dwalther spsnh2013
TRANSCRIPT
Deb WaltherSenior Collaboration SpecialistSensata [email protected]
Herding Cats: Tips on
Reining in the SharePoint
Chaos
was made possible by the generous support of the following sponsors…
And by your participation… Thank you!
Collaboration Specialist @ Sensata
Working with SharePoint since 20082007 MOSS
2010
Learning 2013
Recovering Scientist20 years
2 patents
Ski CoachMaine Adaptive @ Sunday River
SharePoint EnvironmentAssess the current state
Amount of content
Age of content
Structure/Taxonomy
Metadata usage
Are Features turned on
Are services configured
Size of database
Backup
Architecture/TaxonomyGetting organized
Change ManagementGetting folks to accept the changes
TrainingGive folks the tools/knowledge
CommunicationHow to get the message out
State of the Mess
SharePoint is used by organizations for collaboration:
Content managementManagement of files according to specific rules and retention policies
Social MediaWikis, blogs, discussion boards, MySites, tags
Leads to content growth and is an example of the broadening use of SharePoint beyond just a document repository.
Application developmentUsers can develop sophisticated business applications without coding to meet business requirements
Workflow automation
InfoPath forms provide a rich UI
SearchThe ability to search across multiple document types, content sources and document repositories
Web site development and managementA Web development platform for intranet and internet
Osterman White Paper Key FindingsSharePoint Momentum
SharePoint is still “hot” as a collaboration platform.
Storage BloatLarge amounts of content are stored in SharePoint
Rapid growth
Challenge to manage when mixed in with tasks for email and other applications.
Administration ChallengesInsufficient support
Platform performance and satisfaction issues
TCO and Delivery PlatformTotal cost of ownership for SharePoint remains significant
In many cases more expensive than the email/ File Share systems traditionally used for collaboration.
Control costs by controlling storage growth Plan for archiving, auto-expiration content and by using cloud-based delivery of SharePoint services.
Archiving and eDiscoveryFinding Content in SharePoint is difficult due to:
The large amount of content stored in SharePoint
Lack of Taxonomy and Information Architecture
Use of folders rather than metadata
Lack of investment in archiving
GovernanceMany organizations lack a robust governance plan
Did not fully involved all stakeholders in decisions about how to manage SharePoint
Lack developed policies focused on content retention and management, security, or SharePoint content lifecycle management
Architecture/TaxonomyWhere do I build?
TimeI have a real job to perform
“Teach a man to fish “ approach”
SharePoint Knowledge | TrainingWhat can SharePoint do?
How do I do it?
Adversity to Change | Change ManagementWhat’s in it for me?
Fear
Taxonomy describes the naming, describing and classification of an ordered system
Think biology
How is your SharePoint organized?Site Collections
Separate databases?
Shared databases?
Permissions:Groups vs. Individuals
SitesHow many levels?
Is SharePoint being used as a glorified Windows Explorer/File Share?
Nested folders?
Individual permissions
SharePoint Maturity Model level 100-200?
ConsiderTransfer folder structure into metadata
Associate the folder data directly to the file
Data stays with the file if moved
Identify document types => content types
Use Document Sets?
Use tools like Visio to determine the as is and to plan the “go to”
Plan the Information architecture and the permission architecture
Include the Key StakeholdersShow them the what and why
Get their feedback
More likely to have success
Use a Crawl-Walk-Run ApproachCrawl:
Reorganize
Create metadata & introduce Content Types
Training is key!
Walk:Introduce views and create dashboards
Add some automation with OOTB Workflows
Advance training, show completed solutions
Run:Add custom workflows to enhance automation
Polish UI on home pages and Wiki/Web Part pages
How to do the impossible
Organizing your SharePoint site requires changeContent will move
URLs will change
Humans typically don’t like changeComfort zone
The only constant in life IS change!But folks get comfortable
Let’s talk about Change Management
Excuses to resist change:We’ve always done it this way
I can’t remember how to do it the new way
Fear/UncertaintyI might lose my job
I’ll never learn this
EgoIt wasn’t my idea
Silos/territorialism
Lack of trustWill I feel stupid
Do you know what you’re doing?
Excuses to resist change:Peer Pressure
Poor TimingToo much change at once
Lack of Reward“What’s in it for me” is lacking
“What looks like resistance is often a lack of clarity”
Did you explain the why?
