Knowledge Management Tools in Practice:

Implementing a

Document Management

Solution Microsoft SharePoint

Geoff Evelyn

http://sharepointgeoff.com

“Knowledge Management

embodies organisational

processes that seek synergistic

combinations of data and

information processing capacity

of information technologies, and

the creative and innovative

capacity of human beings.”

Knowledge Management Concepts

Yogesh Malhotra, Ph.D.

Taming the Electronic Workplace…

Knowledge Management Concepts

Taming the Electronic Workplace…

Session Objectives:

•Identification of current issues What?

•Projected key benefits Why?

•Approach to implementation How?

•Timeframe and Staging When? •Key Strategies for Implementation

Knowledge Management Concepts

What?

Current Issues:

•Email Overload

•Information Intensity

•Document Disaster

•Improperly Managed Access

•Ineffective Collaboration Tools

•Disorganisation

•Lack of Accessibility

Why?

Projected Key Benefits:

•Easy Access

•Improved Information Management

•More Effective Use of Email

•Tools for Effective Collaboration

•Access Management

•Push technology Notification Services

•Improved Organisation of Information

•Integration with Current Enterprise

Why?

Right information,

right person,

right time.

How?

Approach to Implementation:

•Research and Conceptual Whitepaper

•Product Evaluation

•Hardware and Enterprise Requirements

•Training

•Planning

•Planning

•Planning

•Implementation

When?

Planning:

•Change in organisational infrastructure

•Change in Leadership

•Microsoft Enterprise or ?

•Competing Priorities

How?

Planning (97%):

•Analysis

•Benchmark

•Proposed Architecture

•Planning Templates

•Meet with Stakeholders

•Fine-tune Plan

•Training

•Coaching

Ready, Set, Go!:

•Create

•Implement

•Maintain

In Search of Excellence…

Document Management Concepts

Document Management Concepts

Microsoft Sharepoint

Dashboard Website Portal

Featuring:

•search functions

•document management features

•collaboration options

•Integration with enterprise office and windows

•Reusable customisable webparts

Document Management Concepts

Microsoft SharePoint

Document Management Features: •Browse categories

•Advanced search capabilities

•Subscribe to new or changing information

•Check documents in and out

•Review a document's version history (automatic

version tracking)

•Approve documents for publication-serial and

parallel approval routing

•Publish documents

•Role-based security

Document Management Concepts

Document Management Features

Categories:

Organize information by using categories.

Allows users to browse through information by

topic.

Document Management Concepts

Document Management Features

Role-based Permissions:

Coordinators-handle management tasks

Authors-add and update files

Readers-have read-only access to published

documents

Document Management Concepts

Document Management Features

Subscriptions:

Users can subscribe to documents, files or

folders and be notified of new or changed files,

both in the portal and by email.

Email notifications contain a link to the

new/changed file.

Document Management Concepts

Document Management Features Approval Processes:

Key Strategies

8 key strategies to improve implementation

of new KM technologies such as Document

Management.

Flavor of the Month

Strategy #1

Start small and pilot.

Key Strategies

Strategy #2

Begin with a business need and

use the tool to meet the need.

Key Strategies

Strategy #3

Find a champion.

Key Strategies

Strategy #4

Empower information flow by

giving appropriate authorisation

to end users.

Key Strategies

Administrator

Workspace and Folder Coordinators

Publishing Authors

Readers

Strategy #5

Create business rules for the

system and align with existing

systems.

Key Strategies

Strategy #6

Fill the space to get users started

(plant) and monitor the content

currency (prune).

Key Strategies

Strategy #7

Support staff with Training and

Resources to promote adoption.

Key Strategies

Strategy #8

Build it and They Will Come—

but ONLY if it meets their needs,

aligns well with daily work

practices, and makes it easier to

get the job done.

Key Strategies

Questions/Discussion

Geoff Evelyn

http://www.sharepointgeoff.com

geoff@geoffevelyn.com

Key Strategies