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Successful SharePoint
A guide to getting the most from Microsoft SharePoint
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Contents
About this eBook
SharePoint OverviewWhat is SharePoint?
Why SharePoint?
What is the key to a successful SharePoint implementation?
SharePoint DeploymentSharePoint Evolution
SharePoint Online versus On-Premise
SharePoint and Office 365
SharePoint StrategySharePoint Strategy Overview
What can you do with SharePoint?
Adoption Strategies
SharePoint BrandingSharePoint Branding & Methods
Why invest in branding?
SharePoint Governance SharePoint Governance Benefits
Example Governance Questions
SharePoint TrainingSharePoint Training Overview
SharePoint Training Methods
SharePoint Support
SharePoint Support & Considerations
SharePoint 2016Why SharePoint 2016?
SharePoint 2016: What’s new?
The Future of SharePoint
SharePoint Adoption
SharePoint Adoption Checklist
About Chorus
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Microsoft SharePoint is one of the most widely
used business applications and has greatly evolved
over the past 15 years since its release. What began
as a document management system has grown
to become a powerful and complex platform with
endless possibilities. These possibilities however,
have also brought confusion, misuse and poor
planning, which is why SharePoint implementations
can have a negative perception.
About this eBook
Unappealing design, lack of strategy and
disorganised content have caused SharePoint
implementations to receive poor user adoption and
usage. This all leads to an ineffective system and
ultimately, a poor return on investment (ROI).
Recent AIIM research showed that only 11% of
those surveyed felt that their SharePoint project
was a success.
We believe that SharePoint can be an extremely
beneficial and simple solution that helps to solve
complex business challenges. With the right
approach and support, SharePoint can be an integral
part of your business that is both easy and enjoyable
to use. This eBook outlines the key steps to achieve
SharePoint implementation and adoption success.
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One of the hardest things is explaining exactly what
SharePoint is because it can be different things
depending on what you want it to do.
SharePoint is generally known as a secure web
application for document management and
collaboration but as a platform it can be developed
and extended to become anything. At its simplest,
SharePoint is a secure way of finding and sharing
information and most companies will use it for
document management but it is worth knowing that
it can be developed and extended to address a wide
variety of business challenges.
Key Purposes of SharePoint
Document storage and
management
Securely deliver content
Allow users to search and find
information
Improve efficiency through
workflows and automation
Enable collaboration
Allow information sharing
Be a key communication tool
Support the business culture
What is SharePoint?
of Fortune 500 companies use SharePoint
78%
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Why SharePoint?
Highly progressive
Microsoft are heavily investing in SharePoint
to ensure it is progressive and future-proof and
offers a transparent roadmap.
Large community and support
As such a widely used platform, SharePoint
has a strong online community for support
and resources.
Mobile focused
SharePoint is focused on being mobile accessible
and simple to use on different devices, including
iOS and Android.
Extremely flexible
As a platform, SharePoint can be fully
customised through development, allowing
branding, integration and new functionality.
Integration capabilities
SharePoint integrates seamlessly across the
Microsoft stack but can also be integrated
with other systems thanks to its open API.
.NET Platform
SharePoint is built on the powerful and
familiar .NET platform so there is no reliance
on bespoke developers.
Scalable
SharePoint can be used by small companies
up to Fortune 500 corporations and can easily
grow as your organisation does.
Security and compliance
Built-in security and compliance tools allow
strict control over sensitive data.
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What is the key to a successful SharePoint implementation?
What? How?
Correct deployment
Clear strategy in place
Users enjoy SharePoint
Content is easy to find
Clear plan for ongoing use
Staff can use the system
The system is supported
Deployment research
Strategy workshops
Beautiful design
Intuitive UX
Governance strategy
Clear training plan
Clear support plan
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SharePoint was originally released by Microsoft in 2001 and since then Microsoft have continued to invest in
SharePoint to improve the platform and increase its features and functionality. Over the years, SharePoint has
evolved to meet the changing needs of the digital and mobile workplace and Microsoft’s investment will ensure
that it continues to be a progressive and advanced platform.
