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Two simple ways to save and
access knowledge
with SharePoint 2013 out of the box
Jeff ANGAMA
• 6 years of experience (in Paris and SG) implementing digital workplace
(intranet, social network), using Sha...
Agenda
• Challenges addressed by knowledge management
• Quick intro to what is Knowledge Management (KM)
• Use Cases
• Dem...
As an individual :
How to save the
information we find
along the way…
As a team :
How to share it to
colleagues in a
efficient way…
As a company :
…How to save the maximum
information from the employee leaving
the company
As a company :
…When a new employee join, how to
understand quickly the procedures, and rules
?
“ How to deploy on the UAT...
Knowledge Management
Definition : Knowledge Management
• Knowledge management (KM) is the process of capturing, developing,
sharing, and effect...
Knowledge
The knowledge can be defined as ‘an
organized body of facts, principles,
procedures and information acquired
ove...
Knowledge : Where it comes from ?
Data Information Knowledge
Knowledge Database
• One of the Knowledge Management Practice, allowing to capitalize a
knowledge across the organization
...
Use Case 1 : 2500 PowerPoint tender
presentations shared
• Company context
• An IT Consulting Service company
• 40 000 it ...
How it has been done :
SharePoint 2010 documents libraries with taxonomy
Search Center per content types
FAQ with how t...
Use Case 1 : 2500 PowerPoint tender
presentations shared
• Benefits
• “I don’t have to spend hours creating fancy slides” ...
Use Case 2 : Developer Knowledge Centre
• As lead developer I think it will be more productive and
efficient if every deve...
Use Case 2 : Developer Knowledge Centre
How it has been done
Shared One Note
Lists, taxonomy
Fast Search
Use Case 2 : Developer Knowledge Centre
• Benefits
 Re use hours of research and findings, from others
“The Getting Star...
… How to start a knowledge database for your company or your customers ?
…With employees facing difficulties to share thei...
Demo
Knowledge Centre of an IT Service Company
• One note in SharePoint : Save technical tips everyday day around dev, arc...
Before searching on google…
• Search in the knowledge center to
reach other colleagues knowledge
• Find content from One n...
1. Share One Note to SharePoint
2. Whenever, share tips quickly
Before creating a content :
• What are the people going to search for ?
• How to make it t...
Use a list to refine and browse contents
An other example of Developer centre
Configure Search box webpart
Limit search to a specific content type
{?{SearchBoxQuery}*
ContentTypeId:0x0100509E6AA1FF0D5...
Configure popular webpart to search only on
a specific site and documents / list items
Target specific content in Popular ...
Improving the Knowledge Centre with OOTB
Using ootb search engine of SharePoint
• Define “Suggestions”
• “Did you mean…”
C...
Improving the Knowledge Centre with third
party tools
• Semantic search : based on
synomyms and pre defined
taxonomy (hier...
Office 365 “Next Gen Portals”
Features in development (presented during Ignite conference in May 2015)
Board
• Present inf...
To conclude…
• Information exchanged in emails are lost !!! Not searchable by new
employees, not categorized
• Agile concept : write le...
To conclude : Bring the change...
• Start Small, Think Big
• Adjust along the way, example : Define an approver for the KB...
Thanks for your attention
Annex
• Office 365 Next Gen portals
• http://www.sharepointnutsandbolts.com/2015/05/Office-365-NextGen-
portals-Microsites...
Two simples and quick ways to Save and Share your company Knowledge
Two simples and quick ways to Save and Share your company Knowledge
Two simples and quick ways to Save and Share your company Knowledge
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Presentation at Singapore SharePoint Community Meeting - December 2015 - https://www.meetup.com/mssgug/events/226965173/

Employee turnover is inevitable.
Companies needs innovation.
Knowledge Management is an asset for the Entreprise Brain, the information accessible by every employee.

People shall share their knowledge to other colleagues through solutions that can research information, such as SharePoint or Office 365.

If you already have SharePoint, following this to implement a KM Solution in less than 1hour using SharePoint

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Two simples and quick ways to Save and Share your company Knowledge

  1. 1. Two simple ways to save and access knowledge with SharePoint 2013 out of the box
  2. 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. 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. 4. As an individual : How to save the information we find along the way…
  5. 5. As a team : How to share it to colleagues in a efficient way…
  6. 6. As a company : …How to save the maximum information from the employee leaving the company
  7. 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. 8. Knowledge Management
  9. 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. 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. 11. Knowledge : Where it comes from ? Data Information Knowledge
  12. 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. 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. 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. 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. 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. 17. Use Case 2 : Developer Knowledge Centre How it has been done Shared One Note Lists, taxonomy Fast Search
  18. 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. 19. … How to start a knowledge database for your company or your customers ? …With employees facing difficulties to share their knowledge : lacking of time
  20. 20. 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
  21. 21. Before searching on google… • Search in the knowledge center to reach other colleagues knowledge • Find content from One note, Lists, documents…
  22. 22. 1. Share One Note to SharePoint
  23. 23. 2. Whenever, share tips quickly Before creating a content : • What are the people going to search for ? • How to make it the most searchable
  24. 24. Use a list to refine and browse contents
  25. 25. An other example of Developer centre
  26. 26. Configure Search box webpart Limit search to a specific content type {?{SearchBoxQuery}* ContentTypeId:0x0100509E6AA1FF0D51469D3CD5 6B1F19A515*}
  27. 27. 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
  28. 28. Improving the Knowledge Centre with OOTB Using ootb search engine of SharePoint • Define “Suggestions” • “Did you mean…” Configure promoted results
  29. 29. 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)
  30. 30. 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
  31. 31. To conclude…
  32. 32. • 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
  33. 33. 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
  34. 34. Thanks for your attention
  35. 35. 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

Presentation at Singapore SharePoint Community Meeting - December 2015 - https://www.meetup.com/mssgug/events/226965173/ Employee turnover is inevitable. Companies needs innovation. Knowledge Management is an asset for the Entreprise Brain, the information accessible by every employee. People shall share their knowledge to other colleagues through solutions that can research information, such as SharePoint or Office 365. If you already have SharePoint, following this to implement a KM Solution in less than 1hour using SharePoint

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