Scott Jamison - Maximizing Value and Getting the Most out of SharePoint - BASPUG 11/9/11

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

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 2010• scott.jamison@jornata.com• @sjam

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

Getting the Most Out of SharePoint1. Go All-In or Don’t Bother2. Invest in Governance3. Remember: It’s About the Content4. Get Search Right5. Give Everyone a Profile Page6. Plan for End-User Adoption7. Give SharePoint Ongoing Love

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!

Go All-In or Don’t BotherInvesting the time and effort?• Cost of servers• Cost of storage• Cost of customizationTHEN:You owe it to yourself to invest in governance, agood information architecture and training

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

The SharePoint Customer JourneyInitial Deployment Broad Adoption Business SolutionsDeploy collaboration sites Deliver advanced workloads Build tailored businessthat connect teams, that broaden adoption, drive solutions that provideimprove compliance and reduce the insights, improve decisionsaccess to information and cost of maintain multiple and increaseincrease productivity systems organizational agility 9

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

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.)

BUT…you neglect toinvest in the “rules ofthe road” –Drive on the right –Stop at intersectionsWithout them, there’schaos!

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

“Governance withoutenforcement is merelysuggestion.”Q: Who is your trafficcop?

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

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

Content Governance ExampleContent Site or Page Content Manager Update/Review FrequencyIntranet Home Page (web parts, lists) Doug S. DailyNews Home Page Phil T. Weekly—Press Releases Scott G. When new releases are generated—Announcements Scott G. When new announcements are made—Industry News (none) Self-authored through RSS feedsCommunity Home Page Mary P. Weekly When events are added/removed as—Events Dave F. needed When company event or other event—Media Susanne V. takes place with media documentation—Executive Blog Homer S. Weekly, one per executive member Search and creation functionality — noTeams (none) content—Team Sites Mark B. Semi-annuallySearch (specifically keywords, acronyms and best Semi-annually reviewed, and as new John S.bets) keywords, acronyms are added As user roles change or new users areAudiences Mark B. created/old users removed

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

Search: Before/After• two docs…but they dont 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

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

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

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

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!

ADOPTION CURVE: EXAMPLE

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

It’s like your car manual… Frequency Recommended 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.

Summary: Getting the Most out of SharePoint1. Go All-In or Don’t Bother2. Invest in Governance3. Remember: It’s About the Content4. Get Search Right5. Give Everyone a Profile Page6. Plan for End-User Adoption7. Give SharePoint Ongoing Love

Have a great day!Thank you!• Follow me @sjam• Scott.jamison@jornata.com• www.scottjamison.com• www.jornata.com• Follow me on Twitter for your chance to win a book! 34

Scott Jamison - Maximizing Value and Getting the Most out of SharePoint - BASPUG 11/9/11

by Boston Area SharePoint Users Group on Nov 10, 2011

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Scott Jamison - Maximizing Value and Getting the Most out of SharePoint - BASPUG 11/9/11 — Presentation Transcript