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H OW TO MAKE S HARE P OINT A S UCCESS By Antonio Segovia.

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Presentation on theme: "H OW TO MAKE S HARE P OINT A S UCCESS By Antonio Segovia."— Presentation transcript:

1 H OW TO MAKE S HARE P OINT A S UCCESS By Antonio Segovia

2 B IO SharePoint Architect at DSS, Inc. President of the South Florida SharePoint Users Group Independent SharePoint Consultant Contact Info: Twitter: _Piscus_

3 G OAL FOR T ODAY Common Sense Common Practice Identify key factors to make SharePoint a success within the organization

4 W HAT IS S HARE P OINT ? Microsoft SharePoint is a software platform that provides intranet portals, document & file management, collaboration, social networks, extranets, websites, search, business intelligence, workflows, etc.

5 I S IT S HARE P OINT THE ONLY OPTION ?

6 W HAT T OOL S HOULD I C HOOSE ? How does the company currently collaborate?Are you currently using a content management tool?What are you trying to accomplish?What do you want to use it for?Who is it going to use it?What is the end-user knowledge level of the tool?What is the cost? Supported? Dedicated resources?Can it be integrated with other systems?

7 C HOICE P ATH

8 M ICROSOFT

9 S HARE P OINT E DITIONS $35k $45k

10 S HARE P OINT 2013 E DITIONS SharePoint Foundation SharePoint Standard SharePoint Enterprise SharePoint Online (Office 365) No Enterprise SearchNo BIALL includedNo BI No Public Internet Portals No Auditing No Social Tags or bookmarks No Excel, Access, PowerPoint, Word, Visio, InfoPath Services No Editing for public internet site No Public Internet Portals No Backup/Restore No Excel, Access, Powerpoint, Word, Visio, Infopath Services

11 S OCIAL C OLLABORATION

12 S HARE P OINT IS NOT BEING USED TO ITS MOST POTENTIAL IF … s with attached files are sent within the company People cannot find what they are looking for Newsletters are sent as pdf by Assigning tasks on an Excel file Writing forms on a Word or Excel Document IT is in control of site permissions and content

13 R EASONS WHY S HARE P OINT F AILS AT M OST C OMPANIES Strategy plan Architecture Design Governance plan Taxonomy Plan End-user training Communication

14 S TRATEGY P LAN Set a goal Start small Identify initial resources: in home? Consultant? Pilot program Have a roadmap Revisit Strategy Plan

15 G OVERNANCE P LAN Identify stakeholders (roles, title and names) Meet regularly Follow the roadmap Strategy plan transforms in Governance Plan Disaster Recovery Plan End User Training Upgrade path Who is going to support SharePoint? Who is going to admin SharePoint? Who will be managing the site?

16 G OVERNANCE P LAN ( CONTINUED ) Branding? Hire new resources?

17 G OVERNANCE P LAN ( CONTINUED ) Regarding documents: Where do the documents currently reside? What application(s) are used to access them? Who needs access to these documents? (Review answer, documents targeted to all employees can be on a central Portal, documents targeted to a select group of employees could on a Group Team Site, or on a restricted access sub area of a central Portal). Will the documents require unique user permission assignments? Will the documents need automatic version numbering? Will the documents need an approval process before being posted for all users to see? Are there any old or archived documents that need to be available as well to users? Do Archived documents need to be available for search only and not collaboration and browsing? What is the standard Internet browser? What version of Office are we using?

18 G OVERNANCE P LAN ( CONTINUED ) Search: Do the users only need to search contents located on the site? Do the users need to search other sites, file shares, external databases, and/or documents? Do the users need to have the ability to narrow their search results via selecting topics to search or by using keywords or best bets? Features: Do they have requirements to use Business Intelligence viewers? Do they have document retention / archive plans and if so what are they? Do they need to provide methods where existing forms can be filled online? Do they need to automate any process (workflows)? What information do they want recorded about people, and do want people to have their own sites?

19 T AXONOMY P LAN Easy Navigation: No more than 3 clicks Users will NOT remember the URL Keep it simple

20 A RCHITECTURE D ESIGN Technical Team: Infrastructure Design High Availability Data Integration Branding or customization Third Party Tools Disaster Recovery

21 E ND U SER T RAINING #1 reason why SharePoint fails within an organization People resist to change: “I hate SharePoint” Create End User Training Site: Productivity Hub Provide “Lunch and Learn” 1 hour training Off site vs on site training Practice with example

22 C OMMUNICATION Encourage the usage of SharePoint Take advantage of the social collaboration Rewarding program Weekly Reminders Announce new features, Did you know, How to… On going effort. Do not stop.


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