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 tutorial 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.

1. Visual Tools & Innovation Games
Getting everyone onto the same page
Ruven Gotz
Avanade
Michelle Caldwell
Avanade

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

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

5. DIRECTOR &
NATIONAL LEAD
Ruven Gotz
ruven.gotz@avanade.com @ruveng spinsiders.com/ruveng

6. Agenda
Part 1
• Title (2.5)
• Low tech social (20)
• Introduction (15)
• Shared Understanding (7.5)
• Innovation Games & Visual Tools (5)
• Soft Skills (20)
• Requirements Gathering (7.5)
• Bad Meetings (7.5)
Total so far 85 min (10:30)
Break (15 min) – restart 10:45
• Envisioning (Cover Story) (45)
• Mapping (30)
Post Break Total 75 min (12:00)
Lunch (1 hour)
Part 2 (start at 1)
• Envisioning (IBIS Mapping) (20)
• Analyze (Sailboat) (30)
• Visual Design (45) + 15 min break in here
• Wireframing (15)
• Wrap Up (10)
• Bonus: King for a Day (20)
Total: 140 min = 3:20pm

7. 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)
Part 2
• Mapping (continued)
• Envisioning (IBIS Mapping)
• Analyze (Sailboat)
• Visual Design
• Wireframing
• Wrap Up

8. Make a Connection & Build a Network

9. SHARE 2012 | 9
Shared understanding

10. SHARE 2012 | 10

11. SHARE 2012 | 11

12. SHARE 2012 | 12

13. SHARE 2012 | 13

14. SHARE 2012 | 14
Yes!
A bridge!

15. Odds of
Success?

16. SHARE 2012 | 16
Project
goes?

17. SHARE 2012 | 17
Same
page

18. SHARE 2012 | 18
Wicked
problems

19. SHARE 2012 | 19
Hard
(but tame)
Wicked

20. Guess what
SharePoint is…

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

22. , won’t talk to each other

23. Dealing with humans
in tough circumstances

24. Dealing with humans
in tough circumstances

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

26. SHARE 2012 | 27

27. How do gamestorming & visual
tools help?

28. Involves People

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

30. Structured with Goals

31. 32
Time Bound

32. 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

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

34. Soft Skills

35. Confidence

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

37. Amy Cuddy
Your body language shapes who you are
http://youtu.be/Ks-_Mh1QhMc?t=8m2s

38. Famous Poser Posers

39. Listening

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

41. Humor

42. Brutal Honesty

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

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

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

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

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

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

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

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

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

52. The chicken and egg problem

53. Requirements

54. What makes something a
requirement?

55. We can do that for $10

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

57. We require a jumbo solution to get to our
destination

59. We require a jumbo solution to get to our
destination

65. Sometimes, you do need this

66. Too much focus on the detail…
How

67. …and not enough on the destination
Why

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

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

70. The Facts

71. 11Million

72. 61.8
Meetings/month

73. 50%
Unproductive

74. 31 Hours wasted

75. The Effects

76. 91%
Daydreaming

77. 96%
Miss Meetings

78. 95%
Miss parts of
meetings

79. 73%
Bring other work
to meetings

80. 39%
Fall Asleep

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

84. Envision
With cover Story

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

86. 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.

88. Cover:
Tells the story of
your big success

90. Headline:
The Substance of the cover
story

92. Sidebars:
Interesting facts about the
story

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

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

97. Images:
Supporting the
content with
illustrations

99. 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.

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

101. Now it’s your turn!
•Updating the SPTechCon Event Site
•Out of date
•Old technology
•Moving to the cloud
•Updating Look & Feel
•Updating IA

102. Introduction to Mind Mapping

113. Mapping for Navigation

114. Mapping for Prioritization

115. Mapping for Prioritization

116. Mapping for Scoping

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

118. Two books you must read

119. 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

120. Tools that can help

121. IBIS Notation

122. I use Mind Manager to express the same
notation

127. Dialog mapping to capture argumentation

128. Dialog mapping to capture argumentation

129. Dialog mapping to capture argumentation

130. Dialog mapping to capture argumentation

131. Dialog mapping to capture argumentation

132. Dialog mapping to capture argumentation

133. Dialogue Mapping
for scoping

134. Analyze with Sailboat

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

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

137. What is
dragging you
down?

139. What can speed you up?

141. 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

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

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

144. Visual Design
Card Sorting & Tree Testing

145. What is Card Sorting?

146. “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

147. What are the types of card sort?
Open & Closed

148. Open card sorting process
Gerbil

149. Results
Gerbil

150. But not always what you expect
Ford
Gerbil

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

152. Analysis
http://www.boxesandarrows.com/view/analyzing_card_sort_results_
with_a_spreadsheet_template

153. 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

154. What is Tree Testing?

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

156. Methods for Tree Testing
Paper Or Online

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

158. Step 2 – Develop Scenarios

159. 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

160. Step 3 - Recruit

161. Step 4 - Observe

162. Step 5 - Analyze

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

164. Presenting Well
Effective PowerPoint presentations

165. Two books that can change your life

166. Two books that can change your life

167. What not to do!

168. Wireframing

169. I used to hate wireframing!

170. A useless wireframe

171. Way too
much work
Erik Swenson

172. Balsamiq:
Just right

173. Simple Wireframe

175. •
•
•

185. •
•
•
•
•
•
•
•
•

186. Wrap Up

187. Adapting the low-tech social network

188. 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! Download this deck from:
http://www.slideshare.net/marymcaldwell

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

190. 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?