Zero to 365 in One Hour: Processes and Tools for Effective SharePoint Solutions

Editor's Notes

• #4: - Background - teaching SharePoint; using SharePoint to run my business; consulting SharePoint ; selling Sector and renewed focus on building SharePoint and Office 365 solutions, and business process improvement. UNDERCURRENT OF SYSTEMS THINKING AND CONSTANT IMPROVEMENT.  
• #7: You can create a team site in two minutes, but is it useful? Is it maintainable? How does it get populated? What's your process? What about your users, do they use the site? Take these processes and apply to your own projects. Some tools I will send you if you ask, others are available on my web store with special vSharepoint offer.
• #23: “What we co-create, we own, and the process builds trustful relationships.” Something like “to provide a central (web-site) location where all VIRL staff can quickly find information they need to do their jobs”
• #26: Doing this live may seem tedious, but it creates a sense of shared ownership They see it taking shape, and influence that VERY DIFFERENT FEEL from asking their ideas, then going away and desiging it. “What we co-create, we own, and the process builds trustful relationships.” The visual nature of this task is engaging and efficient.
• #27: Sticky notes Every one gets 3 to 5 small stickies Display the unprioritized list of objects Before we start, any clarifying questions about these objects? (note these in the objects) Vote with your stickies – all on one object if you want, or spread them around Q: What is the most important object? What will serve the most people, save the most time, reduce the most pain, or do all three? You have 3 minutes, so follow your gut Resize Visio objects based on votes Paste into design document
• #28: We explain permission inheritance And basic permissions Encourage “Open unless it needs to be locked down” policy – for ease of maintenance and ease of use
• #29: Groups are generally aligned with the organizational structure Add a SharePoint Admins group Sometimes asked for a “Contribute without Delete” custom permission level Resist granular permissions, but down to the Folder level Show DESIGN DOC This becomes a cut-and-paste process during build Can even name users in the design doc – even more cut-and-paste
• #37: May or may not use “staging” area – we did to give them more control Copy to staging / Move to SharePoint Servers are untouched, just readonly, at the end which gives people comfort level We named Data Steward to assist with this, in their own areas
• #38: Probably could do this easier in powershell, but I think I need a university degree in computer science to use powershell…WAIT I already have that! Example Only copy Files <50GB and 2013 and newer (Filter out 2014 and newer, and set the rest to “N”) Filter by “Y” Copy/paste in NotePad
• #39: Contacts – from AD export, then cut-paste Can also use Outlook Drag-Drop Handbook – blog post on how to do this in an hour.
• #42: Participants: Cross section throughout organization Different roles and levels Encourage top-level also to get involved (Leadership team, probably not board) Some, but not all Design Team Create a group of Champions? Communicate: With help of comms department if present Through managers “How much time will it take?” Training event is also kick-off event. (All the pieces need to be in place) Pilot Activities (not exercises) designed to test the system, and train the users Examples: enter an item in the suggestion box find a document and update it How many version does it have Update your details in the contact list Watch the video on Alerts; set an alert on the Suggestion box Support / engage Suggestion Box works well (with alerts) Be proactive also (deskside if at all possible, or at least phone, email offers of “how’s it going”) Pilot Activity Log – feels more like a game Keep it fun (Dr. Seuss theme)
• #45: Support videos can be posted to YouTube, or uploaded Use SnagIt to create Remember this is a People Change Management process so be gentle and supportive Make it fun and engaging Be Enthusiastic! SHarePoint is cool and awesome and will make their life betterrer
• #47: Questions? Aha’s! Ideas and thoughts.
• #48: See me if you want any of the templates used today. Some are freebies…some are just discounted for this group and your friends Consider my monthly mailings
• #49: See me or drop your card if you want the bonuses.