The document appears to be notes from a presentation or workshop about information architecture and SharePoint. Some of the key points covered include:
- The difficulties of SharePoint BA/IA work and how SharePoint has grown very large and complex over time.
- The importance of identifying objectives and priorities for SharePoint projects using techniques like paired comparison matrices.
- An iterative approach to SharePoint projects is recommended to allow for adjustments over time.
- Visualization tools for communicating IA concepts like mind mapping and card sorting exercises are discussed.
How to Write Amazing Functional Analysis Documents for your SharePoint Projects GSoft
In this session you will learn how to translate business requirements into usable SharePoint
specifications? How to accurately plan effort and scope for a SharePoint project?
How to prepare a clear, complete and concise document for the development team? If these
questions keep you up at night this session is for you!
The following topics will be covered during this presentation:
Requirements Definition
Information Architecture
Functional, and
Non-Functional Specifications
Analysis templates used in the presentation will be distributed to attendees.
15 tips for bullet proof requirements analysis on SharePoint projectsDocFluix, LLC
Success or failure of any significant SharePoint project depends on having well defined business and technical requirements before the project starts. With this presentation, learn concrete, repeatable techniques for ensuring that the requirements for your SharePoint project are well defined.
How to Write Amazing Functional Analysis Documents for your SharePoint Projects GSoft
In this session you will learn how to translate business requirements into usable SharePoint
specifications? How to accurately plan effort and scope for a SharePoint project?
How to prepare a clear, complete and concise document for the development team? If these
questions keep you up at night this session is for you!
The following topics will be covered during this presentation:
Requirements Definition
Information Architecture
Functional, and
Non-Functional Specifications
Analysis templates used in the presentation will be distributed to attendees.
15 tips for bullet proof requirements analysis on SharePoint projectsDocFluix, LLC
Success or failure of any significant SharePoint project depends on having well defined business and technical requirements before the project starts. With this presentation, learn concrete, repeatable techniques for ensuring that the requirements for your SharePoint project are well defined.
Best Practices in Gathering Requirements for SharePoint ProjectsDux Raymond Sy
Poor requirements can be attributed to failed SharePoint implementations. The key to successful SharePoint implementation is properly developing requirements. A lot of people know that this is important, however, only a handful of folks truly understand what it takes to do this right.
In this presentation participants will be able to identify:
- The key components of requirements gathering process
- Why requirements traceability is paramount in defining ROI in SharePoint projects
- Why having a well defined business case is necessary to effectively initiate requirements gathering
Presented at the Atlanta SharePoint Users Group Meeting on August 17, 2009
The Seven Most Important (Non Technical) Factors for Sharepoint SuccessRichard Harbridge
Attached is the slidedeck that was used during my session at SharePoint Saturday DC.
The stories, examples, scenarios, and wonderful input the audience shared (before, and after as well) is not contained within the slide deck, but is certainly worth mentioning here.
Gathering user requirements for SharePoint projects can be funAlan Marshall
Gathering user requirements for SharePoint is no different from doing market research for a product. The technics used in this research can be applied to workshops with business users when planning SharePoint deployments.
Acknowledgements to GameStorming and Innovation Games
Best Practices in Gathering Requirements for SharePoint ProjectsDux Raymond Sy
Poor requirements can be attributed to failed SharePoint implementations. The key to successful SharePoint implementation is properly developing requirements. A lot of people know that this is important, however, only a handful of folks truly understand what it takes to do this right.
In this presentation participants will be able to identify:
- The key components of requirements gathering process
- Why requirements traceability is paramount in defining ROI in SharePoint projects
- Why having a well defined business case is necessary to effectively initiate requirements gathering
Presented at the Atlanta SharePoint Users Group Meeting on August 17, 2009
The Seven Most Important (Non Technical) Factors for Sharepoint SuccessRichard Harbridge
Attached is the slidedeck that was used during my session at SharePoint Saturday DC.
The stories, examples, scenarios, and wonderful input the audience shared (before, and after as well) is not contained within the slide deck, but is certainly worth mentioning here.
Gathering user requirements for SharePoint projects can be funAlan Marshall
Gathering user requirements for SharePoint is no different from doing market research for a product. The technics used in this research can be applied to workshops with business users when planning SharePoint deployments.
Acknowledgements to GameStorming and Innovation Games
Regardless of whether you're coding your own forms in ASP.NET, using InfoPath, or using a third-party product, certain practices make sense when building forms for workflow solutions. The key is to decide what work should be performed by the form and what should be done by the workflow. Thinking about the overall solution rather than only a form is essential, and this webcast will walk you through a recommended scenario of how to do so.
SharePoint 2013 – Building a Project Management solution in six steps - Geoff...SPC Adriatics
Geoff hosts a great session was in a SharePoint look at Project Management tools at Information Worker level. By doing this, a Project Management solution could be created whereby solving collaboration and information challenges. This session will describe how project team efforts and project information can be centralised and managed using SharePoint 2013 using built in features only, and without the immediate requirement of Microsoft Project 2013, in order to help solve Delivery Manager issues concerning planning progress, reporting progress and auditing progress. You will take away great action points in proving how versatile SharePoint is in delivering using built in features how SharePoint can provision a Project Management solution.
The full demo is available on this link:
http://www.sharepointgeoff.com/sharepoint-2013-building-a-project-management-solution-using-built-in-features-session/
How can you remain agile while adopting SharePoint technologies? Even though the platform provides incredible value out of the box for businesses, many still rely on custom development to complement the built-in features. The path to successful SharePoint development is filled with traps, and typical projects can stretch on for months without any value being provided to the stakeholders.
Don't this steer you towards a monolithic, linear development process. Despite these issues, you can embrace agile methodologies and gain a competitive advantage by decreasing your turnaround time in implementing new and changing requirements. With techniques such as Scrum and XP, your clients become more involved in the project, the transfer of knowledge (a particular important point in SharePoint governance) happens seamlessly and, most importantly, your client see results they want fast.
Sebastien will share with you the lessons learned from applying agile methods to a mid-scale SharePoint portal project. He will present what tools enable faster development, unit testing, continuous integration and deployment, in a SharePoint context.
Workflows are a powerful tool to help automate many operational tasks. During an outage there are a number of tasks that are normally performed that can be turned in to workflows. We will dive in to some common use cases and show how workflows can be leveraged to help cut down time to resolution and provide a consistent response during an outage. See how to facilitate a collaborative environment through the use of ChatOps.
StackStorm is an open source event driven automation platform targeted at automating many of the tasks performed by engineers. Essentially, an If This Than That for IT Operations. Allowing users to stitch together atomic actions in to complex workflows and run these workflows based on events from external systems.
GIS Asset Management at a Utility: Get Your GAME-FACE OnSSP Innovations
Describes how we created a system to help an American utility:
-To track assets “cradle to grave” geospatially
-All installs, retirements, and adjustments reported from GIS until an Enterprise Asset Management (EAM) system can be agreed upon and implemented.
-Consolidate Systems & Workflow
-Reduce Duplicate Data Entry
-Increase Data Quality & Integrity between remaining systems
Automating Business Processes with SharePointGus Fraser
Making the case for Business Process automation
Workflow options in SharePoint 2010
SharePoint Designer Workflows
Nintex – Workflow for Everyone
Integration and contrast with Microsoft CRM
An overview of SharePoint 2013
Creating workflows with SharePoint Designer 2013 & Visio 2013
Digital Asset Management (DAM) latest trends, value proposition and ROIMukul Krishna
A quick look into the continued evolution of the Digital Asset Management (DAM) space and its critical capability of enabling content workflows across any vertical
SharePoint 2013 as a BPM & Workflow Management SystemAndreas Aschauer
SharePoint 2013 as a WFMS
Process Management Services are a crucial piece in any system supporting ECM capabilities. SharePoint 2013 introduced a new technical foundation for workflow management and the modeling of business processes as automated workflows.
In this session the audience will learn the benefits of the new Workflow Management System architecture as well as how to leverage it in real world scenarios. Attendees will see what can be achieved in SharePoint 2013 and Workflow Manager in an easy and controllable fashion. Most important the session will dive into what is not easily feasible Out-of-the-Box and will present a birds-eye view on the BPM ecosystem that has evolved around SharePoint 2010 and 2013.
The key take-away for attendees will be an understanding of how to map real-world process management scenarios onto SharePoint 2013 Workflow workloads and when it is reasonable in terms of project risk and cost of ownership for the SharePoint investment, to move to a third party SharePoint BPM product.
The session is intended for Architects and Decision Makers who already have concrete use cases/scenarios at hand and need to map them to SharePoint technology.
How to build an Intranet portal in SharePoint using out of the box featuresGregory Zelfond
This slide deck illustrates how you can use SharePoint to build your organization's Intranet Portal, complete with Project Sites, Department Sites. Document Management Repository, Employee Directory and more.
Business analysis interview question and answersGaruda Trainings
Business Analysis is the process of understanding business change needs, assessing the impact of those changes, capturing, analyzing and documenting requirements and then supporting the communication and delivery of those requirements with relevant parties.The person who carries out this task is called a business analyst or BA.
Business Analyst Interview Questions with Answers, Business Analysis Interview Questions with answers, BA Interview Questions, Interview questions for business analyst, Business Analyst interview questions and answers, Real interview questions for business analysts, Hard interview questions during Business Analyst Interview, How to crack business analyst interview, BA Interview questions,
SharePoint has been on the market from 2001, and since then, matured into a very stable and popular business collaboration platform. The beauty of SharePoint is that it is relatively easy to customize and it provides an experience already familiar to users via Office suite. Most frequent use of the platform by corporations has been in the areas of web content management, information sharing and document management.
However, adoption of SharePoint as a true Project Management Information System (PMIS) has been slow. Out-of-the-box SharePoint is unappealing, customization takes time and acceptance at PMO level is often very bureaucratic.
