SharePoint 10 Reasons to Use

The following are the top 10 reasons to get users engaged and using SharePoint:

1)      Gain confidence – as users can contribute to the environment – they feel comfortable in using it.

2)      Privacy via permissions – content can be maintained with permissions so items are safe, secure and confidential.

3)      Cost effective – SharePoint has competitive pricing for a collaborative engine of its magnitude.

4)      Streamline processes – easy aspects in regard to document management, workflow and record-keeping.

5)      Flexibility – as the system can evolve via out of the box customizations.

6)      Growth – the system can be expanded to accommodate user and system growth.

7)      Integration – SharePoint can integrate with Microsoft Office applications amongst other applications and connections that are available.

8)      Dialogue – via social use of blogs, wikis, etc. – users can contribute to community.

9)      Help – SharePoint has vast amounts of power user and general user guides that are available.

10)  Simplify – the environment can be depending on features turned on – to be administratively simple for users.

SharePoint Strategic Thinking Plan

In regard to SharePoint, it’s important to have a strategic plan – that utilizes specific thinking and thoughts:
 

·         Break down items into manageable pieces that can be accomplished in a given timeframe.

·         What do you want the SharePoint environment to do?

·         What are the current features and long-term desired features?

·         What are the resource needs to run the environment?

·         How will end uses be educated – on the features and functionality?

·         Where is the SharePoint environment overall and where should it be organizationally?

·         What are the needed customizations to the environment and how will they be requested and implemented?

 
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SharePoint Worse Case Scenarios

In regard to SharePoint, the following items may need to be addressed as worst case to be addressed so that a positive result is always obtained:

·         What if SharePoint can’t be sold as a content and document management tool?

·         What if the environment goes down how will this effect revenue?

 

·         What if SharePoint can’t process forms - how will this affect the business?

·         What if an individual can’t obtain the need permissions until after a 24-48 hour approval process – how will this affect the business?

·         What if a developer or administrator is out of the office – who is the back-up?

·         What if a developer or administrator quit – how will this affect the business?

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SharePoint Decision Making

In regard to SharePoint, several aspects are key in regard to decision making:

Learn all the facts in regard to the situation then make the best decision based on the available data. Example maybe having a hybrid set-up (on premise and cloud) makes sense for the organization.

Do your homework – get all the facts then research what others have done. Example maybe out of the box functionality can be utilized instead of custom coding.

Examine pros and cons – think about every angle for what is trying to be obtained then go with the best course of action. Pros and cons maybe return on investment, buy vs. build, etc.

Align resources with objectives – list of what needs done then decide best resources and setup time frames for work to be completed.

 
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SharePoint Big Thinking Experience

The following are some big thinking items to consider and think about in regard to SharePoint:

1)      For SharePoint, keep learning from experience and utilize it as an advantage.

2)      Utilize experience from customers, employees, colleagues and leaders in regard to SharePoint.

3)      In regard to SharePoint, be prepared to go a different way, to break new ground and to find new ways to conquer problems.

4)      Utilize focused thinking to bring energy, power and clarity to SharePoint ideals.

5)      Be selective in how SharePoint can solve problems via its usage.

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Use SharePoint

The following can be utilized as a strategic thinking way with SharePoint:

1)      Use SharePoint to seize opportunities and open new horizons.

2)      Use SharePoint to pursue your purpose and embrace core values.

3)      Use SharePoint to help innovate and enhance the bottom line.

4)      Use SharePoint as a visionary tool.

5)      Use SharePoint to get and extract needed details.

 

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SharePoint Thinking – Big Picture

The following are some items to consider and think about in regard to SharePoint:

1)      SharePoint big picture thinking leads to getting the right items done.

2)      SharePoint big picture thinking promotes team work.

3)      SharePoint big picture thinking leads to communicating the vision and seizing opportunities.

4)      SharePoint big picture thinking allows for not losing sight of the all-important overview.

5)      SharePoint big picture thinking allows for charting uncharted territory.