SharePoint Evolution
SharePoint 2001
SharePoint 2003
SharePoint 2007
SharePoint 2010
SharePoint 2013
SharePoint Online
SharePoint 2016
On-Premise
Online
New Ribbon UI
New social profiles & social networking features
Central Administration redesigned
Drag and drop support for file uploads
OneDrive for Business replaces MySites
Introduction of Follow/ Share buttons
Rolling release model with changes being released continually
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As a part of Microsoft’s broader ambition to reinvent productivity, we are on a mission to make SharePoint more simple, mobile, intelligent and secure to help customers unlock the value of having it as an integrated part of Office 365.
Seth Patton
General Manager for SharePoint and OneDrive Product Management Team
“
”
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The first decision when using SharePoint is your licensing choice, as there are three main options to choose from:
SharePoint On-Premise vs Online
All organisations will need to determine the best fit for their specific requirements and situation. For a few
organisations there can be legal requirements to keep information on-site but for those without these constraints
it can be worth considering SharePoint Online. This could be as a standalone licence or as part of Office 365 to take
advantage of the benefits that come with a cloud technology.
On-Premise Online
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The best deployment option will entirely depend on your organisation, the way it works and what it wants to
achieve from SharePoint. The major difference between Online and On-Premise is the impact to your resources,
which include servers, hardware and the staff to maintain it.
Top Deployment Considerations
What is your current SharePoint investment?
Do you have any existing hardware?
Would you prefer Capex or Opex spend?
Do you have the available internal resources to support the system?
Do you want to maintain SharePoint, or Microsoft to maintain it?
How will you manage data backups and disaster recovery (DR)?
Do you have to follow any data sovereignty and compliance laws?
How will you manage security?
What are your future growth plans?
SharePoint On-Premise vs Online
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SharePoint Online & On-Premise Compared
Feature SharePoint On-Premise SharePoint Online
Cost Model Large initial capital investment (CapEx) Monthly subscription (OpEx)
Data Location All data remains on-site Data stored in Microsoft data centre
Administration Requires in-house or partner admin Minimal internal administration required
Space Dependent on internal resources and space 1TB per site collection
Deployment Time Longer to deploy Quicker to deploy
Hardware Server investment required No hardware required
Maintenance Cost Requires servers to be maintained Minimal maintenance costs
Uptime Less reliance on internet connectivity Reliant on connectivity – 99.9% SLA
Backups and DR Internal responsibility Microsoft’s responsibility
Security Dependent on your in-house security Benefit from Microsoft’s security
Updates Internal responsibility Microsoft’s responsibility
Mobility Dependent on SharePoint version Fully responsive mobile experience
Internal Resources Internal IT support structure required Less impact on internal resources
Integration Full access to back-end Slight limitations
Customisation Fully customisable Customisation limitations
Scalability Dependent on available storage Highly scalable
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SharePoint Online is included with Microsoft Office
365 and can be an extremely cost effective option
for businesses.
If you’re considering SharePoint Online then we
would recommend that you look at Office 365,
especially if you are already paying for email
software, Microsoft Office or cloud storage. Office
365 is a complete platform so if you are already
paying for these services then it could help to
reduce costs while also giving employees access to
some incredible new applications.
If you are only interested in SharePoint and do not
want any access to any of the applications that
Offices 365 offers, then a standalone SharePoint
Online plan may be more suitable for you.
SharePoint and Office 365
There are a number of different Office 365 plans to
consider, all of which include different features and
different costs. This allows you to ‘mix and match’ to
choose the best features to suit your organisation,
so you only pay for what you will use.
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Office 365: What’s Included?
Outlook
Business-class email and calendar
with 50GB storage per user, email
management tools, built-in anti-malware,
security and anti-spam filtering.
Yammer
Social collaboration platform for
employees to work together and share
ideas in a central location.
Skype for Business
Instant messaging, online status
availability (which integrates with
Outlook), screen sharing and enterprise
HD video and audio conferencing (with
up to 250 people).
Office Suite
Word, Excel, PowerPoint, OneNote,
Publisher and Access. Each user can
install the full Office suite on up to 15
devices including iOS and Android.
