Download - Dwalther spsnh2013
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Deb WaltherSenior Collaboration SpecialistSensata [email protected]
Herding Cats: Tips on Reining in the
SharePoint Chaos
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was made possible by the generous support of the
following sponsors…
And by your participation… Thank you!
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About Me
Collaboration Specialist @ SensataWorking with SharePoint since 2008
2007 MOSS2010Learning 2013
Recovering Scientist20 years2 patents
Ski CoachMaine Adaptive @ Sunday River
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Keys to Creating a SharePoint Culture
SharePoint EnvironmentAssess the current state
Amount of contentAge of contentStructure/TaxonomyMetadata usageAre Features turned onAre services configuredSize of databaseBackup
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Keys to Creating a SharePoint Culture
Architecture/TaxonomyGetting organized
Change ManagementGetting folks to accept the changes
TrainingGive folks the tools/knowledge
CommunicationHow to get the message out
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SharePoint Environment
State of the Mess
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SharePoint Environment
SharePoint is used by organizations for collaboration:
Content managementManagement of files according to specific rules and retention policies
Social MediaWikis, blogs, discussion boards, MySites, tags Leads to content growth and is an example of the broadening use of SharePoint beyond just a document repository.
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SharePoint Environment
Application developmentUsers can develop sophisticated business applications without coding to meet business requirements
Workflow automationInfoPath forms provide a rich UI
SearchThe ability to search across multiple document types, content sources and document repositories
Web site development and managementA Web development platform for intranet and internet
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SharePoint Environment
Osterman White Paper Key FindingsSharePoint Momentum
SharePoint is still “hot” as a collaboration platform.Storage Bloat
Large amounts of content are stored in SharePoint Rapid growthChallenge to manage when mixed in with tasks for email and other applications.
Administration ChallengesInsufficient supportPlatform performance and satisfaction issues
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SharePoint Environment
TCO and Delivery PlatformTotal cost of ownership for SharePoint remains significant
In many cases more expensive than the email/ File Share systems traditionally used for collaboration.
Control costs by controlling storage growth Plan for archiving, auto-expiration content and by using cloud-based delivery of SharePoint services.
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SharePoint Environment
Archiving and eDiscoveryFinding Content in SharePoint is difficult due to:
The large amount of content stored in SharePoint Lack of Taxonomy and Information ArchitectureUse of folders rather than metadataLack of investment in archiving
GovernanceMany organizations lack a robust governance plan
Did not fully involved all stakeholders in decisions about how to manage SharePointLack developed policies focused on content retention and management, security, or SharePoint content lifecycle management
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Obstacles to Creating a Effective SharePoint Environment
Architecture/Taxonomy Where do I build?
TimeI have a real job to perform“Teach a man to fish “ approach”
SharePoint Knowledge | TrainingWhat can SharePoint do?How do I do it?
Adversity to Change | Change ManagementWhat’s in it for me?Fear
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Architecture/Taxonomy
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Architecture/Taxonomy
Taxonomy describes the naming, describing and classification of an ordered system
Think biologyHow is your SharePoint organized?
Site CollectionsSeparate databases?Shared databases?Permissions:
Groups vs. Individuals
SitesHow many levels?
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Architecture/Taxonomy
Is SharePoint being used as a glorified Windows Explorer/File Share?
Nested folders?Individual permissionsSharePoint Maturity Model level 100-200?
ConsiderTransfer folder structure into metadata
Associate the folder data directly to the fileData stays with the file if moved
Identify document types => content typesUse Document Sets?
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Architecture/Taxonomy
Use tools like Visio to determine the as is and to plan the “go to”Plan the Information architecture and the permission architectureInclude the Key Stakeholders
Show them the what and whyGet their feedbackMore likely to have success
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Architecture/Taxonomy
Use a Crawl-Walk-Run ApproachCrawl:
ReorganizeCreate metadata & introduce Content TypesTraining is key!
Walk:Introduce views and create dashboardsAdd some automation with OOTB WorkflowsAdvance training, show completed solutions
Run:Add custom workflows to enhance automationPolish UI on home pages and Wiki/Web Part pages
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Change Management
How to do the impossible
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Changes
Organizing your SharePoint site requires changeContent will moveURLs will change
Humans typically don’t like changeComfort zone
The only constant in life IS change!But folks get comfortable
Let’s talk about Change Management
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Change Management
Excuses to resist change:We’ve always done it this wayI can’t remember how to do it the new wayFear/Uncertainty
I might lose my jobI’ll never learn this
EgoIt wasn’t my ideaSilos/territorialism
Lack of trustWill I feel stupidDo you know what you’re doing?