In this presentation I will demonstrate how you can customize SharePoint to help you with your next project. You will walk away learning tips and tricks that you can implement literally in hours. Among other things, you will learn how SharePoint can help you facilitate project team collaboration, integrate existing methodologies and empower your project team.
This presentation covers everything non technical required in a successful SharePoint implementation. From achieving successful buy in to actually supporting and dealing with the new work that comes from such an implementation and everything in between (user adoption, governance, etc)
This presentation has gone through minor revisions and as of March 2010 this is the latest version.
This presentation was presented at SharePoint Saturday Boston. It's goal is to cover all the non technical aspects of a successful SharePoint implementation. Stories were shared around the presentation as well as specific scenarios to help illustrate key points. That material is not included in the presentation as often it depends upon the audiences interaction.
When Should We Use SharePoint OOTB, Add Third Party Products, Or Build Custom...Richard Harbridge
Determining when to use SharePoint, build customizations that extend SharePoint, buy third party products, or to ignore SharePoint all together can be very challenging. It requires an understanding of SharePoint's strengths, weaknesses, and gaps as well as an understanding of how they apply to the business problems you are trying to solve. In this session, Richard Harbridge explores decisions other organizations have made, criteria they used to evaluate their options, lessons they learned, and how they approached these difficult decisions.
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
With so many Viva capabilities available to organizations, it can be a challenge knowing which should be piloted together or what patterns and practices work best when piloting Viva Connections, Viva Learning, Viva Topics, Viva Goals, Viva Insights, Viva Pulse, Viva Amplify, and more. How do organizations get started successfully, overcome challenges in piloting and rolling out these experiences, and eventually scale to organization-wide deployments?
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the lessons learned and proven approaches with Microsoft Viva. Together you will explore unique and vital challenges with Viva deployments, such as challenges with multiple tenants or multiple organizations in one tenant or challenges with experiences designed for scale – determining if an organization is large enough or has enough content for a great experience with Viva Topics and more.
Preparing, Piloting & Paths to Success with Microsoft CopilotRichard Harbridge
Preparing, Piloting & Paths to Success with Microsoft Copilot
In the modern post generative AI era, leveraging innovative tools is crucial for enhancing productivity and improving performance. This workshop will explore how to get the most out of Microsoft 365 Copilot, Microsoft Viva Copilot and Microsoft Copilot experiences. Join Microsoft MVP and industry expert Richard Harbridge as we delve into challenges surrounding its adoption including initial preparation, user training, support, governance and integration into existing workflows. We will start with an overview highlighting the critical to understand elements that make Copilot so impactful in organizations today along with plenty of data and industry insights. As we transition into guidance around piloting Microsoft 365 Copilot, participants will explore its robust features through rich examples. Engaging with real-world scenarios will unveil common hurdles and provide a clear roadmap towards optimizing Microsoft 365 Copilot for your organizational needs.
Bridging The Gap: How AI Is Transforming Both Customer Experience & Employee ...Richard Harbridge
In the post-pandemic and hybrid world, the importance of effective conversations in both customer experience (CX) and employee experience (EX) has surged.
Historically, voice data has primarily enhanced customer support, but with the integration of advanced recording, transcription, and AI-driven tools, there's a newfound potential to elevate all employee interactions.
AI copilot agents stand at the forefront of this transformation, offering streamlined customer interactions, real-time insights for support agents, and organizational agility. The transition from chat to voice calls presents both an opportunity and a challenge.
While analytics have been a mainstay in , their application in remains largely untapped. This disparity offers organizations a chance to holistically understand operations and create a seamless synergy between CX and EX.
However, the utilization of AI and analytics brings forth challenges, especially concerning data anonymization and de-anonymization in the context of employee data. As privacy norms evolve, organizations must tread carefully, balancing the promise of AI with ethical considerations.
Join industry experts , Chief Executive Officer of and Chief Technology Officer at as they share insights, best practices and lessons learned that can help your organization navigate forward faster with AI.
Getting The Most Out Of Microsoft 365 Employee Experience Today & TomorrowRichard Harbridge
There has never been a time where improving the employee experience has been more critical.
Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees.
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee experiences, how Microsoft 365 is changing, and perhaps more importantly, what organizations are doing today to prepare for it.
Mastering Microsoft 365: The Winning Trio Of Automation, Governance & AdoptionRichard Harbridge
Mastering Microsoft 365: The Winning Trio of Automation, Governance, and Adoption
In today's rapidly evolving digital landscape, mastering Microsoft 365 is no longer just a luxury—it's a necessity. Join us for an enlightening webinar presented by Microsoft MVP and renowned industry expert, Richard Harbridge, as we delve deep into how automation, governance and adoption can not only improve the management, but the employee experience of Microsoft 365.
What we'll cover:
Governance and Lifecycle Mastery: Understand the critical nuances of the governance and lifecycle of SharePoint sites and teams. Navigate the complexities with ease and ensure your organization's digital assets are managed effectively and securely.
Tackling Sprawl: With the proliferation of digital tools and platforms, sprawl has become a pressing concern. Learn actionable strategies to manage and mitigate sprawl, ensuring your digital ecosystem remains organized and efficient improving both the management and employee experience.
The Power of Automation: Discover how automation and programmatic improvements not only streamline operations but also lead to proactive management. Unleash the potential of Microsoft 365 by leveraging automation to its fullest.
The Symbiotic Relationship of Governance and Adoption: Dive into the intricate relationship between governance and adoption. Understand how a robust governance framework can bolster adoption rates and how fostering adoption can, in turn, reinforce governance.
In a world where efficiency, security, and adaptability are paramount, mastering Microsoft 365 can set your organization leagues ahead of the competition. Equip yourself with the knowledge and strategies to make the most of this powerful suite and drive your organization towards unparalleled success.
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
Piloting & Scaling Successfully With Microsoft Viva
With so many Viva capabilities available to organizations, it can be a challenge knowing which should be piloted together or what patterns and practices work best when piloting Viva Connections, Viva Learning, Viva Topics, Viva Goals, Viva Insights, Viva Pulse, Viva Amplify, and more. How do organizations get started successfully, overcome challenges in piloting and rolling out these experiences, and eventually scale to organization-wide deploymentsJoin internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the lessons learned and proven approaches with Microsoft Viva. Together you will explore unique and vital challenges with Viva deployments, such as challenges with multiple tenants or multiple organizations in one tenant or challenges with experiences designed for scale - determining if an org is large enough or has enough content for a great experience with Viva Topics and more.
Getting The Most Out Of Microsoft 365 Employee Experience Today & Tomorrow SH...Richard Harbridge
There has never been a time where improving the employee experience has been more critical. Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees.
Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee experiences, how Microsoft 365 is changing, and perhaps more importantly, what organizations are doing today to prepare for it.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Aut...Richard Harbridge
Let Microsoft MVP Richard Harbridge guide you through the exciting world of AI, analytics, and automation in Microsoft 365.
Uncover the innovative ways organizations are optimizing collaboration, communication, and management for employees, leaders, and managers, all while empowering your organization to thrive in an ever-evolving digital landscape.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Rec...Richard Harbridge
Redefine and elevate your SaaS experience.
In today's rapidly evolving digital landscape, Software as a Service (SaaS) platforms are no longer just about providing tools; they're about enhancing user experiences, driving efficiency, and ensuring that businesses stay ahead of the curve. Enter the transformative trio: AI, Analytics, and Recommendations. This session delves deep into the synergistic relationship between these three pillars, illustrating how they can be harnessed to elevate your SaaS experience to unprecedented heights.
Join Richard Harbridge, Microsoft MVP and leading industry expert as he shares best practices and real-world examples from Microsoft 365, SharePoint Online, Microsoft Teams, and Microsoft Viva that advance your SaaS experience.
Together attendees will gain insights into:
Analytics - Understand your user behavior, workflow efficiencies, and areas of improvement. Dive into how Microsoft 365's robust analytics can offer actionable insights to optimize your business processes.
AI - Beyond just data, discover how AI can be a game-changer in action management. Learn how Microsoft's AI capabilities not only predict but proactively address challenges, ensuring a seamless and enhanced user experience.
Recommendations - Personalization is key in today's SaaS world. Explore how Microsoft 365 tailors recommendations based on user behavior, ensuring that each interaction is relevant, timely, and actionable.
By the end of this session, participants will be equipped with the knowledge and inspiration to leverage the power of AI, analytics, and recommendations, transforming their SaaS platforms from mere tools to dynamic, adaptive, and optimized experiences. Join us for this first session of this series and embark on a journey to redefine and elevate your SaaS experience.
Metaverse & The Employee Experience: What You Need To KnowRichard Harbridge
Back in the day we would use 'who installed a browser' that wasn't the default as an 'indirect signal' that denoted a level of individual interest in improving their digital productivity or experience. Nowadays we are swimming in indirect signals - from who organizes the most meetings (named if you use Audit log etc) to dynamics around networking (Viva Insights) to who uses Teams Apps (another great indirect signal of expanding productivity/investing in digital experiences).
What still works best though is direct signals like comments, nominations, champion programs (yearly and NON MANAGER & NON IT focused) and more that help identify people and map them/amplify their visibility as potential super collaborators, those with high amounts of digital debt and those who would better benefit from greater digital fitness or digital experience investments.
Elevate Your Microsoft 365 Experience The Winning Trio Of AI, Analytics & Aut...Richard Harbridge
Let Microsoft MVP Richard Harbridge guide you through the exciting world of AI, analytics, and automation in Microsoft 365.Uncover the innovative ways organizations are optimizing collaboration, communication, and management for employees, leaders, and managers.In this session, you will learn to:• Enhance your organization's potential by learning how to pinpoint areas of focus, tackle risks, and automate tasks for a more productive and efficient workflow.• Delve into the practical applications and benefits of these technologies, from streamlining repetitive tasks to uncovering valuable insights for informed decision-making.• Gain a comprehensive understanding of how to successfully integrate AI, analytics, and automation into your Microsoft 365 environment, empowering your organization to thrive in an ever-evolving digital landscape.