OneDrive for Business
Easily access and share all your
documents from anywhere, on any device
with 1TB secure cloud storage per user.
... and SharePoint Online
SharePoint in the cloud with mobile
access and cross device functionality and
all the great features of SharePoint.
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Establishing a clear SharePoint strategy is vital
and needs to fit with the overarching business
strategy. While the strategy will be a driver for the
implementation, it must also continually evolve as
business needs and challenges also evolve.
The SharePoint strategy sets the vision, goals and
purpose of implementing SharePoint. An aligned
strategy will ensure an effective solution is created
that meets the organisations needs and avoids
the project being pulled in multiple directions by
different stakeholders.
Once the purpose is established, goals and success
measures should be defined to allow tangible results
to be measured and improved upon.
SharePoint Strategy
Example Strategy Questions
Why is SharePoint being implemented?
Who will be the main users?
What are the immediate challenges
that need solving?
How will user adoption be driven?
What is the long-term roadmap?
What are the key objectives and
desired outcomes?
How will success be measured?
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Today around 50% of all organisations trying to use SharePoint have no evident SharePoint strategy
50%
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Essentially, SharePoint can be what you want it to be! It’s a highly flexible and complex platform so it can be
developed to whatever solution you require, but you must remember to keep a clear vision and strategy in place.
While SharePoint’s complexity and extensive capabilities are a strength, it can mean that businesses try to use it do
everything at once and create a highly complex system instead of a simple solution.
All SharePoint implementations, migrations or revamps should begin by asking:
What can you do with SharePoint?
“What business challenge(s) do we want to solve?”
“We need staff to be able to
work on the same documents
together and collaborate easily”
“We want to save time by automating business
processes”
“We need to centralise our
documents so we don’t have multiple
versions in different places”
“We want staff to
find everything in one
secure location that is
easy to manage”
“Staff find it difficult to search for and keep
track of important files”
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What can you do with Sharepoint?
Document Storage
Policy Document Management
Real Time Collaboration
Company Announcements
Document Version Control
Wiki
Expenses management
HR portal
Business Intelligence
Workflows/ Automation
Portals
ExtranetIntranet
Calendar Management
Case Management
Supplier Extranet
Enterprise Search
Partner Network
Virtual Learning Environment
Jobs Board
Company Events Listings
Organisation Charts
Staff Directory
Video Library
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Adoption Strategies
User WorkshopsWorkshops give a better understanding of
users’ needs and challenges. By gaining a
thorough understanding, SharePoint can
be tailored to address specific company
challenges that will help its users.
Create Champions Internal SharePoint ‘Champions’ are
beneficial to provide a gap between end
users and technical support. Champions
become internal evangelists to help other
users to get the most from the system.
Show the BenefitShow users how the system will benefit
them by showing time-saving hacks or clever
automations that will make their lives easier.
Launch CampaignsLaunch campaigns help drive user adoption
and generate excitement. This could involve
sneak peeks, email countdowns, short video
clips or ‘Easter egg’ hunts on the site.
Make it EssentialStoring vital information solely within
SharePoint drives users to check
it regularly and enforces it as the
‘go-to’ destination.
Content StrategyCreating a content strategy engages users
with the system. From company news
to employee profiles and quizzes, your
SharePoint content should be interesting,
regular and useful to keep staff involved.
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When SharePoint is one of your integral applications
it’s vital to ensure your users can interact with a
vibrant, branded and familiar environment that is
easy (or even better, enjoyable) to use.
SharePoint is essentially a tool to find and share
information but if users struggle to find the information
then they will get frustrated and eventually abandon
the solution. It is exactly the same as any other website.
So, why do organisations invest so much design and
time into external facing websites for customers yet
often do none of this for their internal facing site?
Out of the box SharePoint provides the functionality
needed to increase productivity but that’s only half of
the story. Employee engagement and utilisation of its
benefits are the only way your business is going to see
real benefit. This is where SharePoint branding and
design come into play.