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SharePoint Thinking V

The following are some items to consider and think about in regard to SharePoint:

1)      Find the right way and place to share your SharePoint thoughts.

2)      Look for ways to get users thinking about SharePoint.

3)      Always think and preach that SharePoint is good.

4)      Be aware to act on good SharePoint thoughts.

5)      Utilize big picture thinking in regard to SharePoint aspects of what is needed and what it can do.

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SharePoint Thinking IV

The following are some items to consider and think about in regard to SharePoint:

1)      To take SharePoint ideas to the next level, find people to help stretch those thoughts.

2)      Be aware to have the right people for your SharePoint project so you obtain the right result.

3)      Utilize your SharePoint ideas in the right environment, with the right technologies.

4)      The SharePoint ideas power comes when the right way and place to implement is obtained.

5)      Find the right medium to display and discuss your SharePoint idea wisdom.

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SharePoint Thinking III

The following are some items to consider and think about in regard to SharePoint:

1)      Continue to help users improve their SharePoint knowledge via quick guides, ad-hoc one: one training, videos, etc.

2)      Continue to make sure that users are utilizing SharePoint for goal setting.

3)      SharePoint is always changing with new features and functionality so always changing is part of the SharePoint mantra.

4)      Evangelize communication aspects of SharePoint to users (blogs, wikis, etc.).

5)      Find a quiet spot, whereas the evangelizer of SharePoint, one can think about what the environment needs to be successful.

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SharePoint Thinking II

The following are some items to consider and think about in regard to SharePoint:

1)      Take a basic SharePoint project and obtain the needed data to implement but consider several options, perspectives and ideas in the final project.

2)      Realize that SharePoint is a change for many users and requires that they are able to change to be rewarded by the change.

3)      Prepare to succeed by building beliefs in what SharePoint can do.

4)      Being excited about the SharePoint product will lead to users being confident and committed to the product.

5)      Having a good mood and energy about the SharePoint technology stack will drive users attitude.

 

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SharePoint Thinking I

The following are some items to consider and think about in regard to SharePoint:

1)      Those users who have a negative perception of SharePoint – should be set to be positive by shifting them to understand that SharePoint can solve their problems.

2)      Evangelize and make it clear that SharePoint provides results – when users change their thinking.

3)      Be sure to listen to all users ideas.

4)      Be consistent in getting back to users in regard to their needs.

5)      Break requests into the proper pieces so they can be deployed over time and include proper review, testing and changes.

 

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5 Step Approach to a Metadata – Archive Policy

The following are the 5 steps needed to create a metadata based archive policy:

•      1) Create Content Syndication Content Types that originate from a Content Type Hub. These are housed in an Archive web application. Since these Archive Content Types are syndicated content types it means they can be used on different web applications, and site collections.

•      2) Each site created so that one can leverage an archive policy needs to have content types created and named appropriately:
Example:
Name of Site 1-Year
Name of Site 2-Year
Name of Site 3-Year

•      3) For each content type - create an Information Policy to a Content Type.

•      4) Make sure that the content organizer site feature is turned on so that metadata based rules that move content submitted to a library to the proper location are in place.

•      5) Set-up a workflow then for each site so that when a file meets the policy based on the content type, the site owner gets an e-mail:
Example: This document - [%Current Item:Name%] - has been moved to the Archive document library due to the expiration policy. Click here to view your files and return them from the archive site to your proper site.

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Top 10 Items to Include in a SharePoint Technology Guide

When installing SharePoint – be it on-premise or on-line, the following are some great items to include in a core technical guide. These items can be utilized by the team or just for knowledge on how the system ecosystem is set-up and works:
 

1)      Document the server names and specifications that make-up the SharePoint farm.

