November 2014 MNSPUG - SharePoint User Adoption
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SharePoint User Adoption is one of the hottest topics in the community. Being able to engage the employees within your organization to adopt a platform like SharePoint continues to be something that eludes some organizations. This month we’ll be focusing on specific techniques for driving user adoption and end-user engagement. Sarah Haase will share her company’s unique strategies for driving engagement, including a new concept called the SharePoint Hack-a-thon. We’ll also have a panel of user adoption experts on hand to share their tips/tricks and answer your questions on how to drive lasting adoption.
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November 2014 MNSPUG - SharePoint User Adoption
- 1. Donald Donais Welcome to the Minnesota SharePoint User Group November 12th, 2014 SharePoint User Adoption Tamara Bredemus, Sarah Haase, Trevor Huinker, and Liz Sundet http://sharepointmn.com Meeting #119
- 2. Agenda • MNSPUG Information • SharePoint User Adoption – Sarah Haase • Break • SharePoint User Adoption Panel Discussion Tamara Bredemus, Sarah Haase, Trevor Huinker, and Liz Sundet http://sharepointmn.com Meeting #119
- 3. User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies • Educate user group members about SharePoint Technologies • Transfer knowledge within the community • Communicate best practices • Introduce new products / solutions http://sharepointmn.com Meeting #119
- 4. MNSPUG Sponsors Dedicated Sponsors Avtex (www.avtex.com) Microsoft (www.microsoft.com) SharePoint User Group Support Wrox Press (www.wrox.com) O’Reilly (www.oreilly.com) Annual Sponsor Currently Looking for Sponsorships! http://sharepointmn.com Meeting #119
- 5. MN SharePoint Users Group Website • SharePoint Resource Documents • SharePoint Resource links • RSS Feeds • Meeting Schedule • Past User Group Presentations • Past User Group Recordings • Sponsorship Information • http://sharepointmn.com • Email: sharepoint@sharepointmn.com http://sharepointmn.com Meeting #119
- 6. Social Networking • Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792 • Twitter tags - @MNSPUG and #MNSPUG • Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/ http://sharepointmn.com Meeting #119
- 7. Upcoming Schedule • Next Meeting December 10th, 2014 – Panel Discussion Avtex Offices, Bloomington MN Check www.SharePointMN.com for updates! • Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina http://sharepointmn.com Meeting #119
- 8. Local and Online Events SPChat through SharePoint Community – Online Nov 12th - http://sharepoint-community.net/events/spchat-with-fabian-williams-on-sharepoint-hybrid-with-an-emphasis Dec 2nd - http://sharepoint-community.net/events/spchat-with-tim-ferro-on-visual-studio-2013-tfs-2013-new SharePoint Saturday Twin Cities – November 22nd, Normandale Community College http://spstc.com ****Need help covering MNSPUG table during breaks and lunch Twin Cities PowerShell User Group – Dec 9th, 4:30 – 7:00 pm http://www.tcposhug.com/ Minnesota SharePoint SharePint – Tuesday, Dec 9th, 4:30 – 6:30 p.m. Joe Sensor ’s in Bloomington http://www.meetup.com/Minnesota-SharePoint-SharePint/events/218022732/ SPTechCon – February 8th – 11th, 2015 in Austin, Texas http://www.sptechcon.com/ Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinois http://ignite.microsoft.com/?WT.mc_id=IG15W1SEBN#fbid=DFKoFfeorYN http://sharepointmn.com Meeting #119
- 9. Evaluations & Giveaways! http://sharepointmn.com Meeting #119
- 10. News Related Items • Office for Free? http://bit.ly/1zAxngb • OneDrive Goes Unlimited http://bit.ly/1tlH5dP • Microsoft and DropBox – Best Friends? http://bit.ly/1yefYFS • SharePoint 2015? • Outlook for Mac Now Available, How About Office for Mac! • Yammer Analytics Tool http://bit.ly/WaXHMT http://sharepointmn.com Meeting #119
- 11. Sarah Haase – SharePoint User Adoption at Best Buy http://sharepointmn.com Meeting #119
- 12. 4 Teams…
- 13. 8 Hours…
- 14. 1 Challenge…
- 16. Librarian http://blog.splibrarian.com Number of children: 2 @sarahhaase ROI Adoption Governance SharePoint Saturday Twin Cities sarah@splibrarian.com
- 17. LET’S START WITH THE MISSION…
- 18. Support Renew Blue by giving people the knowledge, tools and support they need to collaborate effectively.