Ideas & Inspiration: Getting Started & Driving Success With Power Platform At...Richard Harbridge
Understanding the many capabilities of the Microsoft Power Platform is essential for any technology leader in today's world. Yet, the more significant challenge for many business leaders is understanding how they can drive meaningful impact in their own business based on these technologies.Power Platform makes incredible things possible at a fraction of the cost. Still, the focus often is on the plumbing or ways Power Platform supports that future state instead of envisioning future states powered by them. This session will focus on the best strategies to leverage when building business momentum around the Microsoft Power Platform. We will explore how organizations inspire and grow their usage of these tools and ideas/examples of Power Platform solutions that drive success for other customers.Join Richard Harbridge, a Microsoft MVP and internationally recognized expert on Microsoft 365 and the Employee Experience, as he shares insight on how to better plan for, prepare for and benefit from the future of the Microsoft Power Platform.
Smarter, Not Harder How AI Is Changing Employee Experience - Reworked Connect...Richard Harbridge
Over the past few years, rapid changes have disrupted how companies lead, enable, empower, and engage around employee experience. Leaders in communications and human resources are all tackling new challenges in connecting with employees and may be overwhelmed with increased communication and collaboration volume, velocity, and variety. To help combat this challenge, rapid innovations in automation and artificial intelligence technology have created new tools for employees and leaders to use and master.
In this masterclass session, Richard Harbridge - a Microsoft MVP and leading industry expert on employee experience - will share insights on how automation and AI technology are revolutionizing employee experience strategies. You’ll learn about the latest trends in AI and employee experience, including the implications of OpenAI for employee experience strategies. You’ll also discover how emerging tech innovations like ChatGPT, Microsoft Copilot, and more are changing the playing field forever.
Whether you’re a leader in communications, technology, or human resources, this masterclass will provide valuable insights and tools to help you empower and enable your employees more effectively and prepare for the future of work. Join us as we explore proven employee experience strategies to help you stay ahead of the curve.
Tackling Employee Experience Today As We Embrace The Future WorkplaceRichard Harbridge
Tackling Employee Experience Today As We Embrace The Future Workplace
The future workplace needs to take into account how the employee experience landscape is changing and the importance of digital experiences throughout the employee journey. The employee experience journey starts before the employee is hired and lasts after they depart. Focusing on the employee experience can feel like a daunting task when reviewing the many different stages of an employee’s journey, but we know understanding and improving these stages can lead to a much more positive employee experience, and maximize the retention, impact, engagement, and performance of the employee.
Smarter, Not Harder How AI Is Changing Communication - Ragan EventsRichard Harbridge
These past few years have accelerated changes and disrupted how companies lead, enable, empower, and engage around communications. Leaders in communications and human resources are all tackling new challenges in connecting with employees and may be overwhelmed with increased communication volume, velocity, and variety. To help combat this challenge, rapid innovations in automation and artificial intelligence technology have created new tools for communicators to use and master, but becoming an early adopter of emerging tech is not without its risks. Join Richard Harbridge, a Microsoft MVP and leading industry expert on employee experience, as he shares insights on the implications of OpenAI for communications strategies, the tech innovations to prepare for today, and how ChatGPT is already changing the playing field forever. * This session description was not written by ChatGPT.
Enhancing Microsoft Teams To Build A Better Digital WorkplaceRichard Harbridge
Today, many organizations have brought the Intranet, or the digital hub of their digital workplace, into Microsoft Teams via Viva Connections. But what else are organizations doing to enhance further, improve upon, and embrace Teams as a hub for not just teamwork, but also corporate communication, social collaboration, networking, and more?
Join Microsoft MVP and 2toLead CTO Richard Harbridge as he shares the unique opportunity Teams apps and solutions provide. Be prepared to explore examples, patterns, and practices for how lines of business in any organization can leverage, extend and integrate Teams to create business-oriented solutions.
Masterclass On Improving & Measuring Onboarding, Retention & Wellbeing With M...Richard Harbridge
85% of leaders say the shift to hybrid work has made it challenging to have confidence that employees are productive. 92% of employees have identified enhancing the employee experience as an essential priority.New challenges are always presented to HR from all sides, and we’re here to help you target critical areas of the employee experience at our free event.Whether you’re looking for strategic guidance or help to achieve technical excellence, our event is full of sessions from world-renowned thought leaders.On February 10th, from 10 AM to 4 PM, learn to avoid new and old challenges, build on existing success, and leverage the latest technology to facilitate your efforts. One lucky winner will walk away with a free $15,000 POC!2toLead CTO and 7X Microsoft MVP Richard Harbridge and 2toLead CEO and 13X Microsoft MVP Kanwal Khipple will lead the event.Together, they helped over 200 digital workplaces globally, plan for and increase the employee experience, keynoted conferences, published books, and published blogs for some major publications like Forbes.Join specialized sessions (business or deep dive tech breakouts) designed for HR leaders or the technical team that supports the digital employee experience.The business and general sessions aim to provide insight into the apparent and hidden value of tackling onboarding, retention, and well-being.The optional tech deep dive breakout sessions aims to walk through how to use and implement Microsoft 365 and Microsoft Viva to improve onboarding, retention, and well-being.Walk away from the event with a greater understanding of the following:- How to identify the most critical areas of the employee experience- How to improve the onboarding experience before and during the process- Building experiences to enable better onboarding- Measure for success- Creating digital employee experiences that help retain top talent- How to track employee well-being- And much more
Getting Started & Driving Success With Power Platform At ScaleRichard Harbridge
Understanding the many capabilities of the Microsoft Power Platform is essential for any technology leader in today's world. Yet, the more significant challenge for many business leaders is understanding how they can drive meaningful impact in their own business based on these technologies.Power Platform makes incredible things possible at a fraction of the cost. Still, the focus often is on the plumbing or ways Power Platform supports that future state instead of envisioning future states powered by them. This session will focus on the best strategies to leverage when building business momentum around the Microsoft Power Platform. We will explore how organizations inspire and grow their usage of these tools and ideas/examples of Power Platform solutions that drive success for other customers.Join Richard Harbridge, a Microsoft MVP and internationally recognized expert on Microsoft 365 and the Employee Experience, as he shares insight on how to better plan for, prepare for and benefit from the future of the Microsoft Power Platform.
Masterclass On Improving & Measuring Onboarding, Retention & Well-beingRichard Harbridge
85% of leaders say the shift to hybrid work has made it challenging to have confidence that employees are productive. 92% of employees have identified enhancing the employee experience as an essential priority.New challenges are always presented to HR from all sides, and we’re here to help you target critical areas of the employee experience at our free event.Whether you’re looking for strategic guidance or help to achieve technical excellence, our event is full of sessions from world-renowned thought leaders.On February 10th, from 10 AM to 4 PM, learn to avoid new and old challenges, build on existing success, and leverage the latest technology to facilitate your efforts. One lucky winner will walk away with a free $15,000 POC!2toLead CTO and 7X Microsoft MVP Richard Harbridge and 2toLead CEO and 13X Microsoft MVP Kanwal Khipple will lead the event.Together, they helped over 200 digital workplaces globally, plan for and increase the employee experience, keynoted conferences, published books, and published blogs for some major publications like Forbes.Join specialized sessions (business or deep dive tech breakouts) designed for HR leaders or the technical team that supports the digital employee experience.The business and general sessions aim to provide insight into the apparent and hidden value of tackling onboarding, retention, and well-being.The optional tech deep dive breakout sessions aims to walk through how to use and implement Microsoft 365 and Microsoft Viva to improve onboarding, retention, and well-being.Walk away from the event with a greater understanding of the following:- How to identify the most critical areas of the employee experience- How to improve the onboarding experience before and during the process- Building experiences to enable better onboarding- Measure for success- Creating digital employee experiences that help retain top talent- How to track employee well-being- And much more
Piloting & Scaling Successfully With Microsoft VivaRichard Harbridge
Getting The Most Out Of Microsoft 365 Employee Experience: Today & Tomorrow
There has never been a time where improving the employee experience has been more critical. Organizations need new and innovative approaches and solutions as work and the workforce change. Today, every organization shares a need to enhance how we communicate and engage, collaborate and connect, and manage and develop employees. The question often hard to answer is, what is the best way to meet that growing need, especially in a way that meets it faster, with less cost and risk?Join internationally recognized industry expert and Microsoft MVP Richard Harbridge as he shares insight into the future of employee communication, employee collaboration, and employee management, how Microsoft 365 is changing these digital employee experiences and perhaps more importantly, what organizations are doing today to prepare for it.
Why You Should Replace Windows 11 with Nitrux Linux 3.5.0 for enhanced perfor...SOFTTECHHUB
The choice of an operating system plays a pivotal role in shaping our computing experience. For decades, Microsoft's Windows has dominated the market, offering a familiar and widely adopted platform for personal and professional use. However, as technological advancements continue to push the boundaries of innovation, alternative operating systems have emerged, challenging the status quo and offering users a fresh perspective on computing.
One such alternative that has garnered significant attention and acclaim is Nitrux Linux 3.5.0, a sleek, powerful, and user-friendly Linux distribution that promises to redefine the way we interact with our devices. With its focus on performance, security, and customization, Nitrux Linux presents a compelling case for those seeking to break free from the constraints of proprietary software and embrace the freedom and flexibility of open-source computing.
zkStudyClub - Reef: Fast Succinct Non-Interactive Zero-Knowledge Regex ProofsAlex Pruden
This paper presents Reef, a system for generating publicly verifiable succinct non-interactive zero-knowledge proofs that a committed document matches or does not match a regular expression. We describe applications such as proving the strength of passwords, the provenance of email despite redactions, the validity of oblivious DNS queries, and the existence of mutations in DNA. Reef supports the Perl Compatible Regular Expression syntax, including wildcards, alternation, ranges, capture groups, Kleene star, negations, and lookarounds. Reef introduces a new type of automata, Skipping Alternating Finite Automata (SAFA), that skips irrelevant parts of a document when producing proofs without undermining soundness, and instantiates SAFA with a lookup argument. Our experimental evaluation confirms that Reef can generate proofs for documents with 32M characters; the proofs are small and cheap to verify (under a second).
