Deb WaltherSenior Collaboration SpecialistSensata Technologiesdebwalther@outlook.com

Herding Cats: Tips on Reining in the

SharePoint Chaos

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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

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

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

SharePoint Environment

State of the Mess

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.

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

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

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.

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

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

Architecture/Taxonomy

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?

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?

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

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

Change Management

How to do the impossible

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

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?

Change Management

Excuses to resist change:Peer PressurePoor Timing

Too much change at onceLack of Reward

“What’s in it for me” is lacking

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

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

Training

Providing the tools

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?

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…

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

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

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?

Communication

Understanding How People Think to Get the Message Through

Communication

Communication stylesSpecificWell-reasonedConfidentSupportiveExpressiveForceful

Personality TypesMyers-Briggs

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

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

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:

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

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

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

Putting It All Together

Make That SharePoint Culture Happen

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”

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

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

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/

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

My Contact Info

Deb WaltherLinked In: http://www.linkedin.com/in/debwalther dwalther@sensata.comdebwalther@outlook.com

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