- 20. “Adoption is not something that can be mandated. Adoption occurs when users decide for themselves that the solution provides them with a net benefit.” - Socialtext white paper http://www.socialtext.com/solutions/wp_implementation.php
- 21. Architect/Manager Farm Administrator Farm Administrator/ Engineer Engineer Engineer
- 22. Center of Excellence. http://tinyurl.com/lq3xz8x
- 25. Internal consultancy ROI case studies BBY SharePoint User Group SharePoint Ninja Network Launch of SP2013 Formalized SP2013 governance Training CBTs Migration/admin tools SP2013 training program
- 26. Farm Governance Site Collection Governance Site Collection Governance = The manner in which you own/control your site collection. Farm governance = Rules/policies that apply to ALL of SharePoint 2013.
- 27. We provide the safety bumpers. You make the detailed implementation decisions.
- 28. All site collection administrators must be trained before they can leave the sandbox.
- 29. End User Training (2 hours) Site Owner Training (4 hours) Site Collection Admin Training (4 hours) Site Collection Admin Series (Ongoing) 762 497 366 366
- 30. Governance only works if there is enforcement.
- 31. A solid implementation requires knowledge of best practices.
- 32. Our governance plan should match our corporate culture.
- 33. We cannot succeed without community.
- 35. Lightning Rounds
- 36. Hack-a-thon
- 37. Team 1 (on-site) Team 2 (on-site) Team 3 (on-site) Team 4 (virtual) Customer Judges Ninjas Consultants
- 38. Rules • No Central Admin changes • SCAs must be certified • No Sandbox solutions • SharePoint Designer is OK Lifelines • Hire an Expert • Poll the Experts • Ask the Customer
- 39. Scoring Meets Business Need • Max score 5 points per judge Technically Sound • Max score 5 points per judge Functionality • Max score 5 points per judge User Experience • Max score 5 points per judge Total possible of 20 points per judge, 60 points overall
- 40. 9 am - Kickoff 9:15 am – Build time begins 11 am – 1st incremental search crawl runs 3 pm – 2nd incremental search crawl runs Overnight – Full search crawl runs 9 am – 3rd incremental search crawl runs 10 am – Finale
- 41. Business Case Many Best Buy teams use SharePoint to store project documents and materials. The structure of these SharePoint project sites vary. Some sites are file repositories, with a bevy of file folders and documents stored in a single Shared Documents library. Other project sites use a hybrid approach, mixing document storage with contact lists, project calendars, dashboards to display project status, etc. Many Best Buy teams use SharePoint to store project documents and materials. The structure of these SharePoint project sites vary. Some sites are file repositories, with a bevy of file folders and documents stored in a single Shared Documents library. Other project sites use a hybrid approach, mixing document storage with contact lists, project calendars, dashboards to display project status, etc. Your challenge today is to build a prototype project site in SharePoint 2013. Your prototype should illustrate a broad-range of project management capabilities and serve as a best-practice model for SharePoint’s use as a project collaboration tool. You may want to give your prototype a name and a fake project identity. This will help you present your site and show the SPUG audience how the site could actually be used. Also consider how your prototype site could be replicated for widespread use. Since Best Buy launches thousands of projects annually, it is imperative that new project sites be quick and easy to create—even across different SharePoint site collections. Your prototype should illustrate a broad-range of project management capabilities and serve as a best-practice model for SharePoint’s use as a project collaboration tool. You may want to give your prototype a name and a fake project identity. This will help you present your site and show the SPUG audience how the site could actually be used. Also consider how your prototype site could be replicated for widespread use. Since Best Buy launches thousands of projects annually, it is imperative that new project sites be quick and easy to create—even across different SharePoint site collections.
