community it webinar - implementing sharepoint online
TRANSCRIPT
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Successful SharePoint Implementation
Community IT Innovators Webinar Series
May 26, 2016
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Webinar Tips
• InteractAsk questions via chatConnect on Twitter
• Focus Avoid multitasking. You may just miss the best part of the presentation
• Webinar Slides & RecordingPowerPoint and recording links will be shared after the webinar
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About Community IT
Advancing mission through the effective
use of technology.
• Invested Work exclusively with nonprofit organizations, serving over 900 since 1993.
• Strategic Help our clients make IT decisions that support mission.
• Collaborative Team of over 30 staff who empower you to make informed IT choices.
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Agenda• Path to Success
• Avoid SharePoint failure
• Tips and Tricks
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Un-selling SharePoint recap• Benefits– Enterprise
collaboration– Accessibility– Findability and
discoverability– Extensible platform
• Challenges – Paradigm shift– Metadata overhead– Saving attachments– Sync issues
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Successful Approach
• Is SharePoint the right solution?
Evaluation
• Pre-planning• Migration
strategy• Roles
Planning• IA: Metadata,
content types, libraries etc.
• Best practices• TrainingDesign &
Testing
• Phased approach
• User adoption
Production
Governance
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Evaluation
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• Is SharePoint the right solution?
• Business Use Case• Expertise level• Time commitment• Users engagement
Evaluation
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Evaluation
• Start with a clear business use case– Replace my old file server is not a good business
case– “I just want to move to the cloud”
– “The cloud is great!”
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Evaluation
• Plan appropriate timeline for deployment• Review options
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EvaluationMicrosoft… when do I use what?• OneDrive = Me• Office 365 Groups = Team• SharePoint = Team + Process
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EvaluationOthers• Google Drive• Box• Dropbox
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Planning
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• Pre-planning• Migration• Roles
Planning
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Assessing the need
• Content inventory
• Identify quick wins = ROI
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Migration
• Moving existing content to document libraries
• Starting fresh
• Self driven
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Roles
• Find an expert
• Choose stakeholders– Involve users at all levels
• Appoint champions
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Who are my champions?• Not necessarily technical• Helps drives adoption• Direct connection and knowledge of the organization needs• Point of contact to users• Understand business operations and the flow of
information
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• Metadata• General Best
Practices• Training
Design and Testing
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Metadata
• Keep it simple
• Inventory document types
• Assign specific metadata for each
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MetadataDocument Type
Purpose Metadata Process
Agreements Documents the parameters of a relationship or partnership between org and partner for the delivery of programs
Donor, Region, Theme, ProjectID, OrganizationType. AgreementStatus
Manager's approval before publishing
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General best practices
• Consistent look and feel
• External sharing
• Keep design at site collection level
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• Collect feedback• Incorporate changes• Provide training• Empower your
champions and power users
Testing
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• Phased approach• Plan for next phase• Plan for User adoption
– Showcase wins
Production
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Phased approach• Start small
• Simple design
• Department by department– Focus on improving a process
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• Control and Strategy
• Unique for the organization
• Developed during planning
• Informs design
• Outlines roles and ownership
• Needs to be flexible
Governance
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How do I…Tips and Tricks:
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How do I avoid Implementation Failure• Be focus and understand the
problem you are solving
• Align solution with organization strategy
• Governance early on
• Buy-in
• Involve your users early on
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Executive Buy-in• Focus on the problem(s) you
are solving not in the solution• Find a strong use case and
quantify ROI• Communicate• Be upfront about ALL
potential costs and painpoints
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Metadata is a headache!
• Don’t over do it• Reduce user load. Automate
when possible• Look at your file server for
clues
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Keep it simple
• Start small• Identify your wins• Consistency• Champions
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One + One
• Show the benefits• Solve a problem!
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Upcoming Webinar
Alternatives to SharePointfor Document Management
Thursday June16 4:00 – 5:00 PM EST
Johanny Torrico& Steve Longenecker
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Q & A
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Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered.
Missed anything? Link to slides & recording will be emailed to you.
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