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Don't Suck at SharePoint - Avoid the common mistakes
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Don't Suck at SharePoint - Avoid the common mistakes

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Recording: http://bit.ly/SeyVK8 …

Recording: http://bit.ly/SeyVK8
How do you avoid the most common mistakes when using SharePoint, if you've never used it before?

What makes SharePoint so popular is also its worse enemy, it's easy to use. As a platform, it allows you to build whatever you want to help the organization. But for it to be successful, you need to avoid the common mistakes made.

As a consultant, I have unfortunately had a lot of experience seeing or even doing some of the things in SharePoint that lead to utter chaos or disaster. That's why I would like to share them with you this time, show you how to not suck at SharePoint.

In this webinar we'll discuss:

-A brief overview of SharePoint as a platform
-Common scenarios SharePoint is used for
-Things that have miserably failed
-Bad architecture
-Solutions and Best Practices when starting

Published in: Technology

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  • 1. TEMPORARY SLIDE VIDEO RECORDING: http://bit.ly/SeyVK8 ! We are building a complete blog with all links and resources, the recording as well as the question period at the end in a Q&A format. You will be able to find this soon on our blog http://en.share-gate.com/blog
  • 2.   @bniaulin share-gate.com/blog by Benjamin Niaulin, 
 a SharePoint GEEK
  • 3. share-gate.com
  • 4. What is it?
  • 5. It’s a PLATFORM where you build your own show
  • 6. What can I do with it?
  • 7. INTRANET EXTRANET INTERNET SITE COLLABORATION PROCESS SITES APPLICATIONS a lot…
  • 8. INTERNET SITE ! www.laval.ca
  • 9. #CLASSIC
  • 10. SHAREPOINT RECAP
  • 11. Lists Libraries What’s a SharePoint SITE? SITE
  • 12. What’s a SharePoint List/Library? Table List Library
  • 13. Site% Site% Site% Site% Site% Site% Site% SharePoint+Groups+|+Database+|+Style+Library+ SITE COLLECTION *
  • 14. am I doing this today? WHY
  • 15. I saw an Intranet built under the Central Administration
  • 16. ! Central Administration http://sharepoint:59999 ! ! Intranet ! HR ! SALES ! SITE ! SITE http://sharepoint:59999/ sites/intranet http://sharepoint:59999/ sites/hr http://sharepoint:59999/ sites/sales
  • 17. A new SharePoint farm installation per department/team
  • 18. 200 Libraries Going through to update a column with a new choice
  • 19. Taking File Shares, dumping them into SharePoint and continue to use Folders to organize content
  • 20. INSTALLED AS STANDALONE WITH SQL EXPRESS AND 4GB LIMIT
  • 21. -Sean Wallbridge « Google the words ‘View All Site Content’ see what happens »
  • 22.
  • 23. There is still hope
  • 24. BEFORE your SharePoint project starts
  • 25. Do you have a REASON to be using SharePoint? or do you want
 to use it because
 you have free licenses?
  • 26. « Tell me what SharePoint can do, 
 and I'll tell you what I want. »
  • 27. Instead of thinking features, 
 think of what the business needs are
  • 28. KNOW WHERE YOU’RE GOING? Don’t put SharePoint in just for a specific project without a vision. Remember, it’s a platform.
  • 29. DON’T UNDERESTIMATE SHAREPOINT « We’ll just put it temporarily for us in IT and start it properly later on » does not work
  • 30. INSTALL and CONFIGURE
  • 31. X Don’t use Click-Install Build your own PowerShell or use « AutoSPInstaller »
  • 32. There is more to CONFIGURING SharePoint than creating Web Applications & Site Collections
  • 33. CONFIGURE and OPTIMIZE SQL CPU | RAM | DISKS NTFS Allocation (4K vs 64K) Initial Size of DB Auto Growth Instant File Initialization Maintenance Plan (Logs) SQL Installation/Configuration WhitePaper
  • 34. SHAREPOINT SEARCH WAS « CONFIGURED » Continuous Crawl Content Sources Search Schema Result Types Display Templates Query Rules
  • 35. TIMER JOBS Too often they are left untouched Without them and the schedule they run on, not much would get done in SharePoint
  • 36. REALLY… YOU SHOULD KNOW THIS PART OF THE CENTRAL ADMINISTRATION
  • 37. ALWAYS TEST YOUR BACKUPS! AD | SERVER | DNS | CUSTOM CODE | SQL | SHAREPOINT | IIS | WORKFLOW | Lots of pieces make up SharePoint
  • 38. CAREFUL when empowering Power Users with SharePoint Designer In fact…if you could go without SPDesigner it’s probably best.
