2. Work-Smarter
• 1. Introduction to Information Management
• How inefficient today’s methods are - why there is a need for
SharePoint to manage information in the workplace
• 2. Introduction to SharePoint 2010
• various tasks that address the management of information
through SharePoint
• 3. Plan of Action
• How to get your team on board and productive
• 4. Follow up recommendation
• of training courses to match training needs
3. Introduction to
Information Management
Most companies are swimming in a sea of
documents. In the eighties, one large
computer company predicted the eventual
elimination of paper in the workplace!
Today, there is still a lot of paper to be
filed, organized and retrieved. But there is
an enormous amount of information stored
electronically, meaning documents stored
on hard drives.
Managing this stored information is the
focus of products like SharePoint and
through the mechanisms built-in, we can
better manage and organize our
information!
4. Value of Information!
What is the value of Information in your
organization? Because balance sheets for
most companies don't track the soft costs
of developing information, they often don't
really know what their information is
worth.
Bill English – Tech Publisher and Trainer
If you were to ask most individuals how
valuable information is to their
organization, most would swiftly tell you
that it is highly valuable. Yet, getting them
to agree to manage that information better
is often difficult.
Managing information can form a
competitive advantage.
5. Manage Information!
In addition, the following statistics indicate that our need
to manage information better is strong:
“It's obvious that
•Over 30 billion original documents are created and
consumed each year
we're great at creating
•Cost of documents is estimated to be as much as 15% of
annual revenues
•85% of documents are never retrieved
documents, but not so
•50% of documents are duplicate in some way
good at managing them.”
•60% of stored documents are obsolete
For every $1 spent to create the document, $10 are spent
-Bill English, Mindsharp
to manage it
It's obvious that we're great at creating documents, but not
so good at managing them.
6. Manage Information!
While the information on cost studies is not robust, the
information that is available suggests that organizations are
hemorrhaging money on this problem. A good study on this
suggests the following:
3.5 hours spent trying to find information
but not finding it.
Another 3.0 hours recreating information that
they know exists, but they cannot find.
So, what keeps us from finding information? The AIIM
survey found the following:
7. Finding Information!
What keeps us from finding information?
The AIIM survey found the following:
Poor search functionality: 71%
Inconsistency in how we tag/describe data: 59%
Lack of adequate tags/descriptors: 55%
Information not available electronically: 49%
Poor navigation: 48%
Don't know where to look: 48%
Constant information change: 37%
Can't access the system that hosts the info: 30%
Don't know what I'm looking for: 22%
Lack the skills to find the information: 22%
8. Tagging Information!
When asked who is responsible for tagging information,
Authors: 40%
Records Managers: 29%
SME's: 25%
Anyone: 23%
Don't know: 12%
No one: 16%
This means that in many organizations, users simply don't
know who is responsible for tagging information or are not
directly assigned the tagging task to make that information
more findable.
In the absence of a governance rule that details who is
responsible for tagging documents, the result is that anyone
(and yet no one) will be able to apply metadata to a
document. This is not a recipe for success.
9. Let’s Ask the Questions!
Where does all this information come from?
Where is all this information stored?
How is this stored information classified?
Who is responsible for classifying and storing?
How do we get at this information?
Are we following regulatory requirements in our
industry for our information?
11. Collaboration Features of
SharePoint
−Meetings
−Documents
−Discussions
−Surveys
−Blogs
−Wikis
All through Office Apps and web browsers!
12. Collaboration using Meetings
Overview
• A meeting workspace is a centralized
location for all the details of a meeting.
• A meeting workspace can be made using a
template or created for a calendar event.
• You can use meeting workspaces to:
• Add objectives
• Add an agenda
• Add meeting documents
• Add an attendee
• Add a “Things to Bring” list.
14. Document Workspace Collaboration
Overview
• A document workspace is a focused area
on one document that can be checked out
and checked back in for multiple people
access and true versioning and
collaboration.
• Document workspaces are temporary.
When the document is finished, it is placed
back in one of the libraries and the
workspace is deleted.
• Create a document workspace from an Office
2007 application or from the SharePoint Web
Interface.
17. Surveys in SharePoint
Overview
• A special kind of list that asks questions
and allows views of the results.
• Your survey can be anonymous or you can
have user names attached to the results.
