Adopting SharePoint online or on premise - sps toronto

Bruce Tuncertan
Sierra Systems Group Inc.
July 12, 2014

Connect. Collaborate. Share.
Toronto SharePoint Users Group
http://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Group
http://www.meetup.com/TSPBUG/
SharePoint Saturday Toronto
http://spbuzz.it/spstoyam

 Drake and Firkin aka “The Drake”
 6982 Financial Drive, Unit B101

 Xbox One with Kinect
 Your favorite SharePoint books
 Training vouchers
 Office 365 Swag
(tweet #ShareSelfie #spstoronto to win)
 Vendor gifts and raffle

/in/tuncertan
@tuncertan
Bruce Tuncertan
Principal, Solution Architect – SharePoint at Sierra Systems
Introduction
BruceTuncertan@SierraSystems.com
sharepointtidbits.blogspot.com
 Solution Architect specialized in Microsoft technologies specifically SharePoint.
 Possesses 25 year experience in the Information Technology and working with
SharePoint since 2006.
 Architected many solutions for public and private clients sized from SMEs to large
enterprises.
 Carries MCITP, MCTS certifications for SharePoint 2003, 2007 and 2010 as well as
MCITP certification for Microsoft Dynamics CRM.

What is User Adoption
SharePoint World - Online & On premise
Strategy
User Experience
Personalization
Proactive Work Experience
Change Management
Social
Education
7
Agenda

• A McKinsey Study examined 40 projects and reviewed the
Organizational Change Management (OCM) effect on their Return on
Investment (ROI).
• ROI was 35% when there was poor or no OCM in place
• ROI was 143% when there was an excellent OCM program part of the project
• As a best practice at Sierra Systems we try to follow:
 one foot in today’s reality
 the other in tomorrow’s art of the possible
• Biggest issue in todays reality is user adoption
• Gartner is branding 2016 as the “Year of the Cloud”
 Tipping point - more IT in the cloud than on premise
• The Best IT Systems are the ones that get used
The Best Systems are Those That Get Used

“Not your father’s document management tool”
SharePoint World – Online & On premise
Sites
• Intranet
• Extranet
• Internet
Enterprise Content
Management
• CM
• DM
• RM
Collaboration
• Yammer
• Lync
• OneDrive
Business Process
Automation
• Workflows
LOB System
Integration
Custom Solutions Business Intelligence Development Platform

SharePoint initiatives mostly driven and owned by IT
Business not sure where, when & how to use it
Why is our request taking this long?
IT: Overwhelmed with requests
Many ‘one off’ solutions and sites
Difficult to find information, confusing navigation
Training & change management limited
Lack of clear guidelines & policies
Key Issues Impacting SharePoint User Adoption

• User Adoption is the perceived usability of a product or
solution after it is developed or built.
• It is judged by the number of active end users or consumers
of the solution or product.
• Most of the time it is a soft area to
quantify however in some cases it is
measurable via set of assessable
metrics tied to Return on
Investment (ROI)
What is User Adoption? - Is it a “Secret Recipe”?

User Adoption is like making a soup

• Strategy
• UX Design
• Personalization
• Proactive Work Experience
• OCM (Organizational Change Management)
• Social
• Education
What are the ingredients of User Adoption?
SUPPOSE Methodology

Health Check
Roadmap
Governance
Executive Support
Champions
Strategy, User Experience, Personalization, Proactive Work Experience, OCM, Social, Education

Current state of existing SharePoint solution
Functionality
Physical Architecture
Logical Architecture
Scalability
User adoption
Health Check,Roadmap, Governance, Executive Support, Champions

Forward looking vision with an actionable
implementation plan
Business, budget, technical, political, user adoption
Phased implementation to allow for
cultural change
Health Check, Roadmap, Governance, Executive Support, Champions