Paper: https://eprint.iacr.org/2023/1886
Transcript: Selling digital books in 2024: Insights from industry leaders - T...BookNet Canada
The publishing industry has been selling digital audiobooks and ebooks for over a decade and has found its groove. What’s changed? What has stayed the same? Where do we go from here? Join a group of leading sales peers from across the industry for a conversation about the lessons learned since the popularization of digital books, best practices, digital book supply chain management, and more.
Link to video recording: https://bnctechforum.ca/sessions/selling-digital-books-in-2024-insights-from-industry-leaders/
Presented by BookNet Canada on May 28, 2024, with support from the Department of Canadian Heritage.
Climate Impact of Software Testing at Nordic Testing DaysKari Kakkonen
My slides at Nordic Testing Days 6.6.2024
Climate impact / sustainability of software testing discussed on the talk. ICT and testing must carry their part of global responsibility to help with the climat warming. We can minimize the carbon footprint but we can also have a carbon handprint, a positive impact on the climate. Quality characteristics can be added with sustainability, and then measured continuously. Test environments can be used less, and in smaller scale and on demand. Test techniques can be used in optimizing or minimizing number of tests. Test automation can be used to speed up testing.
Elevating Tactical DDD Patterns Through Object CalisthenicsDorra BARTAGUIZ
After immersing yourself in the blue book and its red counterpart, attending DDD-focused conferences, and applying tactical patterns, you're left with a crucial question: How do I ensure my design is effective? Tactical patterns within Domain-Driven Design (DDD) serve as guiding principles for creating clear and manageable domain models. However, achieving success with these patterns requires additional guidance. Interestingly, we've observed that a set of constraints initially designed for training purposes remarkably aligns with effective pattern implementation, offering a more ‘mechanical’ approach. Let's explore together how Object Calisthenics can elevate the design of your tactical DDD patterns, offering concrete help for those venturing into DDD for the first time!
Essentials of Automations: The Art of Triggers and Actions in FMESafe Software
In this second installment of our Essentials of Automations webinar series, we’ll explore the landscape of triggers and actions, guiding you through the nuances of authoring and adapting workspaces for seamless automations. Gain an understanding of the full spectrum of triggers and actions available in FME, empowering you to enhance your workspaces for efficient automation.
We’ll kick things off by showcasing the most commonly used event-based triggers, introducing you to various automation workflows like manual triggers, schedules, directory watchers, and more. Plus, see how these elements play out in real scenarios.
Whether you’re tweaking your current setup or building from the ground up, this session will arm you with the tools and insights needed to transform your FME usage into a powerhouse of productivity. Join us to discover effective strategies that simplify complex processes, enhancing your productivity and transforming your data management practices with FME. Let’s turn complexity into clarity and make your workspaces work wonders!
Smart TV Buyer Insights Survey 2024 by 91mobiles.pdf91mobiles
91mobiles recently conducted a Smart TV Buyer Insights Survey in which we asked over 3,000 respondents about the TV they own, aspects they look at on a new TV, and their TV buying preferences.
Enhancing Performance with Globus and the Science DMZGlobus
ESnet has led the way in helping national facilities—and many other institutions in the research community—configure Science DMZs and troubleshoot network issues to maximize data transfer performance. In this talk we will present a summary of approaches and tips for getting the most out of your network infrastructure using Globus Connect Server.
GDG Cloud Southlake #33: Boule & Rebala: Effective AppSec in SDLC using Deplo...James Anderson
Effective Application Security in Software Delivery lifecycle using Deployment Firewall and DBOM
The modern software delivery process (or the CI/CD process) includes many tools, distributed teams, open-source code, and cloud platforms. Constant focus on speed to release software to market, along with the traditional slow and manual security checks has caused gaps in continuous security as an important piece in the software supply chain. Today organizations feel more susceptible to external and internal cyber threats due to the vast attack surface in their applications supply chain and the lack of end-to-end governance and risk management.
The software team must secure its software delivery process to avoid vulnerability and security breaches. This needs to be achieved with existing tool chains and without extensive rework of the delivery processes. This talk will present strategies and techniques for providing visibility into the true risk of the existing vulnerabilities, preventing the introduction of security issues in the software, resolving vulnerabilities in production environments quickly, and capturing the deployment bill of materials (DBOM).
Speakers:
Bob Boule
Robert Boule is a technology enthusiast with PASSION for technology and making things work along with a knack for helping others understand how things work. He comes with around 20 years of solution engineering experience in application security, software continuous delivery, and SaaS platforms. He is known for his dynamic presentations in CI/CD and application security integrated in software delivery lifecycle.
Gopinath Rebala
Gopinath Rebala is the CTO of OpsMx, where he has overall responsibility for the machine learning and data processing architectures for Secure Software Delivery. Gopi also has a strong connection with our customers, leading design and architecture for strategic implementations. Gopi is a frequent speaker and well-known leader in continuous delivery and integrating security into software delivery.
SAP Sapphire 2024 - ASUG301 building better apps with SAP Fiori.pdfPeter Spielvogel
Building better applications for business users with SAP Fiori.
• What is SAP Fiori and why it matters to you
• How a better user experience drives measurable business benefits
• How to get started with SAP Fiori today
• How SAP Fiori elements accelerates application development
• How SAP Build Code includes SAP Fiori tools and other generative artificial intelligence capabilities
• How SAP Fiori paves the way for using AI in SAP apps
Epistemic Interaction - tuning interfaces to provide information for AI supportAlan Dix
Paper presented at SYNERGY workshop at AVI 2024, Genoa, Italy. 3rd June 2024
https://alandix.com/academic/papers/synergy2024-epistemic/
As machine learning integrates deeper into human-computer interactions, the concept of epistemic interaction emerges, aiming to refine these interactions to enhance system adaptability. This approach encourages minor, intentional adjustments in user behaviour to enrich the data available for system learning. This paper introduces epistemic interaction within the context of human-system communication, illustrating how deliberate interaction design can improve system understanding and adaptation. Through concrete examples, we demonstrate the potential of epistemic interaction to significantly advance human-computer interaction by leveraging intuitive human communication strategies to inform system design and functionality, offering a novel pathway for enriching user-system engagements.
2. #Share4Biz @RHarbridge
Practical Tools and Techniques
for the SharePoint
Business Analyst & Information Architect
#Share4Biz @RHarbridge
Facilitated By: Richard Harbridge
6. #Share4Biz @RHarbridge
What We Will (Try To) Cover Today:
Morning Focus:
1. Why is SharePoint IA so difficult?
2. Visualizing and Communicating SharePoint Concepts
Afternoon Focus:
3. Making SharePoint IA Decisions
4. Information Architecture Tips and Tricks
14. #Share4Biz @RHarbridge
The CFO Watches Costs Increase
Actually that
requires a third
party product..
Easy! Just need
to customize
one thing…
That requires
enterprise
CALs…
17. #Share4Biz @RHarbridge
Concept Courtesy of Andrew Jolly
1 2
3
4
5
6 7 8 9
10
Abundance Of Helpful Data
1. Area Map
2. Our Direction
3. Our Route
4. Points Of Interest
5. Our Route Risks
6. Upcoming Action
7. Distance/Time To Goal
8. Estimated Duration
9. Current Speed/Limit
10. Current Road
The Destination Matters
What If We Haven’t
Identified Our
Destination/Goal?
23. #Share4Biz @RHarbridge
We would like to automate and improve our
‘paper based’ ‘legal’ ‘contract mngmt’’
‘contract rview’ processes. Specifically we would like
to ‘imprv request rspnse time’ by…
24. #Share4Biz @RHarbridge
Legal Contract Solutions
• Contract Review Workflow
• Request Contract Review Form
• Integration with ClientDB
• Client Contracts Site
27. #Share4Biz @RHarbridge
Prioritization Example
I have a difficult solution. It’s an 8 in difficulty (out of 10).
I have an easy solution. It’s a 2 in difficulty (out of 10).
The expected value of the difficult solution is 4 (out of 10).
The expected value of the easy solution is 6 (out of 10).
Estimated Value
Estimated Difficulty
28. #Share4Biz @RHarbridge
Centralize
Knowledge and
Resources
Enhance
Collaboration
Automate and
Improve Business
Processes
Enhance
Governance
Model
Reduce
Redundancy and
Improve Efficiency
Centralize
Knowledge and
Resources
Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0
Enhance
Collaboration Improve BP - 2 Governance – 2
Redundancy –
2
Automate and
Improve Business
Processes
Governance – 1
Redundancy –
1
Enhance
Governance
Model
Redundancy –
1
Reduce
Redundancy and
Improve Efficiency
Paired Comparison Matrix
Objective Weight Importance
Centralize 5 35.71%
Collaboration 0 0%
Improve BP 2 14.29%
Governance 3 21.43%
Redundancy 4 28.57%
33. #Share4Biz @RHarbridge
Why Iterative?
SharePoint is a very large platform.
It takes time to understand SharePoint.
SharePoint is great for rapid prototyping,
and for proof of concept work.
It ensures there is enough time to
review, adjust, and communicate.
36. #Share4Biz @RHarbridge
SharePoint Solutions (Evolution)
*Super Simplified
Business
Intelligence
Driven
Business
Process Driven
Collaboration
Driven
Information
Driven
Communication Collaboration
Workflow/
Auditing
Reporting
Dashboards
38. #Share4Biz @RHarbridge
Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…
SharePoint will be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
…
SharePoint will not be…
42. #Share4Biz @RHarbridge
A Lesson Courtesy Of The Mars Rover
Primary among the mission's scientific
goals is to search for and characterize a
wide range of rocks and soils that hold
clues to past water activity on Mars.
