Work smarter using sharepoint 2010 misa version2
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A first look at SharePoint 2010 for IT crowds at the MISA conference in Niagra Falls.
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Work smarter using sharepoint 2010 misa version2
- 1. Howard Forder MCSE, MCT, etc. hforder@howardforder.com
- 2. 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
- 3. Introduction to Information Management Most companies are swimming in a sea of documents. In the eighties, one large computer company predicted the eventual elimination of paper in the workplace! Today, there is still a lot of paper to be filed, organized and retrieved. But there is an enormous amount of information stored electronically, meaning documents stored on hard drives. Managing this stored information is the focus of products like SharePoint and through the mechanisms built-in, we can better manage and organize our information!
- 4. Value of Information! What is the value of Information in your organization? Because balance sheets for most companies don't track the soft costs of developing information, they often don't really know what their information is worth. Bill English – Tech Publisher and Trainer If you were to ask most individuals how valuable information is to their organization, most would swiftly tell you that it is highly valuable. Yet, getting them to agree to manage that information better is often difficult. Managing information can form a competitive advantage.
- 5. Manage Information! In addition, the following statistics indicate that our need to manage information better is strong: “It's obvious that •Over 30 billion original documents are created and consumed each year we're great at creating •Cost of documents is estimated to be as much as 15% of annual 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 obsolete For every $1 spent to create the document, $10 are spent -Bill English, Mindsharp to manage it It's obvious that we're great at creating documents, but not so good at managing them.
- 6. Manage Information! While the information on cost studies is not robust, the information that is available suggests that organizations are hemorrhaging money on this problem. A good study on this suggests the following: 3.5 hours spent trying to find information but not finding it. Another 3.0 hours recreating information that they know exists, but they cannot find. So, what keeps us from finding information? The AIIM survey found the following:
- 7. 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% Don't know where to look: 48% Constant information change: 37% Can't access the system that hosts the info: 30% Don't know what I'm looking for: 22% Lack the skills to find the information: 22%
- 8. Tagging Information! When asked who is responsible for tagging information, Authors: 40% Records Managers: 29% SME's: 25% Anyone: 23% Don't know: 12% No one: 16% This means that in many organizations, users simply don't know who is responsible for tagging information or are not directly assigned the tagging task to make that information more findable. In the absence of a governance rule that details who is responsible for tagging documents, the result is that anyone (and yet no one) will be able to apply metadata to a document. This is not a recipe for success.
- 9. 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 our industry for our information?
- 10. What is SharePoint? Work-Smarter How did it evolve? SharePoint 2007 Design Objectives
- 11. Collaboration Features of SharePoint −Meetings −Documents −Discussions −Surveys −Blogs −Wikis All through Office Apps and web browsers!
- 12. 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.
- 13. Collaboration using Meetings Overview
- 14. 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.
- 15. Document Workspace Collaboration Overview
- 16. Document Workspace Collaboration Overview
- 17. 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.
- 18. Surveys in SharePoint Overview
- 19. Surveys in SharePoint Overview
- 20. 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.
- 21. Overview
- 22. Overview
- 23. 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
- 24. Wikis & Blogs Overview
- 25. Outlook 2007 & SharePoint Overview • You can keep a local copy of team calendars, • Viewing a SharePoint calendar side by side with your personal calendar can be very productive and enlightening.
- 27. Work-Smarter A fresh, new look, built upon the success of SharePoint 2007
- 28. 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® 1 And Everyone Finds Them with the Ribbon Toolbar, Now in All Applications
- 29. SharePoint 2010 New UI http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A Field Reports Contoso > 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
- 30. Multiple Selection Check In/Out
- 31. Chage Font Size Live Preview
- 32. Edit Page More Intuitive The old look The new look
- 33. New Site Templates Interface
- 34. SharePoint Workspace (formerly “Groove”)
- 35. Change Images from PC or URL
- 36. Live Preview Same as Office
- 39. 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 2010 Unified See presence and contact others from within your shared document Word 2010 Communicator OCS 2010 Communications with IM, voice or video 2010 See voice mail transcripts and faxes right in your inbox Outlook 2010 Exchange 2010 Excel 2010 with Business Consolidate & quickly analyze and vast amounts of data. Share & Project Gemini SharePoint 2010 Refresh powerful BI models in SharePoint Intelligence 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 Application Enterprise Content Enhance content management with smart templates that populate Word 2010 SharePoint 2010 document metadata Management Easily access rich client/server capabilities with the Backstage Office 2010 SharePoint 2010 view in Office 2010
- 40. 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.
- 41. SharePoint 2010 from Anywhere Office Apps Mobile Any Browser
- 42. SharePoint 2010 Work-Smarter Should We Jump In Now? • Thoughts? •Q& A
- 43. Work-Smarter Sharepoint Training Three main skill-sets: • Users • Administrators • Developers
- 44. 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
- 45. Work-Smarter Sharepoint Training Four main skill-sets: • Users (participate in projects) • Content Admins (manage projects) • Administrators (Build servers and sites) • Developers (customize sites)
- 46. SharePoint Training • MCITP • The casual administrator Half Day and One Day End User Training (various custom courses for your organization) Course 6438: Implementing SharePoint Services 3.0 Course 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
- 47. 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
- 48. Howard Forder hforder@howardforder.com http://www.TrainCanada.com Chat with your TrainCanada courseware specialist to assess your training needs. © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.