1. www.gravityunion.com ECM Consulting SharePoint | Collabware | Office 365

2. Top 10 things to drive adoption in large scale SharePoint ECM projects

3. About me Michael Schweitzer Principal Consultant and Founder of Gravity Union Collabware MVP

4. ECM is hard!

10. Things are worse in Calgary!  Less public scrutiny (direct accountability) Unlimited funds (well.. a couple of years ago) Companies have multiple platforms (through acquisition and divestiture) Highly regulated (indirect accountability)

11. Adoption is the problem

12. Programs that succeed are the ones that build good relationships with the business, take the time to understand the value chain and then build applications that the business perceives as valuable. Lane Severson (CMS Wire)

13. Systems are born on a scale Most Everyone ElseSharePoint Compliance Collaboration 3 rd party add-ons Modules

16. It must be awkward for Microsoft, having a product out there that people use too much and too often; Scott Robinson (Tech Republic)

17. After technology, It’s all about change management Adoption is the ECM program killer Everything needs to support change including Migration Security Information architecture Applied records management Governance

18. The Elephant, the rider and the path

19. The rider The logical side of us Little control over the elephant Knowledge doesn’t cause change If not sure where we’re headed will go in circles Needs A single, clear path To know exactly where we’re headed - including when, where, how, along with guidelines, strategies and tactics to get there.

20. The elephant The emotional side of us Can easily override the rider Gets spooked easily Needs Motivation (not graphs and charts) The path of least resistance (self control is an exhaustible)

21. The path The destination and direction of how to get to our goals What looks like a people problem is often a situation problem Should motivate both the rider and the elephant Should be the path of least resistance

22. Direct the rider, motivate the elephant and shape the path

23. Top 10

24. 10. Clear vision An clear understanding of what the organization is trying to accomplish Often multiple paths are made available (confusing) Need to create a vision for the all up program and for each function or department Allows us to make decisions and set up the solution to support our needs now and in the future Keeps infighting to a minimum

25. Big bang projects end up in the failure bucket 99% of the time -Lane Severson (CMS Wire)

26. 9. Strategic Roadmap A thoughtful and deliberate way to roll out ECM to an organization (department by department, function by function, process by process) From least to most risky (complexity, capability, willingness) Snowball effect on organization motivation Successful Change is contagious and influential Early successes are important for organizational buy-in, continued executive support and building team confidence

27. 8. Governance Knowing roles and responsibilities is critical Biggest issue is when RM, IT and the Business try to drive all aspects Guidelines, policies and procedures to shape the path and direct the rider Lack of guidance spooks the elephant

28. 7. Responsive support Users need quick changes to continue adoption Users need help in a timely fashion to minimize use of self control Shouldn’t take weeks or months for sites, content types etc, access. Should take minute or hours Automate where possible All of this is especially important when first rolling out Create a governance model that takes this into account

29. Programs that succeed are the ones that build good relationships with the business, take the time to understand the value chain and then build applications that the business perceives as valuable. Lane Severson (CMS Wire)

30. 6. Focus on Business Value Records management systems typically fail Business solutions drive adoption and therefore compliance Ensure that the current group is getting several improvements in processes Automate compliance aspects (categorization, declaration)

31. 5. Manual Migration A mix of manual and automated brings best overall results Ensures that end users know where all their content is going Reinforces training (1000’s of documents!) Allows for real time, iterative feedback (migration parties!)

32. 4. User Control Users should have a say in the final solution A system for the people by the people Should be communicated to end user groups Becomes their “baby” and have a vested interest in success

33. 3. Active Support Actively follow up with end users (phone, “drive byes”) Items uncovered with passive support Items uncovered with active support

34. 2. Iterative Development You won’t get it right the first time You’re never done Communicate this as promise to end users to alleviate fears (not until you’re happy!) Change Time

35. 1. Small Batches Lots of evidence that small batches works better (Lean Start up, Agile Software Development, The Toyota Way) Don’t build out and entire departmental site and then go-live – do small mini projects (invoices then contracts) taking each to production Able to solve problems sooner Less overhead to fixing problems Users start using the system earlier – deriving value Makes subsequent solutioning easier Go from easiest to hardest (snowball effect)

36. Effect of small batches on change Small Batches Change for Entire Department at once

37. Further reading

39. 39 | SharePoint Saturday Calgary – 23 APR 2016 Sponsors CalSPOUG

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41. 41 | SharePoint Saturday Calgary – 23 APR 2016 Housekeeping

42. www.gravityunion.com ECM Consulting SharePoint | Collabware | Office 365