3. Founder of Dynamic Owl Consulting
Microsoft SharePoint MVP
Organizer of the Vancouver SharePoint Users Group
Blog: SharePointAnalyst HQ
Twitter: @michalpisarek
International SharePoint Speaker
Introduction: Michal Pisarek
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4. Dynamic Owl
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• SharePoint consulting services
• Microsoft Gold Partner
• Business focused
- Strategy & Roadmap
- Governance
- Change Management
- Requirements Elicitation
- Intranets and Digital Workplaces
5. Today’s Agenda
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• What will SharePoint be in your organization?
• The impact of a SharePoint Intranet
• Managing change
• SharePoint Intranet quick wins
7. “SharePoint it's kind of magical.
There's nothing like it in the market. The
capability expands from custom developed
apps, hosting sites, communities, content
management, publishing, search, portal, business
insights, mashups, rapid development, web
application client tools, unified
infrastructure, consolidated workflows, document
management, bring the worlds together in a cost
effective way. Get more done with less than any
other solution”.
Steve Balmer,
SharePoint 2010 Launch Anaheim
8. SharePoint is Like Lego
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It can be many things
but doesn’t need to
be everything
It comes with
many pieces you
can build solutions with
Part product
part platform
9. Your best chance of success
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You need three things for a SharePoint to be successful
Thanks Sharon Richardson
from Joining Dots
10. vision
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Overall vision for SharePoint within an organization
Project X
Strategy
“How do you achieve the vision?”
“What are the needs/issues/
opportunities to be addressed”
Business Needs
“SMART results that we
can measure”
Key Outcomes
Scope
Requirements
Technical Implementation
Governance
Change Management
Project
X
11. vision
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Project X
Strategy
Business Needs
“Smart results that we
can measure”
Key Outcomes
Scope
Requirements
Technical Implementation
Governance
Change Management
Project
X
“Pioneer the use of social technologies within
the company to become a connected
organization that is always learning”.
• Encourage and promote innovation through a fair and
systematic method
• Find employees with skills and interest that can help
answer questions
• Lower the cost of sharing information across
the organization
• Encourage communities of practice for idea exchanges
• Codify corporate knowledge with out of the box tools
To attain and retain the best talent in the industry by providing a open workplace
that encourages sharing of ideas, collaboration and technical excellence
12. vision
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Project X
Strategy
Business Needs
Key Outcomes
Scope
Requirements
Technical Implementation
Governance
Change Management
Project
X
• Improve the time to find experts by keyword by 80%
• Have 20% of all staff members of one or more
communities of practice
• Implementation of the top 1% of employee ideas
for business savings
• Usage of wikis across the organization
increased by 50 %
• User Profile Roll Out
• Innovation Center Template Creation
• Community of Practice Pilot
• Wiki Pilot
To attain and retain the best talent in the industry by providing a open workplace
that encourages sharing of ideas, collaboration and technical excellence”
13. What happens if you don’t?
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Huge scope
creep
Unclear expectations
around results
Since we don’t really
know what we want let’s
just put our faith in the
technology
14. SharePoint Intranet Pitfalls
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The easy things could
be costly, the difficult
things cheap
Boiling the ocean
• “Just because you can
doesn’t mean you should”
An “Intranet” and
“Collaboration” can be
vastly different things
15. The Impact of SharePoint
It’s more than software…
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16. SharePoint is unique
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It’s not deployed like Microsoft
Office but more like SAP
It’s not a silver bullet
“SharePoint has no inherit business value
unless applied to a problem or opportunity”
A double edged sword
17. SharePoint Means Change
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Lots of little changes
add up
Work Differently
Social sharing of
information vs email
Think Differently
Usage of metadata
vs folders
Act Differently
19. Why so difficult?
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People have alternatives
Multiple way to share a document
Unclear expectations
“Why am I doing this?”
Lack of training
“This makes no sense”
20. The Adoption curve of systems
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• If you say that SharePoint will solve
all your issues quickly you will fail
• There is ALWAYS a loss of productivity
• It’s the number one reason that
executive support is needed
Time
Productivity
Time to Recap
Original Level
of Productivity
Height of New
Productivity
Gain
Depth of Loss
of Productivity
Time to Achieve New
Gain
21. Training
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Train your users in the
HOW and the WHY
Intranet Training
• How to search, how to fill in
your profile, filling in
forms, basic navigation
Collaboration Training
• Multiple Levels Required
• 99% of people will only ever
edit a document, complete
tasks, put in a calendar entry
23. Governance
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Important for Intranets
• Content Authoring Guidelines, Future Growth
Central
Portal
Division
Areas
Groups & Teams
Projects & Workspaces
Personal Sites
• Permanent Division Portals
• Business Process
• Division News, Scorecards
• Group Reporting
• Permanent Central Portal
• Enterprise Search
• Enterprise Browse
• Semi Structured
• Group, Team, Project
• Sites and Workspaces
• Blogs, bios, social
Corporate Business
Taxonomy
With Divisional
Skeholders
Ad Hoc Self Services
w/Life Cycle
Management
Per User
10 X Important for “Collaboration”
• IT Governance
• Information Management
• Application Management
Governance
Roles &
Responsibilities
Governance
Principals
Communications
Strategy
Risk
Management
Strategy
Information
Architecture
Governance
Benefits
Realization
Strategy
Maintenance &
Review Strategy
SharePoint
Governance
Plan
Change
Management
Strategy
25. Web Content Management
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Start getting content
authors trained early
in adding real content
Train people in the
HOW and the WHY
Its not like Word!
