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SharePoint Worst Practices:
Five Common Mistakes to Avoid


        Dux Raymond Sy, PMP




Any $50 Donation to Haiti Gets You a FREE
      SharePoint Book & Software

     http://meetdux.com/sharelove
Sound Familiar?


      “SharePoint is so easy users will figure it out!”



      “Planning for a SharePoint implementation?
                Complete waste of time”



“I am a Sys Admin by day and the SharePoint guy/
                   gal by night”


Twitter: @meetdux                    Hashtag: #sptechcon #spwp
Class Objectives
  In this class, you will learn how to avoid the five common
   mistakes in implementing SharePoint

   In addition, you will be able to:
    Identify the key components of a successful SharePoint
     implementation
    Identify the steps to properly plan for a SharePoint project
    Value the significance of establishing measurable goals
     and ROI
    Define key roles and responsibilities of a SharePoint team




Twitter: @meetdux                       Hashtag: #sptechcon #spwp
Facilitator: Dux Raymond Sy, PMP
                      Managing Partner, Innovative-E, Inc.

                      Author, “SharePoint for Project
                       Management” by O’Reilly Media

                      For more information, connect with Dux

                          E-Mail: dux.sy@innovative-e.com

                          Twitter: twitter.com/meetdux

                          LinkedIn: meetdux.com/li

                          Blog: meetdux.com




Twitter: @meetdux                         Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
What a Concept


“Technology provides no benefits of its own; it is the
application of technology to business opportunities that
produces ROI. ”
                                      —Robert McDowell,
                              In Search of Business Value




Twitter: @meetdux                 Hashtag: #sptechcon #spwp
Who Knows This Cry Baby?




Twitter: @meetdux          Hashtag: #sptechcon #spwp
Five Common Mistakes to Avoid
1.  Lack of Proper Planning

2.  Showcase Features, not Building Solutions

3.  Undefined Business Case

4.  Poor Understanding of SharePoint

5.  Unrealistic Staffing




Twitter: @meetdux                      Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save? Umm …

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
#1 Lack of Proper Planning
  For my dream house
    I will buy a piece of land
    Then buy drywall, tools, etc. at the hardware store
    Start building

  Show me a successful
   SharePoint implementation
   without proper planning
    I’ll show you a perfect
     house that was built with
     no blueprint




Twitter: @meetdux                     Hashtag: #sptechcon #spwp
Proper Planning Involves
  Defining measurable goals and priorities

  Securing committed sponsors

  Engaging the user community

  Effectively identifying requirements

  Creating realistic project schedule

  Forming the relevant team




Twitter: @meetdux                         Hashtag: #sptechcon #spwp
Example: SharePoint Deployment Schedule




Twitter: @meetdux      Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
#2 Showcase Features, not Building Solutions
  How would you like to drive a Lamborghini Diablo?
    BTW, you just learned how to ride a bike yesterday




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
Build Solutions & Don’t Showcase Features
  Engage users and help them identify pain points
    Inefficient processes
    Lack of automated tools

  Build solutions based on
    Audience background
    Usability Requirements
    SharePoint capabilities

  Provide RELEVANT training and support

  Gather feedback once the solution is deployed
    Continuous improvement is important


Twitter: @meetdux                    Hashtag: #sptechcon #spwp
Example: Process Flow Diagram




Twitter: @meetdux       Hashtag: #sptechcon #spwp
Example: Automate Change Request




Twitter: @meetdux     Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
#3 Undefined Business Case
  What is the value of deploying SharePoint?

  Better Collaboration? Improved Document Management?
    That doesn’t mean anything!

  What’s the bottom line?




Twitter: @meetdux                  Hashtag: #sptechcon #spwp
Specify Measurable Goals & ROI
  Measurable Business Goals
    Increase employee productivity by 15%
    Reduce storage and bandwidth cost by 20%

  Return on Investment (ROI)
    Did you get the bang for your buck?
    How soon?




Twitter: @meetdux                   Hashtag: #sptechcon #spwp
Example: Increasing Productivity
  Productivity study found that
    An employee spends 45 mins/day looking for information
    Essentially meant that a team of 20 people wastes 900
     minutes a day
    In a 3-month period, that is 54,000 minutes or roughly 38
     person days

  How much does this cost the organization?

