The document outlines 8 steps to effectively build a SharePoint site: 1) Identify the site's purpose, 2) Involve relevant stakeholders, 3) Create the site, 4) Define lists, libraries and components, 5) Customize the site's look and settings, 6) Populate initial content, 7) Define access permissions, and 8) Provide self-help resources for common tasks. The presentation aims to help attendees build SharePoint sites that meet business needs and facilitate collaboration and information sharing.
1. 8 Steps to Effectively Build
a SharePoint Site
Dux Raymond Sy, PMP
Innovative-e
Microsoft New York City
February 21, 2009
10.45 am – 12.00 pm
2. Presentation Objectives
After completing this presentation, you will be able to
effectively build a SharePoint site
In addition, you will be able to
Identify site purpose
Define stakeholders
Create a site
Define site lists and libraries
Customize a site
Enable document management features: version
control, check-in/check-out, content approval
Integrate SharePoint with Outlook, Excel and Word
3. Dux Raymond Sy, PMP
Managing Partner, Innovative-E, Inc.
Contract Author & Instructor, Learning Tree
International
Author, “SharePoint for Project Management”
by O’Reilly Media
For more information, connect with Dux
E-Mail: dux.sy@innovative-e.com
LinkedIn: LinkedIn.com/in/meetdux
Blog: Meetdux.com
Twitter: @meetdux
6. What’s SharePoint?
Allows individuals in an organization to easily create and
manage their own collaborative Web sites
Simplifies how people find and share information across
boundaries, and enabling better informed decisions
Seamlessly integrates with Windows and MS Office
Does not refer to a specific product or technology
Using the word “Microsoft SharePoint” is like using the
word “Microsoft Office”
Refers to several components of collaborative solutions
Windows SharePoint Services 3.0 (WSS)
Microsoft Office SharePoint Server 2007 (MOSS)
7. What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?
8. WSS vs MOSS
WSS is the core technology of Microsoft SharePoint
WSS can be considered the “engine” of SharePoint
Provides document management and team
collaboration tools
WSS is available for free as long as your organization is
utilizing Windows Server 2003 or above
MOSS extends the capabilities of WSS
Going back to our car analogy, MOSS provides
extended capabilities such as GPS, a DVD system,
Voice Commands, etc.
Extended features include Enterprise search,
Personalization, Enterprise Content Management, etc.
Unlike WSS, MOSS is not available for free
11. #1 Identify the Purpose
Why do you need a SharePoint Site?
What business need will be addressed?
Examples:
Project Management
Human Resources
Finance Department
12. #2 Involve Relevant People
What are the expectations for the site?
Reduce Cost
Support Compliance
Increase Efficiency
Information needs of a site user
Identify the type of information a user would need
What is the frequency?
Will they retrieve the information or should it be sent to
them?
13. Example: PM Communications Plan
Chief Executive Officer
Regular e-mail updates on project milestones and
risks
Chief Financial Officer
Access to project budget information
Reviews and updates any change to project finances
Chief Compliance Office
Monitors project process compliance
Reviews and updates project risks
Program Manager
Reviews project tasks, milestones, and risks
14. #3 Create the Site
Be familiar with your site creation policy
Top-level sites or sub-sites?
Are you allowed to create sites?
Naming convention
Create the site based
on the purpose
Leverage templates
SKIP defining site
members for now
15. #4 Define Site Components
Centralize information
Lists
Libraries
Reporting
Custom Views
Web Parts
Surveys
Automate business processes
Facilitate communication and collaboration
Wikis
Discussion Boards
18. #5 Customize Site
What are your priorities?
Determine if any organizational standards exist for
Look and feel
Navigation
Usability and Taxonomy
Site specific needs
Regional settings
Document Management
Version History
Check-in/Check-out
Content Approval
19. #6 Populate Initial Content
Generate new content
Migrate existing content
Integrate existing data sources
20.
21. #6 Define Relevant Site Access
Refer to your communications plan
Should users be grouped?
Manage permissions wisely
Site-level
List or Library level
Item-level
Test user account scenarios
22. Example: Permissions Matrix
Site User Contacts Documents Tasks Calendar
CEO C R R R
PMO Director C FC C C
Resources C C C C
Finance C
FC = Full Control D = Design C = Contribute R = Reader
23. #8 Provide Self-Help
Not all users will get formal training
Create a self-help section for common site tasks like:
How to post calendar events
How to upload a file
How to move files with explorer view
Self-help can be in various forms
Powerpoint slides
Video snippets
Custom lists