SharePoint Best Practices Conference 2010 Summary


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Veronique Palmer's summary slides from SharePoint Best Practices Conference 2010 and SharePoint Saturday Baltimore on 28 Aug 2010.

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SharePoint Best Practices Conference 2010 Summary

  1. 1. SharePoint Best Practices Conference 2010 <br />and <br />SharePoint Saturday <br />Baltimore<br />Compiled by Veronique Palmer, 3 Sept 2010<br />1<br />
  2. 2. 2<br />Index<br /><ul><li> List of sessions attended.
  3. 3. What is a best practice?
  4. 4. Why this conference?
  5. 5. Recurring BPC themes.
  6. 6. Details from session tracks.
  7. 7. Tweets sent during the events.
  8. 8. List of resources.
  9. 9. Good business user blogs to follow.</li></li></ul><li>Sessions Attended<br /> Keynote Speech with 5 Microsoft Certified Masters and Bill English <br /> SharePoint the Day After (Wes Preston)* <br /> Why SharePoint Projects Fail and How You Can Succeed (Scott Edwards)* <br /> Power to the People : Design in the Hands of the End User (Cathy Dew)*<br /> Best Practices for Managing an Effective SharePoint Team (Jennifer Mason)* <br /> Dataview Web Part Best Practices Old and New (Laura Rogers)<br /> 7 Most Important Non Technical SharePoint Success Factors (Richard Harbridge)*<br /> Best Practices for Organising Documents in SharePoint 2010 (Agnes Molnar)<br /> Building Solutions That Users Get (Jennifer Mason)*<br /> You May Need a List If … (Sarah Haase)*<br /> Best Practices in SharePoint Site User Management (Dux Raymond Sy)<br /> Ask the Experts : End User Adoption (Bill English, Steve Smith, Virgil Caroll, Kay McClure, Mark Miller)<br /> Getting Executive Buy In to SharePoint (Bill English)*<br /> Ask the Experts : Security (Rick Taylor, Michael Noel, Brett Lonsdale)<br /> Pretty and Practical (Lori Gowin, Cathy Dew)*<br /> Taxonomy and Tagging : Big Changes in SharePoint 2010 (Ruven Gotz)*<br /> Lists : Used, Abused and Underappreciated (Wes Preston)<br /> How to Effectively Plan, Manage and Control SharePoint Projects Day Workshop (Dux Raymond Sy)*<br />Making Metadata Magic with SharePoint 2010 (Virgil Caroll)*<br />Missing Link Between SharePoint and the End User (Mark Miller)*<br /> Information Management in 2010 (Chris Geier)*<br /> Guidance on Upgrading to SharePoint 2010 (Joel Oleson)*<br />3<br />
  10. 10. What is a Best Practice<br />It is a course of action which balances security, risks, scheduling, performance, maintainability and culture to find the right solution to the problem.<br />- Bill English<br />4<br />
  11. 11. What do BP’s Achieve<br /><ul><li> Where there is confusion – it brings clarity.
  12. 12. Where there is aimlessness – it brings direction.
  13. 13. Where there is hopelessness – it brings confidence.</li></ul>5<br />
  14. 14. Why attend BPC<br />Because it is not a technical drill down conference. It is a conference to connect the business layer to the with the technology layer. <br />6<br />
  15. 15. Session Formats<br /><ul><li>Each session identifies 3 to 5 best practices.
  16. 16. Identifies one worst practice.
  17. 17. Identifies at least one trade off decision, (if you </li></ul> choose that, you won’t get this).<br />7<br />
  18. 18. Session <br />Highlights<br />8<br />
  19. 19. Recurring BPC Themes<br />Governance is key.<br />Project management and planning is crucial.<br />Ignore doing requirements definition at your peril.<br />Executive buy in is not negotiable.<br />Training is paramount.<br />Communication can make or break an implementation.<br />Measuring ROI essential.<br />Understanding the business processes is principle.<br />It takes time.<br />9<br />
  20. 20. SharePoint the Day After<br />Wes Preston<br />What happens after you’ve deployed your farm, built your customisations, and integrated your external systems? How do you make sure your users are informed, educated, trained and supported? How do you measure success? How are you insuring the stability of the platform going forward? <br />Answering these questions is important to your success.<br />10<br />
  21. 21. SharePoint the Day After<br />Wes Preston<br /><ul><li>Stability is key to your platform or your business users won’t use it. You’ve spent all this </li></ul> money on licensing, if users perceive the platform to be unstable, they won’t use it. How will <br /> you measure return on investment (ROI) then? <br /><ul><li> Catch environmental issues early on before outages occur. Support plan checklist must </li></ul> include : performance logs of servers, server event logs, disk space and database sizes, <br /> search logs and (add best bets).<br /><ul><li> Survey users on search. Can they find what they are looking for? Ask them to find a </li></ul> document and watch what they do, it will help determine search maturity.<br /><ul><li> Ongoing surveys and ROI show trends which are useful when determining the direction of </li></ul> the platform.<br /><ul><li> Keep data fresh.</li></ul>11<br />
  22. 22. SharePoint the Day After<br />Wes Preston<br /><ul><li>NOT communicating is a great way to make your SharePoint implementation fail. You need </li></ul> creative ways to communicate. But users need to engage as well.<br /><ul><li> A feedback forum is very important to users these days, they want to engage with the </li></ul> platform, (Web 2.0 trends). You could change the master page to include a “give feedback” <br /> button on every site.<br /><ul><li> Projects won’t be successful unless the users’ needs are met or exceeded.
