Dwalther spsnh2013


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Dwalther spsnh2013

  1. 1. Deb Walther Senior Collaboration Specialist Sensata Technologies debwalther@outlook.com Herding Cats: Tips on Reining in the SharePoint Chaos
  2. 2. was made possible by the generous support of the following sponsors… And by your participation… Thank you!
  3. 3. Collaboration Specialist @ Sensata Working with SharePoint since 2008 2007 MOSS 2010 Learning 2013 Recovering Scientist 20 years 2 patents Ski Coach Maine Adaptive @ Sunday River
  4. 4. SharePoint Environment Assess the current state Amount of content Age of content Structure/Taxonomy Metadata usage Are Features turned on Are services configured Size of database Backup
  5. 5. Architecture/Taxonomy Getting organized Change Management Getting folks to accept the changes Training Give folks the tools/knowledge Communication How to get the message out
  6. 6. State of the Mess
  7. 7. SharePoint is used by organizations for collaboration: Content management Management of files according to specific rules and retention policies Social Media Wikis, blogs, discussion boards, MySites, tags Leads to content growth and is an example of the broadening use of SharePoint beyond just a document repository.
  8. 8. Application development Users can develop sophisticated business applications without coding to meet business requirements Workflow automation InfoPath forms provide a rich UI Search The ability to search across multiple document types, content sources and document repositories Web site development and management A Web development platform for intranet and internet
  9. 9. Osterman White Paper Key Findings SharePoint Momentum SharePoint is still “hot” as a collaboration platform. Storage Bloat Large amounts of content are stored in SharePoint Rapid growth Challenge to manage when mixed in with tasks for email and other applications. Administration Challenges Insufficient support Platform performance and satisfaction issues
  10. 10. TCO and Delivery Platform Total cost of ownership for SharePoint remains significant In many cases more expensive than the email/ File Share systems traditionally used for collaboration. Control costs by controlling storage growth Plan for archiving, auto-expiration content and by using cloud-based delivery of SharePoint services.
  11. 11. Archiving and eDiscovery Finding Content in SharePoint is difficult due to: The large amount of content stored in SharePoint Lack of Taxonomy and Information Architecture Use of folders rather than metadata Lack of investment in archiving Governance Many organizations lack a robust governance plan Did not fully involved all stakeholders in decisions about how to manage SharePoint Lack developed policies focused on content retention and management, security, or SharePoint content lifecycle management
  12. 12. Architecture/Taxonomy Where do I build? Time I have a real job to perform “Teach a man to fish “ approach” SharePoint Knowledge | Training What can SharePoint do? How do I do it? Adversity to Change | Change Management What’s in it for me? Fear
  13. 13. Taxonomy describes the naming, describing and classification of an ordered system Think biology How is your SharePoint organized? Site Collections Separate databases? Shared databases? Permissions: Groups vs. Individuals Sites How many levels?
  14. 14. Is SharePoint being used as a glorified Windows Explorer/File Share? Nested folders? Individual permissions SharePoint Maturity Model level 100-200? Consider Transfer folder structure into metadata Associate the folder data directly to the file Data stays with the file if moved Identify document types => content types Use Document Sets?
  15. 15. Use tools like Visio to determine the as is and to plan the “go to” Plan the Information architecture and the permission architecture Include the Key Stakeholders Show them the what and why Get their feedback More likely to have success
  16. 16. Use a Crawl-Walk-Run Approach Crawl: Reorganize Create metadata & introduce Content Types Training is key! Walk: Introduce views and create dashboards Add some automation with OOTB Workflows Advance training, show completed solutions Run: Add custom workflows to enhance automation Polish UI on home pages and Wiki/Web Part pages
  17. 17. How to do the impossible
  18. 18. Organizing your SharePoint site requires change Content will move URLs will change Humans typically don’t like change Comfort zone The only constant in life IS change! But folks get comfortable Let’s talk about Change Management
  19. 19. Excuses to resist change: We’ve always done it this way I can’t remember how to do it the new way Fear/Uncertainty I might lose my job I’ll never learn this Ego It wasn’t my idea Silos/territorialism Lack of trust Will I feel stupid Do you know what you’re doing?
  20. 20. Excuses to resist change: Peer Pressure Poor Timing Too much change at once Lack of Reward “What’s in it for me” is lacking
  21. 21. “What looks like resistance is often a lack of clarity” Did you explain the why? Provide direction & resources “What looks like resistance is often exhaustion” Too much change = overwhelmed Engage the emotional side “What looks like a people problem is often a situation problem” Process definition or trust From Switch: How to Change When Change is Hard; Chip & Dan Heath
  22. 22. Keys: Be patient Work on the easiest changes first Builds trust Provide clear direction & communication Include the folks most resistant to change in the planning Give them the opportunity to have a voice Take time to enjoy the rewards of success
  23. 23. Providing the tools
  24. 24. 2 of Deming's 14 points were training Cost of training Most organizations have little budget set aside for training Afraid employees will move on But…How can you get the most out of SharePoint, if you don’t know what you can do with it…or how to get there?
