Don't Suck at SharePoint - Avoid the common mistakes

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Recording: http://bit.ly/SeyVK8
How do you avoid the most common mistakes when using SharePoint, if you've never used it before?

What makes SharePoint so popular is also its worse enemy, it's easy to use. As a platform, it allows you to build whatever you want to help the organization. But for it to be successful, you need to avoid the common mistakes made.

As a consultant, I have unfortunately had a lot of experience seeing or even doing some of the things in SharePoint that lead to utter chaos or disaster. That's why I would like to share them with you this time, show you how to not suck at SharePoint.

In this webinar we'll discuss:

-A brief overview of SharePoint as a platform
-Common scenarios SharePoint is used for
-Things that have miserably failed
-Bad architecture
-Solutions and Best Practices when starting

Published in: Technology

Don't Suck at SharePoint - Avoid the common mistakes

  1. 1. TEMPORARY SLIDE VIDEO RECORDING: http://bit.ly/SeyVK8 ! We are building a complete blog with all links and resources, the recording as well as the question period at the end in a Q&A format. You will be able to find this soon on our blog http://en.share-gate.com/blog
  2. 2.   @bniaulin share-gate.com/blog by Benjamin Niaulin, 
 a SharePoint GEEK
  3. 3. share-gate.com
  4. 4. What is it?
  5. 5. It’s a PLATFORM where you build your own show
  6. 6. What can I do with it?
  7. 7. INTRANET EXTRANET INTERNET SITE COLLABORATION PROCESS SITES APPLICATIONS a lot…
  8. 8. INTERNET SITE ! www.laval.ca
  9. 9. #CLASSIC
  10. 10. SHAREPOINT RECAP
  11. 11. Lists Libraries What’s a SharePoint SITE? SITE
  12. 12. What’s a SharePoint List/Library? Table List Library
  13. 13. Site% Site% Site% Site% Site% Site% Site% SharePoint+Groups+|+Database+|+Style+Library+ SITE COLLECTION *
  14. 14. am I doing this today? WHY
  15. 15. I saw an Intranet built under the Central Administration
  16. 16. ! Central Administration http://sharepoint:59999 ! ! Intranet ! HR ! SALES ! SITE ! SITE http://sharepoint:59999/ sites/intranet http://sharepoint:59999/ sites/hr http://sharepoint:59999/ sites/sales
  17. 17. A new SharePoint farm installation per department/team
  18. 18. 200 Libraries Going through to update a column with a new choice
  19. 19. Taking File Shares, dumping them into SharePoint and continue to use Folders to organize content
  20. 20. INSTALLED AS STANDALONE WITH SQL EXPRESS AND 4GB LIMIT
  21. 21. -Sean Wallbridge « Google the words ‘View All Site Content’ see what happens »
  22. 22.
  23. 23. There is still hope
  24. 24. BEFORE your SharePoint project starts
  25. 25. Do you have a REASON to be using SharePoint? or do you want
 to use it because
 you have free licenses?
  26. 26. « Tell me what SharePoint can do, 
 and I'll tell you what I want. »
  27. 27. Instead of thinking features, 
 think of what the business needs are
  28. 28. KNOW WHERE YOU’RE GOING? Don’t put SharePoint in just for a specific project without a vision. Remember, it’s a platform.
  29. 29. DON’T UNDERESTIMATE SHAREPOINT « We’ll just put it temporarily for us in IT and start it properly later on » does not work
  30. 30. INSTALL and CONFIGURE
  31. 31. X Don’t use Click-Install Build your own PowerShell or use « AutoSPInstaller »
  32. 32. There is more to CONFIGURING SharePoint than creating Web Applications & Site Collections
  33. 33. CONFIGURE and OPTIMIZE SQL CPU | RAM | DISKS NTFS Allocation (4K vs 64K) Initial Size of DB Auto Growth Instant File Initialization Maintenance Plan (Logs) SQL Installation/Configuration WhitePaper
  34. 34. SHAREPOINT SEARCH WAS « CONFIGURED » Continuous Crawl Content Sources Search Schema Result Types Display Templates Query Rules
  35. 35. TIMER JOBS Too often they are left untouched Without them and the schedule they run on, not much would get done in SharePoint
  36. 36. REALLY… YOU SHOULD KNOW THIS PART OF THE CENTRAL ADMINISTRATION
  37. 37. ALWAYS TEST YOUR BACKUPS! AD | SERVER | DNS | CUSTOM CODE | SQL | SHAREPOINT | IIS | WORKFLOW | Lots of pieces make up SharePoint
  38. 38. CAREFUL when empowering Power Users with SharePoint Designer In fact…if you could go without SPDesigner it’s probably best.
  39. 39. AND TRY NOT TO CUSTOMIZE EVERYTHING A LOT CAN BE DONE OUT OF THE BOX and WITHOUT CODE think for
