building end user productivity into your sharepoint planning #baspug
DESCRIPTION
Advice on where organizations should focus when trying to extend SharePoint productivity for their teams, including essential planning activities.TRANSCRIPT
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: [email protected]
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.
#BASPUG
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 [email protected] 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
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
[email protected] 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?
#BASPUG
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
#BASPUG
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 [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 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 [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter [email protected] 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.
#BASPUG
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 [email protected]+1 [email protected] 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/