Driving SharePoint adoption in Your organization

Transcription

1 Driving SharePoint adoption in Your organization Asif Rehmani 3/10/2015

2 Gold Sponsor Silver Sponsors

3 Agenda 2 minutes intro about me and our company Discussion on why we should care about Adoption Overview of current end user support challenges Strategies to overcome those challenges

4 About me - Asif Rehmani Trainer Founder and CEO VisualSP Chicago, USA Conference Speaker SharePoint MVP, MCT Trainer and Consultant asif@sharepointelearning.com Author

5 About our company - VisualSP Two Solutions Help System Training Center

6 VisualSP Help System In-context support through Help tab Help Tab List of in-context Help Items Help users when They need it most Help items for current page and context

7 VisualSP Training Center SharePoint topics covered End User InfoPath Workflows Project management Access and Access Services Business Connectivity Services Reporting SharePoint Site Administration SharePoint Designer Branding Metadata Management Records Management Search JavaScript customizations Hundreds of SharePoint video tutorials Fully narrated by SharePoint experts

8 Target audience for this session: Communications Specialist Intranet/Web Content Manager Portal Solutions Manager SharePoint Guy/Gal Session level: Overview

9 First question to ask: What can SharePoint do for You?

10 1. Make you look like a super hero 2. Progress your career 3. Help you get a job in any industry vertical you choose 1. Make you look completely foolish 2. Get you fired 3. Make you change your career and go to a different industry 10

11 A quick story about technology adoption The story of a beautiful looking Intranet that didn t help its users

12 Why is adoption of a technology by Information Workers so important!?

13 We built it, but not many came

14 Adoption of any new technology A new product has to offer a 9x improvement* over the existing solution in order to be easily adopted. *Source: Harvard Business School Publishing,

15 Poll: What SharePoint version are you on? (or navigating towards) Earlier DEVintersection. All rights reserved.

16 Is SharePoint up for the job?

17 What can SharePoint do? Collaboration Document management Internal Social Network Forms Process Automation (Workflows) Business Intelligence Reporting Search Metadata Management Super secret The next version will even make coffee! 17 DEVintersection. All rights reserved.

18 SharePoint Intranet Designs Source:

19 Best rated intranets of % of 2013 top 10 winners used SharePoint* * Nielsen Norman Group (expertise in user experience research) 19 DEVintersection. All rights reserved.

20 Looks like SharePoint is up for the job!

21 Now let s talk about the End User Who is an End User?

22 End Users according to webopedia "The final or ultimate user of a computer system. The end user is the individual who uses the product after it has been fully developed and marketed users who require a bug-free and finished product The term end user usually implies an individual with a relatively low level of computer expertise "

23 Current SharePoint end user support and software adoption challenges

24 SharePoint support person point of view 1. Users ask the same question again and again 2. I don t have enough hours in the day to support SharePoint users and do my real job 3. SharePoint is one of the many systems I support 4. People keep going back to the old way of doing things and not using and adopting our Awesome Intranet the right way

25 Coming up: The quick solution to End User Adoption

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27 End User point of view 1. I like the way we are currently doing things. Why change it? 2. I don t want to learn a new technology/software What they are Really saying is: WIIFM - What s In It For Me?

28 The first phone that felt smart

29 Remember the magic created with this device? How did it happen?

30 How can we create our own magic? Proven strategies from the field

31 Components of SharePoint Adoption 1.Get an Executive sponsor 2.End User Training and Support 3.Empowering the Help Desk 4.Building no-code solutions and creating no-code developers inhouse 5.Keep things Fresh!

32 Executive Sponsorship

33 Follow the leader Top down support is a Must! (otherwise, you might as well call it quits now) Employees model the behavior of the leader

34 What can an Executive do to show his/her support for SharePoint initiatives?

35 Executive Support in Action Public proclamation of support and vision for SharePoint based initiatives At least one executive should have an internal active blog Jeff Immelt CEO GE Have executives refuse to accept s with too many attachments, large attachments or messages to too many people Have CXO answer one submitted question a week on the front page of portal

36 End User Training and Support If you build it, they will come is sadly not true for SharePoint

37 Empathy for end users is the key! What s in it for them? Why should they care? Understand before being understood Seemingly simple things to You might not be as simple to Them

