Maximizing Value and Getting the Most out of SharePoint Scott Jamison Chief Architect & CEO, Jornata LLC About Scott Jamison • Chief Architect at Jornata, a fullservice software consulting form • Former Director at Microsoft • Microsoft Certified Master (MCM) • SharePoint MVP • Author: – Essential SharePoint 2007 – Essential SharePoint 2010 – Five whitepapers on SharePoint 2010 • scott.jamison@jornata.com • @sjam Assumptions • You know what SharePoint is • You want to know how to deploy it *effectively* • I’m going to talk fast…keep up! Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Go All-In or Don’t Bother • Many customers implement SharePoint by dropping it into a team environment with… – Little to no configuration – Little to no end-user guidance – Wishing the users “best of luck” • Use? Mostly for file sharing • Problem? Slower, more expensive version of your company file server! Go All-In or Don’t Bother Investing the time and effort? • Cost of servers • Cost of storage • Cost of customization THEN: You owe it to yourself to invest in governance, a good information architecture and training FACT: Customers who use SharePoint to its full potential are much happier customers! The SharePoint Customer Journey Initial Deployment Broad Adoption Business Solutions Deploy collaboration sites that connect teams, improve access to information and increase productivity Deliver advanced workloads that broaden adoption, drive compliance and reduce the cost of maintain multiple systems Build tailored business solutions that provide insights, improve decisions and increase organizational agility 9 Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Governance: What’s all the HYPE? What is governance, exactly? You know it when you see it. Without it, you get…SharePoint Governance Simplified…The Analogy • GOAL: You want to create an easy way for people to get around • SO YOU: Create a project called “Highway System” • You invest heavily in infrastructure (fuelefficient cars, excellent roadways, gas stations, etc.) BUT…you neglect to invest in the “rules of the road” –Drive on the right –Stop at intersections Without them, there’s chaos! SharePoint Governance • So…in short: – It’s really just guidance (and rules) that you give to users – Must be coupled with training and consequences “Governance without enforcement is merely suggestion.” Q: Who is your traffic cop? Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Adoption Does Not 'Just Happen' Reach critical mass to stay in the game VHS and Betamax: adoption x time Tipping point Crossing the Chasm critical mass critical mess It’s about the Content • SharePoint itself isn’t going to do anything for you without good content. • Designate content owners! • Keep it FRESH Content Governance Example Content Site or Page Content Manager Update/Review Frequency Doug S. Daily News Home Page —Press Releases Phil T. Scott G. Weekly When new releases are generated —Announcements Scott G. When new announcements are made —Industry News Community Home Page (none) Self-authored through RSS feeds Mary P. Weekly —Events Dave F. When events are added/removed as needed —Media Susanne V. When company event or other event takes place with media documentation —Executive Blog Homer S. Teams (none) —Team Sites Mark B. Search (specifically keywords, acronyms and best bets) John S. Semi-annually reviewed, and as new keywords, acronyms are added Audiences Mark B. As user roles change or new users are created/old users removed Intranet Home Page (web parts, lists) Weekly, one per executive member Search and creation functionality — no content Semi-annually Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Common Search Complaints Really…there’s one: “I can’t find what I’m looking for!” Search: Before/After • • • • • two docs…but they don't look like the right ones no definition…what does it mean? no best bet for top link no people who can help me no way to provide feedback on bad results Make Search Work • You can get search to work! – INVEST IN IT – Help users help themselves • Example: Title property, content tagging – Manage search keywords, definitions, best bets – Add acronyms, industry terms – Even if you don’t enable MySites, add user profiles – Add surveys for user feedback – Monitor search queries via reporting Search: Before/After • Two docs that look correct • Handy definition • Best bet for top link that can help me • Person(s) who can help me • A way to provide feedback on bad results 24 Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Provide a Social Identity • Why? Enables Users to: – – – – – – Gather insight Provide social feedback in the form of ratings, comments, and tags Find an ‘expert’ Provide an accurate organization chart Target information Sync to Outlook via the social connector 26 About “My Sites” • User Profiles = White Pages/Expert Search • MySites = “Personal” Site Collections • You don’t need to deploy personal sites if you want profiles! Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love ADOPTION CURVE: EXAMPLE Getting the Most Out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Give SharePoint Ongoing love • Common mistake: – – – – Invest a lot in the infrastructure Invest a lot in customization Maybe even invest in governance & training BUT… • Fail to invest in ongoing “love” to keep things happy • YOU MUST give SharePoint care and feeding over time • Plan to have an expert assess SharePoint and give it a tune-up every six months or so It’s like your car manual… Frequency Daily Weekly Monthly Quarterly Semi-Annually Recommended Actions Review and update homepage content, checking to see any ‘daily’ reminders or announcements are up to date and content remains fresh. Update purchasing guidelines with any changes for the day. Remind an executive team member (or each executive team member) to post a new blog post about the company, community, industry, or other pertinent topic. Update processes docs (or as changes occur). Review and update events and calendar entries for the month (these should also be added or removed as new events and calendar dates are scheduled/cancelled). Review and update any marketing materials to ensure team members are always using the current branding and other formats for any template materials. Review and update versions of all forms to ensure proper documents are being used by the team. Update any seasonal promotions Review user audience groups, ensure users are in the right audiences, and modify outdated audiences Evaluate cumulative Windows/SharePoint updates; reboot server machine regardless, each quarter Annually Twice per year the content owner of the Team Sites should review what sites haven’t been used in the last 6 months and have little or no page views. They should then contact the site creator or owner of these sites and recommend removing them, keeping team sites relevant and useful. The employee handbook and other HR resources (forms, reference docs, vacation policies, etc.) should be reviewed and updated as needed by the HR content owner. Review search keywords, term store, and acronyms, removing any duplicated content, adding new keywords and terms, and updating any new acronyms as needed. The governance board should review the governance document, updating with any changes that may have taken place in SharePoint policies and processes. Summary: Getting the Most out of SharePoint 1. 2. 3. 4. 5. 6. 7. Go All-In or Don’t Bother Invest in Governance Remember: It’s About the Content Get Search Right Give Everyone a Profile Page Plan for End-User Adoption Give SharePoint Ongoing Love Have a great day! Thank you! • • • • Follow me @sjam Scott.jamison@jornata.com www.scottjamison.com www.jornata.com • Follow me on Twitter for your chance to win a book! 34 @SJAM