The Crucial Role of a Formal Charter in SharePoint Deployment

In the realm of SharePoint deployment, the significance of a formal charter cannot be overstated. As a seasoned SharePoint consultant with a wealth of experience in many, many projects, I've seen firsthand the transformative power of a well-crafted charter. It serves as the foundational blueprint that guides an organization through the intricate process of deploying SharePoint.

A charter need not be an elaborate dossier; it can be as succinct as a single page. Yet, its simplicity belies its importance. It addresses the fundamental questions that align an organization's vision and strategy:

1. Purpose and Vision (Why are we doing this?) - The charter should begin with a clear statement of intent, answering why the organization is choosing to deploy SharePoint. This can be gathered through stakeholder interviews, surveys, and strategic planning sessions. It's crucial to involve all key players, from executives to end-users, to ensure a shared understanding and commitment to the project's goals.

2. Business Benefits (What will be the business benefits?) - To articulate the business benefits, one must conduct a thorough analysis of current processes and identify areas where SharePoint can add value. Workshops and brainstorming sessions with department heads and IT professionals can uncover potential improvements in collaboration, data management, and workflow efficiency.

3. Risk Assessment (What are the risks?) - Identifying risks requires a collaborative effort with risk management teams, IT security experts, and project managers. Tools like SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) and risk workshops can help in pinpointing potential issues, from technical challenges to user adoption hurdles.

4. Cost Analysis (What are the costs?) - A detailed cost analysis is essential for budgeting and financial planning. This involves gathering data on software licensing, infrastructure upgrades, training, and ongoing maintenance. Financial officers and IT procurement specialists should work together to provide a comprehensive cost breakdown.

5. Success Criteria (What are the success criteria?) - Defining success criteria is a collaborative process involving project sponsors, SharePoint consultants, and key users. These criteria should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound) and could include metrics like user adoption rates, performance improvements, and satisfaction surveys.

6. ROI Calculation (How will we calculate ROI?) - Calculating ROI involves both qualitative and quantitative measures. Financial analysts, along with project managers, should establish a framework for measuring benefits against costs. This could include tracking productivity gains, cost savings, and revenue growth attributable to SharePoint deployment.

Reaching a consensus on these points requires open communication, facilitated discussions, and often, the guidance of an experienced SharePoint consultant. It's about bringing together diverse perspectives to create a unified vision that resonates with every stakeholder. Only when these foundational questions are addressed with clarity and agreement can an organization confidently move forward with its SharePoint deployment.

Remember, a formal charter is not just a preparatory step; it is the strategic compass that steers the SharePoint project towards success. It ensures that every action taken is aligned with the organization's objectives, and it provides a clear roadmap for achieving the desired outcomes. The time and effort invested in crafting a robust charter will pay dividends throughout the SharePoint deployment journey and beyond.

But How Can I Get Stakeholders Involved?

Involving stakeholders in the charter creation process is a critical step to ensure the success of a SharePoint deployment. Here are some strategies to engage stakeholders effectively:

1. Assemble a Diverse Team: Bring together a governance committee that includes information architects, compliance officers, influential information workers, IT technical specialists, development leaders, trainers, IT managers, business division leaders, financial stakeholders, and executive stakeholders. This diverse team can provide a holistic view of the organization's needs and goals.
2. Define Business Use Cases: Start by defining business use cases that support the implementation of SharePoint. These should document expected and measurable business outcomes, including a description of the current business process, challenges with the existing process, and how SharePoint can help overcome these challenges.
3. Develop Objectives and Key Results (OKRs): Translate business use cases, organizational scope, and project timelines into OKRs. Engage stakeholders in defining these OKRs and key success indicators (KSIs) to ensure they feel a sense of ownership and align these measures of success to organizational business requirements.
4. Facilitate Workshops and Brainstorming Sessions: Conduct workshops and brainstorming sessions with stakeholders to gather input on the proposed information architecture, site structure, navigation design, content approval strategy, and site creation policies 4.
5. Regular Reviews and Adjustments: Review key results monthly to track the status of the overall project. Based on progress, adjust quarterly plans as needed. This iterative process keeps stakeholders engaged and allows for timely adjustments.
6. Communication and Documentation: Maintain open lines of communication throughout the process. Document all discussions, decisions, and plans, and make them accessible to all stakeholders. This transparency helps build trust and ensures everyone is informed and aligned.
7. Empower Stakeholders: Encourage stakeholders to take an active role in the process. Empower them to make decisions and contribute to the development of the charter. This empowerment fosters a sense of responsibility and commitment to the project's success.

By following these strategies, you can effectively involve stakeholders in the charter creation process, ensuring that the SharePoint deployment is well-planned, supported, and aligned with the organization's objectives. Remember, the more involved and committed the stakeholders are, the more likely the project is to succeed.