  • 39. AND TRY NOT TO CUSTOMIZE EVERYTHING A LOT CAN BE DONE OUT OF THE BOX and WITHOUT CODE think for
  • 40. PLANNING IS JUST AS CRUCIAL
  • 41. STOP CALLING IT « SHAREPOINT »
  • 42. TAKE THE TIME TO SHOW OFF, COMMUNICATE! New Features Dates & Milestones Organize launch events How it’ll facilitate tasks Reasons for the change     
  • 43. PROVIDE TRAINING! employee satisfaction  tackle more tasks  motivation to use SharePoint  increased adoption  and much more... 
  • 44. REAL TRAINING! NOT A PAMPHLET IN-CLASS | SELF-SERVICE VIDEOS | DOCUMENTATION | PROVIDE TRAINING KIT FOR NEW SITE OWNERS
  • 45. TECHNOLOGY WON’T FIX ALL THE PROBLEMS, LOOK AT YOUR BUSINESS PROCESSES THEY MAY NEED REWORKING
  • 46. GOVERNANCE NO ONE will read it if it’s too BIG
  • 47. keep it simple.
  • 48. CAN BE A DOCUMENT OR A WIKI AS LONG AS IT WORKS http://en.share-gate.com/blog?category=governance
  • 49. BUT THEN YOU’LL NEED TO ENFORCE THE GOVERNANCE PLAN
  • 50. WHAT GOES WHERE?
  • 51. USING AND BUILDING IT RIGHT
  • 52. by John Norris
  • 53. COLUMN TYPES When you create a column it is stored in the list/library where you create it ! Every type of column has it’s use Know when to use the right one ! Views will be created based on the columns ! Workflows can be created, triggered by the right column information
  • 54. CENTRALIZE & REUSE! If you create columns from your lists/libraries they are stored in them. And thus, are not reusable. ! I recommend using “Site Columns” whenever possible to be able to reuse them. ! Site Columns are available to subsites – best to create at the root
  • 55. CONTENT TYPES Reusable set of columns used together that defines a type of content in your organization. It’s also much more… http://en.share-gate.com/blog/recording-sharepoint-webinar-understand-content-types http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types
  • 56. TOO MANY FIELDS IN THE LIST OR CONTENT TYPE
  • 57. DOING AN ARCHITECTURE THAT IGNORES THINGS LIKE THE 5,000 LIST VIEW THRESHOLD ENABLE METADATA NAVIGATION TO SEE AGAIN AND RE-ORGANIZE picture from Dave Coleman INDEX SORT & FILTER COLUMNS
  • 58. THE FAMOUS LOOKUP COLUMN picture from Corey Roth IT’S NOT A GOOD IDEA TO LOOKUP A LIST WITH TOO MANY ITEMS. PERFORMANCE WILL TAKE A HIT
  • 59. AND SHAREPOINT WILL NOT REPLACE YOUR RELATIONAL DATABASE Leverage the different ways it offers to connect to external data rather then building on this platform that does not support it well or check out the new 
 Apps Model
  • 60. SECURITY SP GROUPS AD GROUPSVS NEVER WITH USERS DIRECTLY MSDN Security guidance on SP Groups vs AD Groups CHANGING MEMBERS OF SP GROUPS WILL LAUNCH A FULL CRAWL AT NEXT PASS TO CALCULATE ACLs
  • 61. BUT DON’T START BREAKING INHERITANCE AT ITEM/DOCUMENT LEVEL It will hurt your SharePoint performance
  • 62. QUICK TIPS
  • 63. CREATING TOO MANY SUB SITES IS NOT A GOOD IDEA
  • 64. DON’T COPY/PASTE FROM WORD OR BE SURE TO CLEAN UP HTML SharePoint 2013 is much better at it than its predecessors
  • 65. CONTENT EDITOR WEB PART WAS MEANT FOR CONTENT NOT custom CSS, JS or HTML ! Causes issues during Migration and when new team takes over
  • 66. IMAGES UPLOADED ALL OVER THE PLACE
  • 67. EDIT STYLES AND THEME COLORS FOR CONTENT AUTHORS TO MATCH YOUR BRANDING .ms-rteElement .spcolor file
  • 68. 1 FEATURE WITH MANY INSTEAD OF MANY FEATURES WITH 1
  • 69. WORK WITH THE RIGHT ENVIRONMENTS AND IDENTIFY THEM VISUALLY DEV - INTEGRATION - QA - PRODUCTION
  • 70. HAVE ALL THE FACTS ON INFOPATH It can still be ok to use it, but it needs to make sense
  • 71. CAREFUL WITH EVENT HANDLERS It’ll be tough to figure out what’s going on where
  • 72. DRAG AND DROP FILES… WITHOUT THE METADATA SAME WITH THE EXPLORER VIEW USE THE DATASHEET VIEW « QUICK EDIT »
  • 73. AVOID COMPLEX APPROVAL WORKFLOWS
  • 74. WORK WITH DOCUMENTS IN THE LIBRARY, DON’T DOWNLOAD AND UPLOAD AGAIN
  • 75. NAMING CONVENTION FOR FILES - NO MORE METADATA IN THE FILENAME 1_contract_sharegate_Q1_V4.docx
  • 76. ONEDRIVE VS ONEDRIVE VS ONEDRIVE FOR BUSINESS VS MY SITE Plan it carefully, don’t confuse your colleagues
  • 77. UNDERSTAND HOW VERSIONING & CHECK-IN/OUT WORKS
  • 78. I KNOW… IT’S A LOT OF INFORMATION
  • 79. BUT IT’LL HELP YOU HAVE AN AWESOME SHAREPOINT
  • 80.   @bniaulin share-gate.com/blog by Benjamin Niaulin, 
 a SharePoint GEEKTHANK YOU!
  • 81. share-gate.com

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