  What if an employee can regain just 7 of those 45 minutes
   wasted each day?
     This is 15% increase in productivity
     6 person days in 3 months are gained
     SharePoint Search can be used to fulfill this goal


Twitter: @meetdux                     Hashtag: #sptechcon #spwp
Proper Requirements Gathering is Key




Twitter: @meetdux        Hashtag: #sptechcon #spwp
Example: Requirements Document




Twitter: @meetdux     Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
#4 Poor Understanding of SharePoint
  Pop Quiz: True or False
     SharePoint Total Cost of Ownership is very expensive
     Changing the look & feel of SharePoint is easy
     FTP is the only way to transfer files in SharePoint
     Creating deep folder hierarchy in Document libraries is
      the way to organize files
     It is better to write code
      than leveraging SharePoint
      for custom applications

  SharePoint is underestimated
     Business
     IT



Twitter: @meetdux                     Hashtag: #sptechcon #spwp
SharePoint Implementation Continuum




    Draconian IT                     Wild Wild West
                    Empowerment
      Control                            Chaos




Twitter: @meetdux            Hashtag: #sptechcon #spwp
What Do I Need To Know?
  Business
     Total Cost of Ownership
     Governance

  Technology
     Key Features
     Branding
     Custom Development
     Release Management

  Adoption
     Roles and Responsibilities
     Bridging Gaps: i.e. Folder Hierarchy vs Tags, Filters, Views


Twitter: @meetdux                        Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
#5 Unrealistic Staffing
  A single individual or two CANNOT successfully deploy
   SharePoint in an enterprise




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
The SharePoint A-Team


                          Committed Sponsor + Project Manager

         IT group
         • SharePoint developer
         • SharePoint infrastructure   Business group
           specialist
         • SharePoint architect        • SharePoint business analyst
                                       • SharePoint trainer
                                       • SharePoint designer




Twitter: @meetdux                                 Hashtag: #sptechcon #spwp
Agenda
  Our SharePoint Implementation is Perfect, Is It?

  Planning is for Sissies

  Here’s the Toolbox, Go Find a Problem

  How Much Did We Save?

  Apples are the Same as Oranges

  I am a Direct Descendant of Superman

  Summary




Twitter: @meetdux                    Hashtag: #sptechcon #spwp
Questions?

                        E-Mail: dux.sy@innovative-e.com

                        LinkedIn: meetdux.com/li

                        Blog: meetdux.com

                        Twitter: twitter.com/meetdux




                How did you like the presentation?
            http://sp.meetdux.com/post_feedback.aspx

Twitter: @meetdux                    Hashtag: #sptechcon #spwp
Summary
  In this session, you’ve learned how to avoid the five
   common mistakes in implementing SharePoint

   In addition, you are able to:
    Identify the key components of a successful SharePoint
     implementation
    Identify the steps to properly plan for a SharePoint project
    Value the significance of establishing measurable goals
     and ROI
    Define key roles and responsibilities of a SharePoint team




Twitter: @meetdux                      Hashtag: #sptechcon #spwp
Thank You!




Any $50 Donation to Haiti Gets You a FREE
      SharePoint Book & Software

     http://meetdux.com/sharelove

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SPTechCon SharePoint Worst Practices