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Change Management
Excuses to resist change:Peer PressurePoor Timing
Too much change at onceLack of Reward
“What’s in it for me” is lacking
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Change Management
“What looks like resistance is often a lack of clarity”
Did you explain the why?Provide direction & resources
“What looks like resistance is often exhaustion”Too much change = overwhelmedEngage the emotional side
“What looks like a people problem is often a situation problem”
Process definition or trustFrom Switch: How to Change When Change is Hard; Chip & Dan Heath
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Change Management
Keys:Be patientWork on the easiest changes first
Builds trustProvide clear direction & communicationInclude the folks most resistant to change in the planning
Give them the opportunity to have a voiceTake time to enjoy the rewards of success
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Training
Providing the tools
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Training
2 of Deming's 14 points were trainingCost of training
Most organizations have little budget set aside for training
Afraid employees will move onBut…How can you get the most out of SharePoint, if you don’t know what you can do with it…or how to get there?
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Training
Some Employees will self-teachUse these super users to “spread the SharePoint gospel”Evangelists: make SharePoint go viral
Others need helpLinks to Microsoft SharePoint training http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx
You TubeGoogle/Bing
“SharePoint 2010/2013” how do I…
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Training
Half hour “lunch and learns”Chose small topicsCreate a series of presentations
ToolsProvide Wiki pages with content
Create a link listFilter by topicUse web parts to show
Extra credit: use “Easy tabs” for a nice UI
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Training
Two Part approach:Teach the basic principles
Short classes taught at a higher level with references so they can follow upHierarchy, site columns, content types, permissions, lists, libraries
Show them what they can do with SharePointSet up an Internal SPUG (SharePoint User Group)
Meet once a month for 1 hrShow completed solutions
Project management, meeting management, metadata, search
Get end user to present what they’ve done
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Training: Tips
Emphasize how important it is to have a solid process in place prior to automating it in SharePointHow do I provide the most effective presentations?
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Communication
Understanding How People Think to Get the Message Through
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Communication
Communication stylesSpecificWell-reasonedConfidentSupportiveExpressiveForceful
Personality TypesMyers-Briggs
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Communication
Effective Coaching QualitiesKnowledge of the subject area
Be preparedHave a genuine interest in the people you are coaching
People can sense false behaviorsCommunicate clearly
Organize content: create an outline to followFollow up questionsLeave space
Breather slides
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Communication
Effective Coaching QualitiesTolerance and support for mistakes made during training
Build trustHave a sense of humor
Puts the learner at ease & builds trustTreat each learner as a unique person
Provide examples relevant to individualsHave an uncompromising respect for people
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Communication
Effective Coaching QualitiesEmpathy with others
Understand the issues they facePatience with the learning process
If someone does not understand what you just explained to them, it is on you to try again
Consider different learning styles:
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Learning Styles
Neil Fleming's VAK modelVisual
Need to visualize a conceptAuditory
Can hear or read a conceptKinesthetic
Needs to physically try it
Most people are a predominately V & K with some A
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Learning StylesDavid A. Kolb’s model
ThinkerValues abstract conceptualization Analytical, logical, thorough and theoretical Must be very patient with
FeelerLearns through gutVery aware of the outcomes of different experiencesMust be very patient with
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Learning StylesDavid A. Kolb’s model
DoerActive, pragmatic, problem solversLearns by trial and error: set up a sandboxImpatient with formal training
Analyzer/Watcher/ObserverWants to see the big pictureGood listeners, introspective and contemplative
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Putting It All Together
Make That SharePoint Culture Happen
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Putting It All Together
Analyze what you haveTurn on FeaturesConfigure services
Plan Improve or create a TaxonomyInformation Architecture
Change ManagementInclude the stakeholders in the planning
“Squeaky wheels”
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Putting It All Together
TrainingShow end users what SharePoint can do
Start a SharePoint User GroupOffer beginner training
Support with online contentOffer a SharePoint Tip of the WeekRun a SharePoint Treasure Hunt
Drive users to the social sideComplete My Site profilesTag content
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Putting It All Together
CommunicationKey to creating the SharePoint cultureMake folks want SharePoint
“Make my job easier”“I can find stuff”
Consider learning stylesCreate content for each style
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ReferencesSharePoint State:
http://www.formtek.com/blog/?p=3406http://www.ostermanresearch.com/whitepapers/orwp_0173.pdfwww.sharepointmaturity.com
Change ManagementAnimated adaption of “Who Moved My Cheese” by Spencer Johnson MD G. P. Putnam's Sons; 1 edition (September 8, 1998) http://www.youtube.com/watch?v=fEH6fvU8i7o “Switch: How to Change Things When Change is Hard” by Chip Heath & Dan Heath. http://managementisajourney.com/organizational-change-8-reasons-why-people-resist-change/
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ReferencesTraining
http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx Learning styles-VAC: http://sunburst.usd.edu/~bwjames/tut/learning-style/ Easy Tabs: http://www.pathtosharepoint.com/pages/easytabs.aspx
Communicationhttp://www.personalityexplorer.com/FREEResources/CommunicationStrategiesForVariousPersonalities.aspx
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My Contact Info
Deb WaltherLinked In: http://www.linkedin.com/in/debwalther [email protected]@outlook.com
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