The document outlines strategies for improving collaboration using SharePoint, emphasizing the importance of aligning SharePoint features with team processes. Key messages include the necessity of understanding team dynamics, utilizing technological capabilities effectively, and fostering communication through structured approaches. Additionally, the document suggests next steps for user adoption and provides examples of effective team management within SharePoint platforms.

1. Collaboration in SharePoint: Bringing It All TogetherMichael Sampsonwww.michaelsampson.net

2. Michael SampsonImproving the Performance of Distributed TeamsBlogReports and ArticlesTwo books on SharePoint, “Seamless Teamwork” and “SharePoint Roadmap for Collaboration”Invited Conference SpeakerConsultant, Analyst, Workshop Leader

3. Agenda“Why did you write Seamless Teamwork?”“What are the key messages in your book?”“How can Seamless Teamwork help our firm?”“What do we need to do next?”

4. 2Why I Wrote Seamless TeamworkGives business people a picture of how they could coherently use SharePoint in their workTalks about SharePoint in terms of business work, not technology features1

5. 1Why I Wrote Seamless TeamworkGives business people a language for talking to IT about SharePoint and their workAddresses the questions and considerations that people will face in using SharePoint for work2

6. Key Messages in Seamless TeamworkPeople and process matter (hugely)SharePoint has technical capability to help in lots of areas (if it’s used well)Align SharePoint features to team stagesEg, wiki for “emerging” content / consensus AND THEN documents for finalizing content

7. Once upon a time … in a land far, far away …

8. Meet Roger Lengel

9. … and Kelly Rollin(Roger’s boss)

10. Dear Roger, You did great in yesterday’s meeting with Martin, Janet, Tommy, and Darren. This e-mail message is to confirm what was verbally discussed, that you are project lead on Project Delta. It is critical to the future of our company that you get this right, and we all have full confidence in you to do so. You wouldn’t have been tapped to do this otherwise. A couple of pointers: You will need to assemble a team of people from across the firm to be involved, and given the emphasis of Project Delta on international expansion, I don’t need to remind you to pull in some good people from our overseas offices. The implication, of course, is that you’ll be leading a virtual team — you won’t be able to work in person with all of the people on the team, but you’ll still need to ensure that all of the work that gets done is done effectively. Secondly, I think this is a great project for running through SharePoint. I have spoken to Gareth Chan in IT, and he will be setting up a new Project Delta site for you. Please make sure that you use SharePoint in the most effective way possible; it shouldn’t merely be a file repository. Let me know if there’s anything I can do to assist. Happy to run interference for you where and if necessary.

11. “How do we run projects around here?”

12. The Five Phases Project Life CycleUnderstandingthe OptionsCreating a SharedVisionAnalyzingthe OptionsMaking aDecisionConcludingthe ProjectAll projects have unique AND generic aspectsFive Phases … a high-level generic process

13. SharePoint for Managing the ProjectRecruitingthe ProjectTeamSetting upthe Team’s Place in SharePointIntroducing the Team to SharePoint

14. Recruiting the Project TeamRoger knows some people at Fourth Coffee“I wonder who would be the best for this team?”SharePoint My SiteMy Profile – public-facing profileMy Home – personal-facing home sitePeople SearchMy Site requires MOSS 2007

15. My Profile

16. People Search – For Internal PeopleFind someone you knowSearch by DepartmentSearch by Job TitleSearch based on Skills

17. People Search – For External PeopleAsk people at your firm for referralsLook at their Web siteGoogle their nameFollow their blogLook who is speaking at conferencesAdvanced tip:Create a place in SharePoint for tracking external people (“dossier site”)

18. Pre-Conditions for My Site SuccessPeople have filled out their profile!Make your areas of expertise interesting, not genericBe exhaustive and list everythingView your profile as your online resumeBe professionalDon’t be all businessKeep your profile up-to-dateBecome a My Site champion!