  23. 23. NOT setting up users for success (training) is an easy way to fail.
  24. 24. To add strategy and value, capture any metrics needed to validate the completed project </li></ul> (ROI, process before as apposed to after). Choose projects based on how you can measure <br /> them.<br /><ul><li> Highlight when project success aligns with organisational priorities. Communicate specific </li></ul> wins.<br />12<br />
  25. 25. SharePoint the Day After<br />Wes Preston<br />Best Practices <br /><ul><li>Verify the platform is performing as expected.
  26. 26. Continue to communicate and offer training opportunities.
  27. 27. Measure and demonstrate business value.</li></ul>Worst Practices<br /><ul><li>Do nothing – treat the platform like it’s done at first deployment assume </li></ul> everything will keep working.<br /><ul><li>Lazy or closed communication channels.
  28. 28. Not providing ongoing training, user support or resources for users.</li></ul>13<br />
  29. 29. Why SharePoint Projects Fail and <br />How You Can Succeed<br />Scott Edwards<br />Know what SharePoint is and isn’t. It is not : data warehousing, CRM (Customer Relationship Management), financial management, ERM (Enterprise Resource Management).<br />SharePoint will not : solve all information management problems, fix insufficient or broken business processes, fix cultural resistance to efficient information management, fix entry of poor quality information, ensure consistent and proper use of the system.<br />14<br />
  30. 30. Why SharePoint Projects Fail and <br />How You Can Succeed<br />Scott Edwards<br />10 things to do when managing SharePoint :<br />Choose a project management methodology, anyone, and stick to it (ITIL, Agile, etc). Consistency is key and it requires stakeholder support.<br />Gather requirements (can take 2 – 5 weeks, design requirement mapping is important). Business dictates what the system will do. Technical dictates how it will be done. Compliance is beyond either’s control and system must comply to legislation. Define needs vs wants and categorize into mandatory, preferred and optional.<br />Define Governance (consistent method of working that should not prevent users from doing their job). Should align with business processes. <br />Taxonomy and information architecture (same words that mean different things). Consistent data input. Agreed upon meanings for metadata. IA is URL taxonomy, site collection, site and managed path structure. There isn’t a one size fits all solution.<br />Training – choose who should be trained. Lack of training results in over and under engineering.<br />15<br />
  31. 31. Why SharePoint Projects Fail and <br />How You Can Succeed<br />Scott Edwards<br />Change and configuration management – server changes, dependant systems (eg Business Data Catalogue), site collections, content types.<br />Capacity planning – what works for 10 users might not work for 1000. Choose a tool for testing. Know the software and hardware boundaries. Plan for the worst, hope for the best. Don’t guess, know!<br />Disaster Recovery and restore procedures – define Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO). (What will you restore and in how long). Document, test, refine, document.<br />Only do customisation as a last resort – developers love to write code, if there’s a problem, code will fix it. Use OOB web parts as much as possible. Refer to original business requirements before customizing SharePoint.<br />Package code as solution and deploy it as a solution. Developers don’t bother because it’s either too hard, they don’t know how, or are “too busy”. Hard to maintain consistency without solutions. Reduces downtime and availability.<br />16<br />
  32. 32. Why SharePoint Projects Fail and <br />How You Can Succeed<br />Scott Edwards<br />Business users are not technology people, but they are not stupid! They have a totally different set of day to day issues. Technology people need to understand this.<br />A successful deployment :<br /><ul><li> Utilizes deliberate and consistent engineering.
  33. 33. Executives place value on information / knowledge through the information architecture.
  34. 34. Implements a solid and understood governance plan.
  35. 35. Implements a consistent taxonomy (increases findability).
  36. 36. Ensures user education.