49. #Share4Biz @RHarbridge
Pre
Launch
Launch Flight Landing
Post Launch People Think…
Have we
succeeded in
gaining
adoption?
Have we
achieved our
objectives?
What are our
objectives?
How will we
achieve them?
Don’t blow up!
What feedback
are we getting?
How should
we adjust our
trajectory?
52. #Share4Biz @RHarbridge
How Important Was Launch?
Concept Courtesy of Andrew Jolly
Launch
How many people understood
how much was involved in
planning for launch?
How many people understood how
much was involved after launch?
Post Launch
66. #Share4Biz @RHarbridge
When To Demo SharePoint
When you need help scoping requirements and
managing expectations.
When you need help building awareness.
When validating requirements and solution approaches.
When you want to get people excited!
When Not To Demo SharePoint
When you haven’t identified any of the audiences needs.
When you aren’t familiar with the tool/feature set being
demonstrated.
67. #Share4Biz @RHarbridge
How do you scale this?
Send a questionnaire/survey before/after…
You have three primary goals:
• Get people excited enough to respond in the
survey/questionnaire.
• Evangelize a better way of doing things.
• Better understand people’s needs/pain points.
82. #Share4Biz @RHarbridge
Customer Type
• Lab
• Hospital
• Clinic
• Mobile
Sector
• Private
• Public
Size
• Large
• Medium
• Small
Location
• Urban
• Rural
University
• Yes
• No
Metadata
86. #Share4Biz @RHarbridge
Name _________
Emp. # _________
Date _________
Dates Requested:
From __________
To: __________
Manager ________
Approved Y/N
Name _________
Emp. # _________
Date _________
Drug Used:
Name __________
Cost: $ _________
Manager ________
Approved Y/N
Vacation
Request
Drug
Reimbursement
93. #Share4Biz @RHarbridge
Navigation Systems
• Global navigation
• Local navigation
• Breadcrumbs/Up One Level Control
• Contextual navigation
• Supplemental navigation
– Sitemap
– A-Z Index
– Guides
96. #Share4Biz @RHarbridge
“Card sorting is a great, reliable,
inexpensive method for finding
patterns in how users would expect
to find content or functionality.”
- Donna Spencer
http://www.amazon.com/Card-Sorting-ebook/dp/B004VFUOL0
97. #Share4Biz @RHarbridge
Why use Card Sorting?
• Card sorting can help you identify trends
– Do the users want to see the information grouped
by subject, process, business group, or
information type?
– How similar are the needs of the different user
groups?
– How many potential main categories are there?
• What should those groups be called?
98. #Share4Biz @RHarbridge
Types of Card Sorting
• Open Card Sorting
– Participants are given cards showing site content
with no pre-established groupings.
• Closed Card Sorting
– Participants are given cards showing site content
with an established initial set of primary groups.
104. #Share4Biz @RHarbridge
Advantages of Card Sorting
• Simple
• Cheap
• Quick to execute
• Established
• Involves users
• Provides a good foundation
105. #Share4Biz @RHarbridge
Disadvantages of Sorting
• Does not consider users’ tasks
• Results may vary
• Analysis can be time consuming
• May capture “surface” characteristics only
107. #Share4Biz @RHarbridge
Analyze Existing Content
• What type of content is it?
• How is the content organized
today?
• What is the purpose of the
content?
• Who is the author of the
content?
• What format is the content in?
• Who uses the content?
• Where is the content currently
located?
110. #Share4Biz @RHarbridge
Use Survey Tools!
Compiling results from 20 to 50
participants using excel
sheets/hand outs can be
painful.
If you expect many responses
use a survey tool instead.
113. #Share4Biz @RHarbridge
• Document Name
• Document Purpose (Summary Description)
• Primary Document File Type (doc, xls, pdf, etc)
• While it may be other possible to have multiple file types for a single identified document for the
scope we should limit this to the primary/expected file type.
• Primary Owner
• There are three ways to approach this. Based on the organizations need (and the scope) I am
recommending only going down to potentially role (though this can be intensive in regards to
time/effort).
• Which ‘department’ or business unit owns this?
• What ‘user role’ owns this?
• Who are the users who typically (by name) own this?
• Primary Origin (Received from)
• We could identify other origins, but based on the scope I don’t think this would be feasible for the
first phase.
• Primary Destination (Sent to)
• We could identify other destinations but based on the scope I don’t think this would be feasible.
• Privacy Classification
• Keep this simple. Confidential, Public, etc – this combined with owner should allow the
organization to pinpoint higher risk/complicated privacy/permission scenarios.
• Estimated Existing Volume
• How many of these documents (high level) does the organization expect exist?
• Estimated Creation Frequency
• How often do these documents get created?
• Notes/Remarks
123. #Share4Biz @RHarbridge
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
Thank You For Joining Me This Morning
Organizers, Sponsors and You for Making this Possible.
126. #Share4Biz @RHarbridge
Governance and IA?
Home Page
Functional Areas
Department Site –
“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Open
to all employees
TEAM SITES: Generally
open to team members
Tightly
controlled,
formal
governance
Looser control,
less formal
governance
Some control,
some formal
governance
“PRIVATE” SITES: Open
to business group
members
Animated Slide Provider: Susan Hanley
128. #Share4Biz @RHarbridge
Incorporate Feedback Planning
Couldn’t Find What You Were Looking
For? Let Us Know (On Search Pages)
Do You Like The New Homepage Design?
Click I Like It or Leave A Note!
(Simple front end code/webparts means users don’t
even have to go to the ribbon.)
Intranet Design or Improvement
Contests
Want More? Give Users a Bookmark
Feature and Analyze User
Bookmarks
Blog New
Features/Changes and
Encourage Comments
Provide Feedback Button & Custom List
How about a site review process
where you encourage feedback?
129. #Share4Biz @RHarbridge
SharePoint Containment Hierarchy
Documents, Items and
Pages
Folders and Document
Sets
Libraries and Lists
Sites
Site Collections
Databases
Web Applications
Servers
Farm
What we care about from an
information architecture
perspective.
130. #Share4Biz @RHarbridge
SharePoint Containment Hierarchy
Metadata
Item
Documents, Events, Pages, Custom Item, Image, etc.
Folders and Document Sets
Lists
Doc Libraries, Pages, Calendars, Discussions, Surveys, etc.
Sites
Team Sites, Publishing Sites, Meeting Workspaces, etc.
Site Collections
140. #Share4Biz @RHarbridge
When To Use A Site Collection
Site Collection 1 Site Collection 2
Webparts &
Aggregation
Webparts &
Aggregation
Masterpages
& Page Layouts
Masterpages
& Page Layouts
Search Across Site Collection Boundaries
Navigation Navigation
141. #Share4Biz @RHarbridge
When To Use A Site Collection
Group A
Group B
Group C
Collection Admin A
Collection Admin B
Group Y
Group Z
Collection Admin Y
Collection Admin Z
Site Collection 1 Site Collection 2
142. #Share4Biz @RHarbridge
Purpose of a List?
• To Replace Excel
Spreadsheets
• To Track Complex Input From
Multiple People
• To Centralize Storage and
Retrieval of Content
• To Provide Validation, Easy To
Use Online Forms
• To Reduce Duplication of Effort
144. #Share4Biz @RHarbridge
When To Use a Single List
• You want to simplify viewing the same set of
items.
(When dispersed across many lists it requires additional effort to
aggregate the lists).
• You want to search for items in the same
location.
(When dispersed across many lists it requires additional effort to
configure search scopes).
• You want to easily apply consistent versioning,
approval, metadata or form settings.
• You want to receive consolidated updates on
the collection of items (alerts or RSS).
145. #Share4Biz @RHarbridge
When To Use Multiple Lists
• You don’t expect people to need summaries of
the items together.
(When dispersed across many lists it requires additional effort to
aggregate the lists).
• You need to apply different versioning,
approval, metadata, or form settings.
• You want to distribute management of
versioning, metadata, workflows or form
settings.
• You do not need to receive consolidated
updates (alerts or RSS).
147. #Share4Biz @RHarbridge
Calendar or Calendar View?
Capabilities Calendar list Calendar view
Supports direct creation and editing of
calendar entries.
Yes No
Supports calendar overlays and group
calendars.
Yes Doesn't apply
Supports future dates without requiring
creation of a stub.
Yes No
Can view future dates once 'stubs' are created
in the library or list.
Doesn't apply Yes
List or library updates affect the calendar. No Yes
Calendar updates affect the list or library. Yes Not typically
Simplest option if you already have a list that
includes a date option.
Yes
http://sharepoint.microsoft.com/Blogs/GetThePoint/Lists/Posts/Post.aspx?ID=554
149. #Share4Biz @RHarbridge
When To Use a Single Library
• You want to simplify viewing the same set of
documents.
(When dispersed across many libraries it requires additional effort
to aggregate the libraries).
• You want to search for documents in the same
location.
(When dispersed across many libraries it requires additional effort
to configure search scopes).
• You want to easily apply consistent versioning,
approval, metadata or form settings.
• You want to receive consolidated updates on
the collection of documents (alerts or RSS).
150. #Share4Biz @RHarbridge
When To Use Multiple Libraries
• You don’t expect people to need summaries of
the documents together.
(When dispersed across many libraries it requires additional effort
to aggregate the libraries).
• You need to apply different versioning,
approval, metadata, or form settings.
• You want to distribute management of
versioning, metadata, workflows or form
settings.
• You do not need to receive consolidated
updates (alerts or RSS).
151. #Share4Biz @RHarbridge
What Can You Do With A Document?
New/Upload
New Document
Upload Document
Upload Multiple Documents
New Folder
Collaborate
Edit Document
Check Out/Check In/Discard Check
Out
E-mail a Link
View Version History
Alert/Notify Me
Manage
Edit Document/Folder Metadata
(Title, Name, etc)
Manage Document Permissions
Delete Document/Folder
Re-Order Documents/Folders
(Explorer View/Move
Documents/Copy Documents)
Download a Copy
158. #Share4Biz @RHarbridge
Require Check Out?