Provide direction & resources
“What looks like resistance is often exhaustion”Too much change = overwhelmed
Engage the emotional side
“What looks like a people problem is often a situation problem”
Process definition or trustFrom Switch: How to Change When Change is Hard; Chip & Dan Heath
Keys:Be patient
Work on the easiest changes firstBuilds trust
Provide clear direction & communication
Include the folks most resistant to change in the planning
Give them the opportunity to have a voice
Take time to enjoy the rewards of success
Providing the tools
2 of Deming's 14 points were training
Cost of trainingMost organizations have little budget set aside for training
Afraid employees will move on
But…How can you get the most out of SharePoint, if you don’t know what you can do with it…or how to get there?
Some Employees will self-teachUse these super users to “spread the SharePoint gospel”
Evangelists: make SharePoint go viral
Others need helpLinks to Microsoft SharePoint training http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx
You Tube
Google/Bing “SharePoint 2010/2013” how do I…
Half hour “lunch and learns”Chose small topics
Create a series of presentations
ToolsProvide Wiki pages with content
Create a link list
Filter by topic
Use web parts to show
Extra credit: use “Easy tabs” for a nice UI
Two Part approach:Teach the basic principles
Short classes taught at a higher level with references so they can follow up
Hierarchy, site columns, content types, permissions, lists, libraries
Show them what they can do with SharePointSet up an Internal SPUG (SharePoint User Group)
Meet once a month for 1 hr
Show completed solutions
Project management, meeting management, metadata, search
Get end user to present what they’ve done
Emphasize how important it is to have a solid process in place prior to automating it in SharePoint
How do I provide the most effective presentations?
Understanding How People Think to Get the Message Through
Communication stylesSpecific
Well-reasoned
Confident
Supportive
Expressive
Forceful
Personality TypesMyers-Briggs
Effective Coaching QualitiesKnowledge of the subject area
Be prepared
Have a genuine interest in the people you are coaching
People can sense false behaviors
Communicate clearlyOrganize content: create an outline to follow
Follow up questions
Leave spaceBreather slides
Effective Coaching QualitiesTolerance and support for mistakes made during training
Build trust
Have a sense of humorPuts the learner at ease & builds trust
Treat each learner as a unique personProvide examples relevant to individuals
Have an uncompromising respect for people
Effective Coaching QualitiesEmpathy with others
Understand the issues they face
Patience with the learning processIf someone does not understand what you just explained to them, it is on you to try again
Consider different learning styles:
Neil Fleming's VAK modelVisual
Need to visualize a concept
AuditoryCan hear or read a concept
KinestheticNeeds to physically try it
Most people are a predominately V & K with some A
David A. Kolb’s modelThinker
Values abstract conceptualization
Analytical, logical, thorough and theoretical
Must be very patient with
FeelerLearns through gut
Very aware of the outcomes of different experiences
Must be very patient with
David A. Kolb’s modelDoer
Active, pragmatic, problem solvers
Learns by trial and error: set up a sandbox
Impatient with formal training
Analyzer/Watcher/ObserverWants to see the big picture
Good listeners, introspective and contemplative
Make That SharePoint Culture Happen
Analyze what you haveTurn on Features
Configure services
Plan Improve or create a Taxonomy
Information Architecture
Change ManagementInclude the stakeholders in the planning
“Squeaky wheels”
TrainingShow end users what SharePoint can do
Start a SharePoint User Group
Offer beginner trainingSupport with online content
Offer a SharePoint Tip of the Week
Run a SharePoint Treasure HuntDrive users to the social side
Complete My Site profiles
Tag content
CommunicationKey to creating the SharePoint culture
Make folks want SharePoint“Make my job easier”
“I can find stuff”
Consider learning stylesCreate content for each style
SharePoint State:http://www.formtek.com/blog/?p=3406
http://www.ostermanresearch.com/whitepapers/orwp_0173.pdf
www.sharepointmaturity.com
Change ManagementAnimated adaption of “Who Moved My Cheese” by Spencer Johnson MD G. P. Putnam's Sons; 1 edition (September 8, 1998) http://www.youtube.com/watch?v=fEH6fvU8i7o
“Switch: How to Change Things When Change is Hard” by Chip Heath & Dan Heath.
http://managementisajourney.com/organizational-change-8-reasons-why-people-resist-change/
Traininghttp://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-server-2010-training-at-your-desk-HA101859255.aspx
Learning styles-VAC: http://sunburst.usd.edu/~bwjames/tut/learning-style/
Easy Tabs: http://www.pathtosharepoint.com/pages/easytabs.aspx
Communicationhttp://www.personalityexplorer.com/FREEResources/CommunicationStrategiesForVariousPersonalities.aspx
Deb Walther
Linked In: http://www.linkedin.com/in/debwalther
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