- 42. DEMO
- 44. Hands-on learning End-to-end experience Solves real-world problems Drives self-sufficiency Builds confidence Builds our internal SharePoint community Provides mentoring opportunities Reduces dependency on IT Highlights IT as a driver of innovation Hack-a-thon Benefits
- 45. Lessons learned • Customer forum is helpful • FREE expert for 30 minutes during envisioning • Build to scale vs. build to demo • There’s a strong tendency to make things too complex • This is not the time to try crazy stuff
- 46. http://blog.splibrarian.com/ sarah@splibrarian. com @sarahhaase Questions?
- 47. Break Time http://sharepointmn.com Meeting #119
- 48. SharePoint User Adoption Panel http://sharepointmn.com Meeting #119
- 49. Tamara Bredemus • Senior Collaboration Architect, City of Minneapolis • Enjoys bring order out of chaos with out-of-the-box solutions • Works with: SharePoint 2007 – 2013, SharePoint Online, InfoPath and SharePoint Designer • tamara.bredemus@live.com • Blog: http://heytamara.com • Twitter: @TamaraBred http://sharepointmn.com Meeting #119
- 50. Sarah Haase • Librarian • Works at Best Buy • Focusing on ROI, Adoption, and Governance • sarah@splibrarian.com • http://blog.splibrarian.com http://sharepointmn.com Meeting #119
- 51. Trevor Huinker • Avtex Consulting • IT Pro Consultant • @trevorhuinker • thuinker@avtex.com http://sharepointmn.com Meeting #119
- 52. Liz Sundet Applications Architect - OneNeck IT Solutions • Fulfilled a bucket list item of skydiving this year • : @percusn • : www.linkedin.com/in/lizsundet/ • Email: Liz.sundet@oneneck.com • Blog: www.itsocialbutterfly.wordpress.com Introductions http://sharepointmn.com Meeting #119
- 53. SharePoint User Adoption Panel http://sharepointmn.com Meeting #119
- 54. Last But Not Least • Please Fill Out Evaluations • Drawings for Giveaways • Today’s Presenters: • Sarah Haase • Panel Group http://sharepointmn.com Meeting #119
Notas del editor
- I’m here today to share some of the innovative ways we’re driving user adoption of SharePoint at Best Buy—including our own SharePoint hack-a-thons. First, let me introduce myself….<click>
- Objectives & Benefits: Workflow automation Effective data storage/retrieval Elimination of redundant systems Business Drivers: Lower SG&A costs Eliminating support/licensing fees for unnecessary systems Internal collaboration Process automation
- One of the biggest challenges we faced in launching governance & a dedicated user adoption effort was our IT culture. The vestiges of our outsourced IT model were still prevalent, and people had adopted a Stonehenge outlook. Every project (regardless of size and scope) was viewed like Stonehenge—big, massive, stood up in stone. There are routine business problems that can be solved without this big Stonehenge philosophy, though. Our challenge was to convince people that SP could be used to build quick, point-source solutions. For sleepovers in the backyard you don’t need Stonehenge, you need Styrofoam-henge. You need to be fast, you need to be quick, you need to be adaptable.
- At our core, we believe that SharePoint adoption cannot be required, mandated or merely wished into being. Users will only adopt SharePoint and support our growth efforts if it is in their best interests to do so. Every step we’ve taken recognizes the need to appeal to people at their most basic level.
- Our enterprise Collaboration team was founded in 2011. We grew gradually and now have an enterprise staff of 5. We have built our team on the COE model…<click>
- Our COE is the foundation for our enterprise SharePoint user adoption and governance strategies. It offers guidance, support & education while fostering a feeling of community & belonging. Our COE was heavily influenced by Andrew Woodward’s COE philosophies. If you’d like to see Andrew Woodward present his COE methodology, his session from SPC12 is publicly available on Channel 9.
- Our COE is built on 6 key tenets: 1 place to go for all your SharePoint needs. (aka all roads lead to the COE) Brand your COE—name recognition is key. Take every opportunity to “get the word out” so that people point people to your pipeline. Realize that governance is a means to an end. It has to be practical. (aka “The business matters. SharePoint doesn’t matter”). As you’ll see in just a few minutes, we’ve designed a practical governance model for SharePoint. The goal is not in the governing—it is enabling the business to make a difference in the way they work. Be diverse—have people in your COE with a wide range of skills/aptitudes. You need technical authority, SMEs and influencers/change agents.
