Practical Tips to Increase SharePoint Adoption
Subject Matter ExpertsMeet your team
Kanwal KhippleCreative Lead
Creative Lead World’s 1st Office 365 based intranet and award winner
(Nielson Norman 2014).
.• 6x SharePoint MVP
• Office 365 MVP
• 12 years of SharePoint consulting experience
• Canadian
• Passionate about developing highly adoptable solutions
You’ll love the way we work. Together.
Who we are and what we do
We are one of a consulting services company based out of Toronto, ON. We focus on Business Strategy, User Experience and Technology expertise to help transform organizations like yours.
We strive to build innovative solutions.
Our approach is centered on working in partnership with you to deliver results.
HI, I’M FROM THE IT DEPARTMENT AND WANNA ASK YOU HOW MUCH OUR NEW SHAREPOINT
SYSTEM EASES YOUR WORK.
I’M GLAD YOU ASK! IN THE DAYS BEFORE OUR NEW
SHAREPOINT SYSTEM, I HAD TO MAINTAIN ALL MY FILES,
PROJECTS, FINANCE DOCUMENTS, ETC. IN A BUNCH OF FILE SHARE
FOLDERS. BUT SINCE WE HAVE TO USE THE NEW SHAREPOINT SYSTEM
… I HAVE TO CHECK IN / CHECK OUT EVERY
WEEK ALL MY DOCUMENTS FROM THE FILE SHARE IN THE NEW SYSTEM JUST TO PRETEND I
USE IT
Got SharePoint?
What is SharePoint?
• Collaboration• Portal• Search• Content Management• Applications• About 30 other things!
What is SharePoint?
Steve Ballmer says,
“SharePoint … it’s magic.” - Microsoft SharePoint Conference, 2009, Keynote
The Challenge
It’s Big
It’s Everything
What SharePoint Really Can Be To Users
The Challenge
Build it and They Will Come
Denial
Easy
Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
Pain Points
Training
Meeting Needs
Helpdesk
End UserSharePoint
CultureSecure
Involvement
PlanningPilot Site
Governance
Most Important Factor for Realizing Value
Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
Common Adoption Plan
• Communication Plan
• Training Plan
• Content Conversion Plan
• User Support Plan
• Incentives and Reward Plan
Executive sponsorship
• Secure explicit executive sponsorship. Organizations with executives who actively communicate the value and benefit of SharePoint are more likely to be successful with their rollout
Adoption Team
• Create a dedicated rollout and adoption team. The presence of a dedicated team that's formed during the planning phase and lasts until the end of the adoption has been shown to be an important measure of the rollout's overall success
Success Metrics
• Develop clearly articulated goals, success criteria, and timeline.
• Focus on enabling users for the essential tasks
• Choose success metrics that tell the whole story
Pilot• Conduct a robust pilot to validate deployment and
key scenarios
Marketing Campaign
• Implement a broad marketing campaign to drive awareness.
Adoption Strategy
Ad
op
tio
n
Stage/Time
Awareness Learning Trial Application Adoption
100%
Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
Your Company Vision
1. Warm and inviting online landscape where employees complete their work with ease
2. Cultural glue of a company
3. …
4. …
Change is the only Constant
Start off as open as possible, worry about guidelines later
Can’t Live Without Intranet
Brand Your Portal
Don’t name it SharePoint
• Our World
• 1st Base
Connecting SharePoint to Biz Goals
• Users want to see the connection
• Outcomes, not requirements
Focus on effectively getting employees
to adopt the portal over time
WIIFM• Educate users
• Users want to understand what they get out of using the system
• For example, why they have to add metadata
What’s in it for me?
Daily Updates
Quick Access
Personalize Portal
Helpdesk Checklist
• Train Help Desk Agents
• Create a Help & Training wiki site
Don’t Try to Boil the Ocean
Leverage SharePoint Yourself
Put your meeting Agenda, action items and minutes on the Wiki. Get people to update their action items on the Wiki page.
Leverage SharePoint Yourself
Before: Send a bulk-email to your teams distribution list
After: Post it on SharePoint. Email everyone from the team a link to the item.
Digital Asset Management
Slides Library
Video Library
Image Library
Image Library
Image Slider
Calendar Overlays
Survey - Add a Quick Poll
Automate Business Processes
Encourage Social Communation
Build a Social NetworkLeverage Activity Feeds
SharePoint Heroes
Online Scavenger Hunts
Agenda
• Pain Points
• Adoption Strategy
• Practical Tips
• Free Resources
Training
• Set up a comprehensive intranet site for end users.
Productivity Hub
Productivity Hub
Download http://spbuzz.it/sp2010prodhubdl
Demo http://spbuzz.it/sp2010prodhubdemo
SharePoint Buzz Kit
• Posters and announcements
• Brownbag sessions and slides
• Video demos for kiosks
• Training and certificates
• SharePoint Adoption Kit will be updated for
SharePoint 2010
Resources for Rollout and Launch
SharePoint Buzz Kit
Download http://spbuzz.it/sp2007buzzkit
IUseSharePoint.com
Adoption Kit
Adoption Planning
• Content, Content, Content (did I mention content?)
• Engagement Calendar
• Active Community Management
• Regular Communication
• Acknowledge Contributions
• Feature Members
• Reputation Management
• Incentives
Adoption won’t happen magically (even though you want it to)
Key Takeaways
Adoption is like Oxygen
Take AwaysHave a plan
It’s About the Little Things
• Read every single comment on the intranet
• Say “thank you” in response to every single feedback form submitted
• Key to success is respect for employees. Without respect for employees our communications cannot come across as genuine or sincere