SharePoint Branding
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SharePoint Branding Methods
SharePoint branding and design should be carried out in a very similar way to website UX design. Through
thorough research and agile iterations, wireframes and designs can be released and tested in stages. This allows
user testing feedback to be incorporated throughout SharePoint development for continual improvement.
It’s important to clarify that great branding and design does not mean adding some colours and a company logo.
Great design in SharePoint is about creating enjoyable and simplified experiences. This will be done through a
number of different design methods.
User Stories
These outline a high level
overview of the requirements
for the system according to
each type of user. By stripping
down the end aims into simple
statements, more detail can
then be added to ensure all
core objectives are met.
User Journey Maps
Once user stories are created
the user ‘journeys’ will be
mapped out. These are based
on scenarios of how they will
interact with SharePoint so that
they are encouraged to follow
mapped paths to achieve their
goals as quickly as possible.
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SharePoint Branding Methods
Sitemaps
Sitemaps give an overview of
the navigational structure of
your system. Content analysis
allows content to be classified
to give the simplest navigation
to users, as well as improving
search functionality.
Wireframes
The wireframes are the
‘skeletal framework’ of a
system and its pages and
focuses on the functionality
and priority of content to make
sure the most appropriate
content is displayed.
Prototypes
When wireframes are
completed prototypes are
created. These are interactive
visuals of the system, which
are ‘click-able’ to simulate the
interactions between the user
and the system.
Visual Design
This involves imagery, icon
design and all the visual
elements that will be applied to
improve the user experience,
increase visual appeal and to
align the system to corporate
brand guidelines for familiarity.
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The average mid-sized company could gain £3.8 million per year in employment productivity by improving its
intranet design.
Jakob Nielsen ”“
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Greatly increases user adoption
Ensures a great user experience and familiarity
Encourages user engagement and enjoyment
Allows better content organisation and classification
Allows bespoke responsive design for mobile access
Helps to create internal brand advocates
Ensures design consistency is continually applied
Makes it easier and quicker to find information
Allows a personalised SharePoint experience
Increases employee productivity
Builds positive team culture
Why Invest in Creative SharePoint?
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A SharePoint governance plan documents how
SharePoint will be managed by outlining policies,
processes and responsibilities to ensure continual
and consistent success.
The design, development and the implementation
of SharePoint can be overseen by a small number of
internal staff but normally SharePoint is built for the
whole business and all of its staff. For most of these
staff members, they will not know what to expect
from SharePoint or more importantly, how to use it.
If your staff doesn’t know why it’s been implemented,
what it does or how to use it then it how can you
expect it to be organised, maintained and useful to
your business?
SharePoint governance is not something that is
done at the end of a SharePoint project. An effective
governance strategy should be developed continually
throughout the project at every stage.
SharePoint Governance
By building and following a governance plan, your
SharePoint stays organised and consistent with a
well-documented ongoing strategy. It also ensures the
continuity and integrity of the system, which will lead
to a continued ROI and a long-term business plan.
Key Benefits
Provides a well-defined ongoing strategy
Sets clear expectations and guidelines
Allows consistent processes to be adopted
Protects against security and compliance
threats
Allows changes to be quickly implemented
Improves user experience and adoption
Ensures maximum return on investment
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Why is SharePoint being implemented?
Who is responsible for the governance plan?
Where will governance information be stored?
Who controls permission settings?
How are permissions correctly applied?
How will staff use SharePoint?
Who will receive training?
How will ongoing training be organised?
How will consistent design be applied?
Example Governance Questions
What is the process for creating new sites?
How will groups and sites be decommissioned?
How can new features be requested?
How will content be structured?
How are starters and leavers controlled?
Is everyone happy with using the system?
How are updates managed and communicated?
How will the system be supported?
How will security and compliancy be managed?
What is the content policy?
What are the policies for third party apps?
What are the archiving and deletion policies?
30%
of organisations felt that they still had “big issues” with SharePoint governance
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SharePoint training is one of the most important
stages of a SharePoint implementation to ensure
that users are comfortable with using the system.
As SharePoint can be fully customised, your
training plan will also have to be customised to your
business, focusing on how your business intends
to use SharePoint and how each department or
individual will engage with it.
