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Taming the Hoarders - Organizing Users Who Keep Everything

Email, file shares, documents, legacy systems, metadata…..it can be overwhelming. Whether you are planning a brand new SharePoint implementation, migrating from another system, or supporting the SharePoint site you already have, this presentation will help you get (and stay) organized. I will take you through some tips and tricks for organizing even the most challenging users in SharePoint: • Learn about locations that users typically hoard save their data • Learn methods to help difficult users adopt SharePoint • Review easy ways to plan your site architecture • Discuss training methods that will increase user engagement

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Taming the Hoarders Stephanie Donahue
Organizing users who keep everything
@StephKDonahue SPTechCon
Stephanie Donahue, Owner/President
 Over 19 years of experience in the IT
industry
 Focus
 Deployment Planning
 Information Architecture
 Governance
 User Adoption
 http://www.stephkdonahue.com
 http://www.paitgroup.com/blog
 @StephKDonahue
Assessment for Compulsive Hoarding
@StephKDonahue SPTechCon
1. Are some living areas of your home work cluttered?
2. Do you experience distress throwing away or discarding
things?
3. Do you feel unable to control the clutter at work?
4. Has compulsive buying resulted in financial difficulties?
If you feel this way about your content at work – you may
need to utilize SharePoint more effectively!
How to get started
 Discovery
 Where do users hide content?
 Solutions
 How to map their needs to SharePoint
functionality
 Tips and tricks for difficult users
@StephKDonahue SPTechCon
Discovery
@StephKDonahue SPTechCon
• Rule #1 – leave your desk
• Don’t trust what they say
• Watch what they DO!
• Users will tell you where their
information is supposed to be
• Watching them work helps you
find examples of inefficiencies
• What am I looking for?
© 2015 PAIT Group June 29, 2015

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Taming the Hoarders - Organizing Users Who Keep Everything

  • 1. Taming the Hoarders Stephanie Donahue Organizing users who keep everything
  • 2. @StephKDonahue SPTechCon Stephanie Donahue, Owner/President  Over 19 years of experience in the IT industry  Focus  Deployment Planning  Information Architecture  Governance  User Adoption  http://www.stephkdonahue.com  http://www.paitgroup.com/blog  @StephKDonahue
  • 3. Assessment for Compulsive Hoarding @StephKDonahue SPTechCon 1. Are some living areas of your home work cluttered? 2. Do you experience distress throwing away or discarding things? 3. Do you feel unable to control the clutter at work? 4. Has compulsive buying resulted in financial difficulties? If you feel this way about your content at work – you may need to utilize SharePoint more effectively!
  • 4. How to get started  Discovery  Where do users hide content?  Solutions  How to map their needs to SharePoint functionality  Tips and tricks for difficult users @StephKDonahue SPTechCon
  • 5. Discovery @StephKDonahue SPTechCon • Rule #1 – leave your desk • Don’t trust what they say • Watch what they DO! • Users will tell you where their information is supposed to be • Watching them work helps you find examples of inefficiencies • What am I looking for?
  • 6. © 2015 PAIT Group June 29, 2015
  • 7. The Post-It Note Task Hoarder @StephKDonahue SPTechCon
  • 10. The Mapped Drive Hoarder @StephKDonahue SPTechCon
  • 13. Step 1: Transition to OneDrive @StephKDonahue SPTechCon • Personal space provided • It’s always backed up • Mobile app • Search results available • Get rid of Dropbox
  • 14. Step 2: Sync or Map Drives to SharePoint @StephKDonahue SPTechCon • Explorer View is familiar • Still have benefits of SharePoint • Offline sync
  • 15. Step 3: Use the Office Information Panel or Web Apps @StephKDonahue SPTechCon • User Friendly • Save to SharePoint without leaving Office • No more saving to the desktop first before uploading https://support.office.com/en-us/article/Document-collaboration-and-co-authoring-EE1509B4- 1F6E-401E-B04A-782D26F564A4?ui=en-US&rs=en-US&ad=US#__toc254365473
  • 16. Step 4: Utilize Task Lists @StephKDonahue SPTechCon • Tasks can be managed and delegated • Assists with visibility across team • SharePoint 2013 • Some Project Server features • Integration with Project Client • Wunderlist integration – new !!
  • 17. Step 5: Seek Top Down Support @StephKDonahue SPTechCon • Communication • Help employees become comfortable with change • Support for scanning solutions
  • 18. Step 6: Implement awesome solutions @StephKDonahue SPTechCon
  • 19. Step 7: Understand Metadata @StephKDonahue SPTechCon
  • 20. Step 8: Plan your Information Architecture @StephKDonahue SPTechCon
  • 22. @StephKDonahue SPTechCon Step 9: Make your IA Fun and Interesting
  • 24. @StephKDonahue SPTechCon Step 11: Find creative ways to provide training http://office.microsoft.com/en-us/sharepoint-help/training-courses-for-sharepoint-2013-HA104030990.aspx
  • 25. @StephKDonahue SPTechCon Step 12: Talk about your Value Add Implemented Custom Client Site Search Page Issue: SharePoint popularity has grown, resulting in the creation of over 200 client sites holding business critical customer data. Users report it is difficult to find the client site they are looking for without scrolling through rows and rows of client site names Project Goals: Provide search interface to more quickly navigate to the client sites. Result: Management has reported a “flawless” execution and transition to the new search functionality! They are eager to learn more about SharePoint and would like to hear about more tips and tricks like this. It’s all about momentum!!!
  • 26. @StephKDonahue SPTechCon Wrap up • Listen to your users • Provide simple solutions • Take it in phases • Brag about your big wins!
  • 27. Thank you. @StephKDonahue SPTechCon 8180 Corporate Park Drive, Suite 312 Cincinnati, Ohio 45242 P: (513) 719-9190 @paitgroup linkedin.com/company/paitgroup facebook.com/PAITgroup www.paitgroup.com