SharePoint Enterprise Adoption Lindsay Bryson
Lindsay.bryson@contentandcode.com
Welcome We appreciate your feedback
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Agenda • • • • • • • •
Introduction to Content and Code What’s your SharePoint adoption strategy? Putting your users at the centre of the intranet BREAK The challenges and benefits of the social intranet Top tips to ensure user adoption Conclusion and next steps Lunch, networking and prize dra
Who we are and what we achieve
Tim Wallis, CEO and Co-Founder
Tim.wallis@contentandcode.com
Content and Code
Founded in 2001
110 Employees
Over 250 UK SharePoint Implementations
Microsoft SharePoint Partner of the Year 2009/2010
Dedicated services, support, hosting and products functions
We win these for our clients success!
Our Awards • Awarded by Microsoft as the top SharePoint consultancy in the world • Only UK Company to ever receive these awards • Awarded in both 2009 and 2010, finalist in 2011
Some of Our Clients
We help our clients succeed We help CEO's keep their jobs We help make the nation healthier We help supermarkets open new stores globally We stop embarrassment for broadcasters We help improve education standards We help blind people live normal lives We help avoid public relations disasters We help our clients enter new markets We help Olympic dreams come true We make people's working lives better
About SharePoint 2010 Where does it sit at Microsoft and how important it is?
1 2
Microsoft products layered architecture blueprint (Enterprise view)
A brief history of intranet approaches
1 4
A brief history of intranets 1990s-2001
Original ‘Broadcast’ Intranets 2002-2008
Progressive Intranet / Portal 2009-present
Web 2.0 Social/Collaborative
History of intranets The original “Broadcast” intranet
• • • • • •
Communication: Broadcast, 1 way , usually top down only Technology: Began as a hand coded HTML Maintenance: usually by small communications team or IT staff Access: only inside the business on computers Content: News, department home pages, policies and procedures Resources: downloadable/printable forms
Original broadcast intranet Pros: • Can get corporate messages out to staff • Looks good, follows corporate standards Cons: • Not resource rich (no timesheets, expense forms, interactive elements) • Content becomes out of date quickly • Island of information: Not 'in the line of work' • Only a small group can contribute/update creating a bottleneck
History of intranets The progressive intranet portal
• • • • •
Communication: Broadcast, 1-way , usually top down only Technology: Basic Web Content Management System Maintenance: usually by small communications team and IT staff Access: only inside the business on computers Content: News, department home pages, policies and procedures, knowledge base • Resources: online forms, e.g. expenses and holiday, local intranet only search
Progressive intranet portal Pros: • Can get corporate messages out to staff • Looks good, follows corporate standards • Resources mean staff continually come and use the intranet and then read corporate news as it is more 'in the line of work' • Good ROI as automated processes pay for the intranet
Cons: • Content becomes out of date quickly • Not personalised • Only a small group can contribute/update creating a bottleneck
History of intranets Web 2.0 Social intranet • Communication: Multi-way, top down, bottom up, team to team and communities • Technology: Advanced Enterprise Content Management System • Maintenance: Devolved content management, anyone and everywhere • Access: anywhere and multi device • Content: News, department home pages, policies and procedures, knowledge base, document management, wikis, blogs, external feeds. • Resources: online forms, e.g. expenses, holiday, project sites, shared calendars, dashboards, scorecards, enterprise search, communities, status updates, tagging. • Compliance features: records management, auditing.
Web 2.0 Social intranet Pros: • Can get corporate messages out to staff • Looks good, follows corporate standards where appropriate • Resources mean staff continually come and use the intranet and then read corporate news as it is more 'in the line of work' • Good ROI as automated processes pay for the intranet • Brings people together and communities • Central information repository - no more shared drives and desktop storage • Search is the central resource • Content always fresh as so many people updating it • Compliance features meet regulatory needs • Highly personalised with audiences and role based content • Productivity boosting as tools to help staff do their job Cons: • Education needed to set up and roll out in phases
The changing workforce
The Changing Workforce
Millennial workforce 71% of Millennial Worker’s use web 2.0 features such as social networking and instant messenger on a daily basis 1 in 2 Millennial Worker’s use or expect social networking sites, instant messaging and virtual meetings within the work environment Other technologies used on a regular basis: Forums, Blogs/Wiki’s, Personalised Feeds, Tagging, RSS Feeds. Business Expectations or Millennial Worker key qualities
Our SharePoint vision Strategic SharePoint intranet example
Our intranet vision • In their personal lives, people are working together and sharing information in radically different ways using the Internet. • Social networking websites such as Facebook, YouTube and Twitter, collaborative knowledge websites such as Wikipedia, and interactive communications such as Skype and MSN Messenger, are giving people very engaging ways to share experiences, communicate better and learn faster.