  37. 37. Provides for capacity planning and management.
  38. 38. Implements customisations as a last resort.
  39. 39. Provides a clear understanding of where SharePoint starts and stops in the Enterprise </li></ul> Application Architecture.<br />Lack two or more of these, and your project is likely to fail.<br />17<br />
  40. 40. Design in the Hands of the User<br />Cathy Dew<br />In SharePoint 2010 there are many new branding features that enable users to change the look and feel of their SharePoint sites. We need to educate them as to how to make effective design decisions for their sites.<br />Branding is the act of building a specific image or identity that people recognize in relation to your company.<br />Website branding entails colours, fonts, logos and supporting graphics that make up the general look and feel of a corporate website.<br />SharePoint branding involves master pages, page layouts, CSS, web parts, XSLT, images, etc.<br />18<br />
  41. 41. Design in the Hands of the User<br />Cathy Dew<br />Why brand?<br />Delivers your message clearly.<br />Confirms your credibility.<br />Connects your target audience emotionally.<br />Motivates the buyers (users in this case).<br />Cements user loyalty.<br />But…<br />Communicate corporate colours.<br />Themes must form part of the governance plan.<br />19<br />
  42. 42. Design in the Hands of the User<br />Cathy Dew<br /><ul><li> Watch out for fonts – if your platform gets extended to the extranet, the site will </li></ul> not look the same if they don’t have the fonts. (Fonts are installed on the server).<br /><ul><li> Theming in SharePoint 2010 is fine for My Sites, but is otherwise a complete </li></ul> waste of time.<br /><ul><li> Can’t use themes on team sites, only publishing sites.
  43. 43. The theme boxes in 2010 are the same as the boxes in PowerPoint when </li></ul> choosing a colour scheme. Saving the themes does not include the graphics on <br /> the page, only font and box colours. <br /><ul><li> Themes are saved as .thmx files.
  44. 44. Don’t use more than 3 fonts. Pick one main font as your text. Pick a bolder font </li></ul> for your headings.<br /><ul><li> San-Serif fonts are considered easier to read on screen (eg: Arial).</li></ul>20<br />
  45. 45. Design in the Hands of the User<br />Cathy Dew<br />Colour Theory<br /><ul><li> Analogous – any 3 colours side by side. These work best.
  46. 46. Complimentary – any 2 colours on opposite sides of the wheel.
  47. 47. Nature – colours inspired by nature usually work well.</li></ul>Watch out for red on blue, <br />it can trigger epilepsy! (Think 3D glasses)<br />21<br />
  48. 48. Effective Team Management<br />Jennifer Mason<br />At the root of every successful implementation is a team supporting it and making it possible. But how did the team get started and who should be part of the team?<br />Understand how SharePoint is different.<br />When creating a team it is important to understand what each role does rather than trying to match a specific person to it first.<br />It is very important to have an owner for the platform!! It can be the governance forum but politics may dictate that more than one person has to own it.<br />22<br />
  49. 49. Effective Team Management<br />Jennifer Mason<br />If you are a team of one / jack of all trades, think in terms of many roles and book your time accordingly. This will help when you need to motivate for more staff because you’ll know what you’re missing, eg: Owner, administrator, architect, developer, site owner, end user, trainer. Tell everybody what you do!<br />As a one man band, you need to write your own governance plan.<br />While it is likely that one person will fulfill all these roles in a jack of all trades position – it must be avoided at all costs! It is a single point of failure. If they leave, the whole project falls flat.<br />23<br />
  50. 50. Effective Team Management<br />Jennifer Mason<br /><ul><li> Everyone’s voice needs to be heard at the governance forum.
  51. 51. Define team goals and work together regularly.
  52. 52. Communication and collaboration are key to a successful team!
  53. 53. Think big, start small, keep growing.
  54. 54. Build a SharePoint team with diverse skills.
