1. Two simple ways to save and
access knowledge
with SharePoint 2013 out of the box

2. Jeff ANGAMA
• 6 years of experience (in Paris and SG) implementing digital workplace
(intranet, social network), using SharePoint / Newsgator Sitrion
• As a technical consultant (developer, architect, involved in pre sales)
Twitter : @jeffangama
Blog : http://jeff-sharepoint-notes.fr
Email : jeff.angama@supinfo.com

3. Agenda
• Challenges addressed by knowledge management
• Quick intro to what is Knowledge Management (KM)
• Use Cases
• Demonstration : Two simple ways to share and access your team
knowledge
• To Go further…
• Q/A

4. As an individual :
How to save the
information we find
along the way…

5. As a team :
How to share it to
colleagues in a
efficient way…

6. As a company :
…How to save the maximum
information from the employee leaving
the company

7. As a company :
…When a new employee join, how to
understand quickly the procedures, and rules
?
“ How to deploy on the UAT environment ? “

8. Knowledge Management

9. Definition : Knowledge Management
• Knowledge management (KM) is the process of capturing, developing,
sharing, and effectively using organizational knowledge.
• It refers to a multi-disciplinary approach to achieving organizational
objectives by making the best use of knowledge.
https://en.wikipedia.org/wiki/Knowledge_management

10. Knowledge
The knowledge can be defined as ‘an
organized body of facts, principles,
procedures and information acquired
over time’. (N. Blanchard and J. Thacker, 2009)
knowledge refers to what individuals or
teams of employees know or know how
to do (human and social knowledge) as
well as a company’s rules, processes,
tools, and routines (structured
knowledge). (R. Noe, 2008)
To remain competitive companies need to
develop strategies to retain knowledge from
older workers and transfer it successfully to
other employees in the corporation. (T. Calo, 2008)
“As the Baby Boomer generation
prepares for retirement, many firms want to
be sure that the knowledge and experience
gained by the current leadership does not
walk out the door when they do” (S. Glick, 2007)
From Enterprise Brain - Nicolas Georgeault

11. Knowledge : Where it comes from ?
Data Information Knowledge

12. Knowledge Database
• One of the Knowledge Management Practice, allowing to capitalize a
knowledge across the organization
• A knowledge base (KB) is a technology used to store complex
structured and unstructured information used by a computer system

13. Use Case 1 : 2500 PowerPoint tender
presentations shared
• Company context
• An IT Consulting Service company
• 40 000 it services employees
• 1000 managers responding to RFQ
• Requirement
• As a pre sale : Quickly respond with quality to a RFQs
• I wish I can re-use powerpoint / words from other colleagues
• I also need a guide line to write RFQ

14. How it has been done :
SharePoint 2010 documents libraries with taxonomy
Search Center per content types
FAQ with how to build a successful presentation
Use Case 1 : 2500 PowerPoint tender
presentations shared

15. Use Case 1 : 2500 PowerPoint tender
presentations shared
• Benefits
• “I don’t have to spend hours creating fancy slides” – Pre sale consultant
• Challenges :
• To motivate people to share their documents : gamification has been used
(reward, gifts based on contribution)

16. Use Case 2 : Developer Knowledge Centre
• As lead developer I think it will be more productive and
efficient if every developers could access the knowledge
of each other before searching on GOOGLE

17. Use Case 2 : Developer Knowledge Centre
How it has been done
Shared One Note
Lists, taxonomy
Fast Search

18. Use Case 2 : Developer Knowledge Centre
• Benefits
 Re use hours of research and findings, from others
“The Getting Started for using google map API quickly written by my colleague
put me on the right track” – SharePoint Developer
• Challenges
• What to share and how detail

19. … How to start a knowledge database for your company or your customers ?
…With employees facing difficulties to share their knowledge : lacking of time

21. Demo
Knowledge Centre of an IT Service Company
• One note in SharePoint : Save technical tips everyday day around dev, archi, UI
integration, fastest way.
• List with managed taxonomy : Save best practices, easier to find back thanks to
tags

22. Before searching on google…
• Search in the knowledge center to
reach other colleagues knowledge
• Find content from One note, Lists,
documents…

23. 1. Share One Note to SharePoint

24. 2. Whenever, share tips quickly
Before creating a content :
• What are the people going to search for ?
• How to make it the most searchable

25. Use a list to refine and browse contents

26. An other example of Developer centre

27. Configure Search box webpart
Limit search to a specific content type
{?{SearchBoxQuery}*
ContentTypeId:0x0100509E6AA1FF0D51469D3CD5
6B1F19A515*}

28. Configure popular webpart to search only on
a specific site and documents / list items
Target specific content in Popular Results webpart
By configuring the query

29. Improving the Knowledge Centre with OOTB
Using ootb search engine of SharePoint
• Define “Suggestions”
• “Did you mean…”
Configure promoted results

30. Improving the Knowledge Centre with third
party tools
• Semantic search : based on
synomyms and pre defined
taxonomy (hierarchy of terms)
• It extracts managed metadata from
documents
• Filter results with a treeview (based
on managed metadata)

31. Office 365 “Next Gen Portals”
Features in development (presented during Ignite conference in May 2015)
Board
• Present information as tiles, as Pinterest you can pin documents from Office Delve
Micro Site
• Mini sites containing articles, boards, navigation with magazine experience
Knowledge Management Portal “InfoPedia”
• Contains micro site, for more structured content, providing suggestions

32. To conclude…

33. • Information exchanged in emails are lost !!! Not searchable by new
employees, not categorized
• Agile concept : write less do more... But SHARE MORE and DO LESS !
Knowledge increases by sharing
To conclude

34. To conclude : Bring the change...
• Start Small, Think Big
• Adjust along the way, example : Define an approver for the KB if the
content is growing in a disorganized way

36. Thanks for your attention

37. Annex
• Office 365 Next Gen portals
• http://www.sharepointnutsandbolts.com/2015/05/Office-365-NextGen-
portals-Microsites-Boards-Knowledge-Management-portal.html
• Save a one note to SharePoint
• http://blog.thefullcircle.com/2012/01/moving-a-onenote-notebook-to-
sharepoint-2010/
• Definition of Knowledge Management
• https://en.wikipedia.org/wiki/Knowledge_management#CITEREFNonaka1991