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SharePoint Worst Practices: 5 Common Mistakes to Avoid #WMSPUG

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Dux Raymond Sy
Dux Raymond Sy

This document discusses five common mistakes to avoid when implementing SharePoint: 1) Lack of proper planning, 2) Showcasing features instead of building solutions, 3) Having an undefined business case without measurable goals and ROI, 4) Having a poor understanding of SharePoint's capabilities and best practices, and 5) Unrealistic staffing with too few resources. The presentation provides examples and recommendations for how to successfully implement SharePoint through defining requirements, building appropriate solutions, quantifying expected benefits, gaining expertise, and assembling a dedicated project team.

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SharePoint Worst Practices: Five Common Mistakes to Avoid Dux Raymond Sy, PMP Video Recording: http://vimeo.com/17890091
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”
Presentation Objectives ¡  In this presentation, 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
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
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
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
Who Knows This Cry Baby?
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
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
#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
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
Example: SharePoint 2010 Migration
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
#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
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
Example: Process Flow Diagram
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
#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?
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?
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
Proper Requirements Gathering is Key
Example: Requirements Document
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
#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
SharePoint Implementation Continuum Draconian IT Wild Wild West Empowerment Control Chaos
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
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
#5 Unrealistic Staffing ¡  A single individual or two CANNOT successfully deploy SharePoint in an enterprise
The SharePoint A-Team Committed Sponsor + Accountable Project Manager IT group • SharePoint developer • SharePoint infrastructure Business group specialist • SharePoint architect • SharePoint business analyst • SharePoint trainer • SharePoint designer
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
Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux How did you like the presentation? http://meetdux.com/feedback/
Thank You!

More Related Content

SharePoint Worst Practices: 5 Common Mistakes to Avoid #WMSPUG

  • 1. SharePoint Worst Practices: Five Common Mistakes to Avoid Dux Raymond Sy, PMP Video Recording: http://vimeo.com/17890091
  • 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”
  • 3. Presentation Objectives ¡  In this presentation, 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
  • 4. 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
  • 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
  • 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
  • 7. Who Knows This Cry Baby?
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • 17. 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
  • 18. #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?
  • 19. 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?
  • 20. 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
  • 23. 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
  • 24. #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
  • 25. SharePoint Implementation Continuum Draconian IT Wild Wild West Empowerment Control Chaos
  • 26. 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
  • 27. 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
  • 28. #5 Unrealistic Staffing ¡  A single individual or two CANNOT successfully deploy SharePoint in an enterprise
  • 29. The SharePoint A-Team Committed Sponsor + Accountable Project Manager IT group • SharePoint developer • SharePoint infrastructure Business group specialist • SharePoint architect • SharePoint business analyst • SharePoint trainer • SharePoint designer
  • 30. 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
  • 31. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux How did you like the presentation? http://meetdux.com/feedback/