How to make SharePoint a Success

Report
HOW TO MAKE SHAREPOINT A
SUCCESS
By Antonio Segovia
BIO


SharePoint Architect at DSS, Inc.
President of the South Florida SharePoint Users
Group


Independent SharePoint Consultant


http://sharepointFL.com
http://piscus.elance.com
Contact Info:
[email protected]
 Twitter: _Piscus_

GOAL FOR TODAY
Identify key factors to make SharePoint a success
within the organization
Common
Sense
Common
Practice
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.
IS IT SHAREPOINT THE ONLY OPTION?
WHAT TOOL SHOULD I CHOOSE?
How does the company currently collaborate?
Are you currently using a content management tool?
What are you trying to accomplish?
What do you want to use it for?
Who is it going to use it?
What is the end-user knowledge level of the tool?
What is the cost? Supported? Dedicated resources?
Can it be integrated with other systems?
CHOICE PATH
MICROSOFT
SHAREPOINT EDITIONS
$35k
$45k
SHAREPOINT 2013 EDITIONS
SharePoint
Foundation
SharePoint
Standard
SharePoint
Enterprise
SharePoint Online
(Office 365)
No Enterprise Search
No BI
ALL included
No BI
No BI
No Public Internet
Portals
No Auditing
No Social Tags or
bookmarks
No Excel, Access,
PowerPoint, Word,
Visio, InfoPath
Services
No Editing for public
internet site
No Public Internet
Portals
No Excel, Access,
Powerpoint, Word,
Visio, Infopath Services
No Backup/Restore
SOCIAL COLLABORATION
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

REASONS WHY SHAREPOINT FAILS AT
MOST COMPANIES
Strategy
plan
Taxonomy
Plan
STRATEGY PLAN
Set a goal
 Start small
 Identify initial resources: in home? Consultant?
 Pilot program
 Have a roadmap


Revisit Strategy Plan
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?

GOVERNANCE PLAN (CONTINUED)

Branding?

Hire new resources?
GOVERNANCE PLAN (CONTINUED)


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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?
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?
TAXONOMY PLAN
Easy Navigation: No more than 3 clicks
 Users will NOT remember the URL
 Keep it simple

ARCHITECTURE DESIGN



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Technical Team: Infrastructure Design
High Availability
Data Integration
Branding or customization
Third Party Tools
Disaster Recovery
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

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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