Work Around: Navigate to Manage
Content and Structure and then to the
library. Select all of the documents and
choose Check In from the action menu.
160. #Share4Biz @RHarbridge
Require Check Out?
Work Around: By turning the require
check out option off we can make edits in
the data sheet view temporarily and then
re-active require check out.
164. #Share4Biz @RHarbridge
• Office 2007 and Office 2010 let’s the user know
it is being used by someone else.
• This eventually times out.
(15 mins on XP – 60 mins on Vista/Win7)
• Other formats don't notify user.
Don’t Require Check Out?
165. #Share4Biz @RHarbridge
Require Check Out?
• You do not need to co-author documents.
• You do not need to bulk update metadata.
• There is typically a high number of people
updating the documents in this library.
• Updates are made frequently to the same
documents by different people.
166. #Share4Biz @RHarbridge
• You do need to co-author documents.
• You do need to bulk update metadata.
• There are few people updating documents
in this library.
• Updates are not made frequently to the
same documents by different people.
Don’t Require Check Out?
193. #Share4Biz @RHarbridge
What’s wrong with folders?
• Deep structures hard to
navigate
• Finding stuff is hard
• Figuring out where to put
stuff is even harder
• Stuck with a rigid structure
• Search is not the silver
bullet
197. #Share4Biz @RHarbridge
Really? No more folders? Ever?
• What situations would you use folders?
• Subdivide large libraries/lists
• Security/Permissions This is a favourite of mine
• Ease of use for users
Really? No more folders?
Really?
198. #Share4Biz @RHarbridge
Downsides of Metadata
• No free lunch (there is pain here)
• Awful architectural choices to make
– Multiple site collections
• Good Practice
• Bad for Metadata
• Maintenance headache
– Can be mitigated
• Define at top level if possible
199. #Share4Biz @RHarbridge
Folders for easy permissions
• Create folder
• Set permissions
• Create view
without folders
• Easy for users
(they only see
what they are
supposed to)
214. #Share4Biz @RHarbridge
Turn off “Available for Tagging”
• Add sub elements: Proposal, Quote, Invoice
• Leave “Available for Tagging checked”
215. #Share4Biz @RHarbridge
Term Store Manager
• Painful & Slow
• Needs a better way
• I created a ‘toy’ to try out some ideas
• http://bit.ly/ruveng-mmts
– Article links to other solutions (Excel)
218. #Share4Biz @RHarbridge
To Sum Up…
• SharePoint 2007
– Folders BAAAAD!
– Never use them
– Except when the situation warrants
• SharePoint 2010
– Folders GOOOOD!
– Never use them
– Except when the situation warrants
228. #Share4Biz @RHarbridge
Folders vs. Document Sets
Document
Library
Document
Folder
Document
Document
Folder Folder Document
Document
Set
Document
Folder
Folder
Document
Set
Document
Document
229. #Share4Biz @RHarbridge
Special Mention: SharePoint 2013
Document Set Improvements
• Support for OneNote notebooks
• Document set icon in search results
• Folders supported
– Also for default documents set for document set
• Support for easier aggregation
– CBS & CBQ web parts understands document sets
• Better developer support
– Client side and Server side API improvements
• Versioning improvements*
– Capture full document set as version
• Search directly in document set
230. #Share4Biz @RHarbridge
Sites vs Pages?
• See this great whitepaper by Susan Hanley and Scott Jamison
http://www.microsoft.com/download/en/details.aspx?id=125
00
236. #Share4Biz @RHarbridge
Choice vs Lookup Column
• Susan Hanley – At it again!
http://cloud.snappages.com/b8898dc2c08e137d03449de65b9
e82e108c15658/Choice_v_Lookup_Column_Tradeoffs.pdf
238. #Share4Biz @RHarbridge
Giving Estimates
Two Simple Tricks For Making Better Estimates
Never Give a Single Number
6 Hours!
At least 2 hours… 4
hours maybe?
How Long Will X
Take You?
16? Way too much. 8 Tops.
I better pick something
in between…
Forgotten/Not Shared
Now That We Have Our
Magic Number
239. #Share4Biz @RHarbridge
Always Give Ranged Estimates
Two Simple Tricks For Making Better Estimates
Ranged Estimates Help Communicate
Confidence and Set Expectations
2-8 Hours!
241. #Share4Biz @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
OR
Within Range
Actual Result
OVERCONFIDENT
242. #Share4Biz @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
OR
Within Range
Actual Result
LESS CONFIDENT
243. #Share4Biz @RHarbridge
Are You Confident In That Range?
Two Simple Tricks For Making Better Estimates
OR
Within Range
Actual Result
90% Confident
244. #Share4Biz @RHarbridge
Give 90% Confident Ranged Estimates
Two Simple Tricks For Making Better Estimates
2-8 Hours!
Within Range
=
248. #Share4Biz @RHarbridge
Adoption Curve Of Systems
• If you say that SharePoint will
solve all issues quickly you will
fail
• There is ALWAYS a loss of
productivity
• It’s the number one reason that
executive support is needed
Courtesy of Michal Pisarek
249. #Share4Biz @RHarbridge
Typical workers produce 3+ GB of data per year.
30% of a typical workers day is spent searching for
information.
In a 1,000 employee company lost productivity costs
approximately $5 million a year.
Public Statistics can help…
Source: “The Enterprise Workplace,” IDC, 2005
Source: IDC, 2003
Source: “Hidden Costs of Information Work,” IDC, 2006
250. #Share4Biz @RHarbridge
Statistics within the Organization
are better.
20% of our IT Support people who travel do not have access to
our IT policies and support documents when travelling.
4 out of 5 of our workers do not know that we have an
employee disaster relief fund.
Currently we pay for full licensing on 7 different enterprise
document management solutions.
Source: “Support Review Q4,” IT, 2012
Source: “HR Employee Benefits Survey,” HR, 2012
Source: “Financial Audit of Licensing Costs,” Finance, 2012
255. #Share4Biz @RHarbridge
Advantages Disadvantages
SharePoint
Group
• Not reliant on AD (if your AD is
a mess)
• Distributed ownership and
management options
• Managed by users
• Can be managed by the
SharePoint Object Model
• Members of these groups are
visible to users in SharePoint.
• Only used in SharePoint
• Managed by (potentially)
untrained users
• One more place to manage
security (independent of AD)
• Cannot contain another
SharePoint group as a
member.
Active
Directory
Group
• Managed by domain
administrators
• Available in many systems
• Centralized management and
easier removal
• Difficult to determine
permissions assigned to
people
• Requires lots of planning
• Members of these groups are
not visible in SharePoint.
• User can only be a member of
1024 AD groups (recursively).
SharePoint Groups vs AD Groups
263. #Share4Biz @RHarbridge
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
Thank You For Joining Me This Afternoon
Organizers, Sponsors and You for Making this Possible.
My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you.
“When you don’t know where you are going any road will get you there.” – Lewis Carroll
You take the estimated value and divide that by the estimated level of difficulty then times (*) it by 100 to get the percentage of ROI.
Speak to Owen Allen (creator of this map) for details on this
Just like in our IT projects it wasn’t really one launch due to the complexity. It was multiple launches to get us on the right trajectory towards our goal/objectives.
If you think dealing with Attorneys and users is a challenge imagine having to plan for hard Martian soil, extreme temperatures and storms.
Even after it had landed it had to ‘travel’ away from the landing site in order to start taking samples/getting a better understanding of the area.
Even after reaching our destination there is still the hard work of gathering the data. Then the hard work of verifying and validating the data.
Look at launch and the initial 3 months worth of missions compares to the number they actually had!
It’s critical to understand the importance of not just launch, but the mini launches that adjust our trajectory, and the travel and importance of communication, and finally the landing and it’s importance.
Requirements is NOT the right word to use here (but you have to because your clients and stakeholders expect it).(Sue Hanley first pointed this out to me.)
Because I said so, and I’m the customer.If you don’t include my requirement, I’ll shoot!One of my biggest jobs as a SharePoint BA is to manage this desire. My three rules of SharePoint: Simplicity, simplicity, simplicity
What if we say: We can do that for $10.Client says: Go for it!
What if we say: We can do that… for $1 Million.Client says: Wait a sec – maybe we can think of some alternatives(Hey! Maybe it’s no longer a ‘requirement’)
What would you like SharePoint to do?Well, what can it do?Tons! Let me show youWhat do I need that for?Well, it depends… what do you want it for?Well, it LOOKS cool – sure: I want it.
But First: DO NOT DEMO SharePoint Confuses peopleSets unreasonable expectations
Now, it’s ok to build a demo: Use their language, colors, logoShow ‘day in the life’ type scenario
What would you like SharePoint to do?Well, what can it do?Tons! Let me show youWhat do I need that for?Well, it depends… what do you want it for?Well, it LOOKS cool – sure: I want it.
How do you sort CD’sArtist?Title?Year?Genre?Colour?You have to decide up-front – and stick to it –because the objects are physical
What if the store was full of unlabeled tin cans?You would need to open every can to see if had what you wanted(Tin can example originally suggested by Serge Tremblay)
Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.
Items are grouped by area (canned fruit, canned sauce, canned vegetables)Signs point you to the correct area so that you can quickly find what you need.BUT: Because the objects are physical, you need to pick a method and stick to it
This uses the base metaphor that we live with every day.The concept of a “file” and a “file folder” as a way of storing digital data is a metaphor taken from the world of paper managementIt has become so ingrained, that we think of it as natural, but it’s not: It was invented in 1983 by Apple (wikipedia)
All your files are stored in one folder and their names are completely meaninglessThis is like the unlabeled cans: You have to open each file to see what it contains
You have a bit of a better situationThe naming convention lets you find the file you need (but there’s no way to sort by year)Rely on users to follow the naming convention (religiously)
A ha!Now we’re in great shape. We’re like the supermarketStructured and LabelledBUT...