19. Creating the Team’s PlaceThe three constituencies in any projectThe project teamThe project sponsors and stakeholdersEveryone else

20. Open access – everyoneRestricted access #1 – project teamRestricted access #2 – sponsors and stakeholdersEveryone ElseProject TeamProject Sponsors and StakeholdersVisualise an Office Building

21. Open Access = “Everyone Else” site

22. Restricted Access #1 = Inner Team Site

23. Restricted Access #2 = Sponsors & Stakeholders

24. Template Standardisation(governance theme)Minimize the number of diverging designsReduces cognitive load on usersForms habits about “our way of working”Encourages seamless useCreate a small set of templates for projectsSmall projects, Medium and Large

25. “Team, Meet SharePoint”Upfront questions when starting a project:“Who are these other people that I’m working with?”“How are we going to work together?”“How will I know when other people want me to do something?”

26. Key Idea: Announcements to Coordinate Team ActionCreate an announcement to say what the team needs to do nextTeam members are alertedThey individually decide how and when to respondTasks? For “one person” delegations

27. “What’s Changed?”

28. “What’s Changed?”Site 5Site 4Site 6Site 3Site 7Site 2Site 8Site 1Site 9

29. “What’s Changed?”Email or RSS notifications to alert to changesSite 5Site 4Site 6Site 3Site 7Site 2Site 8Site 1Site 9

30. Setting Up an Email Alert

31. Setting Up an Email Alert

32. Setting Up an RSS Alert

33. Setting Up an RSS Alert

34. “Who am I working with?”General and generic information:In SharePoint, “My Profile”Project-specific information:Page in the team’s wiki

35. Wiki Page to Snapshot the Team

36. Controlled Release of Personal Details

37. When can we work together?Multi-location, multi-time zone teamWhen can we expect others to be available?When can we expect others to be working?

38. When can we work together?

39. How will we work together?Shared mental picture of working togetherNot in the same placeEg,Frequency of interactionSpeed of responseDealing with disagreements

40. How will we work together?

41. Sharing the Contextual DetailsOvercoming invisibility and inaudibility“What’s going on for Laura in Edinburgh?”The meetings she’s going toHer travel schedule for the weekWhat she’s readingIs there a good reason why she isn’t responding to my email today? (perhaps it’s a public holiday)

42. Sharing the Contextual Details

43. Creating a Shared VisionCreating a SharedVisionUnderstandingthe OptionsAnalyzingthe OptionsMaking aDecisionConcludingthe Project

44. “What are we working towards?”Common thought—“produced in common”Three aspects of shared vision:SharedVisionDelegated VisionContextual VisionPersonal Vision

45. “What are we working towards?”Delegated VisionWhat the sponsors wantContextual VisionWhat the stakeholders wantPersonal VisionWIIFM?

46. Delegated Vision: Interview, Document

47. Contextual and Personal VisionHow to comprehend the Contextual VisionHow to document the Personal Vision

48. Personal Vision“Why is this project meaningful to me?”“What do I hope to get out of it?”In SharePoint:A personal place to note WIIFMCan see it whenever I visit the team’s site

49. Personal Vision

50. Understandingthe OptionsAnalyzingthe OptionsMaking aDecisionConcludingthe ProjectUnderstanding the OptionsCreating a SharedVision

51. Understanding the Options“What couldwe do?”Aim is to secure a range of optionsPrevents premature embrace of one optionStrategy: BrainstormingSeparates idea generation from idea evaluationCreates a time/space to have ideas and share them

52. Brainstorming: Wiki PageList the rules of brainstorming1234

53. Brainstorming: Wiki PageSeed the brainstorming page1234

54. Brainstorming: Wiki PageSignal that brainstorming rules apply1234

55. Brainstorming: Wiki PageAnnounce the brainstorm “open”1234

56. Other ApproachesBrainstorming:With OneNote 2007 (a shared notebook)Via a conference callReviewing and consolidating the ideas

57. Making aDecisionConcludingthe ProjectAnalyzing the OptionsAnalyzingthe OptionsCreating a SharedVisionUnderstandingthe Options

58. Analyzing the Options“What could we realistically do?”Explore the better ideas and optionsCull those that are too costly or risky… or where the timing is offExpand and analyze the good ideasAim is to get to a short list of 2-3 ideas

