Session 85: What Your Users Need to Know about SharePoint
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This document discusses essential concepts and best practices for users of SharePoint. It provides guidance on searching versus browsing files, using metadata to drive searches, avoiding folders, stopping email attachments, reasonable governance and security, using document IDs, discouraging downloads, and the importance of training users. It emphasizes that training cannot be optional for SharePoint to be effective and that leadership must support the transition to the new system.
Session 85: What Your Users Need to Know about SharePoint
- 1. SharePoint: What Your Users Need to Know Bringing High-Tech Down to Earth™ Sawyer Training, Inc. Presented by George J. Sawyer III Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 2. Essential Concepts Searching vs. Browsing Metadata Drives Search Folders Are Evil Stop Sending Attachments Don’t Lock Them Out of Sanity One Document – One ID Damn the Downloads Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 3. Searching vs. Browsing Browsing, think 19th century file cabinets. Search, think going home and searching Google or Amazon. Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 4. Metadata Drives Search Think of the metadata in iTunes. Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 5. Folders Are Evil This will be one of your biggest challenges. Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 6. Stop Sending Attachments Make links a “way-of-life” Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 7. Don’t Lock Them Out of Sanity governance needs to be reasonable Train your users to be digitally literate and practice secure computing empower your users to share data appropriately Utilize the security groups and containers in SharePoint Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 8. One Document – One ID Implement Document IDs place the Document ID as a column on the far left of every library Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 9. Damn the Downloads Discourage downloads Teach them to trust the system Teach them how to bookmark and search Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 10. Governance Features Unlock the Doors Ground-up Permissions Lead from the Top Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 11. Governance Too much governance is just as bad as too little governance Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 12. Features Users need tools to do their jobs Don’t give access to features until users are trained Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 13. Unlock the Doors Users can’t do their job if they can’t get to the files they need If you use the excuse that your employees can’t be trusted you’ve just told me everything I need to know about your organization Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 14. Ground-up Permissions Appropriate training Appropriate policies Appropriate audits Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 15. Lead from the Top Mandate from the top Leadership must communicate Leadership must train too Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 16. Planning Successful Training Plan for the Long-term Train to the Permissions Consider Certification It Starts at the Strategy Phase Address the Fear Lead by Example Training is not Optional Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 17. Plan for the Long-term SharePoint demands more Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 18. Train to the Permissions Align training to your permission levels Do not grant users permissions until they have taken the corresponding class Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 19. Consider Certification Certifications Assessments Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 20. It Starts at the Strategy Phase Trainers can often serve as the user advocates Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 21. Address the Fear Communicate Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 22. Lead by Example Leadership is the most digitally illiterate group in the organization Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 23. Training is not Optional SharePoint training cannot be optional Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License
- 24. For More Information www.sti.st gsawyer@sti.st 612.743.5253 Creative Commons Attribution-NonCommercialNoDerivatives 4.0 International License