Howard ForderMCSE, MCT, firstname.lastname@example.org
Work-Smarter • 1. Introduction to Information Management • How inefficient today’s methods are - why there is a need for SharePoint to manage information in the workplace • 2. Introduction to SharePoint 2010 • various tasks that address the management of information through SharePoint • 3. Plan of Action • How to get your team on board and productive • 4. Follow up recommendation • of training courses to match training needs
Introduction to Information ManagementMost companies are swimming in a sea ofdocuments. In the eighties, one largecomputer company predicted the eventualelimination of paper in the workplace!Today, there is still a lot of paper to befiled, organized and retrieved. But there isan enormous amount of information storedelectronically, meaning documents storedon hard drives.Managing this stored information is thefocus of products like SharePoint andthrough the mechanisms built-in, we canbetter manage and organize ourinformation!
Value of Information!What is the value of Information in yourorganization? Because balance sheets formost companies dont track the soft costsof developing information, they often dontreally know what their information isworth. Bill English – Tech Publisher and TrainerIf you were to ask most individuals howvaluable information is to theirorganization, most would swiftly tell youthat it is highly valuable. Yet, getting themto agree to manage that information betteris often difficult.Managing information can form acompetitive advantage.
Manage Information!In addition, the following statistics indicate that our needto manage information better is strong: “Its obvious that•Over 30 billion original documents are created andconsumed each year were great at creating•Cost of documents is estimated to be as much as 15% ofannual revenues•85% of documents are never retrieved documents, but not so•50% of documents are duplicate in some way good at managing them.”•60% of stored documents are obsoleteFor every $1 spent to create the document, $10 are spent -Bill English, Mindsharpto manage itIts obvious that were great at creating documents, but notso good at managing them.
Manage Information!While the information on cost studies is not robust, theinformation that is available suggests that organizations arehemorrhaging money on this problem. A good study on thissuggests the following:3.5 hours spent trying to find informationbut not finding it.Another 3.0 hours recreating information thatthey know exists, but they cannot find.So, what keeps us from finding information? The AIIMsurvey found the following:
Finding Information!What keeps us from finding information?The AIIM survey found the following:Poor search functionality: 71%Inconsistency in how we tag/describe data: 59%Lack of adequate tags/descriptors: 55%Information not available electronically: 49%Poor navigation: 48%Dont know where to look: 48%Constant information change: 37%Cant access the system that hosts the info: 30%Dont know what Im looking for: 22%Lack the skills to find the information: 22%
Tagging Information!When asked who is responsible for tagging information,Authors: 40% Records Managers: 29% SMEs: 25% Anyone: 23% Dont know: 12% No one: 16%This means that in many organizations, users simply dontknow who is responsible for tagging information or are notdirectly assigned the tagging task to make that informationmore findable.In the absence of a governance rule that details who isresponsible for tagging documents, the result is that anyone(and yet no one) will be able to apply metadata to adocument. This is not a recipe for success.
Let’s Ask the Questions!Where does all this information come from?Where is all this information stored?How is this stored information classified?Who is responsible for classifying and storing?How do we get at this information?Are we following regulatory requirements in ourindustry for our information?
What is SharePoint?Work-Smarter How did it evolve? SharePoint 2007 Design Objectives
Collaboration Features of SharePoint −Meetings −Documents −Discussions −Surveys −Blogs −WikisAll through Office Apps and web browsers!
Collaboration using Meetings Overview • A meeting workspace is a centralized location for all the details of a meeting. • A meeting workspace can be made using a template or created for a calendar event. • You can use meeting workspaces to: • Add objectives • Add an agenda • Add meeting documents • Add an attendee • Add a “Things to Bring” list.
Document Workspace Collaboration Overview • A document workspace is a focused area on one document that can be checked out and checked back in for multiple people access and true versioning and collaboration. • Document workspaces are temporary. When the document is finished, it is placed back in one of the libraries and the workspace is deleted. • Create a document workspace from an Office 2007 application or from the SharePoint Web Interface.
Surveys in SharePoint Overview • A special kind of list that asks questions and allows views of the results. • Your survey can be anonymous or you can have user names attached to the results. • You can also configure the format of the users feedback. • All surveys involve the creation of the survey “container” followed by the creation and administration of questions. • There are multiple ways in which a user can be asked to respond.
Collaboration using Discussions Overview • Discussion boards provide a forum on which visitors to your site can converse about topics of interest. • In corporations, discussions are used to converse about projects and documents. • SharePoint sites created with Team, Document Workspace, or Social Meeting templates include a discussion board. • One key feature is to configure alerts to notify you of changes to the discussion board.
