SharePoint was released in a maelstrom for nearly a decade. If you have SharePoint and its the software you love to hate, or are looking to install SharePoint, you need to be sure to download this presentation. You need to know the questions to ask, you need to know the answers to those questions, and understand the pitfalls you may face otherwise.
You probably remember me from movies such asHair Helmet SocietyThe Hitchhiking ProfessorSmooth Operator
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This was created for the Best Practice Conference. The goal of the conference is not how to do something but why. Clarity, direction, confidence.ClarityThe reason why it’s the hardest is because there is so much, its so easy to agree but making it happen might make you feel filling the Grand Canyon with a table spoon would be easier.There are a lot of moving parts to SharePoint. Always have been. Each new version increases the complexity of this application… no this platformDirectionThere are a lot of common pitfalls that companies fall in that may cause their SharePoint environment to not live up to its potential or expectationsTo know the questions to ask puts you in a position to winConfidenceYou are not the only one traveling this road, others have made different choices and come to different points
You will see a lot of stuff this conference, don’t try to do it all at once. (Phases)Why I chose this style of delivery. A labyrinth is full of choices, but only one solution, not true with SharePoint.How I used to read my chose your own adventures… put fingers in just in case!
Understand your business problems you are facing as a whole.Know who you are, what you do and where you are goingSharePoint is versatile. A Swiss army knife of software that has its place.Its not going anywhere, its here to stay (Microsoft is betting the farm on this one… pun intended)A question to ask, within the question. SharePoint could do “x” but should it?
Problems solved vs. cool application vs. told to install itDon’t install it for the sake of installing SharePointSharePoint is an excellent application HOWEVER the cool factor is not a reason to install it in the first placeManagement or executive team tells you to.. Tread lightly, but get the reasons behind the decisionCommon mistakeCompared to other document management systems out there price is a steal (SharePoint Foundation = FREE!)Easy to install oh yes it is (not right, but it works!)Welcome to Generation X, Y and the Lost GenerationsIf you don’t have a why, your workforce will create one… or two… or twenty
An executive champion is not just your friend, but an essential part to having your project be a successHow can they be used?Use them as a voice on the executive boardUse them to convey and communicate to the end usersGenerate excitement, branding naming contests, telling them the expectations (file servers) etc.It is through them your SharePoint governance document will most likely gain the authority needed to be effective
How many times have I heard, oh that SharePoint server is under so and so’s deskSharePoint is not considered a Tier 1 application… until it breaksSharePoint has a lack of team, lack of funding… lack of interest?Those working with no the benefit of the product but falls on deaf ears because they are just they have no authority to speak to the executives
Here is where most companies go wrong…Choosing not to write a governance is a governance! (Welcome to the wild wild west)Create a governance committee. Its not an exclusive club for IT members onlyWhen first created you will probably have to meet more frequently until it is put together wellIf you drop your governance document on a table and the table goes thud, breaks, cries… its too bigDo not get into police mode when you created a governance, SharePoint is to enable and empower your users
Its scary without a governance document. Speak on this. Tell them of the early yearsNo taxonomy story (CO in RI)Fortune 100 company, no governance document, some structure, best practice install, but due to the size of the company people were out of control buying web parts, solutions, 3rd party solutions etc. Welcome to the pain baby! The environment was being brought to its knees
What's it going to be? There is a lot of talk about going ‘into the cloud’ will it be sufficient?Hosting in house if so more planning is going to have to happen
Measure out the pros and consSharePoint lends itself to virtual servers very wellSQL … lets call a spade a spade, I am going to have to side old school on this one
What are you installing? WSS/Foundation, Standard Enterprise?What is the scope? Stand alone for testing, small, medium, large farm, extranetBest Practice… full farm even if your running SQL server on same box as SharePoint
The stand alone install is very very limiting in many waysOnly one server farmInstall automaticallyLimited in database sizeCommonly used for beta environments (WARNING) more than 2 weeks, its most likely productionWorst practice
Don’t release everything at onceBest PracticeThe infamous black box that does everything (nobody uses it)
There is a shortage of good SharePoint talent out there..NET developers does NOT mean SharePoint developers necessarilyBig companies beware! A team of one person for your SharePoint environment for a company greater than 5000 people is outrageous! Especially if they are also the support team. They will not stay around if they are expected to keep the farm moving forward, maintain, update/upgrade, and be desktop support (AKA babysitter for 5000+ people)Good SharePoint resources that are unhappy will not stay rooted for long
Unfortunately due to the track record of SharePoint it already is installed in your environment (Sometimes more than one area)Where did they come from? Rogue environments… not us!SharePoint is not a tier 1 for DR… until it breaks!
Most companies have put SharePoint into their environments with no rules, no planning no … anything!The biggest statement out there is “We know it’s a mess, but we are used to it.”One question will answer if you continue or just try and survive as the blob continues to take over your companies existence.Are we willing to spend the time and resources to improve, fix, or rebuild this?
Snowbirds Picture book at picturebook.comFixing a static in use mess vs. building a new (hopefully a utopia) place for parts of the mess to migrate to
Welcome to the fight pit of the labyrinth.Folksonomy Definition:atype of classification system for online content, created by an individual user who tags information with freely chosen keywords; also, the cooperation of a group of people to create such a classification system Taxonomy = thescience ortechniqueofclassification.
With the continued expansion of SharePoint and what it can do. Just maintaining the metabase service application as well as keep on top of the search reports to ensure people are finding what they are searching for a librarian may become the next SharePoint team member.
Super Stock.comSecurity schema is it needed?Find a balance, wild west cant work, neither can an IT Death grip of doomMicrosoft’s Pyramid idea about security
Warning: Information Architecture is much more broad than SharePoint!Taxonomy… again?Find-abilityThe casual browserUsing alternate mapping vs. new web applications
Site pruningIt can be useful, but there needs to be a governance in place and must be communicated up frontNo ninja pruning allowed!QuotasVery important from DR standpointNeeded to keep your databases in checkNeeded to force end users to police what they put in SharePointCan be useful if your company wants to use a charge back model
My SitesA confusion of what they areEquated to FacebookLack of understanding as to what they really areA strong tool for getting tacit knowledge from employee’s
Communication does not need to be at the tail endIt is very important to set expectations, this will help curb disappointment as well as misuse
David J Pileggi Jr.
• Customer Service Systems
• Product Information Management
• Knowledge Management Portals
• Master Product Taxonomy
• Omnichannel Information Integration
• Digital Asset Management
Thank you !