Community IT Webinar - Unselling SharePoint
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Join us as we review the pros and cons of SharePoint Online for nonprofit organizations. It can be a powerful tool with the right planning and setting of expectations.
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Community IT Webinar - Unselling SharePoint
- 1. Un-selling SharePoint Community IT Innovators Webinar Series April 21, 2016
- 2. Webinar Tips • Interact Ask questions via chat Connect on Twitter • Focus Avoid multitasking. You may just miss the best part of the presentation • Webinar Slides & Recording PowerPoint and recording links will be shared after the webinar
- 3. About Community IT Advancing mission through the effective of technology. • Invested Work exclusively with nonprofit organizations, serving over 900 since 1993. • Strategic Help our clients make IT decisions that support mission. • Collaborative Team of over 30 staff who empower you to make informed IT choices.
- 4. Johanny Torrico Vice President – Operations jtorrico@communityIT.com Steve Longenecker Director – Infrastructure Consulting slongenecker@communityIT.com
- 5. Agenda • Benefits of SharePoint • SharePoint Challenges • Demos
- 7. Designed for Enterprise • Centralized management of users and permissions • Includes solid reporting tools • 99.9% uptime https://commons.wikimedia.org/wiki/File:Sompo_Japan_Head_Office_Building_2009_02.jpgAuthor: Wiiii
- 8. Better Remote Access to Files • Cloud is available anywhere you have Internet • External partners can be given access (edit or read only, you decide) • Very easy to send links for sharing purposes https://commons.wikimedia.org/wiki/File:Summer_-_Nazareth_College_(8510602468).jpg Author: Nazareth College from Rochester, NY, USA
- 11. Delve
- 12. Integrates with Microsoft Office
- 13. Excellent backend for OneNote
- 14. Office Online
- 15. • SharePoint allows for document check-in and check-out. • Simultaneous multiple person editing possible with either Office Online or the Desktop Suite. • Simultaneous editing only works when file is opened from the Office 365 cloud. Co-authoring Office Documents https://commons.wikimedia.org/wiki/File:Kerry_and_Lavrov,_with_senior_advisers,_negotiate_che mical_weapons_agreement_on_September_14,_2013.jpg Author: U.S. Department of State https://support.office.com/en-us/article/Document-collaboration-and-co- authoring-ee1509b4-1f6e-401e-b04a-782d26f564a4
- 16. Versioning File cabinet image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Istituto_agronomico_per_l%27oltremare,_int.,_biblioteca,_schedario_05.JPG. Author is https://en.wikipedia.org/wiki/User:Sailko Before Digital File Shares SharePoint
- 17. More Than File Sharing
- 19. No More Windows Explorer (or Finder) • Local sync is not reliable enough, and it can lead to version conflicts • Users access files directly through Desktop Office Suite or through an Internet browser https://pixabay.com/en/browser-web-www-computer-773215/ CC0 Public Domain, Free for commercial use, No attribution required
- 20. No More Folders – Metadata is new paradigm • Folders are too slow in a browser-based environment • Metadata admittedly has more friction upfront, at time of file’s creation • Attending to metadata requires buy-in
- 21. Saving an attachment from Outlook to SP requires lots of clicks • Save attachment to a swing space first, perhaps your Desktop or “My Documents” (your C: drive) • Click the upload button in SharePoint and select the file you just saved. • Apply metadata as appropriate
- 22. MacOS users can’t do local sync of SP Libraries • MacOS can sync OneDrive for Business • We recommend against local sync of SP libraries anyway
- 23. SharePoint Templates Don’t Integrate With Desktop Office Suite • Desktop Office Suite requires template files (dotx in Word) to be local files • Templates in SP launch Office Online version of the suite • Extra clicks required to edit new file you created with the desktop version of MS Office http://www.123freevectors.com/blue-background-template-illustrator-free/ CC0 / Public Domain | By: 123Freevectors | More info
- 24. It’s a big change • Design and implementation require time and energy from team members • New ways of doing things require training and buy-in https://pixabay.com/en/children-win-success-video-game-593313/ CC0 Public Domain | Free for commercial use | No attribution required
- 25. Next Steps Requirements for Successful SharePoint Implementation – Office 2013 (or newer) version of MS Office Suite – Strong support from leadership – SharePoint solves specific business needs that fit with overall business strategy – There is time and energy to give the implementation focused attention
- 26. Demos
- 27. Upcoming Webinar Tips for Successful SharePoint Implementation Thursday May 19th 4:00 – 5:00 PM EST Abdul Musa & Johanny Torrico
- 28. Q & A
- 29. Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered. Missed anything? Link to slides & recording will be emailed to you. Connect with us
Editor's Notes
- Johan MC’s and owns this slide. GTM starts recording after first slide change. Advance to second Title slide after hitting Record.
- Johan
- Johan
- Johan introduces. Steve says hello. Johanny says hello.
- Johanny
- Johanny What is it?? *SharePoint Online is a Microsoft web application –included with Office 365 *Integrates document management, content and intranet capabilities. Integrates seamlessly with the Microsoft Office suite making user adoption and transition easier. Enterprise searching capabilities far exceed those of a file server. Advanced collaboration capabilities. Version control. Record Management capabilities. After documents have been migrated to SharePoint platform, users will have a richer experience around usability and searching. This will all be possible only if taxonomy architecture has been well planned out.
