Realistic? Content management initiatives can be a huge investment of time, money, and resources. Huge investment = Huge risk This session will describe a way to implement a practical content management process without the investment. This is two way discussion. Feel free to ask questions.
Purpose Give you ideas to get started with content management with tools that you already have or are easy to get. I learned the concepts here from my customers who were using SharePoint before we started working with it! Think of it as a poor man s CMS!
What We Will Cover Why Use SharePoint? SharePoint s Management Features (Discussion) SharePoint s Management Features (Demo) SharePoint s Translation Management Features Scenario for Writers
Who I Am Addressing Those who don t have SharePoint How to get it. How you can try it on your own. Tips on how to get IT to buy in. Those who have SharePoint, but don t use it (or don t use it enough) How to get started (or, don t be afraid!). How to try it on your own. Facts to help promote its use.
SharePoint 101 Portals Collaboration Streamline Processes Content Management Business Intelligence Search Perfect platform for: Teamwork Access Workflow automation History Source control
Mythbusting: Let s dispel the common myths
SharePoint costs too much. SharePoint is free! SharePoint has paid versions, but SharePoint Foundation 2010 (and its predecessor, Windows SharePoint Server 3.0) is free. Since SharePoint is so popular, self help support information is everywhere. You can find training, tutorials, blogs, forums, and more in abundance.
SharePoint is hard to implement and our IT staff would never install it. SharePoint is already installed on the majority of organizations networks. It s just not being used. Check with your network administrator. It may already be available. SharePoint is easy to install. It starts by installing all the prerequisites and configuring the server for you and then installs the application itself. It will even automatically install and connect to SQL Server Express. To set up most of SharePoint s features, you follow intuitive wizards. Tip: If you want to try SharePoint Foundation, it is very easy to install it on a standalone server (or VM) and tinker. In fact, this setup may be all you need.
It would take me too long to learn to use SharePoint. SharePoint is designed for the average computer user. Everything is menu driven and it is a member of the Microsoft Office family of products. If you can use Word, Excel, and Outlook, you will have no problem with SharePoint. SharePoint 2010 uses intuitive Silverlight driven menus that make features very discoverable. The user experience is actually pleasant.
SharePoint 101: Let s examine the concepts related to content management
Content Management in SharePoint Enterprise accessibility and search Regulatory compliance/ Records management Enterprise Content Management (ECM) Web Content Management (WCM) Document Management
But you said Content Management SharePoint stores everything in Document Libraries. Documents can be virtually any file. Content is stored in files. Document management = Content Management for our purposes. You get most content management principles.
Document Library: The Foundation Interface to open, view, and edit documents. Metadata that describes each document. Templates to create new documents. Permissions to control access.
Source/Version Control Convenient toolbar helps manage documents: Require that documents be checked out before editing. Version history. Version comparisons. Approval process. More!
Workflows Step 1 Step 2 Step 3 In the Box workflows automate processes: Work tracking Review/Approval Sign off Translation Management Create your own: Visio SharePoint Designer Visual Studio
Let s Take a Tour The features to make the workflow happen (and then some)
Translation Management! Really? Automate/track translation processes with a special Translation Management Library: Automatically create copies for each language Assign translation tasks to translators Compare versions
Example Workflow for Documentation Writers A Simple Example.
Meet the Cast Technical Writer Writes documentation Publishes output Uses third party publishing tools Subject Matter Expert Reviews and edits content written by technical writers for technical accuracy. Will also provide illustrations and additional detail. Marketing Specialist Reviews and edits content written by technical writer for messaging strategy. Will provide branding imagery.
Scenario Writes content Uploads (and checks in) to SharePoint Library SharePoint Document Library
Scenario SharePoint sends notification to reviewers Document(s) are checked out. SharePoint Document Library
Scenario Each reviewer approves the documents and checks them in. SharePoint Document Library
Scenario When the review process is complete, SharePoint notifies the document owner (the tech writer) The tech writer can now use her third party tool to publish approved content. SharePoint Document Library
The Result Pros: Basic content management with existing/standard tools. Outsiders can contribute use familiar tools rather than needing to learn a new application. Cons: Not component content management. Reuse is limited to the document/file level
Is it For You? SharePoint Scenario Full CMS Scenario
Questions? Ask now. Later: DanB@doctohelp.com Download SharePoint Foundation for free at Microsoft s website Try Doc To Help for free at www.doctohelp.com