38 What users experience when they come across something they don t understand in SharePoint Example A user sees that a document is checked out in a document library. This person wanted to edit this document. Steps they take: 1) Look around on the page for any info on what that means and what they can do 2) Ask someone nearby 3) Google/Bing it 4) or call help desk 5) Give up (ask someone else to do it)

39 Sequence of 'training' end users 1. Communicate business goals weeks or months in advance of a new initiative 2. Clarify how the changes apply to their role 3. Train on software/technology (this usually comes first unfortunately)

40 Cost of training users the traditional way Approx. $115 / user (not counting the time off from work) for an average 2 day training Size of Organization 500 $57,500 1,000 $115,000 2,000 $230,000 5,000 $575,000 10,000 $1,150,000 Total cost of 2 day training for end users

41 A Bold statement coming up After two days of training, people remember 10% of what they read 20% of what they hear 30% of what they see Copyright 1999 Open-Book Management Inc. A thorough end users Training on SharePoint is a waste of time - Theirs and Yours Instead Provide kick off/intro training, then frequent awareness sessions in form of lunch and learns Provide on-demand quick help - tip sheets, video tutorials and reference documents when users need them Provide a reference Knowledge Portal online or on-premises

42 Implement Quick Wins

43 Identify true pain points and focus in on them sounds easy, right..? Not so fast

44 Build Powerful and easy to maintain solutions

45 Questions to ask yourself Correct questions What do our users need? What does our business need? What s the return on investment long term for those solutions? Whose going to maintain Incorrect questions What can SharePoint do? How much is the initial cost of the solution? 46

46 What can SharePoint do for your business? Human resource on-boarding process Vacation scheduling system Vendor management portal Employee training scheduling and materials Business performance reporting Company knowledge base Help desk portal Inventory tracking

47 Build no-code solutions

48 Why go no-code? Possibilities of what you can do are Enormous! Quick learning curve Easier ongoing management of solution Delegate responsibility easily

49 SharePoint Designer 2010 Manipulating Data and List Views 50 DEVintersection. All rights reserved.

50 SharePoint Designer 2013 Workflows Automate business processes

51 Powerful No-Code Apps Access apps for easy development

52 Self Service Powerful Search Empower users to discover information

53 Powerful no-code forms InfoPath based web forms

54 Dynamic Dashboards PowerView to visualize data

55 More Dashboards PerformancePoint Dashboard Designer 56 DEVintersection. All rights reserved.

56 And more Dashboards SQL Server PowerPivot 57 DEVintersection. All rights reserved.

57 Project Management Utilize Project Server to manage projects

58 Use Geolocation column for live mapping Show maps directly within lists and libraries

59 How do I practice my ideas and concepts? Watch free sample videos at: Get a 30 day trial of Office

60 Empowering the Help Desk

61 Technology Help Desk Big companies: an internal Help Desk is responsible to deal with All end user technical issues Small to Medium size companies: sometimes the Help Desk is outsourced Small companies: It s Joe or Sarah who is The Help Desk Are you Joe or Sarah in your company?

62 Help Desk resource need 1 full time support person every 5,000 people assuming they generate about 25 to 30 problem tickets per week

63 Providing Help to the Help Desk Formal training on SharePoint at the Power User level browser and no-code Ability to tap into available knowledge base as needed Wiki pages and documentation Video tutorials Established connections with department/team evangelists Online resources Remote consultation with SharePoint experts

64 Keeping it Fresh!

65 Sense of Accountability SharePoint doesn t drive culture change, People do! Empower them! Place owner info on every page provides accountability creates End Users 'comfort' - someone is out there who can help

66 Food related events SharePointOberfest (Oktoberfest) CollaBOOration (Halloween) SharePointgiving (Thanksgiving) 30 for 30 give us 30 mins and we ll teach you 30 things (Lunch & Learn)

67 Mini launch and re-launch events Currently our Intranet is like But a new one is on the horizon!

68 Useful Widgets on home page Weather Traffic Thought of the day

69 Call to Action Make sure to have Executive sponsorship first! Thank You! Focus on what your business needs are and not what SharePoint can do Plan to support your end users and help desk Practice building no-code solutions in a sandbox/play environment Always keep things asif@sharepointelearning.com SharePoint-Videos.com

70 Session Evaluations Go to Evaluations on the home page of Please fill out evaluations for all the sessions you attend Following the conference, a random drawing from all completed evaluations will be selected. The winner will receive a $250 Future Shop gift card, valid online or in store