  55. 55. Select projects that set you up for success.</li></ul>Helpdesk Numbers (Adapted from SharePoint Supported)<br />On average a helpdesk person can handle 25 issues per week.<br />An organisation of 10 000 users generates 35 – 50 tickets per week.<br />30 000 people will generate between 105 – 150 tickets per week.<br />You would need 4 – 6 people on the helpdesk alone to manage that.<br />24<br />
  56. 56. 25<br />7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Understanding the ‘why’ when making a decision – understand business needs and map to them.<br />Achieving buy in and setting expectations – share alignment, vision and expectations.<br />Determining and supporting ROI – use measurements to improve and return more.<br />Implementing successful governance – use team work and execute with patterns.<br />Approaching and supporting SharePoint – be iterative, leverage everyone and respond.<br />Improving user adoption – share the value and successes.<br />Planning for new work and growth – manage your capability and priorities.<br />
  57. 57. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Governance is not part of Microsoft’s model so they don’t publish a lot on it.<br />You can’t go backwards. If you haven’t been using governance in the past, just start now, with the next project that comes up. <br />For example, put in a proper requirements definition and see how the new project goes compared to old ones that didn’t have that. You don’t want to rebuild a CRM system in SharePoint, so it is important to understand the business process. Build an application map – what is everyone using it for, in what, how will info be migrated, etc etc.<br />Don’t use the word SharePoint if possible, perceptions impact motivation. If the sale was wrong from the beginning it will be a constant battle. <br />Always say THANK YOU to someone by the end of the day. Appreciate your people.<br />26<br />
  58. 58. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Buy in – what’s the most important thing to IT? Cost of Ownership<br />They need to know that :<br /><ul><li> SharePoint eventually allows business users to develop their own </li></ul> solutions without IT’s involvement.<br />The reality is…<br /><ul><li> IT doesn’t want to learn and support a new technology.
  59. 59. SharePoint’s integration is invaluable to IT.
  60. 60. A platform like SharePoint can greatly reduce costs, time and effort </li></ul> being a unified delivery application platform.<br />27<br />
  61. 61. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Buy in – what’s the most important thing to Finance? Numbers<br />They need to know that :<br /><ul><li> SharePointis worth the initial investment and ongoing costs.</li></ul>The reality is…<br /><ul><li> It is a costly investment and a costly ongoing expense.
  62. 62. Money can be invested to always generate a return.
  63. 63. You need to have measurement, account for risk, and have some </li></ul> quantifiable expectation of return that makes it worth the initial <br /> investment and ongoing costs.<br />28<br />
  64. 64. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Buy in – what’s the most important thing to decision makers? Value Add<br />They need to know that : <br /><ul><li> SharePointimproves productivity, reduces waste and improves visibility to </li></ul> help drive better decision making.<br />The reality is…<br /><ul><li> It takes time and investment to reach the point all managers and executives </li></ul> want.<br /><ul><li>Productivity gain can be difficult to measure, as can a reduction in waste.
  65. 65. Rather be vaguely right than precisely wrong when it comes to estimating.</li></ul>29<br />
  66. 66. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Measuring ROI is absolutely crucial. But you can’t do ROI on the platform as a whole. You need to break it down and add all the bits together to determine total ROI. Measure the right thing, don’t lose perspective.<br />Example<br />Measuring blog hits. It could highlight the issue that people don’t know the blog is there. Move it to the home and measure again after an agreed time frame. It can also identify where the most interest is on blog topics. So if there are 2000 hits out of 4000 people now, half the company is paying attention to that blog topic. The author can then write more blogs based on that subject or in that style. This is a good communication channel via company bloggers.<br />30<br />
  67. 67. 31<br />7 Most Important <br />Non Technical Success Factors<br />(Slide addition by Veronique Palmer)<br />My monthly and weekly blog stats<br />
  68. 68. 32<br />7 Most Important <br />Non Technical Success Factors<br />(Slide addition by Veronique Palmer)<br />
  69. 69. 7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Determining which project to choose based on ROI<br />You have a difficult requirement that’s 8 / 10 in difficulty.<br />You have an easy requirement that’s 2 / 10 in difficulty.<br />The expected value of the difficult requirement is 4 / 10.<br />The expected value of the easy requirement is 6 / 10.<br />Estimated value<br />Estimated difficulty<br />33<br />
  70. 70. 34<br />7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />Get stats from inside your organisation, they carry more weight than internet stats, eg:<br /><ul><li>20% of our IT Support people who travel do not have access to our IT policies and support documents when travelling.
  71. 71. 4 out of 5 of our workers do not know that we have an employee loan program.
  72. 72. Currently we pay for full licensing on 7 different enterprise document management solutions.</li></li></ul><li>35<br />7 Most Important <br />Non Technical Success Factors<br />Richard Harbridge<br />For better user adoption…<br /><ul><li> Have high availability, accessibility and mobility.
  73. 73. Cultivate and promote the right culture.
  74. 74. Create and identity and brand which makes it easier and more effective.
  75. 75. Focus on those on board already.
  76. 76. Make it fun (scavenger hunts, contests).
  77. 77. Use what they love – if Outlook is their favourite, focus on integration there.
  78. 78. Say thank you!
  79. 79. Reward super users with achievements.
  80. 80. Promote the desire to get rewards.
  81. 81. Create a SharePoint showcase where users can show off their solutions.