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
Business
Requirements Doc Sharing Contract Mgmt. Training Project Mgmt. Reporting
Functionality Portal
Intranet
Collaboration
Contract Workflow
Extranet
Collaboration
Knowledge
Base
Collaboration
Projects Workflow
Collaboration
Business
Intelligence
LOB
Integration
Architecture 2 Web servers
1 DB Server
1 App server
1 UAG server
1 App server 1 DB Server
User Deployment
HR/All Depts.
250
Legal
Procurement
175
Operations
350
Engineering
150
Finance
175
Business
Transformation
Governance
Change Management
Health Check, Roadmap, Governance, Executive Support, Champions
Phased Implementation Plan

Content Management
Branding
Security
Search
Training
Customization
Operations
Support
Health Check, Roadmap, Governance, Champions, Executive Support

Governance Teams
 Executive Stakeholders
 Business Division Leaders
 User representatives / Champions
 Information Management Rep
 Compliance Stakeholders
 IT stakeholders

User Representatives
Understands SharePoint at high level
Available to assist with:
Major functional changes
Business logic
Security
Site creation
Go-to people for SharePoint
Get them involve as early as possible

One of the Top Reason why SharePoint projects fail
Obtaining Executive Support will:
Foster SharePoint adoption
Ease training strategy
Ensures management to understand
basics of the SharePoint
Mean that your company sees actual
value of SharePoint

User Study
Content Strategy
Information Architecture
Interactive Design
Visual Design
Usability Evaluation
user
experience

“User Experience (UX) is how
a person feels about using
a product, system or service.”
– Wikipedia
Design Experience
What is it?

Good UX Design?
Invisible
What is it?

Bad UX Design?
What is it?

What is it?

Asking front line users “What they want”
Understanding the people who use a product
or system through observation
People’s expectations
Organizational Goals
User Study, Content Strategy, Information Architecture, Interactive Design, Visual Design, Usability Evaluation

Identifying important content and how to keep it
current and relevant
Planning for the creation, delivery, and governance of
useful, usable content
Content editing workflow
Templates
Content priority
Content audit
Analytics

Ensuring information is easily findable by users
Identifying and organizing information within a
product or system in a purposeful and meaningful
way
Site structure
Navigation
Search
Content type identification

Ensuring user interaction is efficient and rewarding
Designing the interactive behaviours of a product
or system with a specific focus on their use
Use Cases
Wireframes
Prototypes

Ensuring the site is visually appealing and uses
current best practices
Designing the visual qualities of a system in an
aesthetically pleasing way
Keeping it within corporate identity
Or not?

Making sure that the journey through your site is
easy and trouble-free for all target users
Does the software follow the Usability Principles?
Responsive
Obvious
Consistent
Efficient
Robust

In the Cloud
Cloud? On-Premise? You should still do User Experience

Create functional navigation not structural.
At minimum do Information Architecture.
Card Sorting is a great starting point for
navigation.
Try to use online tools such as
Optimalworkshop.com for Card Sorting and
Usability Testing.
Keep multiple devices in mind. (Responsive
Design)
Best Practices

Audience Targeting
Filtered Views
My Sites
Gamification

Display content relevant to user
List items
Library items
Navigation
Use target audiences by:
SharePoint Groups
Distribution Lists
Security Groups
Global Audiences
Audience Targeting, Filtered Views, My Sites, Gamification

Filter your views based on:
User
Date/Time
Content
Make data more meaningful

Encourage users to use their My Sites
People, Expertise search
Store “My Documents”
Content Aggregation (My Tasks)
Activity Feeds
Experiment SharePoint features
One Drive for Business
1 TB Online Storage for each user !!!

