using sharepoint as a tool to manage medical writing teams ... · there are a variety of...

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SharePoint to the Rescue! Using SharePoint as a Tool toManage Medical Writing Teams and Client PartnershipsAmelia Young08 November 2019


What is SharePoint?

Why SharePoint?

Steps for Developing a SharePoint PageIdentifying ContentIdentifying UsersDeveloping SharePoint PagesMaintaining Data

Resources

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Objectives


What is SharePoint?


Microsoft defines SharePoint as software or service that helps organizations share and manage content, knowledge, and applications to:

• Empower teamwork

• Quickly find information

• Seamlessly collaborate across the organization

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What is SharePoint?

Source: Introduction to SharePoint Online. https://docs.microsoft.com/en-us/sharepoint/introduction


There are a variety of “SharePoint” products. A few examples of these are:

• SharePoint Server – Organization deploys and manages SharePoint server on-premises.

• SharePoint Online – A cloud based service, hosted by Microsoft, for business of all sizes.

• SharePoint Designer – A free program that provides the users with additional options to edit content on SharePoint site

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What is SharePoint?

Source: What is SharePoint. https://support.office.com/en-us/article/what-is-sharepoint-97b915e6-651b-43b2-827d-fb25777f446f


Why SharePoint?


Challenges Facing Medical WritersEnsuring most recent template is being used for project

Time consuming to navigate through folder structures to open current templatesMay not be clear which template version should be used

Ensuring client’s preferences (e.g., recent communications and agreements) are being implemented

Staying current with key client contacts or team lists

Tracking status of the project or projects within a partnership

Ensuring documents are written in line with client’s current style guide and most recent processes

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Benefits of SharePoint

Provides a single location for writers to access informationSuch as style guides, templates, team contact information, training information, project metrics, etc.

Reduces time spent by writers navigating folder structures/internal systems to find resources

Can create links to other internal systems, process outlines (i.e., SOPs) or websites

Can create libraries within SharePoint page that contain templates

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Benefits of SharePoint

Multiple writers can work collaboratively in one document at the same time

Updates can be done by a SharePoint administrator within MW staff versus ITReduces time needed to keep information on SharePoint site currentIncreases ownership in site content

Consistency in systems utilizedWriters may already be using SharePoint sites at a Corporate levels

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Steps for Developing a SharePoint Site


Identify Content

Identify Users

Create SharePoint

Pages

Periodically Review Content

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Developing a SharePoint Site


Developing SharePoint Site

The first step to developing your SharePoint site is to review and gather the content that you want to include on your SharePoint site for users to access.

Individual pages can be made for each topicExamples: templates, metric trackers, contact information, training, partnerships, vacation calendar

Determine how you want to present the information on each topicSpreadsheet format for metric trackersLibrary to store templates, process documents, or presentationsList of links to internal locations for SOPs or links to the email address for key partnership contacts

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Identifying Content



When creating the individual pages for each topic, you can choose to create a “web part page” or a “page”

Web Part Page – creates a page that displays information from other sources such as lists, other web pages, etc.

Page – creates a blank webpage that can contain text, images, wikis, links, etc.Web parts can then be added to a “page” during editing; web parts are basically the building blocks of your page (text, images, files, etc.).

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Identifying Content – Types of Pages



Examples of some of the available webparts:

Document library – displays a library of documents that users can view or edit directly form the web part (depending on their permissions)

Use to store templates, documents, training materials

InfoPath Form – inserts a form on your page that can be filled out to populate data into a library or list

Image – inserts an image on your page, either from your site, your OneDrive, or your hard drive

Can also create a image gallery to share a collection of photos on your page

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Identifying Content - Webparts



Examples of some of the available webparts:

Link – adds link to an internal or external pageLink function can also be used to link to a contact’s email address

List – displays a list that can have customizable viewsMetric trackers such as assignment by writer, timelines, QC assignmentsList can be exported as Excel documents

Text – adds paragraphs to your pageFormatting options include styles, bullets, indentations, etc. Can develop set styles for SharePoint site similar to a template in word

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Identifying Content - Webparts



Once you have determined your content, next you need to determine who you want to have access to your SharePoint site

Access can be granted to the entire site or individual pages within the site

Access groups can be created or access can be given to individualsOutlook email groups can also be utilized to provide access

Site administrator can grant permissions for access to site

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Identifying Users



There is a wide variety of permission levels for SharePoint sites/pages

Full Control – has full control over the site

Design – can view, add, update, delete, approve, and customize

Contribute – can view, add, update, and delete list items and documents

Read – Can view pages and list items and download documents

Limited access – can view specific lists, libraries, etc. when given permission

View Only – can view pages, list items, and documents but cannot download documents

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Identifying Users – Permission Levels



Demonstration of how to create a SharePoint Page

Demonstration of how to add webparts to a SharePoint Page

Demonstration of how to add links to a SharePoint Page

Demonstration of how to update pages listed in the Navigation Panel

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Creating SharePoint Pages



To ensure content on your SharePoint site is up to date, it is suggested to periodically review the information presented and those that have access to the page

For content, suggest reviewing the content monthly and with key stake holders quarterly (or earlier if needed)

For access, suggest reviewing quarterly If permissions are set-up based on Outlook email groups, they should be automatically when edits to that email group are madeIf permissions are set-up individually, when someone joins or leaves the team this will need to be updated

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Periodically Review Content


Resources


Microsoft Office - Create a Team Site in SharePointhttps://support.office.com/en-us/article/create-a-team-site-in-sharepoint-ef10c1e7-15f3-42a3-98aa-b5972711777d

LinkedIn Learning

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Resources


Thank you

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