© EXPRESSWORKS SharePoint Implementation & Adoption Challenges Laura Calaway

© EXPRESSWORKS 2015 About Me

© EXPRESSWORKS Overview SharePoint adoption is no different from any other initiative that requires a change in the way people do their work Success is tied to leadership and sponsorship behaviors Leaders and influencers need to promote, reinforce, recognize and reward the change Development of people organizational capability is as important as that of technical capability

© EXPRESSWORKS SharePoint adoption slows, stalls or fails because… 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”

© EXPRESSWORKS What people-related adoption challenges are you facing? What opportunities might you have? ChallengesOpportunities

© EXPRESSWORKS What can you do to achieve successful adoption?

© EXPRESSWORKS Sponsor Behaviors that Make a SharePoint Adoption Successful Communicate your vision, set expectations, and reinforce desired behaviors Provide resources (people, funding, access, etc.) to realistically achieve the vision Build organizational capability at all levels of the organization Formalize roles and responsibilities, including Champions and Power Users Develop rules of engagement Encourage others to share, experiment and explore the tool Promote success stories

© EXPRESSWORKS Change Management is More Than Fluff… It Delivers Measurable Results I lucked out on my first experience with SharePoint to work with a site that transformed our team into a well-oiled machine.” “It wasn’t that we didn’t want to collaborate, but it was too much effort with the variety of standards we had. We went from fragmented work stream sites, to an integrated site collection with visibility across the program.”

© EXPRESSWORKS Thank You! Laura Calaway (916) Liz Jagla (408) Janet Ford (214)

© EXPRESSWORKS Thank You! Laura Calaway (916) Liz Jagla (408) Janet Ford (214)

© EXPRESSWORKS SharePoint Adoption Toolkit

© EXPRESSWORKS Start With a Vision 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 current behaviors might improve – or hinder – adoption? How do you define, measure and reward adoption success?

© EXPRESSWORKS 2015 Governance Model Governance encompasses common and variable elements Highly Controlled and Standardized; One-Way Communication Highly Flexible, Personalized and Collaborative Strategy Templates Metadata Navigation Structure Permission Levels Content Common Elements Variable Elements Corporate Branding Enterprise Information Architecture IM Policies and SharePoint Best Practices

© EXPRESSWORKS Organizational Capability Model 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 –Roles and responsibilities –Rewards and recognition General Users Power Users and Champions IT Support and Professionals Sponsors

© EXPRESSWORKS Identify Enablers and Barriers for Adoption 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 are the enablers?  High degree of interest  Previous SharePoint experience  Strong sponsorship  Existing processes and templates How can we remove or reduce these barriers?  Re-examine priorities; set realistic expectations  Reinforce expected behaviors How can we encourage these enablers?  Focus early efforts on those with experience  Implement campaign to market successful templates

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

© EXPRESSWORKS 2015 Sponsor Plan and Timeline – Shaping Curve Enhance (Years 2-4) Highlight one new capability / month Establish embedded SharePoint leadership roles Build Foundation (Year 1) Focus on library management, meeting management, and lists Highlight “best use” sites “Ask Me” table in cafeteria Identify SharePoint “power users” and host monthly knowledge sharing events Align (Months 1-3) Sponsor engagement Key stakeholder roundtables Webinars Demos Continually Refresh (ongoing) Internal SharePoint Help Desk Ongoing capability reviews Partnership with key players