  • 1. SharePoint Worst Practices: Five Common Mistakes to Avoid Dux Raymond Sy, PMP Any $50 Donation to Haiti Gets You a FREE SharePoint Book & Software http://meetdux.com/sharelove
  • 2. Sound Familiar? “SharePoint is so easy users will figure it out!” “Planning for a SharePoint implementation? Complete waste of time” “I am a Sys Admin by day and the SharePoint guy/ gal by night” Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 3. Class Objectives   In this class, you will learn how to avoid the five common mistakes in implementing SharePoint    In addition, you will be able to:   Identify the key components of a successful SharePoint implementation   Identify the steps to properly plan for a SharePoint project   Value the significance of establishing measurable goals and ROI   Define key roles and responsibilities of a SharePoint team Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 4. Facilitator: Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Author, “SharePoint for Project Management” by O’Reilly Media   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   Twitter: twitter.com/meetdux   LinkedIn: meetdux.com/li   Blog: meetdux.com Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 5. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 6. What a Concept “Technology provides no benefits of its own; it is the application of technology to business opportunities that produces ROI. ” —Robert McDowell, In Search of Business Value Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 7. Who Knows This Cry Baby? Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 8. Five Common Mistakes to Avoid 1.  Lack of Proper Planning 2.  Showcase Features, not Building Solutions 3.  Undefined Business Case 4.  Poor Understanding of SharePoint 5.  Unrealistic Staffing Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 9. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save? Umm …   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 10. #1 Lack of Proper Planning   For my dream house   I will buy a piece of land   Then buy drywall, tools, etc. at the hardware store   Start building   Show me a successful SharePoint implementation without proper planning   I’ll show you a perfect house that was built with no blueprint Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 11. Proper Planning Involves   Defining measurable goals and priorities   Securing committed sponsors   Engaging the user community   Effectively identifying requirements   Creating realistic project schedule   Forming the relevant team Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 12. Example: SharePoint Deployment Schedule Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 13. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 14. #2 Showcase Features, not Building Solutions   How would you like to drive a Lamborghini Diablo?   BTW, you just learned how to ride a bike yesterday Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 15. Build Solutions & Don’t Showcase Features   Engage users and help them identify pain points   Inefficient processes   Lack of automated tools   Build solutions based on   Audience background   Usability Requirements   SharePoint capabilities   Provide RELEVANT training and support   Gather feedback once the solution is deployed   Continuous improvement is important Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 16. Example: Process Flow Diagram Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 17. Example: Automate Change Request Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 18. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 19. #3 Undefined Business Case   What is the value of deploying SharePoint?   Better Collaboration? Improved Document Management?   That doesn’t mean anything!   What’s the bottom line? Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 20. Specify Measurable Goals & ROI   Measurable Business Goals   Increase employee productivity by 15%   Reduce storage and bandwidth cost by 20%   Return on Investment (ROI)   Did you get the bang for your buck?   How soon? Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 21. Example: Increasing Productivity   Productivity study found that   An employee spends 45 mins/day looking for information   Essentially meant that a team of 20 people wastes 900 minutes a day   In a 3-month period, that is 54,000 minutes or roughly 38 person days   How much does this cost the organization?   What if an employee can regain just 7 of those 45 minutes wasted each day?   This is 15% increase in productivity   6 person days in 3 months are gained   SharePoint Search can be used to fulfill this goal Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 22. Proper Requirements Gathering is Key Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 23. Example: Requirements Document Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 24. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 25. #4 Poor Understanding of SharePoint   Pop Quiz: True or False   SharePoint Total Cost of Ownership is very expensive   Changing the look & feel of SharePoint is easy   FTP is the only way to transfer files in SharePoint   Creating deep folder hierarchy in Document libraries is the way to organize files   It is better to write code than leveraging SharePoint for custom applications   SharePoint is underestimated   Business   IT Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 26. SharePoint Implementation Continuum Draconian IT Wild Wild West Empowerment Control Chaos Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 27. What Do I Need To Know?   Business   Total Cost of Ownership   Governance   Technology   Key Features   Branding   Custom Development   Release Management   Adoption   Roles and Responsibilities   Bridging Gaps: i.e. Folder Hierarchy vs Tags, Filters, Views Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 28. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 29. #5 Unrealistic Staffing   A single individual or two CANNOT successfully deploy SharePoint in an enterprise Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 30. The SharePoint A-Team Committed Sponsor + Project Manager IT group • SharePoint developer • SharePoint infrastructure Business group specialist • SharePoint architect • SharePoint business analyst • SharePoint trainer • SharePoint designer Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 31. Agenda   Our SharePoint Implementation is Perfect, Is It?   Planning is for Sissies   Here’s the Toolbox, Go Find a Problem   How Much Did We Save?   Apples are the Same as Oranges   I am a Direct Descendant of Superman   Summary Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 32. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 33. Summary   In this session, you’ve learned how to avoid the five common mistakes in implementing SharePoint    In addition, you are able to:   Identify the key components of a successful SharePoint implementation   Identify the steps to properly plan for a SharePoint project   Value the significance of establishing measurable goals and ROI   Define key roles and responsibilities of a SharePoint team Twitter: @meetdux Hashtag: #sptechcon #spwp
  • 34. Thank You! Any $50 Donation to Haiti Gets You a FREE SharePoint Book & Software http://meetdux.com/sharelove