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WHAT YOU DON’T KNOW THAT YOU
DON’T KNOW ABOUT SHAREPOINT
Tom Robbins
• President/Trainer/Consultant at
Robbins Professional Group
• Instructor at ASPE
• SharePoint SME & Evangelist
• Enterprise Social Architect
• Project Server SME
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
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.
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
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
SharePoint Pillars
• Share
• Organize
• Discover
• Build
• Manage
We describe
SharePoint functionality by grouping into “Pillars”
Share
Newsfeeds
OneDrive for Business
Share Content and ideas
Co-authoring
Blogs and Wikis
Communities
Surveys and Discussion Boards
Organize
Team Sites
Keep projects on track
Keep track of your content
Lists and Libraries
Enterprise content management
Records management
Discover
Find stuff
Your results
Find People
Discover insights
Visualize data
Build
Install Apps
SharePoint app store
Build
Adaptive site experiences
Manage
eDiscovery
Site Collection management
Site management
Permissions
Monitor and maintain sites
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
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!
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
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
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.
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
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
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
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
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!
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
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
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
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
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
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.
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
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