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How to make SharePoint a Success

How to make SharePoint a Success. By Antonio Segovia. Bio. SharePoint Architect at DSS, Inc. President of the South Florida SharePoint Users Group http://sharepointFL.com Independent SharePoint Consultant http://piscus.elance.com Contact Info: piscus@gmail.com Twitter: _Piscus_.

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How to make SharePoint a Success

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  1. How to make SharePoint a Success By Antonio Segovia

  2. Bio • SharePoint Architect at DSS, Inc. • President of the South Florida SharePoint Users Group • http://sharepointFL.com • Independent SharePoint Consultant • http://piscus.elance.com • Contact Info: • piscus@gmail.com • Twitter: _Piscus_

  3. Goal for Today Identify key factors to make SharePoint a success within the organization

  4. What is SharePoint? • Microsoft SharePoint is a software platform that provides intranet portals, document & file management, collaboration, social networks, extranets, websites, search, business intelligence, workflows, etc.

  5. Is it SharePoint the only option?

  6. What Tool Should I Choose?

  7. Choice Path

  8. Microsoft

  9. SharePoint Editions $35k $45k

  10. SharePoint 2013 Editions

  11. Social Collaboration

  12. SharePoint is not being used to its most potential if… • Emails with attached files are sent within the company • People cannot find what they are looking for • Newsletters are sent as pdf by email • Assigning tasks on an Excel file • Writing forms on a Word or Excel Document • IT is in control of site permissions and content

  13. Reasons why SharePoint Fails at Most Companies

  14. Strategy Plan • Set a goal • Start small • Identify initial resources: in home? Consultant? • Pilot program • Have a roadmap • Revisit Strategy Plan

  15. Governance Plan • Identify stakeholders (roles, title and names) • Meet regularly • Follow the roadmap • Strategy plan transforms in Governance Plan • Disaster Recovery Plan • End User Training • Upgrade path • Who is going to support SharePoint? • Who is going to admin SharePoint? • Who will be managing the site?

  16. Governance Plan (continued) • Branding? • Hire new resources?

  17. Governance Plan (continued) • Regarding documents: • Where do the documents currently reside? • What application(s) are used to access them? • Who needs access to these documents? (Review answer, documents targeted to all employees can be on a central Portal, documents targeted to a select group of employees could on a Group Team Site, or on a restricted access sub area of a central Portal). • Will the documents require unique user permission assignments? • Will the documents need automatic version numbering? • Will the documents need an approval process before being posted for all users to see? • Are there any old or archived documents that need to be available as well to users? • Do Archived documents need to be available for search only and not collaboration and browsing? • What is the standard Internet browser? • What version of Office are we using?

  18. Governance Plan (continued) • Search: • Do the users only need to search contents located on the site? • Do the users need to search other sites, file shares, external databases, and/or documents? • Do the users need to have the ability to narrow their search results via selecting topics to search or by using keywords or best bets? • Features: • Do they have requirements to use Business Intelligence viewers? • Do they have document retention / archive plans and if so what are they? • Do they need to provide methods where existing forms can be filled online? • Do they need to automate any process (workflows)? • What information do they want recorded about people, and do want people to have their own sites?

  19. Taxonomy Plan • Easy Navigation: No more than 3 clicks • Users will NOT remember the URL • Keep it simple

  20. Architecture Design • Technical Team: Infrastructure Design • High Availability • Data Integration • Branding or customization • Third Party Tools • Disaster Recovery

  21. End User Training • #1 reason why SharePoint fails within an organization • People resist to change: “I hate SharePoint” • Create End User Training Site: Productivity Hub • Provide “Lunch and Learn” 1 hour training • Off site vs on site training • Practice with example

  22. Communication • Encourage the usage of SharePoint • Take advantage of the social collaboration • Rewarding program • Weekly Reminders • Announce new features, Did you know, How to… • On going effort. Do not stop.

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