• Organisations have an opportunity to give their staff the same tools and experiences, to help them do their jobs better and help them feel connected to the wider community.
The destination My Home Page
• Tailored, customisable, relevant to role, career and aspirations.
Personal Profile
• Viewable by all and will help others to connect
Team Sites
• Collaborative workspace for sharing information, create engagements and disseminate knowledge
Brand Sites
• Collaborative workspace within brands for enforcing brand identity, sharing knowledge and operational excellence
Corporate Site Search Messaging
Access
• Share organisation wide information via interactive rich content. • Find relevant content or expertise across the entire organisation – content, people and skills. • Send instant messages, share desktop, video conference with colleagues. • Securely access the internet and tools seamlessly without additional user-ids and passwords.
Functionality map everyone
me My Site
My Profile
Team Sites Learning & Development
Pay & Benefits
Brand news Sites and Corporate Website - that provides organisation-wide with newsfeeds, executive Extranet & Internet -information, access the websites and toolsvideos, seamlessly without interviews interactive content that keeps me additional and user-ids and passwords engaged. Brand Sites -- websites a collaborative workspace for people certain Team Sites that provide a workspace forwithin a teama to discipline, with or interests. Helping toThinkExtranet collaborate, share knowledge and make better My Profile Sites - A- viewable homepage bythat all, that isshared tailored willskills help to my others individual connect needs to decisions. me. think improve knowledge, bestanpractice and drive innovation Think of document Wikipedia, Youtube and iGoogle Facebook an or organisation. LinkedInmanagement, for organisation. Community Sites for /Internet All seen together search, instant messaging, desktop sharing, Forums allwith rolled into one place that is specific to your team. conferencing facilities and more...
What’s your SharePoint Adoption Strategy?
David Bowman, Client Services Director
David.bomwan@contentandcode.com
How do you get people to use it?
Why not adopt? Fear of change
Don’t get it
Not involved in design
Happy with the way things are
Short term loss of efficiency
Current work practices
Not relevant
Not accessible
Activities 1
• Define your governance
2
• Define your platform
3
• Engage in the business
4
• Start small and work up
5
• Provide comfort and build trust
Summary • • • • • •
It’s good that you are thinking about adoption Focus on the non-early adopters Consider the impediments Plan to continually increase the usage of the system Don’t only focus on one area; harmonise the activities Use the technology as an enabler
Putting you at the centre of the social intranet
Wes Hackett Solutions Architect
wesley.hackett@contentandcode.com @weshackett
Agenda • • • • •
What are people using outside work? Some vision What is a social intranet Approach Social Intranet areas – – – – –
Home page Profile Corporate communications Community sites Search
What are people using outside work?
Some vision • In their personal lives, people are working together and sharing information in radically different ways using the Internet. Social networking websites such as Facebook, YouTube and Twitter, collaborative knowledge websites such as Wikipedia, and interactive communications such as Skype and MSN Messenger, are giving people very engaging ways to share experiences, communicate better and learn faster. • We have an opportunity to do give our staff the same tools and experiences, to help them do their jobs better and help them feel connected to the wider internal community.
Understand your business • What are your organisational strategic goals? • What systems, tools and processes will support these? – Sometimes this is hard because you don’t know what you don’t know
• Have your staff changed? Older/younger/fewer? • Do you need to work more with partners/ customers/ suppliers • Do you staff need to work from anywhere
What is a social intranet? What am I doing?
Philosophy • Recognise business is made up of people, with interests, activities and interactions • Delivering human-friendly solutions that match how people work in real life • Supporting two-way dialogue and interaction • Cross-organisational communication and collaboration • Enabling staff to be active participants and owners on intranets, and not just passive consumers • Drawing on network effects within organisations, recognising that groups can do more than individuals • Enriching traditional business and internet activities with a social layer
Including social features • Commenting on news • Voting or rating of content • Richer staff directories that help staff connect to each other • Microblogging • Team and business unit collaboration spaces
These all supplement traditional news and content centred intranets
Completely social intranet • • • • •
Centred on collaboration not publishing Staff can edit many areas of the site Collaboration tools and social features Making the social spaces the primary ‘work place’ Give visibility with ‘activity streams’ on the homepage These intranets are the ‘Place to work’ for staff
The approach everyone
me
Teamsites My Site Mywith Profile All sewn together search, instant messaging, desktop sharing, Training Training Site Site conferencing facilities and more...
