SharePoint Tips (Of The Iceberg) Strategic Best Practices Points To Ponder
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Best-practice perspectives on the SharePoint phenomenon ... presented for IFO via Webinar, August 2011
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SharePoint Tips (Of The Iceberg) Strategic Best Practices Points To Ponder
- 1. Connected at last. SharePoint Tips (of the Iceberg): Strategic Best-Practices Points to Ponder Presented by: Steve Weissman Executive Director Holly Group 617-383-4655
- 2. About Your Instructor Connected at last. • Steve Weissman – User Adviser, Strategy Consultant & Industry Analyst – Expert in Best Practices for Solution Acquisition & Adoption – Certified Instructor, ECM & BPM – Executive Director, Holly Group • Strategy consulting, change management, and software industry analysis to help people work better and work better together
- 3. SharePoint is Taking Off Connected at last. • Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research – A big number even before SharePoint 2010 came out
- 4. SharePoint is Taking Off Connected at last. • Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research • Deployments of the SharePoint platform have increased by 500% over the course of just six months – Global 360 – A likely-inflated vendor figure, presumably calculated immediately following the release of SharePoint 2010
- 5. SharePoint is Taking Off Connected at last. • Sales in 2008 reached $1.3 billion and were growing at about 25% annually – Forrester Research • Deployments of the SharePoint platform have increased by 500% over the course of just six months – Global 360 • Microsoft has been adding 20,000 SharePoint users per day, every day for the last five years – So says Jared Spataro, Director of SharePoint product management, on ZDnet, March 24, 2011
- 6. Q&A Connected at last. • What’s your level of SharePoint involvement? – Already deployed it – Have developed a plan to deploy it – Still considering whether to deploy it Poll Question – Still just learning about it
- 7. It’s No Magic Bullet … Connected at last. • Add-Ons Are Key – 55% of surveyed organizations plan to install for workflow/BPM; 40% to add security, classification, records management, and archive; 30% to add back-up, storage, and emails Source: AIIM International, Using SharePoint for ECM, Spring 2011
- 8. It’s No Magic Bullet … Connected at last. • Add-Ons Are Key • Not All Implementations Are Successful – 40% of the organizations that stopped using SharePoint did so for reasons of security/control Source: AIIM International, Using SharePoint for ECM, Spring 2011
- 9. It’s No Magic Bullet … Connected at last. • Add-Ons Are Key • Not All Implementations Are Successful • Not All Implementations Are Visible – 40% of surveyed organizations did not know the size of their SharePoint deployment Source: AIIM International, Using SharePoint for ECM, Spring 2011
- 10. But It’s Here to Stay Connected at last. • It’s from Microsoft – Infrastructure vendor of choice for many organizations, and plenty-deep pockets to ensure it sticks • It works – As with Windows and CRM, the third version’s the charm! (and now it’s in v4) • It does many things – Supports business intelligence, collaboration, portals, search, content management, forms, etc.
- 11. If It’s Not One Thing, It’s Another Connected at last. “We continue to see SharePoint as the ultimate Swiss army knife.” – Jeff Teper Corporate VP for SharePoint Microsoft Corp.
- 12. If It’s Not One Thing, It’s Another Connected at last. “We continue to see SharePoint as the ultimate Swiss army knife.” – Jeff Teper Corporate VP for SharePoint Microsoft Corp. But is it Too Many Things to Too Many People?
- 13. Q&A Connected at last. • What are you looking for SharePoint to do? – Collaboration – Portals – Search Poll Question – Content management – Business forms – Business intelligence – Other (please specify)
- 14. The Really Big Questions Connected at last. • Is SharePoint Really Free? – Well … • SharePoint Foundation 2010 is a free download, but companies using it must be properly licensed for Microsoft SharePoint Server (and SQL Server, and Windows Server, etc.) • Common need for add-ons boosts costs for licenses, maintenance, support, staff time, etc.
- 15. The Really Big Questions Connected at last. • Is SharePoint as Simple as It’s Made Out to Be? – Well … • It’s simple enough that even a line-of-business manager can do it! • BUT
- 16. The Really Big Questions Connected at last. • Is SharePoint as Simple as It’s Made Out to Be? – Well … • It’s simple enough that even a line-of-business manager can do it! • BUT – It often leads to uncontrolled mini-infrastructures • “SharePoint sprawl” – 2010 AIIM survey found 25% of respondents reported this as a major issue
- 17. Looking for Governance (in all the wrong places) Connected at last. • Tag! You’re (Not) It – 2011 AIIM survey said 43% of respondents cite metadata, classifications, taxonomy as their biggest ongoing issues • Considered to be increasing compliance risks in 10% of SharePoint sites • Only 11% of respondents have legal discovery policies for SharePoint
- 18. Looking for Governance (in all the wrong places) Connected at last. • Tag! You’re (Not) It – 2011 AIIM survey said 43% of respondents cite metadata, classifications, taxonomy as their biggest ongoing issues • Considered to be increasing compliance risks in 10% of SharePoint sites • Only 11% of respondents have legal discovery policies for SharePoint – IT managers, senior executives, and litigation judges absolutely hate this! • Flies in the face of intensifying scrutiny regarding data protection, privacy, fiscal accountability
- 19. Sounds Good on (Brochure) Paper Connected at last. • Take My Forms (Please!) – Redmond’s Top Three Things to like about InfoPath • Quickly and efficiently create forms and minimize training time • Easily create sophisticated forms without writing code • Give participants the ability to fill out forms online or offline
- 20. But Not All That Glitters is Gold Connected at last. • True statements – but with a catch – Enjoy more powerful Web browser forms • Improved parity between InfoPath client and SharePoint Server forms does not equal more power; merely fixes an old problem – Enhance forms with code • Tacit acknowledgment that simpler forms are InfoPath’s strength
- 21. The Two Hidden Jewels Connected at last. • Embed forms in Web Parts – And make them integral components of SharePoint applications
- 22. The Two Hidden Jewels Connected at last. • Embed forms in Web Parts – And make them integral components of SharePoint applications • Connect forms with line-of-business information and REST Web Services – No. 9 on Redmond’s list but No. 1 in terms of organizational value
- 23. The Two Hidden Jewels Connected at last. • Embed forms in Web Parts – And make them integral components of SharePoint applications • Connect forms with line-of-business information and REST Web Services – No. 9 on Redmond’s list but No. 1 in terms of organizational value Interoperability, forms be thy name!