Tailored training must be considered when creating
your Governance strategy, as different user groups
will require different levels of training and this
needs to be clearly defined for a successful
ongoing strategy.
User roles can vary with each organisation
depending on the scale of their SharePoint
investment, the complexity and its uses.
SharePoint Training
Typical User Roles
End Users
End user training will need to be bespoke to job
function or department to demonstrate specific
tasks and the benefits of using the system.
Super Users
Super user courses will be much more in-depth
to gain a full understanding of the system
functionality and features.
Site Administrators
Site administrators are responsible for ensuring
the platform is working as it should and the
overall management of the system.
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SharePoint Training Methods
In-Class Training
The most popular training method delivered in a
classroom style with interactive collaboration and
exercises for immediate answers and help.
Online Learning
Access and watch training videos on demand so users
can learn at their own pace and whenever
(and wherever) suits them.
Blended Learning
50% online learning and 50% classroom training for
questions and exercise completion to combine the
best of classroom and online learning.
Virtual Training
Receive training virtually through web conferencing
software, such as Skype for Business, removing travel
time and costs.
Ongoing Training
As well as training before go-live, ongoing training
needs to be considered so that users continue to use
the system effectively and easily. This can include
larger-scale training for new updates and features
but also ongoing training and support for users when
they are using the system and need any guidance.
Quick guides
Videos
User groups
How-to documents
Don’t forget SharePoint guides and
training resources are widely available
online to complement your training. !
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Research shows that 52% of organisation users are introduced to SharePoint without any training or communication plan to drive internal adoption.
52%
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Once your system is live, you need to consider how
it will be supported. For some organisations, this is
supported in-house by their internal IT department,
while other organisations choose to outsource their
support to a SharePoint support specialist or their
SharePoint implementation partner.
SharePoint Support
Support Considerations
Do you have the available staff?
Do your internal IT staff have the right skills?
What hours do staff need to be able to contact support?
How will upgrades be managed?
How will future customisations be made?
How will integrations be supported?
What are your future SharePoint roadmap plans?
How will new features and improvements be communicated?
What are the potential costs and what is the budget?
Supporting a SharePoint environment requires
extensive knowledge of SharePoint and the Microsoft
stack, so you will have to consider which option is
most appropriate to your current IT setup and future
plans. You should consider the possibility that there
will be a high demand for SharePoint support after
go-live and that this should be prioritised to ensure
your organisation gets the best first impressions and
dedicated support when adjusting the to system.
Inhouse? Outsource?
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SharePoint 2016 builds upon the functionality of SharePoint 2013 to offer a range of new features and
improvements. If you are not currently using SharePoint then now is a great time to consider it to access the
latest version available. If you are already using SharePoint then you may want to start thinking about your
migrations plans to see if it is worth migrating to SharePoint 2016.
Why SharePoint 2016?
SharePoint Online
Anyone using SharePoint Online (either
as standalone or as part of Office 365) will
automatically see these updates rolled out to
their SharePoint environments.
SharePoint On-Premise
SharePoint On-Premise systems follow a
Microsoft support lifecycle, which provides
product support including security patches
and warranty claims. As mainstream support
has ended for SharePoint 2010, it is worth
considering migrating to SharePoint 2016 as you
have to migrate to 2013 before 2016.
If you are currently using SharePoint 2013 then
migration is much simpler.
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SharePoint 2016: What’s New?
Improved Navigation
SharePoint 2016 will have an updated user interface
to align with Office 365 for consistent user experience.
The top ribbon will include the App Launcher to allow
you to quickly navigate to other applications. You can
even build customised tiles and show these through
the launcher.
Increased File Size Uploads
SharePoint 2016 will allow files up to 10GB to be
loaded, which is a great increase from the previous
2GB file limit.
Mobile First
As mobility becomes more important today,
SharePoint 2016 has a strong focus on improving
mobile experiences through:
New SharePoint Mobile app
Touch-friendly interface designs
Cross device switching
Improved mobile navigation
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SharePoint 2016: What’s New?