Community websites - a collaborative workspace for people within a & Benefits certain discipline, with shared skills or interests. HelpingPayto improve knowledge, best practice and drive innovation
Corporate Sites
Teamsites - websites that provide a workspace for a team to collaborate, corporate websiteby- that provides news and information, with My Profile - viewable all, that will help others connect to me. Think Extranet & Internet share knowledge - access the and websites make better and tools decisions. seamlessly without My Sites A homepage that is tailored to my individual needs. newsfeeds, videos, executive interviews and interactive content that Facebook or LinkedIn for the organisation. Think of do Wikipedia, additional YouTube user-ids and Forums and passwords all rolled into one place that Extranet keeps me engaged. is specific to your team. /Internet Community Sites
Homepage
Adding Enterprise Content • SP2010 is about content, docs, wikis, discussions… – By default none of this appears in the activity feeds
• Extend the feed to include the ECM types – They add the business related value – Show the user what is going on in the organisation
• Extend the visual elements to be more engaging – Bring items to life – Give them functionality – Maintain the OOB function
Enterprise Content New colleague New colleague Discussion Discussion Discussion reply Discussion reply Wiki or Enterprise Wiki page Wiki or Enterprise Wiki page Announcement Announcement
Enterprise Content
Blog post Blog post Blog comment Blog comment
Picture or Image Picture or Image
Enterprise Content Media
Audio Audio Video
Video
Facebook style likes and comments • Items in a user’s news feed can be “liked” and commented on, just like on Facebook.
Enhanced profile noteboard
Enhanced content noteboard
New social controls
When being colleagues isn’t enough • SharePoint activity is only colleague based by default • What happens when you think a team produce some great content? – Follow them all? – What happens if a new person joins the team and you don’t realise? – Or a person creates too many things not from that team in their other roles?
Subscriptions • By site
• By list
Subscriptions • Told why you’re seeing an item • You can unsubscribe from the menu
Personal profile
My Directory
Corporate communications • Adopt the News industry approach – Get your readers to contribute – Embellish their stories
• Eliminate global emails or paper based broadcasts • Make more use of rich media such as: – Video – Podcasting – Twitter integration
• Analytics drive content styles – Understand your readership
Community sites
Search
The challenges and benefits of the social intranet Session two
Wes Hackett Solutions Architect
wesley.hackett@contentandcode.com @weshackett
Agenda - Challenges • Platform Evolution – Adoption – Performance – Governance
• Devices • Recession proof goals • Legacy
Platform Evolution Keep Improving
Beware of “Robot Barbie”
“Well, boys like robots and girls like Barbie. Therefore, if we put Barbie’s head on a robot, then logically both boys and girls will like it.”
Adoption • Capture the hearts and minds of your organisation • Two key components – Communications – how you get the message across – Training – how people learn to use the platform
Building your adoption plan • It makes you think • It gives you something to hand around
• It involves other people
Communications • Engage with your internal marketing and communications teams early in the project • Make your communications strategy persistent • Use existing communication channels • Get executive sponsorship • Tailor messages to each target audience
Training • • • •
Needs to be focused on what the user needs Key elements delivered just before use On-going top-up sessions Self help
Performance at scale • Gathering Activity at scale – How many changes are expected – Does this fit with the planning
• Security trimming – Complexity – Performance
• Configuration – Configure each gathering per location
Governance • To steer not control • Social is about freedom – Within guidelines – The light touch approach – You already guide employees with HR Policies
• Focus on business value – Control the key knowledge – Invest in information management
Devices Connecting a mobile workforce
Devices • Planning for devices – What types – Security considerations – Expected use cases
• Implementing for devices – Dedicated ‘apps’ – Web based
• Tools for the job – Use the right tool for the right job
Recession Proof Goals
Recession Proof Goals Reduce Cost
Motivate Staff
Provide Efficiencies
Optimise IT assets
Attractive tools for staff
Smarter working
Remove legacy systems and support
Work from home
Faster collaboration
Reduce travel
Green & paperless
Automated business processes
Legacy Leaving a positive legacy
Legacy • Business projects leave legacy – – – – –
Plan for the project Plan for the following 6 months Plan for the next 12 months Plan for 3 years time Plan for 5 years time
• Remember why you started this project – Support your business plans with technology
Thanks for listening
Wes Hackett Solutions Architect
wesley.hackett@contentandcode.com @weshackett
Coffee Break
• Back in 20 minutes
The challenges and benefits of the social intranet
Wesley Hackett, Solutions Architect
Wesley.hackett@contentandcode.com
Top Tips for User Adoption
Tim Wallis CEO and Co-Founder Tim.wallis@contentandcode.com
1. Stop static content and engage your users
2. Let your users decide what’s relevant
3. Encourage two way dialogue
4. Setup feedback channels
5. Look and feel matters!
6. Come up with a pre-launch plan (…and involve your users)
7. Train your users
8. Encourage My Site status updates
9. Collaboration/project sites
10. Make it FUN!
Conclusion and next steps
Tim Wallis CEO and Co-Founder Tim.wallis@contentandcode.com
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