building end user productivity into your sharepoint planning #baspug

#BASPUG

Building End User Productivity into your SharePoint PlanningChristian BuckleyAxcelercbuck@axceler.com

About

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

Get the Book

Just released from Microsoft PressOrder your copy at http://oreil.ly/qC4loT

Tackle 10 common business problems with proven SharePoint solutions• Set up a help desk solution to track service

requests

• Build a modest project management system

• Design a scheduling system to manage resources

• Create a site to support geographically dispersed teams

• Implement a course registration system

• Build a learning center with training classes and resources

• Design a team blog platform to review content

• Create a process to coordinate RFP responses

• Set up a FAQ system to help users find answers quickly

• Implement a cost-effective contact management system

Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms

Delivered award-winning administration and migration software since 1994, for SharePoint since 2007Over 2,000 global customers

Dramatically improve the management of SharePoint

Innovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems (Administration & Migration)

Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends

Axceler Overview

Agenda

Embarrassing Photos SharePoint MythsBusiness DilemmaLet’s Talk About Planning Productivity in 2010Productivity in 2013Yeah, but what should I do today?The Importance of Change ManagementOOTB and Beyond

#BASPUG

Topic

SharePoint Myths

Myth #1

SharePoint out-of-the-box (OOTB) will provide everything your team needs to be productive

Myth #2

You need to customize SharePoint to make your teams productive

Myth #3

Peanut butter-coated bacon, dipped in chocolate, is too much of a good thing

This is a FALSE notion…but also irrelevant to this presentation.

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Topic

The Business Dilemma

We all want our end users to be productive,

but few of us are tracking and measuring productivity

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Online tools and the social platforms help teams work together more collaboratively

The latest productivity solutions support the introverts among usThey provide asynchronous connections

Social networking platformsWikisWorkflowsEmailMySites

Tools that manage and manipulate content and social interactions are becoming more integrated and seamless

Enterprise platforms are increasingly looking not just at solving core workstreams, but in ensuring productivity when moving between workstreams

Email Cell Twitter Blog

cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

Email Cell Twitter Blog

cbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Business ROI for improving productivity

Faster employee on-boarding and training

More business output

More usage of the platform

Faster realization of the financial investments you’ve made in SharePoint

What are you doing to make your end users productive?

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Topic

A Plan for a Plan

Planning is key

Utilize your established PM methodologyFollow these simple, and universal, guidelines for planning:

Understand your business objectivesUnderstand your end user expectationsUnderstand your governance modelTake feedback, iterate on your designMake your efforts transparent

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Topic

Productivity in 2010

Taxonomy

Workflow

Forms Social

4 Ways to Improve Productivity

tax·on·o·my [ tak sónnəmee ]

Govern

ance

Metadata

Taxonomy Ad Hoc

Social Media

Search

End Users

The metadata stack

Metadata is the fundamental building block of every SharePoint solution

Taxonomy adds structureFolksonomy refines the modelApply governance, as needed (Hint: its always needed)

Why taxonomy is important(a very realistic scenario. really)

What about folksonomy?

• End user-generated keywords• Personally applied tags of pages

and objects to content you discover and consume

• Generally applied through social interactions

• The primary value of a folksonomy is that it uses your own vocabulary

• May come from your intimate knowledge of a subject

• A way to correlate discovered content (through search or social interactions) to your understanding

Why use folksonomy?

Taxonomy• Paper• Airplane• White• Toy

Folksonomy• Paper• Flight• Airplane• Design• White• Toy• Origami• Techniqu

e• Distance

Taxonomy must be managed

Individual words or phrases are added to a Term Set with governance and proactive management (create, copy, reuse, merge, deprecate, move or delete)

work·flow [ wurk floh ]

Why use workflow?

Most commonly used automation of end user interaction with SharePointReduces “hunt and peck” by simplifying interactionsAllows enforcement of process and governance rules“Pushes” action rather than relying on end users to do the right thing

Out of the box

Third party

forms [ fawrmz ]

Why build out your forms?

Simplify the interface to SharePointBreak down complex tasks into natural languageGives people step-by-step instructionsCapture more complete dataCapture richer metadata

Vijai Anand, Customize SharePoint List Forms using InfoPath 2010, http://bit.ly/RwR1ky

Customize the list forms using InfoPath 2010

so·cial [ soh-shuhl ]

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

FriendFace!

They surface data

They provide context

They extend the search experience

They are increasingly being viewed as the way in which people communicate

Why are social tools important?

Noteboard is a micro-blog where users can post short notes on MySites and aggregate the notes of colleagues they are following.

Social Tagging allows end users to provide context to content through use of “I Like It”, comments, ratings and keyword tagging.

• Blogs got a major facelift, including the addition of comments, ratings, and the ability to present calendar-based archives of older posts.

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

Email Cell Twitter Blogcbuck@echotechnology.com 425.246.2823 @buckleyplanet http://buckleyplanet.net

• Advantages• Integrated into SharePoint• Can be extended (social tools providers)

• Disadvantages• Requires social interaction• Improved filtering needed• Need more display/sharing options• Requires ongoing management (governance)

con·di·tion·al rou·ting [ cuhn-di-shun-uhl row-ting ]

• With Content Organizer, new site level features make it easier for administrators and users to classify, route, and store content by using rules based on metadata.

• Instead of directly uploading a document to a library or folder, users can save, route, and automatically apply rules to a document.

• Creates a 'Drop Off Library.' This is your document's point of entry. Once a document is placed in this Drop Off Library, the document will be checked against your rule and routed to its final destination                 

• In order to route the document, you’ll need to create your rule.

• Give your rule a name, select the content type that the rule will apply to, select the destination, and set the conditions – such as routing a document based on a value in a field, selecting the column from the dropdown provided and enter in the criteria.

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Topic

Productivity in 2013

Drag and dropOffline access of MySites“Follow” a document, site, tag, or person on your MySite activity feedImproved workflow capabilityCommunities site templateBYOD supportContent Search web part

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Topic

What to focus on in the short-term

Are you optimized for search?

Have you adopted a metadata strategy?

Have you developed a social strategy?

Have you prioritized feature and solution requests?

Have you established a cycle for continuous improvement on what you’ve already built?

Areas for initial focus

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Topic

Change is Hard

Change Management

At the core of any productivity enhancement effort should be a solid change management system

TransparentStatefulCurrent

Tell people what you are going to do beforehand, give them data while being executed, tell them what was accomplished once completed

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Summary

OOTB and Beyond

• Before you can talk about productivity:o Understand the business value of what

can be delivered through SharePointo Clarify the scope of what is to be built --

before you start building it (novel concept, I know)

• Before you spend any time on customizing SharePoint, understand what is possible out-of-the-box

• If you’re worried about “learning” on your primary (production) system, look into test / temporary environments from Fpweb or CloudShare

Get the most out of OOTB

Contact me

Order your copy at http://oreil.ly/qC4loT

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com

* Additional Resources * On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F * Enabling Social Media through Metadata http://slidesha.re/gdjoaz* Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ* The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN * 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN * Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/