  82. 82. Make it easier to work with (setting up lots of views).
  83. 83. Walk your own talk!</li></ul>Outcome…<br />SharePoint is successfully adopted by a large enough group to be deemed a successful implementation.<br />
  84. 84. Building Solutions That Users Get<br />Jennifer Mason<br />How do you know what approach will work best when configuring a site? <br />First determine the goal.<br /><ul><li> Is the goal achievable?
  85. 85. Is the goal practical?
  86. 86. Can I sum it up in just a few words?
  87. 87. How do people respond when they first hear it? </li></ul>36<br />
  88. 88. Building Solutions That Users Get<br />Jennifer Mason<br />Goal Example<br />“Replace the current file server with SharePoint”.<br />or<br />“Implement a structure within SharePoint to enable the sharing and collaboration of files and documents through SharePoint’s built in functionality in order to move away from the reliance on file shares”.<br />It’s all in the words…<br />37<br />
  89. 89. Building Solutions That Users Get<br />Jennifer Mason<br />Common roadblocks to achieving goals<br />Confusion – if I don’t understand why I need to use this tool, or how it works, I’ll just work around it.<br />Navigation – I can’t find anything and don’t know how to find my way around my site.<br />Automation – things just happen and I have no idea what’s going on.<br />Requirements – I never requested to do ‘this’, but I really needed to do ‘that’.<br />Training – I have no idea how to use this thing.<br />There is a translation layer missing between what SharePoint can do and how users do their jobs. <br />Don’t worry if it’s a mess, just do it better next time.<br />38<br />
  90. 90. Building Solutions That Users Get<br />Jennifer Mason<br />You know your users better than anyone else. <br />You know how your users will respond in certain situations.<br />You know your company’s politics better than an outsider.<br />Use this information as a framework for your decision making process.<br />Determine your success criteria, eg: reduce the number of emails when finalising documents. <br />Training is a critical success factor.<br />39<br />
  91. 91. You Could Need a List If…<br />Sarah Haase<br />The perfect SharePoint site consists of 80% lists and 20% other functionality. (Wikis, blogs, libraries, surveys, discussion boards, presence, search, etc). … this is not foolproof however, just a guideline.<br />If left to their own devices, even the most well intentioned people will live in information chaos. Lists are a great way to manage that chaos.<br />Document Libraries meet people “where they live”. They’re used to file shares. But they get Document Library tunnel vision. Lists requires out of the box thinking – and as usual, training.<br />Find the right opportunity, meet with business owners, do audience and content analysis, business process redesign, document all requirements.<br />40<br />
  92. 92. You Could Need a List If…<br />41<br />Sarah Haase<br />Example of a custom list and its ROI.<br />
  93. 93. You Could Need a List If…<br />42<br />Sarah Haase<br />Example of a custom list and its ROI.<br />
  94. 94. You Could Need a List If…<br />43<br />Sarah Haase<br />Example of a custom list and its ROI.<br />
  95. 95. 44<br />Getting Executive Buy In<br />Bill English<br />What you need to understand about C-level execs…<br /><ul><li> They are extremely busy.
  96. 96. They never take lunch, breaks or holidays.
  97. 97. They don’t want to be there and don’t care about your presentation.
  98. 98. They see dozens of presentations every month.
  99. 99. They will usually sit in stony faced silence throughout your presentation.
  100. 100. They are likely to blurt out one question right at the end, and you better </li></ul> be ready with an answer.<br />
  101. 101. 45<br />Getting Executive Buy In<br />Bill English<br />What you say and do…<br /><ul><li> When that one question comes, be honest and address the person directly.
  102. 102. Say there is a limit to what SharePoint can do – the salesmen don’t tell them </li></ul> this, it buys credibility.<br /><ul><li> Explain there are cons to collaboration. Some cases you may not want to </li></ul> collaborate, like compiling annual company financials. Explain the challenges <br /> between governed and ungoverned sites.<br /><ul><li> Talk about the top 10 worst practices.
  103. 103. Don’t panic – they are just people, understand that.