  40. 40. PLANNING IS JUST AS CRUCIAL
  41. 41. STOP CALLING IT « SHAREPOINT »
  42. 42. TAKE THE TIME TO SHOW OFF, COMMUNICATE! New Features Dates & Milestones Organize launch events How it’ll facilitate tasks Reasons for the change     
  43. 43. PROVIDE TRAINING! employee satisfaction  tackle more tasks  motivation to use SharePoint  increased adoption  and much more... 
  44. 44. REAL TRAINING! NOT A PAMPHLET IN-CLASS | SELF-SERVICE VIDEOS | DOCUMENTATION | PROVIDE TRAINING KIT FOR NEW SITE OWNERS
  45. 45. TECHNOLOGY WON’T FIX ALL THE PROBLEMS, LOOK AT YOUR BUSINESS PROCESSES THEY MAY NEED REWORKING
  46. 46. GOVERNANCE NO ONE will read it if it’s too BIG
  47. 47. keep it simple.
  48. 48. CAN BE A DOCUMENT OR A WIKI AS LONG AS IT WORKS http://en.share-gate.com/blog?category=governance
  49. 49. BUT THEN YOU’LL NEED TO ENFORCE THE GOVERNANCE PLAN
  50. 50. WHAT GOES WHERE?
  51. 51. USING AND BUILDING IT RIGHT
  52. 52. by John Norris
  53. 53. COLUMN TYPES When you create a column it is stored in the list/library where you create it ! Every type of column has it’s use Know when to use the right one ! Views will be created based on the columns ! Workflows can be created, triggered by the right column information
  54. 54. CENTRALIZE & REUSE! If you create columns from your lists/libraries they are stored in them. And thus, are not reusable. ! I recommend using “Site Columns” whenever possible to be able to reuse them. ! Site Columns are available to subsites – best to create at the root
  55. 55. CONTENT TYPES Reusable set of columns used together that defines a type of content in your organization. It’s also much more… http://en.share-gate.com/blog/recording-sharepoint-webinar-understand-content-types http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types
  56. 56. TOO MANY FIELDS IN THE LIST OR CONTENT TYPE
  57. 57. DOING AN ARCHITECTURE THAT IGNORES THINGS LIKE THE 5,000 LIST VIEW THRESHOLD ENABLE METADATA NAVIGATION TO SEE AGAIN AND RE-ORGANIZE picture from Dave Coleman INDEX SORT & FILTER COLUMNS
  58. 58. THE FAMOUS LOOKUP COLUMN picture from Corey Roth IT’S NOT A GOOD IDEA TO LOOKUP A LIST WITH TOO MANY ITEMS. PERFORMANCE WILL TAKE A HIT
  59. 59. AND SHAREPOINT WILL NOT REPLACE YOUR RELATIONAL DATABASE Leverage the different ways it offers to connect to external data rather then building on this platform that does not support it well or check out the new 
 Apps Model
  60. 60. SECURITY SP GROUPS AD GROUPSVS NEVER WITH USERS DIRECTLY MSDN Security guidance on SP Groups vs AD Groups CHANGING MEMBERS OF SP GROUPS WILL LAUNCH A FULL CRAWL AT NEXT PASS TO CALCULATE ACLs
  61. 61. BUT DON’T START BREAKING INHERITANCE AT ITEM/DOCUMENT LEVEL It will hurt your SharePoint performance
  62. 62. QUICK TIPS
  63. 63. CREATING TOO MANY SUB SITES IS NOT A GOOD IDEA
  64. 64. DON’T COPY/PASTE FROM WORD OR BE SURE TO CLEAN UP HTML SharePoint 2013 is much better at it than its predecessors
  65. 65. CONTENT EDITOR WEB PART WAS MEANT FOR CONTENT NOT custom CSS, JS or HTML ! Causes issues during Migration and when new team takes over
  66. 66. IMAGES UPLOADED ALL OVER THE PLACE
  67. 67. EDIT STYLES AND THEME COLORS FOR CONTENT AUTHORS TO MATCH YOUR BRANDING .ms-rteElement .spcolor file
  68. 68. 1 FEATURE WITH MANY INSTEAD OF MANY FEATURES WITH 1
  69. 69. WORK WITH THE RIGHT ENVIRONMENTS AND IDENTIFY THEM VISUALLY DEV - INTEGRATION - QA - PRODUCTION
  70. 70. HAVE ALL THE FACTS ON INFOPATH It can still be ok to use it, but it needs to make sense
  71. 71. CAREFUL WITH EVENT HANDLERS It’ll be tough to figure out what’s going on where
  72. 72. DRAG AND DROP FILES… WITHOUT THE METADATA SAME WITH THE EXPLORER VIEW USE THE DATASHEET VIEW « QUICK EDIT »
  73. 73. AVOID COMPLEX APPROVAL WORKFLOWS
  74. 74. WORK WITH DOCUMENTS IN THE LIBRARY, DON’T DOWNLOAD AND UPLOAD AGAIN
  75. 75. NAMING CONVENTION FOR FILES - NO MORE METADATA IN THE FILENAME 1_contract_sharegate_Q1_V4.docx
  76. 76. ONEDRIVE VS ONEDRIVE VS ONEDRIVE FOR BUSINESS VS MY SITE Plan it carefully, don’t confuse your colleagues
  77. 77. UNDERSTAND HOW VERSIONING & CHECK-IN/OUT WORKS
  78. 78. I KNOW… IT’S A LOT OF INFORMATION
  79. 79. BUT IT’LL HELP YOU HAVE AN AWESOME SHAREPOINT
  80. 80.   @bniaulin share-gate.com/blog by Benjamin Niaulin, 
 a SharePoint GEEKTHANK YOU!
  81. 81. share-gate.com

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