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Share Conference - A Decade of SharePoint Deployment Best Practices
1. Produced by: Premier Partner: Platinum Partner: Gold Partner: Supported by:
2. A Decade of SharePoint Adoption Best Practices
John Schmottlach, Empirix, Inc.
Mike Gilronan, Sentri, Inc.
3. Today’s Session, in Detail
• Introductions and Context
• What We’ll Cover:
– Seven Themes
• Questions
• Summary and Resources
• Next Steps for You
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4. Mike Gilronan
• General Manager, Strategic Services,
at Sentri, Inc.
• 20+ years consulting and professional
services experience
• ERP and CRM
Knowledge • Collaboration and KM
Management
• Business Analysis, Training,
Project and Practice Management
• Active in KM, Microsoft, and
Project
SharePoint
SharePoint communities
Management
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5. John Schmottlach
• Director of Business Systems,
Empirix Inc.
• 15+ Years Consulting and Systems
Design Experience
• CRM, ERP, PLM
• Integration
Business • Data Modeling and Database Design
Applications
• PMO
• Custom Applications
• Customer & Partner Collaboration
Project
Management Collaboration
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6. Abstract – Empirix, Inc.
• $85M, 275 Employees, High Tech Mfg
Outlook MS Office Portal
Mobile
PLM
Social CRM ERP
Marketing
Reporting Support
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7. 7 Themes We Encounter
1. Sticky Apps
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8. Sticky Apps
• Dynamic, targeted content
where people gather
• Examples:
– Lunch/Catering
– Birthdays and Milestones
– Today @ Empirix/Meeting
Room Central
– Activity Streams
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9. Empirix Case Study – Sticky Apps
Weather/Stock
Conversation Starters
Links in one
place
Personal Attention
Newest Docs
Upfront
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10. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
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11. Project Design
• Strategy, Vision, Sponsorship,
Ownership
• Departmental or Project-based
Approach
• Steering Committee (Cross-
Functional)
• Move Fast
– Quick early successes count
more
– Drive fast, take chances!
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12. Empirix Case Study – Project Design
• Project Ownership
– Business Owner for each site
• Content and Design Responsibility
• Champion site usability
• Keep Site Updated!
– Executive Sponsor for Overall Site Collection
• Helps establish the vision
• Short term requirements vs long term goals
– Corporate Security
• What content is posted
• How different users access
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13. Empirix Case Study – Project Design
Initial Project:
Partner Collaboration Portal
“I need a site that will…..”
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14. Empirix Case Study – Project Design
A little more discussion:
We need several different
partner sites.
Oh, and one of the sites is
for internal team only, and
they need to log in with
their AD account…..but the
partners don’t have AD
accounts…
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15. Empirix Case Study – Project Design
Not just partners, but our
customers as well…..and our
vendors……and other
departments with unique
requirements
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16. Empirix Case Study – Project Design
Final vision
included:
• Extranet
• Intranet
• Custom login
• Common
document
repository
• Public pages
coexisting with
private
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17. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
3. Marketing the Solution
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19. Empirix Case Study – Marketing the Solution
Branding
• Corporate standards
• Reusable templates
Geography-Specific Content
• User-specified settings tied to
content tags
• Shows user only things that
matter to them
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20. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
3. Marketing the Solution
4. Deployment
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21. Deployment
• At Launch… • Culture and Context
– “Big Event” Theory X
Home Page Lockin
– Supporting Materials Mandates
– Resources: “I use “Burn the Boats”
SharePoint” Theory Y
– Gamification and Badging Chargeback Incentives with SLAs
Viral/Social Communications
“Nudge”
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22. Empirix Case Study -- Deployment
• CRM – SharePoint Integration
• New Employee laptops set with HR portal for homepage
• Communicate your updates – embed the links
• Practice what you preach– projects managed via
SharePoint
• Remove old sites and methods
• Post Go Live Budget
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23. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
3. Marketing the Solution
4. Deployment
5. Training
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24. Training
• Formal Training vs “Lunch
and Learn”
• Product vs Solution
• Medium and Context
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25. Empirix Case Study - Training
• Launch timed around key
events (Sales Kickoff) for
live training
• Webinars, Lunch & Learns
• New Employee/Contractor
Orientation
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26. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
3. Marketing the Solution
4. Deployment
5. Training
6. Metrics and Measurement
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27. Metrics and Measurement
• Surveys
• Administrative Tools
• Feedback mechanism
prominent on the front
page and key pages
• Visible and available
super-users or support
staff
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28. Bonus -- Metrics and Measurement
• 5 Things to Do After 3
Months in Production:
– Usage/Search logs
– MySite self-population
– Content growth trends
– Repeat rollout training
– Re-evaluate roadmap
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29. Empirix Case Study -- Metrics and Measurement
• Stats Pages - # of Pages Views – sent
out every week
• Employee recognition for using the
tools
• Public humiliation….
• Suggestion box to the site business
owner on every site
• Users measure support staff as well
• Surveys and coffee meetings to
solicit feedback – led by business
owners NOT IT
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30. 7 Themes We Encounter
1. Sticky Apps
2. Project Design
3. Marketing the Solution
4. Deployment
5. Training
6. Metrics/Measurement
7. Support
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31. Support
• SharePoint for SharePoint
• Prepare Support Teams
• Self Service
Support/Communities
• Team Leaders
Support/Decentralized
• Tech Sheets – Quick one-page
tips or FAQs
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32. Empirix Case Study - Support
• Integrate into existing
helpdesk system
• Managed service option to
scale with initiatives
• Threaded discussion
forums/Wiki/FAQ
• Site business owners are
responsive to inquiries
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33. Key Points to Take Home
What worked: “You should do this.”
What we’d do differently: “It’s too late for us – save yourselves!”
Final words of advice…
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35. Resources -- General
• From Microsoft:
– SharePoint Adoption tools: http://sharepoint.microsoft.com/iusesharepoint/landing.aspx
• Prominent Voices in the Community
– Susan Hanley (susanhanley.com) – consistently great content on adoption and governance
– Michael Sampson’s phenomenal books on the topic: michaelsampson.net
– Paul Culmsee’s brilliant work at cleverworkarounds.com
– Sadie Van Buren’s SharePoint Maturity Model (spmaturity.com) – great tool for benchmarking
– Christian Buckley – “Where Do You Begin With SharePoint?” (buckleyplanet.com)
– Mark Miller’s nothingbutsharepoint.com (especially for non-technical folks)
• Your Local Community
– User Groups & SharePoint Saturdays
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36. John Schmottlach
Empirix, Inc.
jschmottlach@empirix.com
@jschmottlach
Mike Gilronan
Sentri, Inc.
mgilronan@sentri.com
@mikegil
37. Produced by: Premier Partner: Platinum Partner: Gold Partner: Supported by:
Editor's Notes
Need graphical content for this
Douglas MacGregor’s theory (ref wikipedia page)
Bring training resource give-away
JS to add chart as graphic element on this screen
Bring NLS sheets to the event!
How to incent biz owners to be responsive? Theory X.
One thing that everyone should do: overall vision first at sponsor/executive.One thing we shouldn’t have done: let business owners drive requirements without any oversight from tech owner and exec sponsor (incl biz systems, corp security)