2)      Document the database configuration

3)      Document all the Domain Name System (DNS) names utilized

4)      Document the web application configuration

5)      Document alternate access mappings utilized

6)      Document the farm solutions deployed in the environment

7)      Document managed paths utilized

8)      Document master page customizations

9)      Document CSS customizations

10)  Document active directory groups utilized

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SharePoint Intake Planning for Content Migration

For intake of content to be migrated to SharePoint, the following are some good items to know when planning to migrate content from one location to another (could be one SharePoint environment to another or migrating content from a file share to SharePoint):

Content Name (Library/List/Share):

 

Current Location of content:

 

Type of SharePoint App (includes core apps to choose from such as: Document Library, Picture Library, List, Survey, Subsite):

 

Last Modified Date:

 

Site Metadata tags (applicable to only document libraries):

 

Notes:

 

Destination Location (full URL is ideal):

Searchable (Yes or No):

 

Content Owners/Owner access:

Content Members/Contributors:

 

Content Visitors/Read only access:

 

Date Migrated (To be used by SharePoint Administrators only):

 

SharePoint Administrator Notes:

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Office 365 - SharePoint Online Instructor Guide

http://www.amazon.com/dp/B077VS4PYF/
Office 365 (O365) - SharePoint Online usage has exploded in the past few years as it’s utilized by many end users across many industries. One item that often is lacking in many organizations is formal training. Therefore, this guide is meant to be utilized by an individual whom will be reviewing via a demonstration format the core aspects that a general user who will be adding content to a site – will need to utilize. The guide can also be utilized by any individual interested in self-study learning the core and key aspects of Office 365 - SharePoint Online that will be of value to them.

SharePoint Having a Voice

When utilizing SharePoint, it’s important to give everyone a voice. Overall, here are some key talking points:

• Have users understand that they are in control of their destiny – they can and should make informed choices on their content and documents.
• Tell users it’s OK to be inquisitive – and challenge the status quo to seek knowledge they need to succeed.
• Let users consider alternatives and talk them through with the proper SharePoint administrator, content manager or analyst.
• Remember that end users using SharePoint are part of a learning process – by users being active in the pursuit of knowledge, they will become passive learners.
• Evangelize the SharePoint environment so that users will be critical thinkers which will help it to expand and be successful.
• Users need to know how to problem solve and seek answers to common problems so they are self-sufficient in regard to the SharePoint environment.

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SharePoint Technology Roadmap

One item that is important when utilizing or managing a SharePoint environment is to have a technology roadmap each year at the minimum. By planning for one year – this may help one to evolve planning for two to three years out.

Typically this roadmap would be changed/adjusted as needed but at the minimum could contain the following quadrants as an example:

Year (Example 2018) -> Quarter 1

SharePoint cumulative update installed on development, testing and production environments.

Year (Example 2018) -> Quarter 2-3

SharePoint release of new sites/functionality

Year (Example 2018) -> Quarter 4

Install of packaged back-up and restore software

Year (Example 2019) -> Quarter 1

Migration of legal sites to Office365 cloud

Migration of on-premise Mysites data to OneDrive for Business

Year (Example 2019) -> Quarter 2-3

SharePoint release of new sites/functionality

Year (Example 2019) -> Quarter 4

Migration of file share data to Office365 cloud

SharePoint – pilot of financial web-parts dashboard display

 

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Organization Change & SharePoint

Overall, SharePoint can be utilized to challenge the “status quo” thinking. SharePoint empowers teams to continuously improve via process, people and behavioral changes.

Some traits that are usually exhibited when change is involved with SharePoint:

·         The new process has users scared – so hand holding and direction on the value of SharePoint is needed.

·         Users feel that SharePoint is a time wasted, nothing gained technology – so it needs to be sold via learning sessions (classes, videos, handouts, etc.).

·         After time, users will realize the value and the environment ecosystem of SharePoint will be healthy and productive.

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SharePoint and Change – Part II

The following are some key items to consider when using SharePoint as a platform for change:

1)      Know what SharePoint can do and how much can get done with out of the box as well as custom functionality

2)      Know how much work – can get done based on cost, scope and schedule with SharePoint

3)      Know what can released during regular hours and what needs a change control or e-mail communication to users (example a solution deployment that re-cycles application pools)

4)      Know what can be completing taking into consideration – ideal time (how long item will take without distractions)

5)      Have a definition of what done means in regard to a site or functionality request

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