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Dwalther spsnh2013
1. Deb Walther
Senior Collaboration Specialist
Sensata Technologies
debwalther@outlook.com
Herding Cats: Tips on
Reining in the SharePoint
Chaos
2. was made possible by the generous
support of the following sponsors…
And by your participation… Thank you!
3. Collaboration Specialist @ Sensata
Working with SharePoint since 2008
2007 MOSS
2010
Learning 2013
Recovering Scientist
20 years
2 patents
Ski Coach
Maine Adaptive @ Sunday River
4. SharePoint Environment
Assess the current state
Amount of content
Age of content
Structure/Taxonomy
Metadata usage
Are Features turned on
Are services configured
Size of database
Backup
7. SharePoint is used by organizations for
collaboration:
Content management
Management of files according to specific rules and
retention policies
Social Media
Wikis, blogs, discussion boards, MySites, tags
Leads to content growth and is an example of the
broadening use of SharePoint beyond just a document
repository.
8. Application development
Users can develop sophisticated business applications
without coding to meet business requirements
Workflow automation
InfoPath forms provide a rich UI
Search
The ability to search across multiple document types,
content sources and document repositories
Web site development and management
A Web development platform for intranet and internet
9. Osterman White Paper Key Findings
SharePoint Momentum
SharePoint is still “hot” as a collaboration platform.
Storage Bloat
Large amounts of content are stored in SharePoint
Rapid growth
Challenge to manage when mixed in with tasks for email
and other applications.
Administration Challenges
Insufficient support
Platform performance and satisfaction issues
10. TCO and Delivery Platform
Total cost of ownership for SharePoint remains
significant
In many cases more expensive than the email/ File Share
systems traditionally used for collaboration.
Control costs by controlling storage growth
Plan for archiving, auto-expiration content and by using
cloud-based delivery of SharePoint services.
11. Archiving and eDiscovery
Finding Content in SharePoint is difficult due to:
The large amount of content stored in SharePoint
Lack of Taxonomy and Information Architecture
Use of folders rather than metadata
Lack of investment in archiving
Governance
Many organizations lack a robust governance plan
Did not fully involved all stakeholders in decisions about
how to manage SharePoint
Lack developed policies focused on content retention and
management, security, or SharePoint content lifecycle
management
12. Architecture/Taxonomy
Where do I build?
Time
I have a real job to perform
“Teach a man to fish “ approach”
SharePoint Knowledge | Training
What can SharePoint do?
How do I do it?
Adversity to Change | Change Management
What’s in it for me?
Fear
13.
14. Taxonomy describes the naming, describing and
classification of an ordered system
Think biology
How is your SharePoint organized?
Site Collections
Separate databases?
Shared databases?
Permissions:
Groups vs. Individuals
Sites
How many levels?
15. Is SharePoint being used as a glorified Windows
Explorer/File Share?
Nested folders?
Individual permissions
SharePoint Maturity Model level 100-200?
Consider
Transfer folder structure into metadata
Associate the folder data directly to the file
Data stays with the file if moved
Identify document types => content types
Use Document Sets?
16. Use tools like Visio to determine the as is and to
plan the “go to”
Plan the Information architecture and the
permission architecture
Include the Key Stakeholders
Show them the what and why
Get their feedback
More likely to have success
17. Use a Crawl-Walk-Run Approach
Crawl:
Reorganize
Create metadata & introduce Content Types
Training is key!
Walk:
Introduce views and create dashboards
Add some automation with OOTB Workflows
Advance training, show completed solutions
Run:
Add custom workflows to enhance automation
Polish UI on home pages and Wiki/Web Part pages
19. Organizing your SharePoint site requires change
Content will move
URLs will change
Humans typically don’t like change
Comfort zone
The only constant in life IS change!
But folks get comfortable
Let’s talk about Change Management
20. Excuses to resist change:
We’ve always done it this way
I can’t remember how to do it the new way
Fear/Uncertainty
I might lose my job
I’ll never learn this
Ego
It wasn’t my idea
Silos/territorialism
Lack of trust
Will I feel stupid
Do you know what you’re doing?