- Johanny. Provides for user security groups. Granular permissions means we can apply distinct permissions to individual files or subfolders (not recommended but flexibility is appreciated when necessary) Does it meet regulatory compliance? Name the ones it meets. What are some reporting tools.
- Johanny Types of external access: Anonymous access with link (with expiration date) Authenticated access (requiring Microsoft Live ID – outlook.com is default but any email address can be registered into Microsoft’s system with password and clicking on a link confirming the email address) Either access can be read-only or allow editing.
- Steve New paradigm – files are sorted, searched and filtered in part by *metadata* Why new paradigm? Because folders don’t work in a browser very well.
- Steve
- Steve Delve is a cloud-based service offered through the Office 365 suite. Its primary purpose is to help users find and discover pertinent information across Microsoft products that are integrated with Delve through Office 365. In addition to traditional search tools, Delve has a "discover" function, which brings potentially relevant information to the attention of users, based on relationships and past activity. The user experience centers on a personalized profile page, which includes displays for recently accessed documents, colleague profiles and a suggested-content feed. The suggested- content feed is powered by Microsoft's Office Graph, which tracks user interactions with people and documents across Office 365 and Microsoft OneDrive for Business, and uses machine learning to determine which topics are likely to be of interest for a given user. You don't have to remember the title of a document or where it's stored. Delve shows you documents no matter where they're stored in OneDrive for Business or in Sites in Office 365. Delve never changes any permissions, so you'll only see documents that you already have access to. Other people will not see your private documents. Learn more about privacy. Click someone’s name or picture anywhere in Delve to see documents they’re working on or to learn more about them. When you find a document you’re interested in, add it as a favorite or to a board to easily get back to it later. Search for people, documents, or boards.
- Johanny One of the plus of SP is its tied integration with Office Suite Save and Open directly from Microsoft Word, Excel, PowerPoint, etc. to and from the SharePoint cloud. (saving to and from cloud directly is important – other services like Dropbox rely on interacting with a synced local copy) Synching has its own set of issues… Macs.... onedrive synching... office 2016 for macs... much better... almost same integration when navigating... prompting for metadata when saving a document..
- Johanny OneNote is a notebook in steroids… free form information gathering, collaboration Main point is notebooks can be shared and collaborated on if they are saved to the Office 365 cloud. Mobile device access also!
- Johanny Nice tool to have. Quick and dirty. Always improving. Good for external sharing because external user doesn’t have to have Office desktop suite. Limited Headers Formatting Keeps improving
- Steve https://support.office.com/en-us/article/Document-collaboration-and-co-authoring-ee1509b4-1f6e-401e-b04a-782d26f564a4
- Steve
- Johanny Shared Calendars Shared Task Lists Image Gallery Twitter Feed Shared Mailbox Announcements Wiki 3rd Party Apps
- Steve:
- Steve
- Steve Three metadata examples are worth showing – Adding metadata in Office 2016 Adding metadata to an uploaded file Using QuickEdit We can do the second one as part of the email attachment demo.
- Steve
- Johanny 1 drive but not SP libraries > Macs Generally we don’t recommend synching… Limit of numbers if items that can be synched File size limit for sync files Invalid characters Folder names like “form” –root Etc...
- Steve https://social.technet.microsoft.com/Forums/office/en-US/93f2e50b-9af7-43ac-8151-ea66072afc5b/how-do-i-get-ms-word-to-look-at-sharepoint-for-workgroup-templates?forum=sharepointadminlegacy
- Johanny SharePoint - great solution, if implemented well it will carry many benefits, time savings, mobility, improved collaboration…. But... It is a big undertake.. It requires time from stakeholders and leadership buy in...
- Johanny Johanny SharePoint - great solution, if implemented well it will carry many benefits, time savings, mobility, improved collaboration…. But... It is a big undertake.. It requires time from stakeholders and leadership buy in... For example, we break our projects in phases: evaluation phase: is this the right solution? Key evaluation issues How does SharePoint fit into the broader strategic technology objectives of the organization? TO BE SUCCESSFUL SP NEEDS TO SOLVE A SPECIFIC PROBLEM, IMPROVE BUSINESS PROCESS… SharePoint requires a high level of engagement at the leadership level. Who are the key stakeholders? AND Are they likely to be engaged? YOU’LL NEED TO Sketch out business, user and functional requirements, which helps provide a rough calculation of anticipated ROI What is the organization trying to accomplish? Is it just moving files to the cloud? Is it trying to create greater efficiency? Are there existing organizational functions that SharePoint can help with simplifying? Is the organization looking for a basic document management solution? Is the organization interested in more complex portal/intranet functionality? What are the basic compliance, legal and records management requirements? Specific applications that need to integrate? If in fact SP is the right solution, we then move to the PLANNING PHASE… Review content – content assessment Review and learn your processes and work flows Develop metadata This exercise requires time... Our approach is generally to start small and by department or function…. Department leadership very involved at this phase THEN we move to DESIGN were we architect the site structure, and start training PRODUCTION.... Migration of documents... it’s a long process where the leadership should be involved throughout the process –for the most part.... Requires time commitment... To be successful.
- Steve demos MetaData and MetaData friction. Steve demos Versioning Steve demos saving an attachment from Outlook Steve demos creating a document from a SharePoint template
- Johan
- Steve demos MetaData and MetaData friction. Steve demos Versioning Steve demos saving an attachment from Outlook Steve demos creating a document from a SharePoint template
- Johan