WHAT YOU DON T KNOW THAT YOU DON T KNOW ABOUT SHAREPOINT

Transcription

1 WHAT YOU DON T KNOW THAT YOU DON T KNOW ABOUT SHAREPOINT

2 Tom Robbins President/Trainer/Consultant at Robbins Professional Group Instructor at ASPE SharePoint SME & Evangelist Enterprise Social Architect Project Server SME

3 Today s Topics What is SharePoint? What are the core Pillars of SharePoint? What are some things you Don t know that you Don t know about SharePoint What are the collaboration tools available in SharePoint? Open questions and discussion about what SharePoint offers

4 What is SharePoint? SharePoint is many different things to many people It can really be most anything you need it to be because: It s a platform made up of many familiar tools and technologies that allow you to build solutions to meet business needs. It is web-based which means it can be accessed anywhere you have a browser, and most all browsers are supported It integrates with the Microsoft Enterprise Suite of technologies SharePoint allows you to create a central collaboration platform where teams/projects can share information and build knowledge that benefits the entire organization.

5 What is SharePoint? Out of the box, Microsoft provides numerous examples/templates of how SharePoint can be used to address typical collaboration scenarios: Calendars, Tasks, Announcements, Newsfeed (like Facebook), Discussion Boards (brainstorming and ideation) Workflow templates for typical business process automation: Approvals, Feedback, Three-State, Disposition Approval Pages: web pages that deliver custom content based on your business needs

6 What is SharePoint? While SharePoint can really be customized to do anything you want! You may need a team of developers to write custom web parts and to build API s and connections to external systems if you want to go beyond what SharePoint offers OOTB this is almost always what happens. OOTB is DOES NOT do everything How could it? Microsoft could never have built every possible scenario. So if you want it to build cars for you, you ll have to customize it! But there are examples/templates to get you started

7 SharePoint Pillars We describe SharePoint functionality by grouping into Pillars Share Organize Discover Build Manage

8 Share Newsfeeds OneDrive for Business Share Content and ideas Co-authoring Blogs and Wikis Communities Surveys and Discussion Boards

9 Organize Team Sites Keep projects on track Keep track of your content Lists and Libraries Enterprise content management Records management

10 Discover Find stuff Your results Find People Discover insights Visualize data

11 Build Install Apps SharePoint app store Build Adaptive site experiences

12 Manage ediscovery Site Collection management Site management Permissions Monitor and maintain sites

13 What SharePoint Can Do! Empowers Team Leaders and Project Managers No need to know how to write specialized code Less reliance on IT administrators or developers SharePoint belongs to people with knowledge Complete control over sharing in Project Sites and Team Sites Web based interface with intelligent GUI s make it easy to build your team web site

14 What SharePoint Can Do! Centralizes Data and Information Where is information stored now? Network drives USB drives Laptop drives In your brain (where all knowledge goes to die!) Paper Files SharePoint IS the central filing cabinet for everything and here it becomes FINDABLE! Documents, conversations, KNOWLEDGE!

15 What SharePoint Can Do! Automates Business and Project Processes Workflows for tracking the lifecycle of documents Status Reports Project Plan Approval Emergency Procedures Review and Feedback Managing Document Retention Expense Report Routing for Approval New Procedures Approval Managing document Lifecycles

16 What SharePoint Can Do! Enables Team Collaboration Team Calendar Knowledge Base Wiki s Team Status Blog Site feeds: Newsfeed Discussion Forums BIG-BIG-BIG! Team Information Documents Communities of Interest Everyone is sharing the same information in the same place = Collaboration

17 Why is Governance Important? SharePoint out-of-the-box is a set of tools (on the shelf) that have to be assembled to meet a specific business need Think of it like this: SharePoint is a Solution to Build Solutions You need to come at SharePoint as if you were building a product to sell and that entails a similar approach to marketing, research, and development.

