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Maximizing Value and Getting the Most out of SharePoint Scott Jamison Chief Architect & CEO, Jornata LLC.

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Presentation on theme: "Maximizing Value and Getting the Most out of SharePoint Scott Jamison Chief Architect & CEO, Jornata LLC."— Presentation transcript:

1 Maximizing Value and Getting the Most out of SharePoint Scott Jamison Chief Architect & CEO, Jornata LLC

2 About Scott Jamison Chief Architect at Jornata, a full- service software consulting form Former Director at Microsoft Microsoft Certified Master (MCM) SharePoint MVP Author: – Essential SharePoint 2007 – Essential SharePoint 2010 – Five whitepapers on SharePoint

3 Assumptions You know what SharePoint is You want to know how to deploy it *effectively* I’m going to talk fast…keep up!

4 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

5 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

6 Go All-In or Don’t Bother Many customers implement SharePoint by dropping it into a team environment with… – Little to no configuration – Little to no end-user guidance – Wishing the users “best of luck” Use? Mostly for file sharing Problem? Slower, more expensive version of your company file server!

7 Go All-In or Don’t Bother Investing the time and effort? Cost of servers Cost of storage Cost of customization THEN: You owe it to yourself to invest in governance, a good information architecture and training

8 FACT: Customers who use SharePoint to its full potential are much happier customers!

9 The SharePoint Customer Journey 9 Business Solutions Build tailored business solutions that provide insights, improve decisions and increase organizational agility Initial Deployment Deploy collaboration sites that connect teams, improve access to information and increase productivity Broad Adoption Deliver advanced workloads that broaden adoption, drive compliance and reduce the cost of maintain multiple systems

10 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

11 Governance: What’s all the HYPE? What is governance, exactly? You know it when you see it. Without it, you get… SharePoint

12 Governance Simplified…The Analogy GOAL: You want to create an easy way for people to get around SO YOU: Create a project called “Highway System” You invest heavily in infrastructure (fuel- efficient cars, excellent roadways, gas stations, etc.)

13 BUT…you neglect to invest in the “rules of the road” – Drive on the right – Stop at intersections Without them, there’s chaos!

14 SharePoint Governance So…in short: – It’s really just guidance (and rules) that you give to users – Must be coupled with training and consequences

15 “Governance without enforcement is merely suggestion.” Q: Who is your traffic cop?

16 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

17 Adoption Does Not 'Just Happen' Reach critical mass to stay in the game VHS and Betamax: adoption x time Tipping point Crossing the Chasm Tipping point Crossing the Chasm critical mass critical mess

18 It’s about the Content SharePoint itself isn’t going to do anything for you without good content. Designate content owners! Keep it FRESH

19 Content Governance Example Content Site or PageContent ManagerUpdate/Review Frequency Intranet Home Page (web parts, lists) Doug S.Daily News Home PagePhil T.Weekly —Press ReleasesScott G.When new releases are generated —AnnouncementsScott G.When new announcements are made —Industry News(none)Self-authored through RSS feeds Community Home Page Mary P.Weekly —EventsDave F. When events are added/removed as needed —MediaSusanne V. When company event or other event takes place with media documentation —Executive BlogHomer S.Weekly, one per executive member Teams(none) Search and creation functionality — no content —Team SitesMark B.Semi-annually Search (specifically keywords, acronyms and best bets) John S. Semi-annually reviewed, and as new keywords, acronyms are added AudiencesMark B. As user roles change or new users are created/old users removed

20 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

21 Common Search Complaints Really…there’s one: “I can’t find what I’m looking for!”

22 Search: Before/After two docs…but they don't look like the right ones no definition…what does it mean? no best bet for top link no people who can help me no way to provide feedback on bad results

23 Make Search Work You can get search to work! – INVEST IN IT – Help users help themselves Example: Title property, content tagging – Manage search keywords, definitions, best bets – Add acronyms, industry terms – Even if you don’t enable MySites, add user profiles – Add surveys for user feedback – Monitor search queries via reporting

24 Search: Before/After Two docs that look correct Handy definition Best bet for top link that can help me Person(s) who can help me A way to provide feedback on bad results 24

25 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

26 Provide a Social Identity Why? Enables Users to: – Gather insight – Provide social feedback in the form of ratings, comments, and tags – Find an ‘expert’ – Provide an accurate organization chart – Target information – Sync to Outlook via the social connector 26

27 About “My Sites” User Profiles = White Pages/Expert Search MySites = “Personal” Site Collections You don’t need to deploy personal sites if you want profiles!

28 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

29 ADOPTION CURVE: EXAMPLE

30 Getting the Most Out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

31 Give SharePoint Ongoing love Common mistake: – Invest a lot in the infrastructure – Invest a lot in customization – Maybe even invest in governance & training – BUT… Fail to invest in ongoing “love” to keep things happy YOU MUST give SharePoint care and feeding over time Plan to have an expert assess SharePoint and give it a tune-up every six months or so

32 It’s like your car manual… FrequencyRecommended Actions Daily  Review and update homepage content, checking to see any ‘daily’ reminders or announcements are up to date and content remains fresh.  Update purchasing guidelines with any changes for the day. Weekly  Remind an executive team member (or each executive team member) to post a new blog post about the company, community, industry, or other pertinent topic.  Update processes docs (or as changes occur). Monthly  Review and update events and calendar entries for the month (these should also be added or removed as new events and calendar dates are scheduled/cancelled).  Review and update any marketing materials to ensure team members are always using the current branding and other formats for any template materials.  Review and update versions of all forms to ensure proper documents are being used by the team. Quarterly  Update any seasonal promotions  Review user audience groups, ensure users are in the right audiences, and modify outdated audiences  Evaluate cumulative Windows/SharePoint updates; reboot server machine regardless, each quarter Semi-Annually  Twice per year the content owner of the Team Sites should review what sites haven’t been used in the last 6 months and have little or no page views. They should then contact the site creator or owner of these sites and recommend removing them, keeping team sites relevant and useful.  The employee handbook and other HR resources (forms, reference docs, vacation policies, etc.) should be reviewed and updated as needed by the HR content owner.  Review search keywords, term store, and acronyms, removing any duplicated content, adding new keywords and terms, and updating any new acronyms as needed. Annually  The governance board should review the governance document, updating with any changes that may have taken place in SharePoint policies and processes.

33 Summary: Getting the Most out of SharePoint 1.Go All-In or Don’t Bother 2.Invest in Governance 3.Remember: It’s About the Content 4.Get Search Right 5.Give Everyone a Profile Page 6.Plan for End-User Adoption 7.Give SharePoint Ongoing Love

34 Have a great day! Thank you! Follow Follow me on Twitter for your chance to win a book! 34

35 @SJAM


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