end of the time period, usually an hour, get the groups to present their cover story, essentially their vision of SharePoint, to the rest of the groups and then discuss.
  76. 76. Game Setup • Cover Story Template • Post-its • Pens • tape •Facilitator (# depends on size of group •At least 3 participants •A Scribe •Camera (optional)
  77. 77. Introduction to Mind Mapping
  78. 78. Mapping for Navigation
  79. 79. Mapping for Prioritization
  80. 80. Mapping for Prioritization
  81. 81. Mapping for Scoping
  82. 82. Welcome to Part 2. IBIS Mapping A Grammar for Thinking
  83. 83. Two books you must read
  84. 84. What are wicked problems? (recap) • You don’t really understand the problem until you’ve developed the solution • You don’t know when you’ve accomplished your goal • Solutions are not right or wrong, they are just better or worse • Every wicked problem is unique • Every solution to a wicked problem is a one-shot operation • You are dealing with social complexity
  85. 85. Tools that can help
  86. 86. IBIS Notation
  87. 87. I use Mind Manager to express the same notation
  88. 88. Dialog mapping to capture argumentation
  89. 89. Dialog mapping to capture argumentation
  90. 90. Dialog mapping to capture argumentation
  91. 91. Dialog mapping to capture argumentation
  92. 92. Dialog mapping to capture argumentation
  93. 93. Dialog mapping to capture argumentation
  94. 94. Dialogue Mapping for scoping
  95. 95. Analyze with Sailboat
  96. 96. The object of the game Gain insight and understanding into the current state of the situation
  97. 97. How to Play the game •Draw and/or put up a boat •Name the boat to represent the focus area
  98. 98. What is dragging you down?
  99. 99. What can speed you up?
  100. 100. Power Dot – Extra Bonus •Give each participant a fixed # of dots (time box the activity) •Ask each participant to “vote” for their highest priority pains and solutions •Quickly analyze the results •Discuss the results as a group
  101. 101. How to Play the game •Analyze voting •Discuss the results as a group
  102. 102. Game Setup • A BOAT ! • Post-its (various colors) • Pens • tape •Facilitator (# depends on size of group •At least 3 participants •A Scribe •Camera (optional)
  103. 103. Visual Design Card Sorting & Tree Testing
  104. 104. What is Card Sorting?
  105. 105. “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.” - Donna Spencer http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
  106. 106. What are the types of card sort? Open & Closed
  107. 107. Open card sorting process Gerbil
  108. 108. Results Gerbil
  109. 109. But not always what you expect Ford Gerbil
  110. 110. But not always what you expect (2) Ford Gerbil
  111. 111. Analysis http://www.boxesandarrows.com/view/analyzing_card_sort_results_ with_a_spreadsheet_template
  112. 112. Now it’s your turn to card sort Working on a new SharePoint Conference Web Site • Established key terms • Group terms into categories • Label the categories
  113. 113. What is Tree Testing?
  114. 114. Formally Known as…….. Card-based Classification Evaluation
  115. 115. Methods for Tree Testing Paper Or Online
  116. 116. Step 1 – Create a set of menus based on draft sitemap
  117. 117. Step 2 – Develop Scenarios
  118. 118. Creating effective scenarios • You are planning a vacation and you want to know how much leave you have left • You need to book travel for work • You are filling out a request for time off • You are looking for a contact email/name for the helpdesk • You have questions about your benefits
  119. 119. Step 3 - Recruit
  120. 120. Step 4 - Observe
  121. 121. Step 5 - Analyze
  122. 122. Step 7 - Repeat Create Menu Develop Scenario Recruit Evaluate Analyze Repeat & Optimize
  123. 123. Wireframing
  124. 124. I used to hate wireframing!
  125. 125. A useless wireframe
  126. 126. Way too much work Erik Swenson
  127. 127. Balsamiq: Just right
  128. 128. Simple Wireframe
  129. 129. Wrap Up
  130. 130. Adapting the low-tech social network
  131. 131. Products and Tools Referenced • Mind Manager www.mindjet.com • Xmind www.xmind.net • Balsamiq www.balsamiq.com • UserZoom www.userzoom.com • Optimal Workshop www.optimalworkshop.com • Card sort tools measuringuserexperience.com/CardSorting • Boxes & Arrows boxesandarrows.com • Gamestorming (book) www.gogamestorm.com • Innovation Games www.innovationgames.com • Dialogue Mapping cognexus.org • Paul Culmsee www.cleverworkarounds.com • Glyma www.glyma.co/ Thank You!
  132. 132. Stay Connected! ruven.gotz@avanade.com spinsiders.com/ruveng @ruveng mary.m.caldwell@Avanade.com shellecaldwell.com @shellecaldwell Download the full version of this deck from: http://www.slideshare.net/marymcaldwell or http://www.slideshare.net/ruveng
  133. 133. Presenting Well Effective PowerPoint presentations
  134. 134. Two books that can change your life
  135. 135. Two books that can change your life
  136. 136. What not to do!

Do you want to get your SharePoint project right the first time? It has been our experience that there is no way for a project to succeed if the stakeholders and solution designers are not in alignment, no matter how good the solution. If your technical team and business stakeholders are not on the same page then the project will fail. The problem is that getting the business stakeholders to tell you their vision and understand what success looks like to them is very difficult: Over the past decade of delivering successful SharePoint projects, we have discovered methods that work very well at eliciting the stakeholders' desires and then ensuring that we have clarified our own understanding with them. These methods involve the use of visual and tactile tools that open the lines of communication and rapidly expose misunderstandings. We will demonstrate tools such as mind mapping, card sorting, gamestorming, tree-testing and other methods, and we will have you participate in exercises that will give you the confidence to apply these tools in your own practice. Many of these methods are very easy to learn and apply, and this workshop will give you the confidence to do so. The application of these visual tools has directly influenced the success of the many projects we've worked on over the years. We won't be giving you theory, but rather stories and examples from our real-life experience. We hope you'll join us for a practical, useful, fun and enlightening experience.

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