  104. 104. Always provide a link to the people who supplied the data in reports so they </li></ul> know where to start looking if they want more info.<br /><ul><li>Stats on how money is being spent or saved are important. Actually saying </li></ul> there’s a problem states the obvious but does help.<br />
  105. 105. 46<br />Getting Executive Buy In<br />Bill English<br />Top 10 worst practices…<br />No implementation methodology.<br />Lack of requirements.<br />Insufficient training.<br />No governance plan.<br />Not using packaged solutions for customisation.<br />Insufficient DR and testing.<br />Lack of capacity planning and testing.<br />No configuration / change management.<br />No information organisation / information management.<br />Expecting technology to manage people.<br />
  106. 106. 47<br />Getting Executive Buy In<br />Bill English<br />You need 5 things for change…<br />A champion – not an IT person.<br />Approved funded budget.<br />Hire / fire control approval.<br />Measurable objectives.<br />Grass roots support.<br />You can be missing one of these, but if you miss two you will fail.<br />
  107. 107. 48<br />Pretty and Practical - Branding<br />Lori Gowin, Cathy Dew<br />Is your SharePoint site a work horse? <br />Or is it a show pony? <br />Do branding and aesthetics account for more than functionality? <br />Do functionality and user experience outweigh artistic impression? <br />Can you have both?<br />
  108. 108. 49<br />Pretty and Practical - Branding<br />(Slide addition by Veronique Palmer)<br />Show pony<br />Work horse<br />
  109. 109. 50<br />Pretty and Practical - Branding<br />(Slide addition by Veronique Palmer)<br />Neither pretty nor practical<br />
  110. 110. 51<br />Pretty and Practical - Branding<br />Lori Gowin, Cathy Dew<br /><ul><li> Branding builds loyalty and creates an emotional tug.
  111. 111. Form vs function – is it pretty or is it practical? Which is more </li></ul> important.<br /><ul><li> Form – colour scheme, pictures and graphics, shape of buttons, </li></ul> layouts of elements within page, whitespace.<br /><ul><li> Function – serves a purpose, solves a problem, do something, </li></ul> do it fast, do it right.<br />
  112. 112. 52<br />Pretty and Practical - Branding<br />Lori Gowin, Cathy Dew<br />Form over function…<br /><ul><li> Does it work? Implies a sacrifice in functionality, could impact performance.
  113. 113. What is the point? Reason to visit the site, reason to return.
  114. 114. Is it confusing? Links don’t look like links, can’t find things.</li></ul>Form follows function…<br /><ul><li> Dull (who wants to look at that all day). Harsh (on the eyes). Unsatisfying </li></ul> (no emotional response from user).<br />Form and function together…<br /><ul><li> Has a purpose, aesthetically pleasing, performs well.</li></li></ul><li>53<br />Pretty and Practical - Branding<br />Lori Gowin, Cathy Dew<br />Branding considerations…<br /><ul><li> Think about – the purpose of the site, audience of the site, time constraints, </li></ul> financial constraints, performance considerations, deployment options.<br /><ul><li> What are you trying to encourage / facilitate – collaboration, storage, sales, </li></ul> intranet, internet, other.<br /><ul><li> Who’s your audience – public facing, customer facing, employee facing.</li></ul>Fast. Cheap. Good.<br />You can only choose 2. If it’s fast and cheap it won’t be good. If it’s cheap and good it won’t be fast. If it’s good and fast it won’t be cheap.<br />
  115. 115. 54<br />Taxonomy and Tagging<br />Ruven Gotz<br /><ul><li> Big changes to taxonomy management in SharePoint 2010, it has </li></ul> become much more complex with the introduction of tagging and <br /> managed metadata.<br /><ul><li> There is a debate between taxonomy and folksonomy and there </li></ul> needs to be a balance. <br /><ul><li> In 2007 we tried to steer away from folders, in 2010 folders have </li></ul> important new functionality that connects them with the taxonomy.<br /><ul><li> These new tools will impact your process for working with </li></ul> stakeholders to plan and design your 2010 implementations.<br /><ul><li> Documents in 2010 have a unique ID so regardless of where they are </li></ul> stored, if you knew the ID and typed it into the URL, the document <br /> would open.<br />
  116. 116. 55<br />Taxonomy and Tagging<br />Ruven Gotz<br /><ul><li> Term = individual words or phrases are added to a Term Set that can be created, </li></ul> copied, reused, merged, deprecated, moved or deleted. Can also be hierarchical. A <br /> maximum of 30,000 terms can be added to a single Term Set.<br /><ul><li> Term set = collection of related terms, each one has an owner and can be </li></ul> hierarchical. One or more Term Sets (up to 1,000) are defined as part of a Group. <br /> Term Sets can be created manually or imported. Can create, edit, delete Term Set <br /> properties and hierarchy.<br /><ul><li> Groups = defined security boundaries in terms of taxonomy governance. Multiple </li></ul> groups may be created within a Managed Metadata Service, with each Group having <br /> multiple Terms Sets. Can create, edit, delete them.<br /><ul><li> Term store = manages metadata across the farm. Can be open or closed.
