Establishing a Collaboration Roadmap

#SPFChicago

SharePoint Fest Chicago - BV102

Matt Engibous

Email : mengibous@concurrency.com

Twitter : @mattengibousLinkedIn : /in/mattengibous

Senior SharePoint and Office 365 consultants specializing in business-oriented content management solutions.

Drew Madelung

Email : dmadelung@concurrency.com

Twitter : @dmadelungLinkedIn : /in/dmadelung

#SPFChicago

Why do I need a Roadmap?

What is a Roadmap?

Dos and Don’ts

How do I get started?

Agenda

Takeaways

Strategies & Examples

#SPFChicago

“Learning how to understand how technology evolves, using tools like a technology roadmap, is what you need more than anything to ride on top of the tsunami instead of being crushed by

it.”-Peter Diamandis

Why do I need a Roadmap?

Common Collaboration DeploymentsSomeone in IT (sometimes not…) decides that they should pilot SharePoint or Office 365

Little to no planning

On-demand changes and updates

Minimal long term goals

Customized without best practices

What do you end up with?

Why do these projects fail?

AIIM Industry Watch 2015 http://bit.ly/1MAEK9J

A global sales company has 1000+ mobile employees in the field who need access to a similar set of files.

The sales team starts to use their OneDrive for Business sites for their own files and starts sharing documents between team members.

IT department purchases OneDrive for Business licenses for all users and has a manager share certain documents to all employees.The “Shared with me” view no longer shows the same structure for all employees.

The sales team uses the “Shared with me” area to view the appropriate files.

Real life example

The manager who shared the files leaves the company and their OneDrive for Business site is marked for deletion.

How can we stop this?

RoadmappingFrom here to there…

What is a Collaboration Roadmap? A plan that has a focused destination

and is driven by teamwork between business & IT that encompasses the needs, goals and strategy of solutions that drives or provides value to the company.

What is a Collaboration Roadmap? Focused Destination

Business & IT

Needs -> Goals -> Strategy

Business Need

Collaboration Solutions

What really does this do?

Business ChallengesHow do you

manage content? Where is it being stored and is it

secured?

Can employees find the content they need in an

efficient manner?

Do you have processes that are time consuming

and paper driven?

Does your solution have value and

drive user adoption?

Do you have a long term vision for your content or are snap

decisions being made?

How do you control the flow of

technology to users?

Not fully understanding your current state

Not focusing on the end user experiences

Planning solutions that are too complex or costly

Focusing only on the technology

Limiting the solutions and processes that you are including in the roadmap

5 things to avoid

Avoid this….

Understand that the business is #1, not IT!

Focus on user adoption and personas

Have scheduled roadmap reviews

Break down your roadmap into attainable milestones and sprints

5 things to do Include governance needs

Assess and identify opportunities to reduce cost through technology and process, especially where cost can be realized on an ongoing basis.

Mitigating Risks

Improving Processes

Providing Visibility

Always work towards specific goalsReducing

Cost

Identify technology areas that present risks to the business and leverage a proactive approach instead of a reactive approach.

Mitigating Risks

Mitigating RisksIdentify gaps to help eliminate inefficiencies to improve user experience and productivity.

Mitigating RisksIdentify key areas of improvement around unhealthy and retired processes.Improving Processes

Improving ProcessesMitigating RisksImprove visibility to work processes, costs, and usage statistics. Providing Visibility

Improving ProcessesMitigating RisksWork with the business to identify opportunities to improve overall customer satisfaction.

Increasing User

Satisfaction

Enhancing Productivity

There is a strategic Business Advantage for any company that promotes a User Centric

environment.

UserCentricity

Is Key

Demo!

How do you approach a roadmap? Establish the foundational goals

Ensure understanding of technology solutions

Discovery workshops to better define the goals

Establish A team

Workshops!Workshops…Workshops…Workshops…

Use a template of questions• You need to understand the current content and

solutions

Stay within the foundational goals• Keep the main thing, the main thing

Meet with business• Meet with the business, meet with the business

Question processes • Live out of your imagination, not your history

Strategies & Examples

Unified workshop presentation in PowerPoint

Utilizing Visual Studio Team Services

Utilizing a team OneNote

Current state tracking using Excel

Building wireframes with Axure

Demo!

Example of Roadmap Findings

1. Content is commonly managed in File Shares and PC’s

2. Retention and disposition policies are not in place which leads to outdated content and legal risk

3. Information and content is difficult to find with no unified search experience

4. No single source of content for workers or corporate communications

5. Managing security and knowing who has access to what content is difficult or not possible

6. Paper documentation is commonly used and maintained

7. There are information silos in the business that lead to a lack of collaboration

8. Challenges in creating a common culture and standard communications across the various teams

9. The existing network drives store information in an unstructured and unsearchable fashion.

Example Timeline

N

6

January February March April

Taxonomy

Project Management

Site Iterations

Tasks

Analys is/ Design

Build

Legend

Pilot Phase Go-Live Support Phase

Implement Phase

Learn Phase

Implement Changes

Deploy

Design/Plan Phase

Content Analysis

Information Arch

Technical Arch

Departments and Service Content StructureDiscovery/Roadmap

U I/U X Design

G overnance

Social Evaluation and MySites

G ather Feedback

Requirements

G overnance

Content Creation, Migration and Dis position

Training and Early Adopter

PilotBuild Pilot Solutions

Build Platform

Example Timeline #2

A national company was on Google for Work and made the decision to move to Office 365 for collaboration

A roadmap was built to align what the business was actually doing with new SharePoint and OneDrive for Business solutions and provided a scoped estimate

Before anything happened a team was established that spread across departments to review the new platform

During the process of migration and build there were scheduled review meetings with the original stakeholders to ensure alignment

With an understanding of the available toolset, workshops were held with different areas of the business to better understand their needs

Real life example ->Roadmapped!

A new intranet that integrated custom workflows along with the ability to share externally with OneDrive for Business was successfully deployed

OneDrive for BusinessRecommendation

The size and scope of any

collaboration project calls for a

phased approach

With established team use workshops for technology review and discovery

1.

Bring together all discovered items and outline plan for current and future phases

2.

Review plan with business leadership including end-user experiences

3.

Establish a scoped timeline with ownership expectations4.

Have recurring meetings with the business team and the project team

5.

OneDrive for Business

Takeaways Content analysis template

Workshop presentation template

UX/UI user survey example

http://bit.ly/SPFESTBV102

Questions?

34

Thank you