The document discusses using visual tools and games to help with requirements gathering and project envisioning for SharePoint projects. It describes various techniques including low-tech social networking, mind mapping, card sorting, tree testing, wireframing with Balsamiq, and the "Requirements Rainbow" game. The techniques are intended to help teams get on the same page, build shared understanding, and clarify requirements in a more engaging way compared to traditional meetings. The document provides instructions for facilitating many of the techniques.

1. Mission Impossible: Learn How to Become a SharePoint Requirements Secret Agent and Decode Your Project's Secrets with Our Super-Secret-Agent Tools and Techniques
Ruven Gotz
Avanade
Michelle Caldwell
Avanade

2. Boris & Natasha?

3. The Man from U.N.C.L.E

4. Max Smart & Agent 99

5. Mission: Impossible

6. Visual Tools & Innovation GamesGetting everyone onto the same page
Ruven Gotz
Avanade
Michelle Caldwell
Avanade

7. Low-tech social network
Draw your AvatarU
Add your name for the Avatar
“Tag” your Avatar
Draw your Avatar
“Upload” your Avatar

8. 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

9. DIRECTOR & REGIONAL LEAD
Michelle Caldwell
Mary.m.caldwell@avanade.com@shellecaldwellshellecaldwell.com

10. DIRECTOR & NATIONAL LEAD
Ruven Gotz
ruven.gotz@avanade.com@ruvengspinsiders.com/ruveng

11. Agenda
Part 1
•Low tech social
•Introduction
•Shared Understanding
•Innovation Games & Visual Tools
•Soft Skills
•Requirements Gathering
•Bad Meetings
•Envisioning (Cover Story)
•Mapping
Lunch (1 hour)
Part2
•Mapping (continued)
•Envisioning (IBIS Mapping)
•Analyze (Sailboat)
•Visual Design
•Wireframing
•Wrap Up

12. Make a Connection & Build a Network

13. SHARE 2012 | 13
Shared understanding

14. SHARE 2012 | 14

15. SHARE 2012 | 15

16. SHARE 2012 | 16

17. SHARE 2012 | 17

18. SHARE 2012 | 18
Yes! A bridge!

19. Odds of
Success?

20. SHARE 2012 | 20
Project goes?

21. SHARE 2012 | 21
Same page

22. SHARE 2012 | 22
Wicked
problems

23. SHARE 2012 | 23
Hard
(but tame)
Wicked

24. Guess what SharePoint is…

25. SHARE 2012 | Usually a bunch of people who all have a different idea of what success looks like

26. whom, won’t talk to each other

27. Machiavelli (not exactly )
ItmustbeconsideredthatthereisnothingmoredifficulttocarryoutnormoredoubtfulofsuccessnormoredangeroustohandlethantoinitiateanewSharePointproject;fortheprojectteamhasenemiesinallthosewhoprofitbytheoldportal,andonlylukewarmdefendersinallthosewhowouldprofitbythenewportal;thislukewarmnessarisingpartlyfromtheincredulityofmankindwhodoesnottrulybelieveinanythingnewuntiltheyactuallyhaveexperienceofit. .

28. Dealing with humansin tough circumstances

29. Dealing with humansin tough circumstances

30. My three rules of SharePoint
1.Simplicity
2.Simplicity
3.Simplicity

31. SHARE 2012 | 31

32. How do gamestorming& visual tools help?

33. Involves People

34. Egalitarian & Participatory
•Equal Opportunity to Participate
•Success Depends on Everyone get Involved

35. Structured with Goals

36. 36
Time Bound

37. 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

38. Putting it into action
Excellent facilitation means building your soft skills

39. Soft Skills

40. Confidence

41. Power Posing
Power Pose Blog: http://jamesclear.com/body-language-how-to-be-confident

42. Amy CuddyYour body language shapes who you arehttp://youtu.be/Ks-_Mh1QhMc?t=8m2s

43. Famous Poser Posers

44. Listening

45. http://www.skillsyouneed.com/ips/listening-skills.htmlhttp://www.forbes.com/sites/womensmedia/2012/11/09/10-steps-to-effective-listening/

46. Humor

47. Brutal Honesty

48. Preconditions for Great Teams
From Paul Culmsee
http://www.cleverworkarounds.com/

49. What makes Collaboration work?
1.Membership Characteristics
2.Purpose
3.Process and Structure
4.Communication
5.Environment
6.Resources

50. 1. Membership Characteristics
•Mutual respect, understanding & trust
•Appropriate cross- section of members
•Ability to compromise

51. 2. Purpose
•Concrete, attainable goals & objectives
•Shared vision

52. 3. Process and Structure
•Multiple layers of participation
•Flexibility
•Clear roles and responsibility guidelines
•Appropriate pace of development

53. 4. Communication
•Open & frequent communication
•Established informal relationships and communication links

54. 5. Environment
•History of collaboration or cooperation
•Group seen as legitimate
•Favorable political and social climate

55. 6. Resources
•Sufficient funds, staff, materials and time
•Skilled leadership

56. Requirements Gathering
Visual Tools and Games that can help with analysis

57. The chicken and egg problem

58. Requirements

59. What makes something a requirement?

60. We can do that for $10

61. We can do that for $1,000,000

62. We requirea jumbo solution to get to our destination

64. We requirea jumbo solution to get to our destination

70. Sometimes, you do need this

71. Too much focus on the detail…
How

72. …and not enough on the destination
Why

73. Roadblock: Bad meetings
Meetings & workshops take time, but are often ineffective

74. Meetings, bloody meetings –John Cleese
https://www.youtube.com/watch?v=vE7jfQt2ic4

75. The Facts

76. 11Million

77. 61.8
Meetings/month

78. 50% Unproductive

79. 31Hours wasted

80. The Effects

81. 91%
Daydreaming

82. 96%
Miss Meetings

83. 95%
Miss parts of meetings

84. 73%
Bring other work to meetings

85. 39%
Fall Asleep

88. Envisioning
Visual Tools and Games that can help with defining Project Goals and Vision

89. Envision
With cover Story

90. Soooo…………. What is your vision for SharePoint?

91. 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.