21. Excuses to resist change:
Peer Pressure
Poor Timing
Too much change at once
Lack of Reward
“What’s in it for me” is lacking
22. “What looks like resistance is often a lack of
clarity”
Did you explain the why?
Provide direction & resources
“What looks like resistance is often exhaustion”
Too much change = overwhelmed
Engage the emotional side
“What looks like a people problem is often a
situation problem”
Process definition or trust
From Switch: How to Change When Change is Hard; Chip & Dan Heath
23. Keys:
Be patient
Work on the easiest changes first
Builds trust
Provide clear direction & communication
Include the folks most resistant to change in the
planning
Give them the opportunity to have a voice
Take time to enjoy the rewards of success
25. 2 of Deming's 14 points were training
Cost of training
Most organizations have little budget set aside for
training
Afraid employees will move on
But…How can you get the most out of SharePoint,
if you don’t know what you can do with it…or how
to get there?
26. Some Employees will self-teach
Use these super users to “spread the SharePoint
gospel”
Evangelists: make SharePoint go viral
Others need help
Links to Microsoft SharePoint training
http://office.microsoft.com/en-us/sharepoint-server-help/take-sharepoint-
server-2010-training-at-your-desk-HA101859255.aspx
You Tube
Google/Bing
“SharePoint 2010/2013” how do I…
27. Half hour “lunch and learns”
Chose small topics
Create a series of presentations
Tools
Provide Wiki pages with content
Create a link list
Filter by topic
Use web parts to show
Extra credit: use “Easy tabs” for a nice UI
28. Two Part approach:
Teach the basic principles
Short classes taught at a higher level with references so
they can follow up
Hierarchy, site columns, content
types, permissions, lists, libraries
Show them what they can do with SharePoint
Set up an Internal SPUG (SharePoint User Group)
Meet once a month for 1 hr
Show completed solutions
Project management, meeting
management, metadata, search
Get end user to present what they’ve done
29. Emphasize how important it is to have a solid
process in place prior to automating it in
SharePoint
How do I provide the most effective
presentations?
32. Effective Coaching Qualities
Knowledge of the subject area
Be prepared
Have a genuine interest in the people you are
coaching
People can sense false behaviors
Communicate clearly
Organize content: create an outline to follow
Follow up questions
Leave space
Breather slides
33. Effective Coaching Qualities
Tolerance and support for mistakes made during
training
Build trust
Have a sense of humor
Puts the learner at ease & builds trust
Treat each learner as a unique person
Provide examples relevant to individuals
Have an uncompromising respect for people
34. Effective Coaching Qualities
Empathy with others
Understand the issues they face
Patience with the learning process
If someone does not understand what you just explained
to them, it is on you to try again
Consider different learning styles:
35. Neil Fleming's VAK model
Visual
Need to visualize a concept
Auditory
Can hear or read a concept
Kinesthetic
Needs to physically try it
Most people are a predominately V & K with
some A
36. David A. Kolb’s model
Thinker
Values abstract conceptualization
Analytical, logical, thorough and theoretical
Must be very patient with
Feeler
Learns through gut
Very aware of the outcomes of different experiences
Must be very patient with
37. David A. Kolb’s model
Doer
Active, pragmatic, problem solvers
Learns by trial and error: set up a sandbox
Impatient with formal training
Analyzer/Watcher/Observer
Wants to see the big picture
Good listeners, introspective and contemplative
39. Analyze what you have
Turn on Features
Configure services
Plan
Improve or create a Taxonomy
Information Architecture
Change Management
Include the stakeholders in the planning
“Squeaky wheels”
40. Training
Show end users what SharePoint can do
Start a SharePoint User Group
Offer beginner training
Support with online content
Offer a SharePoint Tip of the Week
Run a SharePoint Treasure Hunt
Drive users to the social side
Complete My Site profiles
Tag content
41. Communication
Key to creating the SharePoint culture
Make folks want SharePoint
“Make my job easier”
“I can find stuff”
Consider learning styles
Create content for each style
45. Be sure to fill out your eval
form & turn in at the end of
the day for a ticket to the
BIG raffle!
Join us for the raffle &
SharePint following the
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