  117. 117. Managed Metadata = the service on the server that enables all this.</li></ul>30 000 x 1000 = 30 000 000!!!!! Managed Metadata is a full time job!<br />
  118. 118. 56<br />Taxonomy and Tagging<br />Ruven Gotz<br /><ul><li> Taxonomy = the practice and science of classification, managed top down, hard to </li></ul> do, rigid to change.<br /><ul><li> Folksonomy = user generated taxonomy, managed bottom up. Flexible, open, flat. </li></ul> But messy and unreliable, take time and effort to clean and maintain. <br /><ul><li> Metadata = information about information (data about data).
  119. 119. Taxonomy and folksonomy are concepts, not a technology.
  120. 120. Try using Mind Manager to build taxonomies.
  121. 121. Governance implications on tagging, can users decide for themselves.
  122. 122. Deprecated terms mean the words don’t go away, but they can’t be used again.</li></li></ul><li>57<br />Taxonomy and Tagging<br />Ruven Gotz<br /><ul><li> Synonyms are leverage through search, new term displayed when searching for the old term.
  123. 123. Rating stars also available but need to be carefully communicated and explained. The rating is for </li></ul> yourself only! It reminds you the document was valuable to you. It does not rate the content or <br /> the author for public viewing.<br /><ul><li> Metadata publishing is displayed in My Sites and tag clouds.
  124. 124. Keywords are used in different ways. They are all kept in the term store but treated differently.
  125. 125. Enterprise keywords are a column you can add on a library level.
  126. 126. No hierarchy for keywords = a long term manglement headache!
  127. 127. Social tagging is a personal system that allows you to tag documents, internal or external sites </li></ul> either as private or public.<br /><ul><li> One good thing – documents dropped into a library are automatically tagged (if set up that way).
  128. 128. Experiment to see what works for you.</li></li></ul><li>58<br />Taxonomy and Tagging<br />(Slide addition by Veronique Palmer)<br />
  129. 129. Session <br />Highlights<br />59<br />
  130. 130. 60<br />Managed Metadata<br />Virgil Caroll<br /><ul><li> SharePoint 2010 does not work with IE6.
  131. 131. CMS Wire is a good source for best practices.
  132. 132. Misspellings are problematic in terms.
  133. 133. Need to look at why you’re using Managed Metadata in the first place. If it’s not </li></ul>solely to help users find info, you’re doing it wrong!<br /><ul><li> The Content Type Hub allows you to syndicate content types across the entire </li></ul> platform. <br /><ul><li> Users don’t have an understanding of how search works. “Word doc”.
  134. 134. Re-finding is an issue – can you find the same info over and over again? (Think </li></ul> Google search).<br /><ul><li> Information Architecture is mostly art with a little bit of science. It starts with the user </li></ul> and why they come in the first place – they have an information need. These needs <br /> vary and result in varied search tactics.<br /><ul><li> Management doesn’t generally pay attention to the soft costs like the cost of finding </li></ul> info.<br />
  135. 135. 61<br />Managed Metadata<br />Virgil Caroll<br /><ul><li> User adoption comes down to one thing – put something in they want.
  136. 136. Should always be looking at search query logs to determine how people are </li></ul> searching (misspellings or phonetic).<br /><ul><li>Card sorting is one way of determine how people think and sort information. But </li></ul> always save your results because someone will query it. 10 users will give you 85% <br /> accuracy on how users search.<br /><ul><li>Usability testing is a good idea!
  137. 137. Don’t be afraid to use natural language or slang on keywords.
  138. 138. Pay attention to Managed Metadata. If you just let it run it will fail. You have to </li></ul> know how people are using it.<br /><ul><li> Anything more than 100 users and the Managed Metadata Service is a full time job.
  139. 139. Users may not know what they are looking for, or the term they need, or may just be </li></ul> browsing.<br /><ul><li> 4 basic IA concepts – information; structuring, organising and labeling; finding and </li></ul> managing, art and science.<br />
  140. 140. 62<br />Managed Metadata<br />Virgil Caroll<br />Hidden costs…<br /><ul><li> Cost of finding information.
  141. 141. Cost of not finding information.
  142. 142. Value of education.
  143. 143. Cost of construction.
  144. 144. Cost of maintenance.
  145. 145. Cost of training.
  146. 146. Value of brand.</li></ul>Start small, grow organically, don’t be afraid of natural language, always label, train user right now, pay attention.<br />
  147. 147. 63<br />The Missing Link<br />Mark Miller<br /><ul><li> The missing link is the business process – eg: going to the doctor and having to fill</li></ul> in forms, have to write the same stuff 5 times.<br /><ul><li> Business Process Management (BPM) is a step you can analyse.
