SharePoint Technology Roadmap

One item that is important when utilizing or managing a SharePoint environment is to have a technology roadmap each year at the minimum. By planning for one year – this may help one to evolve planning for two to three years out.

Typically this roadmap would be changed/adjusted as needed but at the minimum could contain the following quadrants as an example:

Year (Example 2018) -> Quarter 1

SharePoint cumulative update installed on development, testing and production environments.

Year (Example 2018) -> Quarter 2-3

SharePoint release of new sites/functionality

Year (Example 2018) -> Quarter 4

Install of packaged back-up and restore software

Year (Example 2019) -> Quarter 1

Migration of legal sites to Office365 cloud

Migration of on-premise Mysites data to OneDrive for Business

Year (Example 2019) -> Quarter 2-3

SharePoint release of new sites/functionality

Year (Example 2019) -> Quarter 4

Migration of file share data to Office365 cloud

SharePoint – pilot of financial web-parts dashboard display

 

View Video:

SharePoint & Teaching

When teaching others about SharePoint – the following items one should be mindful of:

·         Observe how you react to mistakes – and not be defensive – SharePoint is challenging to learn so users should be taught with patience

·         Try new learning techniques – users learn differently so be mindful of this – therefore creating many different mediums (live classes, remote classes, videos, quick guides, self-help written modules, etc.) is essential

·         Teach in your area of strength – if one is good with out of the box SharePoint aspects – they should teach in that area, if one is good with workflows, they should teach in that area  

View Video:

Organization Change & SharePoint

Overall, SharePoint can be utilized to challenge the “status quo” thinking. SharePoint empowers teams to continuously improve via process, people and behavioral changes.

Some traits that are usually exhibited when change is involved with SharePoint:

·         The new process has users scared – so hand holding and direction on the value of SharePoint is needed.

·         Users feel that SharePoint is a time wasted, nothing gained technology – so it needs to be sold via learning sessions (classes, videos, handouts, etc.).

·         After time, users will realize the value and the environment ecosystem of SharePoint will be healthy and productive.

View Video:

SharePoint and Change – Part II

The following are some key items to consider when using SharePoint as a platform for change:

1)      Know what SharePoint can do and how much can get done with out of the box as well as custom functionality

2)      Know how much work – can get done based on cost, scope and schedule with SharePoint

3)      Know what can released during regular hours and what needs a change control or e-mail communication to users (example a solution deployment that re-cycles application pools)

4)      Know what can be completing taking into consideration – ideal time (how long item will take without distractions)

5)      Have a definition of what done means in regard to a site or functionality request

View Video:

SharePoint and Change – Part I

The following are some key items to consider when using SharePoint as a platform for change:

 

1)      Let proper team members know of change so that a plan for how to communicate change to organization can be created

2)      Define how SharePoint will be utilized in the organization. Will its main purpose be document management, content sites or utilization of key and core workflows

3)      Account for governance – know what users will be allowed and not allow to do. Make the governance plans readily available in a wiki or series of blog posts.

4)      Account for at least a one hour to 90 minute overview of SharePoint functionality that users will need to know (upload documents, use lists, how to search, how to use managed metadata, etc.)

5)      Develop and fine tune – processes for how best to manage work and requests in SharePoint by utilizing request forms for requirements so that an Agile model can be followed by creating from such requests the needed stories and tasks for what was being asked.

View Video:

SharePoint and a Sprint Review Agenda

When SharePoint is utilized with agile, the following are some key tips to utilize during a sprint review agenda:

1)      Welcome everyone and state that during this time slot the SharePoint increments completed will be demoed.

2)      State what SharePoint aspects will and will not be demoed. Usually it is good to have test data in the sites, libraries, lists and workflows that are part of the demo.

3)      Demo the functionality in either a test or staged production environment.

4)      Discuss the new functionality and answer questions surrounding the delivered increment.

5)      Present upcoming backlog items as far as the features and functionality surrounding SharePoint.

6)      Conclude and review what was achieved during the sprint review and make sure that the product owner will enter and adjust priorities in the backlog.

View Video:

Paradigm Shift & SharePoint

In regard to SharePoint a paradigm shift is present as a lot of the time newer processes are needed for the system to be successful. Thus, adopting these traits will be good to possibly utilize:

Have a plan – in this regard, it’s having a scope for the SharePoint launch – this should include not only a schedule for launch but a launch for each teams/departments new sites/subsites. When launched proper training of basic functionality (uploading, alerts and views) should be given.

Value Driven – sell the platform via town-hall meetings, videos, e-mail blasts and proper on-line documentation. SharePoint empowers users which can’t be un-sprung if users don’t know how to utilize the system or know what it can do.

 

View Video: