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WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT

WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

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Page 1: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

WHAT YOU DON’T KNOW THAT YOU

DON’T KNOW ABOUT SHAREPOINT

Page 2: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Tom Robbins

• President/Trainer/Consultant at

Robbins Professional Group

• Instructor at ASPE

• SharePoint SME & Evangelist

• Enterprise Social Architect

• Project Server SME

Page 3: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Today’s Topics

• What is SharePoint?

• What are the core Pillars of SharePoint?

• What are some things you Don’t know that you Don’t

know about SharePoint

• What are the collaboration tools available in SharePoint?

• Open questions and discussion about what SharePoint

offers

Page 4: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What is SharePoint?

• SharePoint is many different things to many people

• It can really be most anything you need it to be because:

– It’s a platform made up of many familiar tools and technologies that allow

you to build solutions to meet business needs.

– It is web-based which means it can be accessed anywhere you have a

browser, and most all browsers are supported

– It integrates with the Microsoft Enterprise Suite of technologies

• SharePoint allows you to create a central collaboration platform

where teams/projects can share information and build knowledge

that benefits the entire organization.

Page 5: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What is SharePoint?

• Out of the box, Microsoft provides numerous examples/templates

of how SharePoint can be used to address typical collaboration

scenarios:

– Calendars, Tasks, Announcements, Newsfeed (like Facebook),

Discussion Boards (brainstorming and ideation)

– Workflow templates for typical business process automation: Approvals,

Feedback, Three-State, Disposition Approval

– Pages: web pages that deliver custom content based on your business

needs

Page 6: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What is SharePoint?

• While SharePoint can really be customized to do anything you

want!

– You may need a team of developers to write custom web parts and to

build API’s and connections to external systems if you want to go beyond

what SharePoint offers OOTB – this is almost always what happens.

• OOTB is DOES NOT do everything – How could it? Microsoft

could never have built every possible scenario. So if you want it

to build cars for you, you’ll have to customize it! But there are

examples/templates to get you started

Page 7: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

SharePoint Pillars

• Share

• Organize

• Discover

• Build

• Manage

We describe

SharePoint functionality by grouping into “Pillars”

Page 8: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Share

Newsfeeds

OneDrive for Business

Share Content and ideas

Co-authoring

Blogs and Wikis

Communities

Surveys and Discussion Boards

Page 9: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Organize

Team Sites

Keep projects on track

Keep track of your content

Lists and Libraries

Enterprise content management

Records management

Page 10: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Discover

Find stuff

Your results

Find People

Discover insights

Visualize data

Page 11: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Build

Install Apps

SharePoint app store

Build

Adaptive site experiences

Page 12: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Manage

eDiscovery

Site Collection management

Site management

Permissions

Monitor and maintain sites

Page 13: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What SharePoint Can Do!

• Empowers Team Leaders and Project Managers

– No need to know how to write specialized code

– Less reliance on IT administrators or developers

– SharePoint belongs to people with knowledge

– Complete control over sharing in Project Sites and Team Sites

– Web based interface with intelligent GUI’s make it easy to build your team

web site

Page 14: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What SharePoint Can Do!

• Centralizes Data and Information

– Where is information stored now?

• Network drives

• USB drives

• Laptop drives

• In your brain

• Email (where all knowledge goes to die!)

• Paper Files

– SharePoint IS the central filing cabinet for everything

and here it becomes FINDABLE!

• Documents, conversations, KNOWLEDGE!

Page 15: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What SharePoint Can Do!

• Automates Business and Project Processes

– Workflows for tracking the lifecycle of documents

• Status Reports

• Project Plan Approval

• Emergency Procedures Review and Feedback

• Managing Document Retention

• Expense Report Routing for Approval

• New Procedures Approval

• Managing document Lifecycles

Page 16: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What SharePoint Can Do!

• Enables Team Collaboration

– Team Calendar

– Knowledge Base Wiki’s

– Team Status Blog

– Site feeds: Newsfeed

– Discussion Forums BIG-BIG-BIG!

– Team Information – Documents

– Communities of Interest

Everyone is sharing the same information in the

same place = Collaboration

Page 17: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Why is Governance Important?

• SharePoint out-of-the-box is a set of tools (on the shelf)

that have to be assembled to meet a specific business

need

• Think of it like this: SharePoint is a Solution to Build

Solutions

• You need to come at SharePoint as if you were building a

product to sell and that entails a similar approach to

marketing, research, and development.

Page 18: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Why is Governance Important?

• You need a team of people from all over the organization

to architect a solution that will “sell”.

• This team includes everyone from the top down to the

customers (or users)

• Governance is the approach to this. The team which

plans, architects, deploys, trains, and supports the

solution.

• They make the rules in conjunction with the customer

Page 19: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What you Don’t Know!

1. Understanding What SharePoint IS and what it ISN’T!

2. Approach SharePoint as a means to an end –

Technology to help you solve your Collaboration

problems

3. Governance: Building the right team and commitment to

time required to deploy

4. The Big Picture: Enterprise Content Management

5. Communications Plan / Organizational involvement

Page 20: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What you Don’t Know!

6. Planning for Adoption: Changing the culture

7. Training is critical to the success of your solution

8. Make decisions about Architecture. Manage features

sprawl.

9. Search doesn’t work by itself. Search administration is

vital to putting people in touch with information

10.From day 1, you need a clear Support plan. As word

gets out, you need a way to handle the questions

Page 21: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

What SharePoint IS and ISN’T!

• SharePoint has many tools OOTB that can get you started

improving team collaboration

• Users quickly find they want it to do everything!

• SharePoint is a collaboration platform that TOGETHER with

Office products give a full suite of tools – O365

• It’s not Excel. It’s not Outlook. It’s not Word.

• Developers are often required to make it extensible

• Considerations to “changing” what SharePoint does OOTB

Page 22: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

SharePoint is a Technology

• SharePoint is a set of common tools built on an

infrastructure

• OOTB is does many things, but it’s a blank slate; have

you ever seen the OOTB templates??

• Compare it to PowerPoint slides or Excel workbooks

• Work with the customer/user to build a solution that is

tailored to meet their needs

• Research, marketing, development, sales, and service!

Page 23: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Enterprise Content Management

• For SharePoint to really perform and put people in touch

with information, there has to be a plan to how data is

captured

• Putability/Findability – Garbage in Garbage Out

• Need consistent Metadata: Taxonomoy replaces folders

• Understanding of Columns, Site Columns, Managed

Metadata and Syndication

Page 24: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Training is Critical

• One-size does not fit all with SharePoint

• Provide training on features and tools that teams can use

immediately and then provide one-off for building on that

knowledge

• Classroom, online, CBT, Community portals, videos,

reference cards, etc.+

• Plan the Timing

• Know your Audience

Page 25: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Making Architectural Decisions

• Plan for growth. Be careful not to deploy on the same

platform you set up for testing. Capacity Planning

• Business Intelligence

• Controlling app sprawl – turn off what you don’t need

• Permissions planning

• SharePoint Roles

• Make your own decisions unique to your organization

Page 26: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Search Administration • SharePoint Search is often not considered from the start

• A KEY feature of SharePoint is the ability to find anything:

documents, conversations, people, Knowledge!

• Search doesn’t work by itself. Simple indexing is

available for typical content

• Just implementing SharePoint Search doesn’t solve the

problem: sources, crawlers, search engines

• Putability and Findability ; GIGO; ECM

• Hire an experienced and skilled Search Administrator

Page 27: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Support from Day 1

• The calls with start coming in once people start hearing

about your SharePoint deployment. You need to be able

to give authoritative and accurate information about it

• How will you support the users:

– Help Desk

– Self-help communities

– Webinars

– Tech Days

– Open office

Page 28: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Collaboration Tools Tool/App/Feature Used For?

Newsfeed Similar to Facebook and LinkedIN – allows for the sharing of quick status

messages and information that is valuable to the team

Profiles/About Me Your “Company Profile”. Allows your colleagues to find out more about you, what

you do, your interests and expertise. Allows you to share files and a personal blog.

Discussions Where “True” team collaboration occurs. Use Discussion boards to brainstorm,

ideate, come up with solutions to problems.

Surveys A way to quickly poll your teams using a Q&A similar to Survey Monkey

Wiki Library A library of web pages that together can be used to create a Knowledge base.

Exactly like WikiPedia.

Lists Database-like structures that allow you to keep track of your team/project

information such as Calendars, Tasks, Risks, Issues, Grocery lists

Libraries Same as lists except that you track your documents and files. Has tools for

Version Control, Content Approval, lifecycle management, etc.

Page 29: WHAT YOU DON’T KNOW THAT YOU DON’T KNOW ABOUT SHAREPOINT · • What are some things you Don’t know that you Don’t know about SharePoint ... Blogs and Wikis ... 7. Training

Thank You!

Follow me on Twitter: @mstrsharepoint, @aspe-it

Follow-up classes: More info at: ASPE-IT.COM

• SharePoint 2013 Site Owner and Power User Boot Camp (3 days)

• SharePoint 2013 Governance, Planning and Adoption (3 days)

Check out the SharePoint Engage! Conference at SharePointInstitute.com