  25. 25. Some Employees will self-teach Use these super users to “spread the SharePoint gospel” Evangelists: make SharePoint go viral Others need help Links to Microsoft SharePoint training http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint- server-2010-training-at-your-desk-HA101859255.aspx You Tube Google/Bing “SharePoint 2010/2013” how do I…
  26. 26. Half hour “lunch and learns” Chose small topics Create a series of presentations Tools Provide Wiki pages with content Create a link list Filter by topic Use web parts to show Extra credit: use “Easy tabs” for a nice UI
  27. 27. Two Part approach: Teach the basic principles Short classes taught at a higher level with references so they can follow up Hierarchy, site columns, content types, permissions, lists, libraries Show them what they can do with SharePoint Set up an Internal SPUG (SharePoint User Group) Meet once a month for 1 hr Show completed solutions Project management, meeting management, metadata, search Get end user to present what they’ve done
  28. 28. Emphasize how important it is to have a solid process in place prior to automating it in SharePoint How do I provide the most effective presentations?
  29. 29. Understanding How People Think to Get the Message Through
  30. 30. Communication styles Specific Well-reasoned Confident Supportive Expressive Forceful Personality Types Myers-Briggs
  31. 31. Effective Coaching Qualities Knowledge of the subject area Be prepared Have a genuine interest in the people you are coaching People can sense false behaviors Communicate clearly Organize content: create an outline to follow Follow up questions Leave space Breather slides
  32. 32. Effective Coaching Qualities Tolerance and support for mistakes made during training Build trust Have a sense of humor Puts the learner at ease & builds trust Treat each learner as a unique person Provide examples relevant to individuals Have an uncompromising respect for people
  33. 33. Effective Coaching Qualities Empathy with others Understand the issues they face Patience with the learning process If someone does not understand what you just explained to them, it is on you to try again Consider different learning styles:
  34. 34. Neil Fleming's VAK model Visual Need to visualize a concept Auditory Can hear or read a concept Kinesthetic Needs to physically try it Most people are a predominately V & K with some A
  35. 35. David A. Kolb’s model Thinker Values abstract conceptualization Analytical, logical, thorough and theoretical Must be very patient with Feeler Learns through gut Very aware of the outcomes of different experiences Must be very patient with
  36. 36. David A. Kolb’s model Doer Active, pragmatic, problem solvers Learns by trial and error: set up a sandbox Impatient with formal training Analyzer/Watcher/Observer Wants to see the big picture Good listeners, introspective and contemplative
  37. 37. Make That SharePoint Culture Happen
  38. 38. Analyze what you have Turn on Features Configure services Plan Improve or create a Taxonomy Information Architecture Change Management Include the stakeholders in the planning “Squeaky wheels”
  39. 39. Training Show end users what SharePoint can do Start a SharePoint User Group Offer beginner training Support with online content Offer a SharePoint Tip of the Week Run a SharePoint Treasure Hunt Drive users to the social side Complete My Site profiles Tag content
  40. 40. Communication Key to creating the SharePoint culture Make folks want SharePoint “Make my job easier” “I can find stuff” Consider learning styles Create content for each style
  41. 41. SharePoint State: http://www.formtek.com/blog/?p=3406 http://www.ostermanresearch.com/whitepapers/orwp_0173.pdf www.sharepointmaturity.com Change Management Animated adaption of “Who Moved My Cheese” by Spencer Johnson MD G. P. Putnam's Sons; 1 edition (September 8, 1998) http://www.youtube.com/watch?v=fEH6fvU8i7o “Switch: How to Change Things When Change is Hard” by Chip Heath & Dan Heath. http://managementisajourney.com/organizational-change-8-reasons- why-people-resist-change/
  42. 42. Training http://office.microsoft.com/en-us/sharepoint-server-help/take- sharepoint-server-2010-training-at-your-desk-HA101859255.aspx Learning styles-VAC: http://sunburst.usd.edu/~bwjames/tut/learning- style/ Easy Tabs: http://www.pathtosharepoint.com/pages/easytabs.aspx Communication http://www.personalityexplorer.com/FREEResources/CommunicationStr ategiesForVariousPersonalities.aspx
  43. 43. Deb Walther Linked In: http://www.linkedin.com/in/debwalther dwalther@sensata.com debwalther@outlook.com
  44. 44. Be sure to fill out your eval form & turn in at the end of the day for a ticket to the BIG raffle! Join us for the raffle & SharePint following the last session