59. Create a Custom List to Track the IdeasUse a SharePoint Custom ListFor team coordinationCommunicates ownership and statusCustom lists:Huge range of flexibility to track things in a shared settingBetter than Excel 2007 or Access 2007

60. Coauthoring a DocumentOption 1: Word 2007Use a Content TypeStandardises the Word template

61. Coauthoring a DocumentOption 2: SharePoint WikiCreate a page for each ideaFollow a similar structure across ideas

62. Meetings When ApartFive general purposes for meetings:To transfer information … use other waysTo discuss and decide … conference callTo coordinate … use blogTo socialise … use blog or instant messagingTo get work done … use screen sharingTime zone coordination? See the wiki

63. Meetings When Apart: TechnologyMicrosoft SharedViewFree for up to 15 participants“Meet Now” only; can’t pre-scheduleNo conference call numberMicrosoft Live MeetingMonthly service feeMeet now and pre-scheduledBundles a conference call number

64. When should we meet in person?Two general rules:There is a lot of intensive work to do over a short time periodLots of interactive conversation is requiredGood times, for example:At the start of the project (getting to know others)Key decisions have to be made2-3 people have intensive co-work to do

65. Making a DecisionMaking aDecisionUnderstandingthe OptionsCreating a SharedVisionConcludingthe ProjectAnalyzingthe Options

66. Making a Decision“What should we do?”Have to choose one option from the short-listApproach:Pre-work (read through the options)Evaluate the starting positions … how much agreement or disagreement is there?

67. Assessing Commonality in DecisionCreate a SharePoint survey1234

68. Assessing Commonality in DecisionCreate the survey questions1234

69. Assessing Commonality in DecisionInvite responses through an Announcement1234Key messages to communicate: It’s not the final decision Design of the survey Reminder to read the documents Link to the survey page

70. Assessing Commonality in DecisionReview the completed survey1234

71. Making a Decision: Method OptionsConference CallHigh agreementShorter session to deal with formalitiesFace-to-Face MeetingHigh disagreement2-3 day sessionLocation choiceWhole team or subset only?

72. Draft the RecommendationThe team has determined the best way forwardNow need to document thatSocialise the recommendationSeek feedback on the recommendationRevise the recommendation (as appropriate)

73. Other Tools and CapabilitiesSharePoint Workflow … to gather feedback on a document in a standard wayNo duplication of documentsClear signaling of work to do

74. Concluding the ProjectConcludingthe ProjectUnderstandingthe OptionsCreating a SharedVisionAnalyzingthe OptionsMaking aDecision

75. Concluding the Project“We Did It!”Ending the formal work of the teamRecognition and celebrationTeam debriefingPersonal vision … “go for it”

76. Update My Site with Project Details

77. Write a Blog Post about the ProjectWrite a blog post about the project in your My Site blogThe role you tookThe names of the other peopleThe key outcomesKey lessons about effective teamwork

78. Tidying Up the Inner Team SitePublish final materialsInto the document management systemTo the IntranetDelete the transitory materialGet the Inner Team site archivedDisconnect Outlook, Groove or Colligo from the siteUpdate the Everyone Else site

79. … and they all lived happily ever after.

80. Agenda“Why did you write Seamless Teamwork?”“What are the key messages in your book?”“How can Seamless Teamwork help our firm?”“What do we need to do next?”

81. How Seamless Teamwork Helps YouStrengthens user adoption of SharePointShows business people what’s possible and usefulShortens your training activities for SharePointGives examples of using SharePoint capabilitiesAddresses common business user questions

82. Next ActionsDevelop your internal user adoption strategyInhouse Seamless Teamwork workshopwww.seamlessteamwork.comOrder SharePoint Roadmap for Collaborationwww.sharepointroadmap.comInhouse SharePoint Roadmap workshop

83. Seamless TeamworkHow business teams can make the best use of SharePoint for collaborationPublished by Microsoft Press (2009)www.seamlessteamwork.com

84. SharePoint Roadmap for CollaborationMaking SharePoint succeed at a business and human levelPublished by The Michael Sampson Company (2009)www.sharepointroadmap.com

85. The Michael Sampson CompanyImproving the performance of distributed teamsmichaelsampson.netmichael@michaelsampson.net

86. Discussion