No need to invest $$$
 Unless you want to create the new SharePoint game
Mostly simple stuff
Rewarding mechanism
Feedback systems
Badges on Learning Sites
Small contests
 Most up-to-date personal profile
 Most active user (creating content, commenting, tagging, rating)
 Monthly Challenges to collect feedback

What is available:
Detailed presentation about SharePoint Gamification by
Jussi Mori: http://www.sharepointeurope.com/conferences/session/324/raising-enduser-
productivity-with-social-enterprise-and-gamification-in-sharepoint
Badgeville: http://badgeville.com/products/integration-catalog/badgeville-for-sharepoint
uBoost: http://www.uboost.com/web-services-api/welcome

Business Process Automation
Workflows
Email Notification
Scheduled Reminders
Alerts
Strategy, User Experience, Personalization, Proactive Work Experience,OCM, Social, Education

Cut down tasks:
Manual
Tedious
Time-consuming
Improve Collaboration
Co-authoring
Lync Integration
Break-down Information Silos
Automate your SharePoint to do more…
Business Process Automation, Workflows, Email Notifications

Approvals
Feedbacks
Think outside the box
Should be easy for users
Lazy Approvals
Does your workflow reach to cloud?

Keep your users in the loop
Let them feel more engaged
Use:
Alerts
Scheduled Reminders
Automate your SharePoint to do more…

Organizational Change Management
“…Employees are saying that, more than ever, they are
reaching their limit in their ability to handle all the
organizational change pushed at them”
(Thinking About Change, Trends in Change Management)
“…The cumulative effect of continual and overlapping
change has left staff increasingly stressed, burned out, and
overwhelmed. This will negatively impact not only staff
engagement and retention but also organizational success”
(John Workman, HR Investment Center)

Organizational Change Management
Your users are dealing with Constant Change
Change – One after another
Users are
feeling fatigued
more resistant
Carefully plan your change
Results
Users buy-in
Increase ROI
Adoption

The ROI delivered rarely equals the ROI that is
expected
The more that people are affected by a change,
the less certain is the ROI
There are three 'human factors' that cause
variation in ROI:
Speed of adoption
Ultimate utilization
Proficiency
Achieving ROI on Your SharePoint OCM

Change Management & ROI
 Companies with poor change management capabilities have lowest
returns on investment
Companies with
strong change
management
programs realized
biggest returns
Worst Best
Low
High
LEVEL OF CHANGE MANAGEMENT EFFECTIVENESS
PERCENTOFVALUECAPTURED

Do not let your rollout be a one-time event
Create a sustainable solution
Use a variety of communication and training methods
Solicit their input
Provide lots of support and encouragement
Employ OCM on your first rollout – don’t wait
Adoption still not happening
Look for FAIL points
Keep it simple!
Keys to Success

 Social technologies yield a 30% improvement in bringing a product or
service to market.
- Mackenzie Institute
 Companies with socially engaged employees see:
 18% higher productivity
 51% lower turnover
 40% of people socialize more on-line than they do face-to-face
 Social is everywhere
 No training required
 People love to use Social tools
 Tagging, Ratings, Likes
 Use Yammer

Yammer
Yammer by numbers:
85% of Fortune 500
8 Million Users
55% increase in one year
Features
Interact with mobile & email
Collaborative intercompany
networks
On the cloud
Part of SharePoint Online / Office365
Single Sign-on

Yammer
Was there an “User Adoption” program to
teach users how to use:
Facebook
LinkedIn
Yammer provides almost
immediate usability for users
Yammer looks like Facebook

Facebook vs. Yammer

We use SharePoint because
we know SharePoint
 Let your users know what is available for them?
 High-level awareness, SharePoint overview, SharePoint 101
 Self paced online training
 Internal How To’s or short videos to demonstrate main SharePoint functionalities.
 SharePointVideos.com
 Lynda.com
 On the spot contextual help, Instructions
 User needs help starting a workflow
 Create a site or library for online help - Knowledgebase
 Recurring training events
 Weekly / Monthly Lunch & Learns
 Just-in-time help
 Get your champions to help your users when
they need
 Create “Ask the expert” discussion form
Training

You don’t have to spend $$$ for user
adoption
You don’t have to change the SharePoint
You should provide your users a software
platform they:
 inherently understand
 simple to use
SharePoint On premise adoption
strategies mostly applies to SharePoint
Online
Cloud Specific Considerations:
 Performance - Bandwidth
 Availability - Uptime
 Online vs On premise feature gap
58
Summary

Adopting SharePoint online or on premise - sps toronto

Adopting SharePoint online or on premise - sps toronto

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