Wikis & Blogs in SharePoint Sites Overview • Wikis and Blogs are methods that enable anyone to write web pages and publish them for everyone to see. • Blogs are personal journals, whereas anyone can contribute content to a wiki web site. • Most Wikis and Blogs can use RSS feeds to notify users when site content changes. RSS = Really Simple Syndication
Work-Smarter A fresh, new look, built upon the success of SharePoint 2007
New Commands Make Everyone More Productive Fuel adoption with a contextual, seamless look and feel from the rich client applications to the browser Outlook® http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A SharePoint Field Reports Ribbon Toolbar Examples Contoso > Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents Welcome Morgan Skinner | My Site | My Links | Juniper > Field Reports Workspace Image) (Click SharePoint Actions Read Documents Insert Customer Research Upload Check-in All Documents • Lahuan View Properties Publish Major Version Paste Sort & Save as View Manage New Delete Workflow Export • Juniper Edit Properties Version History Filter Access Contribute Clipboard Manage Quick Views Track Permissions • Cypress Documents Project View All Site Content Type Name Widget Compete Modified 1/22/2009 6:06 pm Modified By Junmin Hao • Focus Groups Cog Thinking 2/9/2009 8:32 pm Mike Phillips • Field Reports Rough Take on New Materials 12/13/2008 6:49 pm James Alvord • Presentations Project Info Customers Complaints 12/13/2008 2:42 pm Bjarne Riis • Milestones Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman • Announcements Visio My Workspaces • Coho Vineyards • Fabrikam Proposal Market Plan Specifications 1/15/2009 3:05 pm Matt Berg • City Power • Ontario Hydro All Workspaces Recycle Bin SharePoint® 1And Everyone Finds Them with the Ribbon Toolbar,Now in All Applications
SharePoint 2010 New UI http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A Field ReportsContoso > Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents Welcome Morgan Skinner | My Site | My Links | Juniper > Field Reports SharePoint Actions Read Documents Insert Customer Research Upload Check-in All Documents • Lahuan View Properties Publish Major Version Paste Sort & Save as View Manage New Delete Workflow Export • Juniper Edit Properties Version History Filter Access Contribute Clipboard Manage Quick Views Track Permissions • Cypress View All Site Content Type Name Modified Modified By Documents Widget Compete 1/22/2009 6:06 pm Junmin Hao • Focus Groups Cog Thinking 2/9/2009 8:32 pm Mike Phillips • Field Reports Rough Take on New Materials 12/13/2008 6:49 pm James Alvord • Presentations Project Info Customers Complaints 12/13/2008 2:42 pm Bjarne Riis • Milestones Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman • Announcements Market Plan Specifications 1/15/2009 3:05 pm Matt Berg My Workspaces • Coho Vineyards • Fabrikam Proposal • City Power • Ontario Hydro All Workspaces Recycle Bin
Help People Accomplish More Put the Power of the 2010 Servers into Their Hands with Office 2010 and SharePoint 2010 Client Server Communicator OCS 2010 Share an Office application with others in one click 2010 SharePoint 2010Unified See presence and contact others from within your shared document Word 2010 Communicator OCS 2010Communications with IM, voice or video 2010 See voice mail transcripts and faxes right in your inbox Outlook 2010 Exchange 2010 Excel 2010 withBusiness Consolidate & quickly analyze and vast amounts of data. Share & Project Gemini SharePoint 2010 Refresh powerful BI models in SharePointIntelligence add-in Word 2010 SharePoint 2010 Edit the same document at the same time PowerPoint 2010 SharePoint Workspace Use & update SharePoint documents and lists when you’re not 2010 SharePoint 2010 connected (formerly Groove)Collaboration Quickly broadcast a slideshow right from within PowerPoint PowerPoint 2010 SharePoint 2010 Avoid sending sensitive mail to the wrong people with help from Mail Tips and keep security a priority with Retention Policy and Outlook 2010 Exchange 2010 Automated Policy ApplicationEnterprise Content Enhance content management with smart templates that populate Word 2010 SharePoint 2010 document metadataManagement Easily access rich client/server capabilities with the Backstage Office 2010 SharePoint 2010 view in Office 2010
Stay Up to the Minute with Office Mobile* Applications that are Much More than Viewers Edit content on the go, saving changes back to the source Access your content offline View charts, graphs and images as you see them on your main computer Zooming Seamlessly copy and paste options across programs Create & edit Mobile Companions for Excel, Word, comments PowerPoint, OneNote, SharePoint Use on Windows Mobile 7*Office Mobile 2010 is not included in the Office 2010 applications or suites.
SharePoint 2010 from Anywhere Office Apps Mobile Any Browser
SharePoint 2010Work-SmarterShould We Jump In Now? • Thoughts? •Q& A
Work-Smarter Sharepoint Training Three main skill-sets: • Users • Administrators • Developers
Work-Smarter How to get your team on board and productive! • Start a SharePoint pilot project • Invite a representative of each department to participate • They can access the SharePoint server from a browser • Train the pilot project group • Build a few SharePoint sites • Use the built-in templates • Give them a variety to explore
Work-Smarter Sharepoint Training Four main skill-sets: • Users (participate in projects) • Content Admins (manage projects) • Administrators (Build servers and sites) • Developers (customize sites)
SharePoint Training • MCITP • The casual administratorHalf Day and One Day End User Training(various custom courses for your organization)Course 6438: Implementing SharePoint Services 3.0Course 5061: Implementing Office SharePoint Server 2007 Course 50227: SharePoint 2010 End User Course 50352: SharePoint 2010 IT Pro Course 10173/6 What’s New for IT in SharePoint 2010 http://www.microsoft.com/learning/ http://www.ctcTraincanada.com
Work-Smarter SharePoint Training • MCITP • The casual administrator Half Day and One Day End User Training Course 6438: Implementing SharePoint Services 3.0 Course 5061: Implementing Office SharePoint Server 2007 Course 50352: SharePoint 2010 – Various levels http://www.microsoft.com/learning/ http://www.ctctraincanada.com