How to Improve Usability and Drive Productivity in SharePoint & Office 365
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SharePoint is a place for businesses to store, collaborate, and share content and documents throughout your organization. SharePoint out-of-the-box has its share of usability challenges, which in turn can cause user adoption and productivity to suffer. Those challenges can easily be re mediated by implementing a few easy tips and tricks. Join Intlock and Wendy Neal to learn how to drive greater user adoption and productivity by optimizing the SharePoint end user experience. During this webcast, we will cover: • What are some of the current usability challenges in SharePoint? • How to overcome the usability and productivity challenges • Top usability tips for SharePoint • Top Metrics to use to drive usability and productivity in SharePoint About Wendy Neal: Wendy Neal is a .NET SharePoint Developer for DMI and a founding partner and community representative for SharePoint-Community.net. A regular speaker at industry and user group events, she is also a regular contributor for CMSWire.com and discusses all things SharePoint (and sometimes bacon) on Twitter and her blog. While Wendy is a developer at heart, she also focuses on usability, branding, evangelism, user adoption, training, and empowering power users to build their own solutions.
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How to Improve Usability and Drive Productivity in SharePoint & Office 365
- 1. WEB ANALYTICS PORTAL COLLABORATION USER ENGAGEMENT
- 2. WEB ANALYTICS PORTAL COLLABORATION USER ENGAGEMENT Webinar Housekeeping • Webinar Recording • Connect with us on Twitter • @Cardiolog • @SharePointWendy • Questions?
- 3. WEB ANALYTICS PORTAL COLLABORATION USER ENGAGEMENT Webinar Agenda • Introduction • Tips and tricks to overcome current productivity challenges and top usability tips for SharePoint • How to use analytics to improve usability and productivity • Q&A
- 4. ABOUT INTLOCK Founded in 2005 Office: Boston, MA Microsoft Gold Certified Partner Over 9 years of experience in web analytics Wide target market with divers industries, such as: financial services, telecommunication, entertainment and others Provides products for SharePoint Online, 2013, 2010, 2007, 2003, Yammer, Sitrion, SalesForce, Dynamics and other 3rd Party applications Worldwide distributers and partner program
- 5. WEB ANALYTICS PORTAL COLLABORATION USER ENGAGEMENT THE ULTIMATE ON-PREMISE ANALYTICS SOLUTION FOR ENTERPRISES ENGAGE YOUR PORTAL AND WEBSITE USERS ENHANCEENGAGEMONITOR Increase corporate productivity and improve portal and website ROI Connect to your portal and website users to understand their challenges In-depth SharePoint analytics, insight, and usage reports
- 6. Wendy Neal .NET SharePoint Developer Digital Management, Inc. (DMI) @SharePointWendy http://wendy-neal.com Contributing Author: • CMSWire • ITUnity
- 7. Usability Best Practices for SharePoint
- 8. • According to Steve Krug, websites should be: • Self-evident • Obvious • Self-explanatory Rule #1: Don’t Make Me Think If you remember nothing else about usability, remember this rule!
- 9. • Concise and consistent primary navigation • Identical no matter where you are • Max 9 links • Secondary links relative to where you’re at • Active links highlighted • Page titles match link names • Breadcrumbs Navigation Best Practices
- 10. SharePoint 2013 Navigation Areas SearchGlobal Navigation Quick Launch Utilities Menu Page Title
- 11. • Attract attention • Good balance of images and text • Keep content succinct and uncluttered • Place important content “above the fold” Home Page Design
- 12. • Typical minimum screen size is 1024 x 768 • Test your site on different screen resolutions • You want to avoid left/right scrolling at all costs! • The “fold” will be in different places depending on screen resolution Design for Different Screen Sizes
- 13. Hyperlink Etiquette • To open in a new window or not, that is the question…
- 14. Usability & User Adoption Challenges
- 15. • Usability best practices have likely not been followed • Lack of content and information architecture planning Site is hard to use or navigate
- 16. Users don’t understand the purpose of the site • Change management plan has not been created • Users feel like they don’t have any say or importance
- 17. • Lack of communication or change management plan • Lack of evangelism or excitement Users don’t know about your site
- 18. Users can’t find what they’re looking for • Search not properly configured/ maintained • Information architecture and/or navigation not set up correctly
- 19. • No one “owns” the content • Not enough time, resources to keep content fresh Content isn’t kept up to date
- 20. Information is hard to decipher or doesn’t make sense • Content isn’t targeted to users • Too much content, not presented in a way that makes sense • Inappropriate use of white space, headings, color
- 22. • User-friendly SharePoint sites must be designed with good usability principles in mind • Therefore, we must teach our site owners: • Basic usability concepts • What their responsibilities are • How to be webmasters of their sites Provide training to site owners
- 23. • Designing the Site/Navigation • Setting up the information architecture • Permissions management • User Analytics • Content facilitation • Assisting users with issues Example Responsibilities of a Site Owner
- 24. Don’t forget the end users • Create a change management plan • Get end users involved early • Explain how it will make their job easier (and make sure that it does!) • Provide end user training
- 25. Plan your Information Architecture • Don’t use folders unless you have good reason • Utilize metadata, site columns, content types, and views • Don’t just dump all the files on your shared drive into SharePoint!