... then, you hire a summer internWho doesn’t know the folder hierarchy and makes up their own
Findability is challengingPutability is the real problemThis is Bill English’s word for knowing where to save a documentWhat if we could make putability easier while also improving findability?This is the promise of metadata
So, let’s create an alternative structure that is logically equivalent, but that makes putability much easier while preserving findabilityBy the way: One way to start to figure out an organization’s metadata is to look at the folder names.You will probably not want to simply copy this, but it can be a good guide/starting point
Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
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Is this too many to ask for?Do we force users to answer all these questions/enter all this data?
Instead of confusing people with the SharePoint interface, I use a familiar tool: ExcelUsing some simple macros, I am able to illustrate the power of filters and views.There’s no free lunch however: People now have to enter metadata.We can simplify this by defaulting values like “Date” to today and “Year” to current year.We can leverage content types as well
Think of them as different forms with slots to fill in.Two documents may have overlapping slots (or, metadata).It may make sense to store these two types of docs in the same library (HR Requests), but use content types to drive workflow, policy and prompt users only for the metadata that applies.[ANIMATED]
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MindManager (from MindJet) is a tool that has changed the way I work. Here is a quick demo of how it works.
Using Mind Maps for navigational design makes this process MUCH faster and more efficient.
A technique to get input orfeedback from usersYou may have great ideas of how to organize you intranet, but you users may have different ideasDonna Spencer says: “Card sorting is a great, reliable, inexpensive method for finding patterns in how users would expect to find content or functionality.”
The analysis can be useful, but it is the process of watching people do the sorts that helps provide the real value
First, I do a presentation about what metadata is to a collection of groupsGive them homeworkThen, bring them back to build taxonomy: This needs to be done with just one group at a time
Using mind-mapping tools to build the taxonomy from the homeworkI use MindJet MindManager – and I like and highly recommend it.There are other tools that are less expensive.
What is wireframing?Creating page mockups that show the function and structure of the page without the fonts/colors/images, etc
This tool called ‘Balsamiq’ makes it extremely simple and fast to make wireframes.They look cartoonish, but that makes it easy to focus on what’s important (not color, font, etc.)
Even without building an automated workflow, it’s essential to understand the business process of your customers.Use BizAgi (which is free to download) or Visio 2010 to map these processes.
If you are lucky, you can take the results of these workshops and activities and create a roadmap for a phased, rational approach to SharePoint deployment. Push HARD to do this step.Summarize workshop resultsBuild Gap AnalysisIdentify dependenciesLay out a timeline (not a project plan at this point)
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
The Controlled IntranetIf your goals are to create an environment that nurtures the sharing of knowledge and intellectual property (IP), there are two critical success factors that must be adhered to.We must make the addition of knowledge in the solution as simple as possible. This is accomplished by:Thoroughly understanding how our Information Workers perform their daily job duties.Craft a solution that simplifies these duties by automating operational business processes.Implement your Intranet in such a manner as to ease where this knowledge is stored.Provide a solution that makes locating information quick and simple so our Information Workers can make better, informed business decisions. We accomplish this by:Providing topical, functional and task-based site structures that aggregate knowledge in a manner making it easy to locate based on a need.Architect knowledge in such a manner as to provide “very” relevant search results.The only way for you to successfully deliver a solution that adheres to these two critical success factors is to architect your corporate knowledge (information) in a manner that lends itself to aggregation and search. And, the only way to do that is through a detailed and carefully thought-out taxonomy. Simply tossing information into lists and libraries will only result in yet another repository that is similar to a file share. For an organization to successfully implement a controlled environment that improves operational efficiencies requires governance. The term governance itself implies rules, policies and best practices for the flow of information through an organization.Collab areas:It is also in the collaboration environments that you will find the greatest number of sites. Make sure you set the appropriate expectations (communicate, communicate, and communicate):Information in these sites is less structured; which means you will typically see less relevant search results.This area can quickly grow to thousands of sites. Don’t let 5,000, 10,000 or even 30,000 sites scare you; simply make sure you have the appropriate infrastructure to support it.Govern the amount of information that can be stored on each site; configure quotas.Govern the length of time a site may remain inactive. Provide a means of archival.Do Collaboration Sites Ever Become Controlled?Absolutely! You may find that a team creates a secure collaboration environment to start a community of practice. Over time, information may become key to driving success in the organization. In such a situation, the team may ask to convert the site to a more structured environment so its content is available to everyone in the organization.There are many ways of accomplishing this task. The easiest is to leave the site intact, and move it through your internal architecture/design processes. These processes will force some level of structure, including taxonomy; which will make the information available for aggregation and search (even constrained search). You can then update your search configuration to include its content in a manner that best suits your organizational information needs. Another approach would be to provide a controlled means of moving the site and content to the Controlled Intranet Site Collection.
To Impose Specific Storage QuotasWith SharePoint Site Collections you can define specific storage quotas and email warnings to notify users when they are approaching a defined threshold on their site collection storage.To Impose Specific Sandbox QuotasWith a SharePoint Site Collection you can define the maximum number of points sandbox solutions can use per day. Additionally you can also configure an email warning when storage exceeds a certain number of points.
For Search SeparationFor Workflow Separation
So Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)
For Search SeparationFor Workflow SeparationSo Your Site Collection Does Not Have The Same Active (or Inactive) Site Collection FeaturesThere are many times when this comes in handy. In SharePoint 2010 there are quite a few Site Collection level features you may not want active on specific site collections.Site collection features that are not active on other site collections (for example, the Publishing Infrastructure feature)To Have a Separate Help Library to Store Custom Help
Disadvantages of Using Site CollectionsAll out-of-the-box Web Parts understand and work well within the boundaries of a Site Collection. None of them, including the significantly used Content Query Web Part, will cross Site Collection boundaries. Thus, the aggregation of information across Site Collection boundaries is not possible using out-of-the-box Web Parts.You need to consider this when determining how you will split your information across Site Collections. Any situation that requires you to aggregate and display information across Site Collection boundaries will require a custom development effort or the purchase of a 3rd party Web Part.Your branding and content publishing customization efforts will also have to be duplicated. Currently, all master pages, page layouts, and CSS files, common publishing images and reusable content is bound to a Site Collection.
For Security Management Benefits:Every site collection creates a security boundary between one collection of sites and another collection of sites. Each site collection has its own collection of SharePoint groups and ACL references.You cannot see a complete list of Users who have permissions to the site or ObjectUsers are members of more than one AD GroupWork backwards to figure out permissions2010 – 1000 objects in an ACL, 5000 Objects per SharePoint GroupThe more ACLs you have, the more ACLs you have to manageKnow the Software Boundaries and Capacity limits http://technet.microsoft.com/en-us/library/cc262787.aspxFor Privacy or Management Benefits and Different Site Collection AdministratorsEach site collection has a role of “Site Collection Administrator” and a person or more assigned to that role. There are times when either for privacy/confidentiality reasons you cannot have a specific site collection administrator with the rights to see that sites content, or where you have different people that should be assigned to manage that collection of sites. The second is an extremely common scenario in large enterprise organizations where there is a need to distribute the technical ownership of site collection administration.
Your group needs to see summary information about the list items or different views of the same set of items. For example, a manager may want to see the progress on all technical issues for an organization or see all the issues that were filed within the same time period. People want to browse or search for the issues in the same location on a site. You want to apply the same settings to the list items, such as tracking versions or requiring approval. The groups working on the list share similar characteristics, such as the same levels of permission. Unique permission can be applied to specific list items, but if the levels of permission vary greatly, consider multiple lists. You want to analyze information about the list or receive consolidated updates for the list. You can receive alerts when the list items are changed or see the changes to a list by using RSS technology. RSS feeds enable members of your workgroup to see a consolidated list of information that has changed.
You don't expect people to need summaries of the items together. The groups of people working with the information are distinct and have different permission levels. You need to apply different settings, such as versioning or approval, to multiple sets of items. You do not need to analyze the items together or receive consolidated updates about the list.
Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
Use if you have clear organizing requirementsDeploy a good Search Architecture Search Based NavigationDon’t forget to turn on the Content Organizer Feature – on the Target Site too!Don’t forget to implement Content Types in the Target LibrariesTeach the users!
Never, ever, use folders!Except when it makes sense to do so.[ANIMATED]
Ease of use for users: File Open/Save – reduce metadata load
Managed Metadata ServicesTerm StoreHierarchical collection of termsMultilingualSynonymsLimitMaximumvalueLimittypeNotesMaximum number of levels of nested terms in a term store7SupportedTerms in a term set can be represented hierarchically. A term set can have up to seven levels of terms (a parent term, and six levels of nesting below it.)Maximum number of term sets in a term store1000SupportedYou can have up to 1000 term sets in a term store.Maximum number of terms in a term set30,000Supported30,000 is the maximum number of terms in a term set.Note:Additional labels for the same term, such as synonyms and translations, do not count as separate terms.Total number of items in a term store1,000,000SupportedAn item is either a term or a term set. The sum of the number of terms and term sets cannot exceed 1,000,000. Additional labels for the same term, such as synonyms and translations, do not count as separate terms.Note:You cannot have both the maximum number of term sets and the maximum number of terms simultaneously in a term store.
Webpage (instead of just a folder name and possible metadata)
Synchronization of metadata The ability to synchronize metadata allows users to change metadata on multiple items at once within a collection of content. Frequently users will want to do a bulk change of metadata stored within a folder. The most common way to achieve this using Folders is by utilizing the Datasheet View for document libraries, which allows users to bulk change properties quickly. However, this can be error prone and has limitations, such as the inability to change Managed Metadata fields. In contrast, Document Sets allow the ability to configure a column as a Shared Column. Shared Columns then share metadata across the entire Document Set. By changing the column value at the document set, all content contained within the Document Set will be updated with the new value without the user manually having to change each individual document. Another advantage is that all columns types are supported, so users can also easily change Managed Metadata columns for all content as well.
