Establishing a Collaboration Roadmap - SPFestSeattle
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The document discusses establishing a collaboration roadmap. It defines a roadmap as a plan focused on driving business value through partnership between business and IT. The roadmap encompasses needs, goals and strategy for collaboration solutions. The document provides examples of roadmapping approaches, including conducting workshops to understand challenges and opportunities, establishing timelines, and reviewing the roadmap regularly with stakeholders. The key is for the roadmap to improve processes, mitigate risks, and increase user adoption of collaboration tools.
Establishing a Collaboration Roadmap - SPFestSeattle
- 1. Establishing a Collaboration Roadmap #SPFestSea SharePoint Fest Seattle 2018
- 2. Drew Madelung Email : [email protected] Twitter : @dmadelung Website: drewmadelung.com Managing Architect – SharePoint & Office 365
- 3. Why do I need a Roadmap? What is a Roadmap? Dos and Don’ts How do I get started? Takeaways Strategies & Examples #SPFestSea
- 5. Why do I need a Roadmap?
- 6. “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
- 7. Trends in the workplace Harnessing ingenuity Multi-generational teamwork Expertise without boundaries Increased transparency Connected and Productive Harvard Biz Review - Workplace Evolution http://bit.ly/HarModWP
- 8. Modern workplace challenges Harvard Biz Review - Workplace Evolution http://bit.ly/HarModWP
- 9. Trends in Microsoft collaboration Cloud first, mobile first Empowered end users Anywhere, anytime It starts with communication Insightful data
- 10. How does your plan align with the trends?
- 11. Common Collaboration Deployments Someone 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
- 12. What do you end up with?
- 13. Why do these projects fail? AIIM Industry Watch http://bit.ly/1MAEK9J
- 14. 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.
- 15. How can we stop this?
- 16. Roadmapping From here to there…
- 17. What is a Collaboration Roadmap? A plan that has a focused destination and is driven by teamwork between the business & IT that encompasses the needs, goals and strategy of solutions that drive value.
- 18. What is a Collaboration Roadmap? Focused Destination Business & IT Needs -> Goals -> Strategy
- 19. What a collaboration roadmap ISN’T List of technologies Collection of tasks
- 20. What really does this do?
- 21. Business Challenges How do you manage content? Is it Secure? Can employees find the content they need in an efficient manner? Time consuming and paper driven processes Does your solution have value and drive user adoption? Slow responsiveness to business needs How do you control the flow of technology to users?
- 22. Not fully understanding your current state Not focusing on the end user experiences Not being prepared to deliver after findings Focusing only on the technology Being too limited with the solutions and processes being reviewed 5 things to avoid
- 23. Avoid this….
- 24. Understand that the business is #1, not IT! Focus on user adoption and measurable impacts Have scheduled roadmap reviews Work towards services provided 5 things to do Prioritize the findings
- 25. 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 goals Identify technology areas that present risks to the business and leverage a proactive approach instead of a reactive approach. Mitigating Risks Identify gaps to help eliminate inefficiencies to improve user experience and productivity. Mitigating Risks Identify key areas of improvement around unhealthy and retired processes. Improving ProcessesMitigating Risks Improve visibility to work processes, costs, and usage statistics. Improving ProcessesMitigating Risks Work with the business to identify opportunities to improve overall customer satisfaction.
- 26. How do you approach a roadmap? Establish the foundational goals Discovery workshops to better define the goals Ensure understanding of technology solutions Establish A team
- 27. Workshops! Workshops… Workshops… Workshops… Use a template of questions • Understand the current state 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 – Start with Why • Live out of your imagination, not your history
- 28. Strategies & Examples Unified workshop presentation in PowerPoint Project management tool to track the roadmap Utilizing a team OneNote Current state tracking using Excel Building wireframes for review before build
- 29. Demo!
- 30. 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.
- 31. Example Timeline 2017 2018Mar May Jul Sep Nov 2018 Mar May SharePoint Migration Plan Established 5/17 Project Release 0.1 (POC) 5/17 Start SharePoint Pilot Migration 6/17 Project Release 0.2 (UAT 1) 7/17 Project Release 0.3 (UAT 2) 8/17 Start SharePoint Migrations 9/17 Start Migration of Project Central Sites 9/17 Project Release 1.0 10/17 Start SharePoint Decommissioning 12/17 Establish Portal Design & Plan 1/18 Start Portal Build 3/18 Complete Portal 5/18 6/18 3/17 - 6/18SharePoint Online Migration 3/17 - 11/17Project 10/17 - 6/18Portal Complete SharePoint Migration
- 33. 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
- 34. OneDrive for Business Recommendation With established team use workshops for technology review and discovery Bring together all discovered items and outline plan for current and future phases Review plan with business leadership including end-user experiences Establish a scoped timeline with ownership expectations Have recurring meetings with the business team and the project team
- 35. OneDrive for Business Takeaways Content analysis template Workshop presentation template UX/UI user survey example http://bit.ly/festroadmap http://bit.ly/msroadmapbuilder
- 36. Questions? Email: [email protected] Twitter: @dmadelung Website: drewmadelung.com Slides: http://bit.ly/DrewSlides
- 37. Establishing a Collaboration Roadmap SharePoint Fest Seattle 2018 #SPFestSeattle