- 26. • Lunch and learns • Contests • Set up user alerts • Bulletin boards Promote Your Site
- 27. • Announcements • Did You Know? • What’s New? • Quote of the Week • Team Member Spotlight Frequent Updates to Content
- 28. • Lead by example • Use SharePoint for your own processes, collaboration and document sharing Eat Your Own Dog Food
- 29. • Target appropriate content to different audiences • Use visuals to aid in making sense of data • Follow basic usability best practices when designing pages and site structure Understand what your users need
- 30. Key Points to Remember
- 31. Key Points • SharePoint sites have the capability of being user- friendly, IF they are designed properly • Organizations need to provide SharePoint training as well as teach site owners how to be “webmasters” of their sites • And lastly…
- 32. Anything that confuses or frustrates users WILL affect user adoption • Sites that have poor usability • Sites without a clear purpose • Sites that don’t make sense This includes:
- 33. WHY PORTAL ANALYTICS FOR PRODUCTIVITY & USABILITY? How many people are using the Portal? What are most users doing on the Portal How should I plan for the growth of my Portal? What is the most popular search? Where are my users coming from? What are my customers downloading?
- 35. Users Productivity Collaboration Engagement 4 Key Ways to Track Adoption
- 36. The wide array of metrics available
- 37. The Foundation: Unique Users and Usage Users
- 38. Users
- 39. Users
- 40. Users
- 41. Productivity
- 42. Productivity
- 43. Productivity
- 44. Productivity
- 45. Collaboration
- 46. Engagement
- 47. Often the best way to measure employee engagement and collaboration levels is just to ask them
- 48. Visit us at www.intlock.com - free trial and personal demo Tweet us: @cardiolog Join our readers at blog.intlock.com Email: info@intlock.com Contact Wendy: @sharepointwendy wendy.neal@outlook.com www.wendy-neal.com
Editor's Notes
- This table shows how often visitors visit a website item. The "Visits" column counts the number of visits over a specific range of time. For each of these visits, the "Number of Visits" column sums the number of visits per each visitor (including current visit). The Percentage of All Visits column shows the percentage of Visits of all the visits over a specific range of time. Visitor Loyalty is a good metric for enterprise organizations because it gives insights as to whether visitors have a reason to come back, to engage, and to interact. Simply put, Visitor Loyalty is just how many times visitors visit the site within a specified date range. The real foundation for portal success is a large and loyal set of visitors. To constantly improve portal adoption, stake-holders and administrators need to understand who are the loyal visitors and what makes them loyal. Empowering visitors who display loyal behavior can start a chain reaction, thus leveraging these users to motivate others in their networks to jump on the SharePoint train. The Visitor Loyalty table widget contains the following columns: Number of Visits: The number of times a visitor has previously visited. Visits: The number of visits. Visits are a series of SharePoint page requests from the same uniquely identified client with a time of no more than 30 minutes between each page request. Percentage of All Visits: The percentage of visits out of all visits.
- This table shows how long it has been since a visitor last visited a website item. The Visits column counts the number of visits over a specific range of time. For each visit, the Last Visit column indicates when a visitor or visitors last visited the site. The Percentage of All Visits column shows the percentage of Visits column of all the visits over a specific range of time. How long does it take your users before they decide to come back and visit the portal? Visitor recency can indicate your users' level of engagement with the portal. To measure improvement, it's necessary to make comparisons over time. If your users are revisiting the portal more frequently, you can assume that the content provided on the portal is engaging and helpful to them. Thinking of ways to encourage people to return to the portal is necessary for ensuring portal stability and overall retention rates. The trick is finding ways to tempt users with something to come back for. A series of posts that tell a story, competitions within the portal, frequently updated newsletters, and employee highlights are all great ways to grab user attention and keep them coming back for more.
- A broken link is a link that doesn't work (often resulting in an error page), because the website is encountering one or more of the reasons below: The link points to a web page or content that has been renamed, deleted, or moved. There’s a typo in the link to a page. The link points to a site that is behind a firewall that does not allow outside access (such as an Intranet site or a restricted access area on a website). Broken links can be problematic for users of a website as they are unable to access the desired resource, and it impedes them from completing a task. If your website has too many broken links, it can negatively affect its conversion rate.