SharePoint User Adoption

Transcription

1 SharePoint User Adoption The IT Manager s Guide to SharePoint User Adoption Microsoft Partner Gold Collaboration and Content Gold Application Development Silver Cloud Platform

2 Mention the word, SharePoint to a group of users and you re bound to get an array of scowls, smirks or smiles. Microsoft SharePoint is used by 75% of Fortune 500 companies. Considering approximately 200,000 organizations worldwide make up the SharePoint ecosystem, how can this platform inspire such a variety of reactions? We ve learned there are several issues that lead to declare a disaffirming view of SharePoint. This e-book provides information on how to help users overcome the obstacles and fully embrace this powerful platform. 2

3 Lack of clarity As with any project, the mission and measures for success should be defined first. Set realistic expectations. Inform end users as to what SharePoint can and can t do. Once you understand your organization s (and users ) unique requirements, seek out SharePoint experts to customize the platform. This action can save your business time and resources later, or even prevent redesigning the entire system. Lack of planning To optimize SharePoint s capacity, a great deal of planning is required upfront. SharePoint is a complex creature. How the platform is set up and deployed determines how useful (or frustrating) a user s experience will be. A well-designed taxonomy is essential as is a discussion about whether to migrate older information from legacy systems to the new one. According to AIIM s Impact of SharePoint 2016 Report, based on a survey of 274 AIIM members, 40% reported their SharePoint implementations were unsuccessful, with 67% blaming inadequate user training.* The version of the platform utilized also makes a difference. While SharePoint 2013 s development architecture nets an easier experience when creating and deploying applications, the 2016 version is designed to give users a far better experience. *Bob Larrivee (2016) The Impact of SharePoint 2016 (Executive Summary) via AIIM. Plan to use content clean-up and migration tools to fix existing data issues. Look to automated classification and tagging tools to keep metadata clean and taxonomies consistent. 3

4 Lack of user training Everyone adapts to new technologies at a different pace. Even if SharePoint is properly planned and optimized with end users in mind, training is needed to understand how to apply these tools. Users also need encouragement to change old habits and adjust to a new system. Unfortunately, after the technology is implemented, users aren t often provided with proper training or follow-up communication. Soon, they abandon their effort. Offering follow-up classes, tip sheets, quick videos or refresher courses can reinforce adoption. Whether users are new to SharePoint Enterprise Content Management (ECM) solutions or need a more focused, informative curriculum, third-party experts in this field can conduct training for your organization. There s more than meets the eye to accomplishing effective SharePoint user adoption within an organization. A robust system like SharePoint should be embraced by the entire business to improve content management and collaboration that benefits users. The next section addresses how to enable SharePoint adoption. Of the 2016 AIIM study participants, 64% reported that lack of support from senior management was the reason for failed deployments.* However, 58% of the AIIM study participants want to revitalize their SharePoint projects by ensuring that proper training is a priority. And 50% noted they plan to update their SharePoint government policies.* *Bob Larrivee (2016) The Impact of SharePoint 2016 (Executive Summary) via AIIM. 4

5 How to Secure Success Prepare your plan There s a great deal of information to collect and consider during this phase. Identify and enlist owners within the organization to create an adoption and roll-out plan including communication and training opportunities. These owners should reinforce leadership s support of SharePoint, identify then mitigate risks and encourage potential users to ask questions as well as share feedback. Pilot the program During the system s development, recruit a core group of users to serve as SharePoint beta testers. Work out as many bugs as possible before releasing to the rest of the organization. These early users can serve as evangelists and generate excitement for other intended users. Communicate and educate As the process unfolds, keep prospective users updated. Position the initiative from their perspective and convey the benefits. When expressing the why behind the change, frame the message in a positive manner. Explain how SharePoint s capabilities can make their jobs easier and more productive. Some users, especially those who aren t confident using new technologies, may be ambivalent to adopt. Anticipate their apprehension and use this time to address them. For example, if users worry they are expected to learn the platform quickly, they might feel overwhelmed with anxiety. Or, if users assume they have to figure out how to use the platform on their own, they will become frustrated when they cannot. 5

6 Provide training Training removes roadblocks to adoption by ensuring SharePoint users have the skills and abilities to perform their tasks within the new system. Adjust learning to effectively train both administrators and end users. Rather than explaining what assorted icons mean or different buttons do, align coaching within the context of the work on scenarios or use cases. Educate users on what they need without dispensing unnecessary details on each SharePoint feature. Lunch & Learns, or quick 30-min workshops, can accommodate staff depending on the way your organization and the effected department is arranged. Offer extra assistance for those in need or who have questions. Reinforce the positive Encourage users to explore SharePoint s capabilities and discover how the platform can be of help in completing their tasks. Supporting users in adopting this new behavior can guide them toward forming new habits for collaboration and ensure widespread adoption. Stay nimble Adjust your plan as users adopt SharePoint. If they express a need for greater search capabilities or request add-on technology to capture documents, don t be afraid to look to a third party to provide these tools. Stay connected Even after a successful SharePoint roll-out, continually stay in contact with users regarding issues and improvements. Ask questions. Follow up with any inquiries users ask. If changes are made based on their recommendations, communicate this. 6

7 As a platform, SharePoint can be molded and shaped into a robust and easy-to-use collaboration tool that can completely transform the way you work and do business. Built upon the Microsoft ecosystem, KnowledgeLake solutions enable organizations of any size to standardize on SharePoint or other ECM content platforms for building and deploying rich solutions that satisfy many diverse business workloads (document imaging, workflow, business process management, transactional content management, records management, web content management, collaboration, portals and more). Learn how we can support your organization in implementing and enriching SharePoint as a true ECM system and ensure user adoption. Call our friendly SharePoint experts at Investing in SharePoint as a platform with KnowledgeLake as our document management solution allowed us to further integrate other enterprise solutions. It enhanced productivity for our end users, and the cost was far more competitive than the alternatives. Jon Amundson Assistant City Manager of Richland, Washington