Running workflows on multiple items with SharePoint Designer Running workflows on multiple items is another commonly asked for requirement in many organizations. The ability to send multiple items through an approval process is something that commonly appears on a list of requirements when organizations are implementing SharePoint. With folders there is really no other option than to manually start an Approval process on each item. Unfortunately even though you can now select multiple items to perform actions on within Lists and Libraries, you cannot do this with workflows. If you have ten documents that you need to send through an Approval process, then it's a rather laborious process. Of course you can create custom workflows in .NET code to solve this issue and it's a good example of where the new Site Workflow type may be used. However, if we are limiting ourselves to out-of-the-box or SharePoint Designer declarative workflows then we are out of luck. With Document Sets we have new Workflow Actions available in SharePoint Designer 2010. This means that we can indeed send an entire Document Set through an Approval Process. Since a Document Set includes multiple documents, we are in effect sending multiple items through an approval process
Provisioning of default content The ability to create a template and have this reused when a user is creating a document is commonly used in SharePoint. The power of Content Types within the platform can be harnessed very effectively to create these templates and deploy them across multiple sites. However, often we don't require just a single document to be created, but rather a collection of documents to be provisioned. For example consider a project submission pack or a RFP Response that consists of multiple documents. In an ideal world, a user would be able to create collections of documents quickly and easily. If using the folder approach, you can only create single documents, one at a time. So if a user wanted to create a project submission pack then they would create the folder that would house these documents, and then create each individual Content Type one at a time. This is obviously a cumbersome approach. In contrast Document Sets allow us to provision default content when the Document Set is created. So if we create a RFP Response Document Set we can choose to have default content created when a user creates the Document Set:
Folders can have folders under them etc. Doc sets cant.
The first tip I will give is to never ever give a single number. As an example when asked how long it will take to make ‘report A’ let the requester know a range that you feel comfortable with. Why a range? Realistically in a quick situation like that if you don’t give a range it won’t indicate how uncertain you are about the estimate.If you were thinking about the request and felt like the task would take somewhere between 2-8 hours then communicating only a single value guess such as ’6 hours’ can be misleading as it doesn’t include any information about how confident you are.
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
Now onto the difficulties of even coming up with a range of possibilities. One of the hardest parts of estimating is coming up with a range you feel really confident in.Basically when you give an estimate you should give a range that you feel 90% confident that the real value will fall within that range (90% is the suggested optimal confidence level due to the effort involved in getting more than 90%).You don’t have to be perfect but you have to feel willing to bet on it.In other words if you consider giving a range of 2-8 hours on a task as an estimate you should confirm that you are actually 90% confident that the total time will fall between that range. There is a trick (one of many) that Douglas mentions in his book that is easy to remember and use for testing whether you are actually close to 90% confident about an estimate.Imagine that you win $2000 in one of two ways:A) You will win $2000 if the true time it takes turns out to be between the upper and lower bounds you provided. If not then you win nothing.B) You draw a M&M at random from a bag of 9 red M&M’s and 1 blue M&M. If the M&M is red you win $2000. If it is blue you win nothing.Which option would you take? If you choose B) (which statistically most people do) then it means you might not be 90% confident but actually less confident (say 80%, 60% etc). If you choose A) it’s also not really what we want because it means you are probably over confident (especially if you felt strongly geared toward A). So you adjust the bounds (upper and lower) until you find a place where you feel indifferent between option A) and B) – that is ‘probably’ your 90% confidence level for this estimate.It’s not as complicated (or in some ways as effective) as many other methods you can use to calibrate how confident you are about your estimates but it works and is easy to remember and start implementing immediately.
So the first thing we need to agree on is that quickly estimating a ‘single number’ (without math/careful consideration) typically leads to poor results in both setting the right expectation and being accurate.
more than 1000 security scopes (broken inheritance) leads to performance degradation. 50k scopes per list/doc lib is a limit or - more than 50k unique permissions per list is a hard limit.The Practical Limit? 2000 users/groups given access5k users/ad groups per sharepoint groupWhen you add a user or group to a unique ‘scope’ (broken permissions) it actually adds that user or group with ‘limited access’ to each scope in the hierarchy above the item…Best practice: Rely on group membership instead of indivudal user membership in the scopes. For example, if a single group can be used in place of 1,000 users, the scope will be 999 membership entries smaller for the scope and any of its parent scopes which will be updated with Limited Access rights for that single group instead of all 1,000 individual users with Limited Access rights. This additionally helps increase the speed of Limited Access rights push and ACL recalculation at the parent scope objects.Deep hierarchies also impact performance considerably. So try and avoid very deep hierarchies with unique permissions.
Note: We do not recommend that you use SharePoint groups to assign permissions to sites, because when a SharePoint group is used to assign permissions, a full crawl of the index occurs. Instead, we recommend Domain groups to be used.
We recommend that you use FGP for only those business cases for which it is required. FGP can be expensive in terms of both operational oversight and performance. If you must use fine-grained permissions, consider the following recommended practices: Ensure that you do not have too many items at the same level of hierarchy in the document libraries, because the time necessary to process items in the views increases.
You can avoid the use of FGP by doing the following: Break permission inheritance as infrequently as possible. Use groups based on directory membership to assign permissions.Assign permissions at the highest possible level. As part of this strategy, consider the following techniques:Use different document publish levels to control access. Before a document is published, the advanced permissions and versioning settings can be set for users who can only approve items in the document library. For non-document libraries (lists), use the ReadSecurity and WriteSecurity permission levels. When a list is created, the owners can set the Item-level permissions to either Read access or Create and Edit access.
Basically manage permissions by each SharePoint site uniquely (instead of at a fine grained level). So use the 3 built in groups or AD groups etc and set permissions at the web level. From another point of view, if you have a large list where you want to uniquely set permissions try having ‘more than one list’ in multiple webs to get around some of the performance impact involved (2k unique permissions per web as an example). It avoids a lot of the hierarchy performance hits we discussed.Of course even better is using multiple site collections, but for now we will keep it simple and say at a minimum an effective way would be doing it at the web level (or even list/library level before getting to the item level).
Use event handlers to control edit permission. You can have an event handler that registers an event using the SPEventReceiverType.ItemUpdating and SPEventReceiverType.ItemUpdated methods, and then use code to control whether the update should be allowed. This is extremely powerful, because you can make security decision based on any metadata of a list or item, without affecting the view rendering performance.Use AddToCurrentScopeOnly method to assign Limited Access membership within a SharePoint group. The key element in this principle is to redesign the architecture so that scope membership does not cause ACL recalculation at the parent document library and Web.This is mainly applicable if the cause of the excessive number of unique scopes was through an automated process such as an event handler or workflow that dynamically modified object permissions. The recommendation in this case is to make a code change to whatever process was creating the unique security scopes.
Do you have a site map that represents the current site structures?Does this clearly indicate recommended containment hierarchy?Do you have a site map that defines future site structures?Are you using Content Types?Are you using metadata to help make content easier to organize and find?Are you using site columns?Are you using and managing Term Sets?Do you have tagging guidelines?Are you managing keywords?Are you using and managing Site Directories?Do you have classifications based on type of use?Communications based (publishing) portal/sites/collections?Team based collaboration sites/collections?Application/services based sites/collections?Are you checking for dead links?How well is your site structured?Can people find what they are looking for?
What kind of SharePoint support do you currently provide?Do you provide help material such as Manuals, Course Guidebooks, Workbooks, How To, Tutorials, or Demonstrations?How do you train users on SharePoint?How do you currently provision your sites?How do you determine where each site should live?Who owns the site and who supports the site?How do you communicate new features, initiatives, or changes to SharePoint to your users?How many SharePoint support requests do you currently get?How are these categorized?How are these assigned and escalated?How many are effectively responded to?How many are closed with success?Do you leverage/contribute to an internal knowledgebase for SharePoint support?Do you have clearly defined SLAs for support and problem resolution?Do you offer face to face learning or unstructured/semi-structured environments for learning? (Lunch and learns, after hours discussions, communities etc)
While SharePoint internal environments support a ‘mobile’ friendly mode the same feature doesn’t work for anonymous users on public facing websites. In addition to this there is the challenge of much smaller resolutions which SharePoint has not been optimized for. Even the webpages developed within SharePoint are large and according to some experts ‘bloated’ with additional content that often is not applicable for anonymous users. There are workarounds for all of these issues (and more), but most require some level of customization or code. So while optimizing SharePoint sites for mobile and tablet devices is possible, it isn’t necessarily easy.What does Microsoft currently have to say about this? “Microsoft SharePoint 2010 supports several modern, standards based, XHTML 1.0 compliant browsers such as Internet Explorer 8, Firefox 3.6 and Safari 4.x as detailed in the “Plan browser support (SharePoint Server 2010)” on Microsoft TechNet. It explains in detail which features work and which do not across the browsers and is the most up to date browser support information. The mobile versions of Safari browser on the Apple iPhone OS (used by the iPhone and iPad) have not been tested by Microsoft, and there may be issues using them with SharePoint 2010.”There are quite a few documented issues (almost all of which relate to the mobile browser and the fact that SharePoint 2010 has not been designed to behave with all touch based interfaces) which are a good reason for concern when many businesses are seeing considerable growth and adoption of tablets. According to the JP Morgan Analyst Group “The tablet market is expected to grow to $35 billion by 2012”. Let me assure you that a big contributor to that growth will be enterprise customers who use SharePointWhat is the mobile experience of your SharePoint site?Have you optimized the site for smaller resolutions?What mobile browsers do you support?Is your organization adopting tablet PCs (iPads)?What is the tablet experience of your SharePoint site?What support do you provide for remote workers?What are the offline and synchronization options your organization is providing?Is SharePoint available outside of the firewall for employees?When a user receives an email linking to a SharePoint document on their phone can they download that document? What is this mobile email and SharePoint experience like?
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening