SharePoint Implementation & Adoption Challenges

Transcription

1 SharePoint Implementation & Adoption Challenges July Expressworks Change is inevitable. Results are intentional.

2 Overview SharePoint adoption is no different from any other initiative that requires a change in the way people do their work Success is often tied to leadership and sponsorship behaviors Leaders or sponsors need to promote, reinforce, recognize and reward the change They need to enable the development of organizational capability Sponsors must walk the talk 2

3 Reasons why SharePoint adoption slows, stalls or fails Executives are sold on the belief that SharePoint will solve their information management problems Information findability Governance Collaboration Leaders are not prepared for the ongoing investment required Information design and site administration competencies Vision and behavior reinforcement IT exerts too much or too little control over roll-out of the capabilities Too much control stifles innovation Too little control results in confusion and sprawl Many of these are people or process issues!

4 What people-related adoption or implementation challenges are you facing?

5 What can you do to achieve successful adoption?

6 Start with a Vision Ask Yourself How do you see your organization working differently 6 months, 1 year and 2 years from now? What s your roadmap to get there? What behaviors are currently being exhibited that lead to or could lead to slow adoption? How can those behaviors be discouraged and the right behaviors encouraged? How do you define adoption success? How will you measure success in the short term and long term? How will you recognize and reward success?

7 SharePoint Governance Model Recommended SharePoint Governance encompasses common and variable elements Highly Controlled and Standardized; One-Way Communication Strategy Templates Metadata Navigation Structure Permission Levels Content Highly Flexible, Personalized and Collaborative Corporate Portal Operating Company BUs, Regions, Divisions Functions, Departments Projects, Workspaces, Communities My Sites Common Elements Variable Elements IM Policies and SharePoint Best Practices

8 Organizational Capability Encompasses Multiple Types of User Groups General Users Power Users and Champions IT Support and Professionals What is your organizational capability plan for each of these groups? Organizational Capability isn t just training it also includes: Leadership Continual learning and innovation Process design Sponsors Roles and responsibilities Rewards and recognition

9 Identify Enablers and Barriers for Adoption What are the enablers? High degree of interest Previous SharePoint experience Strong sponsorship Existing processes and templates What are the barriers? Competing priorities Low capacity to meet demand People are used to ing attachments, working in network drives, not familiar with the benefits What can be done to encourage these enablers? What can be done to remove or reduce these barriers?

10 How will you measure SharePoint adoption success? What gets measured, gets done... Peter Drucker Management Consultant Measurement is the process of systematically identifying and monitoring the most effective measures for tracking implementation and progress towards desired business outcomes.

11 Sponsor Plan and Timeline Shaping Curve Needs to align with the overall SharePoint strategy Align Build Foundation Enhance Continually Refresh

12 Sponsor Behaviors that Make a SharePoint Adoption Successful Build organizational capability multiple ways, at all levels of the organization. You will need a core support organization as a starting point. But for the people who use it, SharePoint needs to be as intrinsic as and Office applications. Communicate your vision, set expectations and find ways to reinforce desired behaviors. Gain commitment across the organization. Ensure people are not only trained on the how-to s, but are encouraged to share, experiment and explore the use of the tool. Put the correct roles and responsibilities in place for SharePoint to succeed. This includes champions and power users within the business. Recognize that there is a difference between getting people to use SharePoint and getting people to adopt it. Collaboration is more about people than it is about tools and technology. Take an active role in defining your team s rules of engagement but ensure everyone is involved and feels ownership. Look through your team s site periodically and review work in progress. Give positive feedback on what people have started and how they could improve what they have done so far. Reward people for collaborative behaviors. Acknowledge it is going to require effort, and that change will be difficult at first. Perseverance will pay off in the end. Promote stories of success. Talk positively about SharePoint. Once you do all of the above repeat the process again. 12