18 Why is Governance Important? You need a team of people from all over the organization to architect a solution that will sell. This team includes everyone from the top down to the customers (or users) Governance is the approach to this. The team which plans, architects, deploys, trains, and supports the solution. They make the rules in conjunction with the customer

19 What you Don t Know! 1. Understanding What SharePoint IS and what it ISN T! 2. Approach SharePoint as a means to an end Technology to help you solve your Collaboration problems 3. Governance: Building the right team and commitment to time required to deploy 4. The Big Picture: Enterprise Content Management 5. Communications Plan / Organizational involvement

20 What you Don t Know! 6. Planning for Adoption: Changing the culture 7. Training is critical to the success of your solution 8. Make decisions about Architecture. Manage features sprawl. 9. Search doesn t work by itself. Search administration is vital to putting people in touch with information 10.From day 1, you need a clear Support plan. As word gets out, you need a way to handle the questions

21 What SharePoint IS and ISN T! SharePoint has many tools OOTB that can get you started improving team collaboration Users quickly find they want it to do everything! SharePoint is a collaboration platform that TOGETHER with Office products give a full suite of tools O365 It s not Excel. It s not Outlook. It s not Word. Developers are often required to make it extensible Considerations to changing what SharePoint does OOTB

22 SharePoint is a Technology SharePoint is a set of common tools built on an infrastructure OOTB is does many things, but it s a blank slate; have you ever seen the OOTB templates?? Compare it to PowerPoint slides or Excel workbooks Work with the customer/user to build a solution that is tailored to meet their needs Research, marketing, development, sales, and service!

23 Enterprise Content Management For SharePoint to really perform and put people in touch with information, there has to be a plan to how data is captured Putability/Findability Garbage in Garbage Out Need consistent Metadata: Taxonomoy replaces folders Understanding of Columns, Site Columns, Managed Metadata and Syndication

24 Training is Critical One-size does not fit all with SharePoint Provide training on features and tools that teams can use immediately and then provide one-off for building on that knowledge Classroom, online, CBT, Community portals, videos, reference cards, etc.+ Plan the Timing Know your Audience

25 Making Architectural Decisions Plan for growth. Be careful not to deploy on the same platform you set up for testing. Capacity Planning Business Intelligence Controlling app sprawl turn off what you don t need Permissions planning SharePoint Roles Make your own decisions unique to your organization

26 Search Administration SharePoint Search is often not considered from the start A KEY feature of SharePoint is the ability to find anything: documents, conversations, people, Knowledge! Search doesn t work by itself. Simple indexing is available for typical content Just implementing SharePoint Search doesn t solve the problem: sources, crawlers, search engines Putability and Findability ; GIGO; ECM Hire an experienced and skilled Search Administrator

27 Support from Day 1 The calls with start coming in once people start hearing about your SharePoint deployment. You need to be able to give authoritative and accurate information about it How will you support the users: Help Desk Self-help communities Webinars Tech Days Open office

28 Collaboration Tools Tool/App/Feature Newsfeed Profiles/About Me Discussions Surveys Wiki Library Lists Libraries Used For? Similar to Facebook and LinkedIN allows for the sharing of quick status messages and information that is valuable to the team Your Company Profile. Allows your colleagues to find out more about you, what you do, your interests and expertise. Allows you to share files and a personal blog. Where True team collaboration occurs. Use Discussion boards to brainstorm, ideate, come up with solutions to problems. A way to quickly poll your teams using a Q&A similar to Survey Monkey A library of web pages that together can be used to create a Knowledge base. Exactly like WikiPedia. Database-like structures that allow you to keep track of your team/project information such as Calendars, Tasks, Risks, Issues, Grocery lists Same as lists except that you track your documents and files. Has tools for Version Control, Content Approval, lifecycle management, etc.

29 Thank You! Follow me Follow-up classes: More info at: ASPE-IT.COM SharePoint 2013 Site Owner and Power User Boot Camp (3 days) SharePoint 2013 Governance, Planning and Adoption (3 days) Check out the SharePoint Engage! Conference at SharePointInstitute.com