  148. 148. JQuery explanation – HTML in the browser is displayed through the use of CSS, (the </li></ul> presentation layer). JQuery is a combined layer of JavaScript that helps you <br /> manipulate the presentation layer so you can have full control of what’s displayed on <br /> the page. It can all be done by the Site Owner.<br /><ul><li> 40% of users ignore rules because they have developed better ways to get work </li></ul> done.<br /><ul><li> Workflow as defined by SharePoint doesn’t deal with the whole business process. </li></ul> Workflow is a microscopic element of BPM. How are you going to handle <br /> exceptions? That’s the missing link.<br />
  149. 149. 64<br />The Missing Link<br />Mark Miller<br />6 Productivity killers…<br /><ul><li> Repetitious work.
  150. 150. Missing and incomplete information.
  151. 151. Dated processes and procedures (someone should be allocated to update </li></ul> these).<br /><ul><li> Low morale.
  152. 152. Rework / low quality work (politics – sheltered employment).
  153. 153. Lack of expertise (huge need).</li></ul>Yes 80% wins happen, that’s the easy part – it’s the last 20% that’s hard.<br />Tell me what the solution will look like and do for you at the end. I will decide how it has to happen – Susan Hanley.<br />
  154. 154. 65<br />Information Management<br />Chris Geier<br /><ul><li> ECM for the masses allows more people in the organisation to </li></ul> contribute info.<br /><ul><li> Document Sets allows you to treat multiple documents as oneentity.
  155. 155. Designate one site collection as the hub for the Enterprise content types. </li></ul>Don’t mess it up because you can’t change it without command line tool.<br /><ul><li> You can use local and global Managed Metadata at the same time.
  156. 156. Have to add yourself as a Term Store Administrator before you can do </li></ul> anything, even if you are a farm administrator.<br /><ul><li> 2 new things – dropoff library and automatic metadata.
  157. 157. If you use folders, max 2 levels.
  158. 158. Content Organiserin must use content types to work. If you can’t find </li></ul> the right content type it drops the docs in a dropoff library to be sorted by<br /> someone else. <br />
  159. 159. 66<br />Upgrading to SharePoint 2010<br />Joel Oleson<br /><ul><li> Upgrades are not easy, don’t be fooled!
  160. 160. Just running the upgrades will take down the platform and install the </li></ul> slowest.<br /><ul><li> Need proper business justification for upgrading.
  161. 161. Site definitions won’t display as packaged or not, so build properly. It </li></ul> will only show what’s been installed and uninstalled.<br /><ul><li> Missing features can be critical and cause an upgrade to fail.</li></li></ul><li>67<br />@veroniquepalmer tweets 1<br />
  162. 162. @veroniquepalmer tweets 2<br />68<br />
  163. 163. 69<br />@veroniquepalmer tweets 3<br />
  164. 164. 70<br />@veroniquepalmer tweets 4<br />
  165. 165. 71<br />@veroniquepalmer tweets 5<br />
  166. 166. 72<br />@veroniquepalmer tweets 6<br />
  167. 167. 73<br />@veroniquepalmer tweets 7<br />
  168. 168. Resources<br /><ul><li> Best Practices Conference Official Website :
  169. 169. Minnesota SharePoint User Group :
  170. 170. Managed Metadata information :
  171. 171. Good governance blog – Craig Roth :
  172. 172. All the slide decks from Dux Raymond Sy – SharePoint Project Management Guru : </li></ul><br /><ul><li> Card Sorting Techniques : and </li></ul><br /><ul><li>Authentic Behaviour in User Testing :
  173. 173. CMS Wire :
  174. 174. Business Side of Collaboration :
  175. 175. Relatively Easy OOB Solutions :</li></ul>74<br />
  176. 176. Business User Blog Dream Team<br />Bill English :<br />Dux Raymond Sy :<br />Jay Simcox:<br />Jennifer Mason :<br />Joy Earles:<br />Lori Gowin :<br />Richard Harbridge :<br />Ruven Gotz :<br />and Veronique Palmer :;-)<br />75<br />
  177. 177. 76<br />3 Hour Workshop<br />Dux Raymond Sy, <br />(adapted by Veronique Palmer)<br />Team name <br />Identify top 3 SharePoint challenges and draw them, no words <br />Pitch to CEO 5 items to get buy in<br />Project name <br />Quantify mission statement – what, when, where, who, why<br />List 3 top level tasks<br />List 4 item level tasks for each and allocate number of days each will take <br />ROI strategy <br />Governance considerations<br />Training plan <br />Swap plans with team next to you and do lessons learnt<br />
  178. 178.<br /> <br />77<br />