26. Web Content Management Tips
• 10MB is still 10MB even
if you scale
• Unless you are using SP2013
Image Sizes
• Site Collection: Reusable
• Assets Site Images:
Local pertinent assets
Uploading Images Don’t copy and
paste from Word!!!
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27. SharePoint Search – Best Bets
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• Inject your own organizational
intelligence into search
• Easily Configurable
• High Value, Low Effort
28. Best Bet Intranet Examples
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“Intranet Based”
• Training
• Events
• News
• How Do I
Departmental Names
• Accounting
• Marketing
• Engineering
Locations
• Offices
• Stores
• Departments
Common Actions
• Printing
• Mail
• Holidays
• Car Hire
• Travel
• Banking
30. Profile Tips
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Make sure that senior management
has their profile filled in
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Make it part of onboarding2
Explain WHY people should fill it in!3
31. “As part of our SharePoint roll out each
user has a profile. Please be sure to fill
out the fields necessary in your profile by
March 23rd 2010”.
Thanks,
Mr. Horrible CEO
Bad Example
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32. “As part of our ongoing attempts to tap into the
amazing information in our organization each
employee now has their very own user profile! Your
user profile contains a wealth of information such as
past projects, your skills, expertise and social
interests. We encourage you to fill in the profile so
that you can find like minded individuals easier, find
experts in topics your are interested in, see who
worked in previous projects and help us all learn
more about each other to strengthen the ties in this
wonderful organization“.
Thanks,
Mr. Awesome CEO
Good Example
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33. Profile Photos
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• Provide people with guidelines
• Have a day that you take photos for people
• Make is part of the onboarding process
• Don’t make it compulsory…
34. The Power of Forms
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Custom Forms
with Workflow
• Nintex Forms with
Workflow
Word/PDF with
No Workflow
• Attach a status
• Use Alerts to notify
• Use security to see
correct submissions
InfoPath with/without
Workflow
• Fully Electronic Forms
Word/PDF Forms
with added Workflow
• Complex PDF
or Word Forms
• SharePoint workflows
for approval
1 2 3 4
36. Why you shouldn’t just use a Team Site
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Unless these people work
with you remove them
If you are not using these
features remove them
A small description should go here
informing users of the sites purpose
Not understanding exactly what challenges or opportunities that SharePoint will address in your organization is by far the biggest cause of failureWithout knowing WHAT you will use sharepoint for, how it will help your organization over come its challenges, you are dooming yourself from day one
Essentially there is a lot of confusion around what SharePoint is, even Mr Balmer has resorted to talking in magicToo many organizations cant articulate what SharePoint will be in their organization like Mr BalmerIn much the same way that if you cant articulate what an “Intranet”, “Collaboration” or “Social” will be in the context of your organization you will resort to “magic”
We have all seen the product pies and wheels and crap about what SharePoint is but what actually is it?Sharepoint is like application Lego an organization, It comes with pieces that you can use to craft solutions that are specific to your organizationThe confusion lies in how its implemented and marketed – yes it does things out of the box but like a Lego brick is only a Lego brick it will only become powerful once features are put together to create walls, or solutions or IntranetsIn the same way as you don’t need to solve everything with your Intranet you don’t need to solve everything with SharePoint
The biggest issue with SharePoint is not understanding that you are embarking on a change management initative supported by softwareBefore you install or hire consultants take a look at your organizationThe HOW is, surprisingly the easy part, look at the WHAT, WHY and WHEN
You get what has been happening out there in the industry – some successes but also lots of failuresScope Creep:Inevitable when you have a product and platform as broad as SharePointNot understanding and articulating what challenges you will solve will lead to divergence and failureExpectations10 people in a room all think what this thing called SharePoint is different you will failedITAs IT people, and usually we are, we go back to our safe spot – servers, memory, bits and bytes
Intranet and CollaborationDon’t scope in Collaboration unless you are very sure you know what this means to your organizationCollaboration isn’t about rolling out team sites, it requires a far bigger understanding of what you are doing, how you are doing it…Cheap and EasyUltimate double edged swordThe power of sharepoint is in its breadth as opposed to depth so be carefulBoiling the oceanDoing everything because you can isn’t the best wayIdentify those things that will provide you the most value and concentrate on them first
Sharepoint is unique in the complete destruction or joy it can bring to an organizationOffice/SAPTell your IT people that just because its made by MS doesn’t mean that its deployed in the same wayIT resonates with IT people because no one would this of deploying SAP by installing it, pressing next and saying we are good to go
There really is no secret to successful SharePoint intranets, no big ones anyway, its simply a lot of little things done right