h ow to make s hare p oint a s uccess by antonio segovia
TRANSCRIPT
HOW TO MAKE SHAREPOINT A SUCCESS
By Antonio Segovia
BIO SharePoint Architect at DSS, Inc.
President of the South Florida SharePoint Users Group http://sharepointFL.com
Independent SharePoint Consultant http://piscus.elance.com
Contact Info: [email protected] Twitter: _Piscus_
GOAL FOR TODAY
Common Sense
Common
Practice
Identify key factors to make SharePoint a success within the organization
WHAT IS SHAREPOINT?
Microsoft SharePoint is a software platform that provides intranet portals, document & file management, collaboration, social networks, extranets, websites, search, business intelligence, workflows, etc.
IS IT SHAREPOINT THE ONLY OPTION?
WHAT TOOL SHOULD I CHOOSE?
How does the company currently collaborate?
Are you currently using a content management tool?
What are you trying to accomplish?
What do you want to use it for?
Who is it going to use it?
What is the end-user knowledge level of the tool?What is the cost? Supported? Dedicated resources?
Can it be integrated with other systems?
CHOICE PATH
MICROSOFT
SHAREPOINT EDITIONS
$35k
$45k
SHAREPOINT 2013 EDITIONS
SharePoint Foundation
SharePoint Standard
SharePoint Enterprise
SharePoint Online (Office 365)
No Enterprise Search No BI ALL included No BI
No BI No Public Internet Portals
No Auditing
No Social Tags or bookmarks
No Excel, Access, PowerPoint, Word, Visio, InfoPath Services
No Editing for public internet site
No Public Internet Portals
No Backup/Restore
No Excel, Access, Powerpoint, Word, Visio, Infopath Services
SOCIAL COLLABORATION
SHAREPOINT IS NOT BEING USED TO ITS MOST POTENTIAL IF…
Emails with attached files are sent within the company
People cannot find what they are looking for Newsletters are sent as pdf by email Assigning tasks on an Excel file Writing forms on a Word or Excel Document IT is in control of site permissions and
content
REASONS WHY SHAREPOINT FAILS AT MOST COMPANIES
Strategy plan
Architect
ure
Design
Governance plan
Taxonomy Plan
End-user
training
Communication
STRATEGY PLAN
Set a goal Start small Identify initial resources: in home? Consultant? Pilot program Have a roadmap
Revisit Strategy Plan
GOVERNANCE PLAN
Identify stakeholders (roles, title and names) Meet regularly Follow the roadmap Strategy plan transforms in Governance Plan Disaster Recovery Plan End User Training Upgrade path Who is going to support SharePoint? Who is going to admin SharePoint? Who will be managing the site?
GOVERNANCE PLAN (CONTINUED)
Branding?
Hire new resources?
GOVERNANCE PLAN (CONTINUED) Regarding documents:
Where do the documents currently reside? What application(s) are used to access them? Who needs access to these documents? (Review answer,
documents targeted to all employees can be on a central Portal, documents targeted to a select group of employees could on a Group Team Site, or on a restricted access sub area of a central Portal).
Will the documents require unique user permission assignments? Will the documents need automatic version numbering? Will the documents need an approval process before being
posted for all users to see? Are there any old or archived documents that need to be
available as well to users? Do Archived documents need to be available for search only and
not collaboration and browsing? What is the standard Internet browser? What version of Office are we using?
GOVERNANCE PLAN (CONTINUED) Search:
Do the users only need to search contents located on the site? Do the users need to search other sites, file shares, external
databases, and/or documents? Do the users need to have the ability to narrow their search
results via selecting topics to search or by using keywords or best bets?
Features: Do they have requirements to use Business Intelligence
viewers? Do they have document retention / archive plans and if so
what are they? Do they need to provide methods where existing forms can be
filled online? Do they need to automate any process (workflows)? What information do they want recorded about people, and do
want people to have their own sites?
TAXONOMY PLAN
Easy Navigation: No more than 3 clicks Users will NOT remember the URL Keep it simple
ARCHITECTURE DESIGN Technical Team: Infrastructure Design High Availability
Data Integration Branding or customization Third Party Tools Disaster Recovery
END USER TRAINING
#1 reason why SharePoint fails within an organization
People resist to change: “I hate SharePoint” Create End User Training Site: Productivity
Hub Provide “Lunch and Learn” 1 hour training Off site vs on site training Practice with example
COMMUNICATION
Encourage the usage of SharePoint Take advantage of the social collaboration Rewarding program Weekly Reminders Announce new features, Did you know, How
to… On going effort. Do not stop.