- 24. Q&A Connected at last. • What are you looking for SharePoint to interoperate with? – Finance – Human Resources – Facilities Management Poll Question – Inventory – Other (please specify)
- 25. Keys to the Value Kingdom Connected at last. • Not Just Working Better, But Working Better Together – Systems as well as people – Fundamental to deriving value • There’s More to Value Than Raw Economics – Includes process change and collaboration too – Exclusive methodology since 1998
- 26. Introducing MaxTV® Connected at last. • Philosophy in Two Parts – The Triad … supporting the business case – The Quadruple Helix … supporting the technology decision © Holly Group All Rights Reserved.
- 27. The MaxTV® Triad Connected at last. • Economics – Return on Investment • Generally focused on a single point in time (i.e., payback) – Total Cost of Ownership • “Total” suggests that spending eventually ends
- 28. The MaxTV® Triad Connected at last. • Economics • Process Change – Greater efficiency, effectiveness • Boosts employee and customer satisfaction – Opportunities to realize non-obvious savings • e.g., improved employee retention, early payment discounts
- 29. The MaxTV® Triad Connected at last. • Economics • Process Change • Collaboration – Less duplication of effort • Saves time, frustration – Better quality • Facilitates review, validation, correction • Reduces risk
- 30. The MaxTV® Triad Connected at last. • Economics • Process Change • Collaboration All three elements must be minded and measured over time in order to maximize value!
- 31. The MaxTV® Triad Connected at last. • Economics • Process Change • Collaboration All three elements must be minded and measured over time in order to maximize value! … as must the supporting technology
- 32. The MaxTV® Quadruple Helix Connected at last. Data • Four interconnected strands to be managed and optimized Context Format Medium © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
- 33. The MaxTV® Quadruple Helix Connected at last. Data • Missing or poor data? No utility © Holly Group All Rights Reserved.
- 34. The MaxTV® Quadruple Helix Connected at last. Data • Missing or poor data? No utility Context • Missing or wrong context? Not governable © Holly Group All Rights Reserved.
- 35. The MaxTV® Quadruple Helix Connected at last. Data • Missing or poor data? No utility Context • Missing or wrong context? Format Not governable • Mismatched formats? Not interoperable © Holly Group All Rights Reserved.
- 36. The MaxTV® Quadruple Helix Connected at last. Data • Missing or poor data? No utility Context • Missing or wrong context? Format Not governable Medium • Mismatched formats? Not interoperable • Improper medium? Not connectable © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
- 37. The MaxTV® Quadruple Helix Connected at last. Data • Decisions regarding one strand affect all the others Context Format Medium © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
- 38. The MaxTV® Quadruple Helix Connected at last. Data • Decisions regarding one strand affect all the others. Context Format Medium All four strands thus must be continually well orchestrated in order to maximize value! © Holly Group All Rights Reserved. © Holly Group All Rights Reserved.
- 39. Why Value Isn’t Maximized Connected at last. • Economics • Process Change • Collaboration Central to justification discussions but irrelevant to implementation success Irrelevant to justification discussions but central to implementation success
- 40. What Does This Have to Do With SharePoint? Connected at last. • Everything!
- 41. Why Value Isn’t Maximized Connected at last. Data • Missing or poor data will doom SharePoint – as anything – to Context failure Format • Implementation “beyond the bounds” means organizational Medium control cannot be exerted • Giving interoperability short shrift means format and medium will be © Holly Group mismatched, and systems All Rights Reserved. will not communicate
- 42. Why Value Isn’t Maximized Connected at last. • Missing or poor data will doom SharePoint – as anything – to failure • Implementation “beyond the bounds” means organizational control cannot be exerted These issues – and more – are largely avoidable with proper planning up front! • Giving interoperability short shrift means format and medium will be mismatched, and systems will not communicate
- 43. Why Value Isn’t Maximized Connected at last. • Missing or poor data will doom SharePoint – as anything – to failure • Implementation “beyond the bounds” means organizational control cannot be exerted These issues – and more – are largely avoidable with proper planning up front! But the work is hard, and often unappreciated, so it too often is left undone. • Giving interoperability short shrift means format and medium will be mismatched, and systems will not communicate
- 44. So: Don’t Leave the Work Undone! Connected at last. • Plan Ahead – Which application(s) in what order – Involve IT and lines of business – Remember governance and value • Leverage Sweet Spots Now; Seek 3rd-Party Solutions Later – Research the alternatives – Do it yourself or enlist outside help – Shameless plug: my AIIM White Paper • Looking Beyond SharePoint: Selection Considerations for ECM Systems
- 45. Thank You! Connected at last. • Please contact me for any questions, comments, or additional information Steve Weissman, Executive Director sweissman@hollygroup.com 617-383-4655 Twitter: steveweissman LinkedIn: in/steveweissman Fresh observations and opinions only on Weissman’s World! Visit blog.hollygroup.com