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How to get users to manage and share their content in share point 2013 and not elsewhere

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This is a micro course developed for AIIM.

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How to get users to manage and share their content in share point 2013 and not elsewhere

  1. 1. Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals AIIM Training Programs: How to get users to manage and share their content in SharePoint 2013 and not elsewhere
  2. 2. Copyright © AIIM | All rights reserved.2 About Author  Amila Hendahewa, (CDIA, PMP, ERMS) is an ECM consultant from Sri Lanka.  He is currently serving as the Lead Consultant for Enterprise Information Management practice at N-Able (Private) Ltd.  You may contact him on amila.hendahewa@live.com or follow him on twitter - @DocuDude
  3. 3. Copyright © AIIM | All rights reserved. Learning Objectives At the end of this course, you should be able to:  Understand the need for ECM systems  Identify what SharePoint is, it’s ECM features & how users are adopting SharePoint  Prepare a list of key solution considerations & features that drives user adoption  Prepare an adoption plan to promote SharePoint in your organization
  4. 4. Copyright © AIIM | All rights reserved.4 Agenda The need for ECM Systems SharePoint as a ECM system How users are adopting SharePoint How to encourage users to use SharePoint
  5. 5. Copyright © AIIM | All rights reserved.5 How do the users save their content?  My Documents  Save to Desktop  Email attachments  Cloud Storage Services  USB drives  File Share  So many ECM systems
  6. 6. Copyright © AIIM | All rights reserved.6 How do the users share their content?  Email  USB drives  File share  Cloud  ECM systems
  7. 7. Copyright © AIIM | All rights reserved.7 The need for information management  Increased cost of finding information  “many versions of truth”  Poor knowledge sharing, Rework  Compliance and legal risks  Information theft
  8. 8. Copyright © AIIM | All rights reserved.8 Agenda SharePoint as a ECM system The need for ECM Systems How users are adopting SharePoint How to encourage users to use SharePoint
  9. 9. Copyright © AIIM | All rights reserved.9 What is SharePoint?  SharePoint is a platform ; not a product  Feature areas  Portals  ECM  Search  Social  BI  BPM
  10. 10. Copyright © AIIM | All rights reserved.10 ECM features of SharePoint  Document Libraries  OneDrive for Business  Content Types, Metadata and Templates  Versioning  Offline Availability  Document Previews  Site Mailbox  Records Management
  11. 11. Copyright © AIIM | All rights reserved.11 Agenda How users are adopting SharePoint SharePoint as a ECM system The need for ECM Systems How to encourage users to use SharePoint
  12. 12. Copyright © AIIM | All rights reserved.12 End user expectations  Simplicity  Minimum change  Mobility  Speed of access
  13. 13. Copyright © AIIM | All rights reserved.13 Status of SharePoint Projects  33% - struggling with implementations  28% - progress has stalled.  40% - moving forward  6% - describe it as a “great success”  The biggest on-going issues are;  user adoption  extending the business scope  governance
  14. 14. Copyright © AIIM | All rights reserved.14 What are the issues?  SharePoint is a Platform ; not a product  Many options to do the same thing  Too many features – similar to MS Office !!!  IT driven projects / scopes  Frequent changes specially with online  Compatibility Issues  Mobility Issues
  15. 15. Copyright © AIIM | All rights reserved.15 Agenda How to encourage users to use SharePoint SharePoint as a ECM system The need for ECM Systems How users are adopting SharePoint
  16. 16. Copyright © AIIM | All rights reserved.16 SharePoint Adoption Plan  Use technology in a way that help drive adoption.  Start small and grow with the culture.  Have Some quick wins  Have a Governance Plan in place from the start  Training Plan.  Communications Plan.  Content Migration Strategy.  User Support Plan.  Rewards.
  17. 17. Copyright © AIIM | All rights reserved.17 Key solution considerations & features  Look & Feel  Information Architecture & Navigation  Performance  Mobility  Integration with other systems  Shortcuts, mapped drives etc…
  18. 18. Copyright © AIIM | All rights reserved.18 Look & Feel  Should not be over complicated  Minimal customization  Watch out for response time  Keep in mind about manageability and upgradeability
  19. 19. Copyright © AIIM | All rights reserved.19 Architecture, Navigation & Search  Navigation is critical for end user experience  Ability to search as well as browse  Should support finding information in any of these scenarios:  I know it exists, and I know where it is.  I know it exists, but I don't know where it is.  I don't know if it exists.
  20. 20. Copyright © AIIM | All rights reserved.20 Performance  Plan for adequate system resources  System should be scalable  Ability to handle sudden demand  Encourage offline accessibility  Have a content lifecycle plan in place
  21. 21. Copyright © AIIM | All rights reserved.21 Mobility  More and more users will access content from mobile devices rather than desktops  App eco-system is expanding  Offline accessibility is a must
  22. 22. Copyright © AIIM | All rights reserved.22 Integration with other systems  Office Backstage  Site Mailboxes  Outlook Integration  Lync  Yammer  Integrate with document scanners
  23. 23. Copyright © AIIM | All rights reserved.23 Tips and Tricks…  Connect SharePoint libraries as offline folders  Create Shortcuts for libraries in Desktop  Encourage users to setup alerts for libraries  Create multiple views  Use Audience targeting and filters  Use minimal templates as much as possible & Remove unnecessary items  Consider 3rd Part Tools
  24. 24. Copyright © AIIM | All rights reserved.24 Resources  “SharePoint Server 2010 Adoption Best Practices White Paper”,  Discover SharePoint  Productivity Hub 2010
  25. 25. Copyright © AIIM | All rights reserved.25 References  “SharePoint Server 2010 Adoption Best Practices White Paper”, Microsoft.  AIIM Industry Watch, “SharePoint 2013 – Clouding the issues” , www.aiim.org/research  Errin O'Connor, “Driving End User Adoption in SharePoint - SharePoint's Purpose is to Increase Your Productivity”  Office Blogs - http://blogs.office.com
  26. 26. Copyright © AIIM | All rights reserved. What You Learned In this course you:  Understood the need for ECM systems  Identified what SharePoint is, it’s ECM features & how users are adopting SharePoint  Learned the key solution considerations & features that drives user adoption  Learned how to prepare an adoption plan to promote SharePoint in your organization

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