New Security Management Centre
SharePoint allows effective collaboration internally
and externally, while ensuring that all content is highly
secure without impeding how users work.
SharePoint 2016 will see a new unified security
management section to apply compliance policies,
document deletion policies, data loss prevention
(DLP) policies and in-place hold policies – all in one
place for simplified management.
Security Notifications
Documents in violation of any pre-defined security
and compliance policies will show an alert icon on the
document. When clicked, detail will be shown into
what needs to be changed in order to comply with
the set organisation standards.
Manage and Monitor
Set up triggers and alerts to ensure the relevant
team members are notified of any non-compliant
documents so that any issues can quickly be resolved
and any other actions made.
Hybrid Search
The ability to search across On-Premise and
Online environments and return a single search
result display for a unified search experience.
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Microsoft’s key focus is around Office 365, so
SharePoint Online users (standalone or Office 365)
will see regular improvements and updates but
this does not mean that SharePoint On-Premise is
being left behind. Microsoft understand that some
organisations are unable to move SharePoint to the
cloud and the release of SharePoint 2016 will see
great improvements to SharePoint On-Premise.
SharePoint 2016 also bring some great advances
towards a hybrid approach for those that want to
keep certain information on-premise but start taking
advantage of some of the benefits of cloud computing.
The Future of SharePoint
More hybrid and cloud focused
Improving mobile device
experiences
Delivering improved user
experience (UX)
Continual investment in security
Simplifying sharing and
collaboration
Increased investment in
SharePoint Online for Office 365
The Future of SharePoint
A hybrid approach combines on-premise
infrastructure and cloud technology
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SharePoint Adoption Checklist
Have a clear strategy
Review existing systems in place
Establish challenges SharePoint will address
Get executive support and buy-in
Establish a timeframe
Carry out stakeholder workshops
Determine metrics to measure success
Create a pilot group for testing releases
Invest in SharePoint branding
Train Super Users in detail
Train top management so they become evangelists
Create handover guides and documents
Ensure training documentation is easy to find
Plan how staff will be trained on system updates
Ensure staff are clear on what to do when they need training help or support
Establish online community support and help for proactive problem solving
Analyse current content
Establish Information Architecture
Create wireframe designs
Ensure templates for consistent branding
Carry out any user experience testing
Ensure staff know why SharePoint is being implemented
Show buy-in from the top
Create a go-live communication plan
Establish how updates will be communicated
Create a Yammer group
Plan what order features will be released
Select simplest and most effective changes to start to gain buy-in
Identify SharePoint Champions or Super Users
Test initial releases on a pilot group
Release functionality in phases
Create a communication plan
Create a training plan
Create a governance plan
Generate excitement
Create a governance strategy (you can use the example questions on page 25)
Store governance strategy in a central location
Schedule reviews of your governance plan
Release sneak peeks to staff
Create a countdown to go-live
Allow staff to create their own content
Have a plan so the homepage changes regularly
Show staff how it will save them time
Measure success metrics, such as usage
Allow staff to submit feedback and suggestions
Provide recognition for successful use and contribution
Send staff surveys to check user success
Establish how SharePoint will be supported (in-house or through partner)
Decide how updates will be managed
Have a dedicated contact for each page
Have a long-term roadmap in place
Measure success
Have a support plan
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About Chorus
UMBRACOCERTIFIED GOLD PARTNER
We provide the full range of Microsoft SharePoint services including migration, consultancy, development, design, integration, governance and support.
We have dedicated creatives, infrastructure specialists, UX designers and development teams specialising in SharePoint. Through our agile project methodology, we combine technical excellence with user-centred design to create cutting-edge SharePoint systems that integrate seamlessly with existing systems using .NET development.
As well as specialising in Microsoft SharePoint, we also help businesses with:
Office 365
Microsoft Dynamics CRM
IT & Cloud Services
Web Development
Bespoke Development
Creative Services
To find out more about Chorus, please visit www.chorus.co
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01275 398900 [email protected] www.chorus.co Bristol, UK
IT Services Cloud SharePoint Training Web & Dev CRM Creative