8 Steps to Effectively Build
a SharePoint Site
Dux Raymond Sy, PMP
Innovative-e
Microsoft New York City
February 21, 2009
10.45 am – 12.00 pm

Presentation Objectives
 After completing this presentation, you will be able to
effectively build a SharePoint site
 In addition, you will be able to
 Identify site purpose
 Define stakeholders
 Create a site
 Define site lists and libraries
 Customize a site
 Enable document management features: version
control, check-in/check-out, content approval
 Integrate SharePoint with Outlook, Excel and Word

Dux Raymond Sy, PMP
 Managing Partner, Innovative-E, Inc.
 Contract Author & Instructor, Learning Tree
International
 Author, “SharePoint for Project Management”
by O’Reilly Media
 For more information, connect with Dux
 E-Mail: dux.sy@innovative-e.com
 LinkedIn: LinkedIn.com/in/meetdux
 Blog: Meetdux.com
 Twitter: @meetdux

Agenda
 Why SharePoint?
 8 Steps to Effectively Build a SharePoint Site
 Questions and Answers

Share
+
Point

What’s SharePoint?
 Allows individuals in an organization to easily create and
manage their own collaborative Web sites
 Simplifies how people find and share information across
boundaries, and enabling better informed decisions
 Seamlessly integrates with Windows and MS Office
 Does not refer to a specific product or technology
 Using the word “Microsoft SharePoint” is like using the
word “Microsoft Office”
 Refers to several components of collaborative solutions
 Windows SharePoint Services 3.0 (WSS)
 Microsoft Office SharePoint Server 2007 (MOSS)

What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?

WSS vs MOSS
 WSS is the core technology of Microsoft SharePoint
 WSS can be considered the “engine” of SharePoint
 Provides document management and team
collaboration tools
 WSS is available for free as long as your organization is
utilizing Windows Server 2003 or above
 MOSS extends the capabilities of WSS
 Going back to our car analogy, MOSS provides
extended capabilities such as GPS, a DVD system,
Voice Commands, etc.
 Extended features include Enterprise search,
Personalization, Enterprise Content Management, etc.
 Unlike WSS, MOSS is not available for free

SharePoint Geek Vagen

Agenda
 Why SharePoint?
 8 Steps to Effectively Build a SharePoint Site
 Questions and Answers

#1 Identify the Purpose
 Why do you need a SharePoint Site?
 What business need will be addressed?
 Examples:
 Project Management
 Human Resources
 Finance Department

#2 Involve Relevant People
 What are the expectations for the site?
 Reduce Cost
 Support Compliance
 Increase Efficiency
 Information needs of a site user
 Identify the type of information a user would need
 What is the frequency?
 Will they retrieve the information or should it be sent to
them?

Example: PM Communications Plan
 Chief Executive Officer
 Regular e-mail updates on project milestones and
risks
 Chief Financial Officer
 Access to project budget information
 Reviews and updates any change to project finances
 Chief Compliance Office
 Monitors project process compliance
 Reviews and updates project risks
 Program Manager
 Reviews project tasks, milestones, and risks

#3 Create the Site
 Be familiar with your site creation policy
 Top-level sites or sub-sites?
 Are you allowed to create sites?
 Naming convention
 Create the site based
on the purpose
 Leverage templates
 SKIP defining site
members for now

#4 Define Site Components
 Centralize information
 Lists
 Libraries
 Reporting
 Custom Views
 Web Parts
 Surveys
 Automate business processes
 Facilitate communication and collaboration
 Wikis
 Discussion Boards

Example: Milestones Dashboard

Example: Clarifying Requirements

#5 Customize Site
 What are your priorities?
 Determine if any organizational standards exist for
 Look and feel
 Navigation
 Usability and Taxonomy
 Site specific needs
 Regional settings
 Document Management
 Version History
 Check-in/Check-out
 Content Approval

#6 Populate Initial Content
 Generate new content
 Migrate existing content
 Integrate existing data sources

#6 Define Relevant Site Access
 Refer to your communications plan
 Should users be grouped?
 Manage permissions wisely
 Site-level
 List or Library level
 Item-level
 Test user account scenarios

Example: Permissions Matrix
Site User Contacts Documents Tasks Calendar
CEO C R R R
PMO Director C FC C C
Resources C C C C
Finance C
FC = Full Control D = Design C = Contribute R = Reader

#8 Provide Self-Help
 Not all users will get formal training
 Create a self-help section for common site tasks like:
 How to post calendar events
 How to upload a file
 How to move files with explorer view
 Self-help can be in various forms
 Powerpoint slides
 Video snippets
 Custom lists

Launch Your Site!

Agenda
 Why SharePoint?
 8 Steps to Effectively Build a SharePoint Site
 Questions and Answers

Questions?

Download this presentation @
meetdux.com/resources
Thank You!
Innovative-e
Microsoft New York City
February 21, 2009
10.45 am – 12.00 pm