- Be easy to follow. Set an example by sharing your knowledge freely with others. The more people see you going out of your way to help others, the more they’ll be willing to do the same. Your internal SharePoint community is fundamental to your success. You can’t possibly change the way everyone works, but you can help them to get excited about the possibilities SharePoint offers. Hold events. Be upbeat. Make people feel like they’re part of something special. There’s nothing uniquely SharePoint here….it’s just good community building. Be a tummler. Our job is to stay engaged until the party is rocking. If we exit stage left too soon, the party dies and SharePoint use goes down the drain…
- We’re still a young team, but here are some of the initiatives that we’ve been working on during the past 3 years. Some of the things we’re proudest of include: Launch of our massive new SP2013 farm Launch of SP2013 training program Launch of our SharePoint ninja recognition program Launch of our new BBY SPUG, complete with monthly office hours & meetings, CBTs, eval sites, etc.
- We have 6 farm governance principles. All governance policies are tied to these 6 main principles…
- We provide the safety bumpers, but site collection admins (aka YOU) make the detailed implementation decisions. Who is “we”? Who are “you”? How do we do this? <click to next slide>
- You cannot give site collection administrator rights to someone that has not completed ALL of our training courses. Doing so violates our governance principles and may result in unnecessary armament. Use the foster admin program instead…
- Test-out options exist for the first 2 trainings. Last 2 trainings are required. No exceptions. Foster admin program for SCAs not yet certified.
- Rights management will be used if necessary to force compliance…
- You can’t succeed without knowledge. To assist with this, we have: SharePoint COE SPUG Training videos Online knowledge base (coming soon) Network of SharePoint users inside of BBY SharePoint Saturday Twin Cities and other events
- No long documents to read or things for you to sign. Instead we’re using 6 guiding principles. Their goal is to be easy to understand and easy to remember. The simpler we make it, the easier it will be to follow.
- Best Buy has undergone a SharePoint Renaissance. We learned (the hard way) that an ungoverned wild, wild west implementation doesn’t achieve the results we’re looking for. We need to come together to learn, to grow and to foster a community. Enterprise team/COE Site collection admins End-users SharePoint ninjas
- Distro list of 314 3 events held/month Attendees are geographically dispersed Our mission is to promote a community of learning. We want people to know one another and go to each other when they have questions. We teach best-practices, we demo and we build an engaging community that people want to join. Many of our monthly meetings are formal demos and teachouts on using content types, metadata, web parts, etc. We have implemented a couple of innovative monthly meetings, though. These are the ones I’m going to discuss today.
- Back to the hack-a-thon… The SharePoint Hack-a-thon is a an educational event sponsored by our enterprise Collaboration team. It allows SharePoint end-users and administrators from across the enterprise to get practical experience building out SharePoint sites/solutions. Participants are grouped into teams with an experienced SharePoint Ninja serving as team captain. During the event kickoff, all teams are briefed on the hack-a-thon business challenge, rules and judging criteria. Teams are then released to start building out solutions. SharePoint experts will be on hand to assist the teams as needed. The Hack-a-thon ends with a SharePoint User Group (SPUG) meeting. SPUG attendees have the opportunity to learn about the hack-a-thon business challenge and teams have the opportunity to demo their solutions. A panel of judges rates each solution based on several criteria (e.g. technical merit, user experience, functionality and applicability to business needs). The winning team receives a special prize and some serious bragging rights.
- Roles played during a hack-a-thon event…
- Rules/Lifelines for a hack-a-thon event…
- Scoring for a hack-a-thon event…
- Sample timeline for a hack-a-thon event…
- This is the business case we used for our 2nd hack-a-thon, which took place in October 2014. The business case is kept TOP SECRET until the event. Team leaders are given a sealed packet of information as they enter the hack-a-thon kickoff meeting. Inside are a copy of the rules, lifelines, team dossier and a copy of the business case. Choosing a business case is critical. It needs to be broad enough to allow for creativity but defined well enough to give the teams something to work towards. You also need to consider the types of resources on the teams. (In this case, teams that had project managers on them were well situated for envisioning a solution.)