Office 365 - SharePoint Online Instructor Guide

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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 Values Decisions

The following are some items to be mindful of in regard to value decision making in regard to SharePoint:

1)      Does the decision made – embrace the right mindful and framework in regard to SharePoint?

2)      When did you make the needed decision?

3)      What is the full extent of the decision that was made?

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SharePoint Strategy Items

The following are some items to consider that are strategy related in regard to SharePoint:

1)      Be sure to conduct complete research in regard to what is needed for SharePoint to do.

2)      Follow-up with the right individuals in regard to SharePoint needs.

3)      Be sure to evaluate – all ideas, plans, products and problems associated with SharePoint.

4)      Investigate a specific situation where SharePoint is needed.

5)      Be sure to control via governance how SharePoint can be utilized.

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SharePoint – What’s the Purpose Questions?

The following are some good questions to consider about the purpose of utilizing SharePoint as a solution:

1)      From a data standpoint can SharePoint handle what is being asked?

2)      Does SharePoint provide the specific functionality that is being asked?

3)      Can SharePoint be utilized to create the solution in the given timeframe deadline?

4)      Do the users know all that is needed to use a SharePoint solution?

5)      What are the ramifications of using SharePoint?

6)      If SharePoint is utilized is an owner of the solution in-place?

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SharePoint Inquiry Questions

The following are some good questions to ponder when creating a site for a user:

1)      What do you know?

2)      What do you not know?

3)      What are the objectives for the site?

4)      What is needed to reach the objectives?

5)      Does anything need to be learned to create the site?

6)      What is the best way to learn what is needed?

7)      What will the expected results be from deploying the new site?

8)      What is the best way to communicate and review the new site with the user(s)?

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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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