93. Cover:
Tells the story of your big success

95. Headline:
The Substance of the cover story

97. Sidebars:
Interesting facts about the story

99. Quotes:
Quotes from potential end users of the solution

101. Brainstorm:
Documenting initial ideas
–this is important!

102. Images:
Supporting the content with illustrations

104. 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.

105. Game Setup
•Cover Story Template
•Post-its
•Pens
•tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

106. Now it’s your turn!
•Redoing the MGM Corporate Intranet
•Out of date
•Old technology
•Moving to the cloud
•Updating Look & Feel
•Updating IA

107. Introduction to Mind Mapping

118. Mapping for Navigation

119. Mapping for Prioritization

120. Mapping for Prioritization

121. Mapping for Scoping

122. 1stHalf Wrap Up
Don’t go away, we’ll be back for Part 2
ruven.gotz@avanade.com
spinsiders.com/ruveng
@ruveng
mary.m.caldwell@Avanade.com
shellecaldwell.com
@shellecaldwell

123. Welcome to Part 2. IBIS Mapping
A Grammar for Thinking

124. Two books you must read

125. 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

126. Tools that can help

127. IBIS Notation

128. I use Mind Manager to express the same notation

133. Dialog mapping to capture argumentation

134. Dialog mapping to capture argumentation

135. Dialog mapping to capture argumentation

136. Dialog mapping to capture argumentation

137. Dialog mapping to capture argumentation

138. Dialog mapping to capture argumentation

139. Dialogue Mapping for scoping

140. Analyze with Sailboat

141. The object of the game
Gain insight and understanding into the current state of the situation

142. How to Play the game
•Draw and/or put up a boat
•Name the boat to represent the focus area

143. What is draggingyou down?

145. What can speed you up?

147. 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

148. How to Play the game
•Analyze voting
•Discuss the results as a group

149. Game Setup
•A BOAT !
•Post-its (various colors)
•Pens
•tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

150. Visual Design
Card Sorting & Tree Testing

151. What is Card Sorting?

152. “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”
-Donna Spencerhttp://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0

153. What are the typesof card sort?
Open
& Closed

154. Open card sorting process
Gerbil

155. Results
Gerbil

156. But not always what you expect
Ford
Gerbil

157. But not always what you expect (2)
Ford
Gerbil

158. Analysishttp://www.boxesandarrows.com/view/analyzing_card_sort_results_ with_a_spreadsheet_template

159. 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

160. What is Tree Testing?

161. Formally Known as……..
Card-based Classification
Evaluation

162. Methods for Tree Testing
Paper
Or Online

163. Step 1 –Create a set of menus based on draft sitemap

164. Step 2 –Develop Scenarios

165. 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

166. Step 3 -Recruit

167. Step 4 -Observe

168. Step 5 -Analyze

169. Step 7 -Repeat
Create Menu
Develop Scenario
Recruit
Evaluate
Analyze
Repeat & Optimize

170. Presenting Well
Effective PowerPoint presentations

171. Two books that can change your life

172. Two books that can change your life

173. What not to do!

174. Wireframing

175. I used to hate wireframing!

176. A useless wireframe

177. Way too much work
Erik Swenson

178. Balsamiq: Just right

179. Simple Wireframe

180. Refine
With Requirements Rainbow

181. The object of the Requirements Rainbow
Helps clarify the final requirements/ user stories
•Add value
•Have clear measurement
•Alignment to the overall vision

183. How to Play the Game
1.Finalized requirements go on the outermost band
2.Move to defining the scope band
3.Move to defining the measurement band

184. How to Play the Game (cont.)
4.Move to the value band
5.Lastly, tie the requirement back to the vision with moving to the “why” statement at the bottom of the rainbow

191. Game Setup
•A Rainbow!
•Post-its from product tree
•Post-its (empty)
•Pens
•tape
•Facilitator (# depends on size of group
•At least 3 participants
•A Scribe
•Camera (optional)

192. Wrap Up

193. Adapting the low-tech social network

194. Products and Tools Referenced
•Mind Managerwww.mindjet.com
•Xmindwww.xmind.net
•Balsamiqwww.balsamiq.com
•UserZoomwww.userzoom.com
•Optimal Workshopwww.optimalworkshop.com
•Card sort tools measuringuserexperience.com/CardSorting
•Boxes & Arrowsboxesandarrows.com
•Gamestorming(book)www.gogamestorm.com
•Innovation Gameswww.innovationgames.com
•Dialogue Mappingcognexus.org
•Paul Culmseewww.cleverworkarounds.com
•Glymawww.glyma.co/
Thank You!
Download this deck from:
http://www.slideshare.net/marymcaldwell

195. Stay Connected!
ruven.gotz@avanade.com
spinsiders.com/ruveng
@ruveng
mary.m.caldwell@Avanade.com
shellecaldwell.com
@shellecaldwell

196. BONUS –KING/Queen FOR A DAY!
Adaptation of “Silent Storm” technique
If you were KING or QUEEN for a day what is the 1 thing you would change/implement in your company’s SharePoint environment?