• You can also configure the format of the
users feedback.
• All surveys involve the creation of the
survey “container” followed by the creation
and administration of questions.
• There are multiple ways in which a user
can be asked to respond.
20. Collaboration using Discussions
Overview
• Discussion boards provide a forum on
which visitors to your site can converse
about topics of interest.
• In corporations, discussions are used to
converse about projects and documents.
• SharePoint sites created with
Team, Document Workspace, or Social
Meeting templates include a discussion
board.
• One key feature is to configure alerts to
notify you of changes to the discussion
board.
23. Wikis & Blogs in SharePoint Sites
Overview
• Wikis and Blogs are methods
that enable anyone to write
web pages and publish them
for everyone to see.
• Blogs are personal journals,
whereas anyone can
contribute content to a wiki
web site.
• Most Wikis and Blogs can use
RSS feeds to notify users
when site content changes.
RSS = Really Simple Syndication
25. Outlook 2007 & SharePoint
Overview
• You can keep a local copy of
team calendars,
• Viewing a SharePoint
calendar side by side with
your personal calendar can
be very productive and
enlightening.
27. Work-Smarter
A fresh, new look, built upon the success
of SharePoint 2007
28. New Commands Make Everyone More Productive
Fuel adoption with a contextual,
seamless look and feel from the rich
client applications to the browser
Outlook®
http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A
SharePoint Field Reports
Ribbon Toolbar Examples
Contoso > Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents Welcome Morgan Skinner | My Site | My Links |
Juniper > Field Reports
Workspace Image)
(Click
SharePoint Actions Read Documents Insert
Customer Research Upload Check-in All Documents
• Lahuan View Properties Publish Major Version
Paste Sort & Save as View Manage
New Delete Workflow Export
• Juniper Edit Properties Version History Filter Access
Contribute Clipboard Manage Quick Views Track Permissions
• Cypress
Documents
Project
View All Site Content Type
Name
Widget Compete
Modified
1/22/2009 6:06 pm
Modified By
Junmin Hao
• Focus Groups Cog Thinking 2/9/2009 8:32 pm Mike Phillips
• Field Reports
Rough Take on New Materials 12/13/2008 6:49 pm James Alvord
• Presentations
Project Info Customers Complaints 12/13/2008 2:42 pm Bjarne Riis
• Milestones Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman
• Announcements
Visio
My Workspaces
• Coho Vineyards
• Fabrikam Proposal
Market Plan Specifications 1/15/2009 3:05 pm Matt Berg
• City Power
• Ontario Hydro
All Workspaces
Recycle Bin
SharePoint® 1
And Everyone Finds Them with the Ribbon Toolbar,
Now in All Applications
29. SharePoint 2010 New UI
http://contosoweb/business%20development/customer%20research/juniper/field%20reports/Forms/A
Field Reports
Contoso > Marketing > Business Development > Customer Research > Juniper > Field Reports > All Documents Welcome Morgan Skinner | My Site | My Links |
Juniper > Field Reports
SharePoint Actions Read Documents Insert
Customer Research Upload Check-in All Documents
• Lahuan View Properties Publish Major Version
Paste Sort & Save as View Manage
New Delete Workflow Export
• Juniper Edit Properties Version History Filter Access
Contribute Clipboard Manage Quick Views Track Permissions
• Cypress
View All Site Content Type Name Modified Modified By
Documents Widget Compete 1/22/2009 6:06 pm Junmin Hao
• Focus Groups Cog Thinking 2/9/2009 8:32 pm Mike Phillips
• Field Reports
Rough Take on New Materials 12/13/2008 6:49 pm James Alvord
• Presentations
Project Info Customers Complaints 12/13/2008 2:42 pm Bjarne Riis
• Milestones Rollup Meeting Materials 2/2/2009 7:01 pm Daniel Roman
• Announcements Market Plan Specifications 1/15/2009 3:05 pm Matt Berg
My Workspaces
• Coho Vineyards
• Fabrikam Proposal
• City Power
• Ontario Hydro
All Workspaces
Recycle Bin
39. Help People Accomplish More
Put the Power of the 2010 Servers into Their Hands
with Office 2010 and SharePoint 2010
Client Server
Communicator OCS 2010
Share an Office application with others in one click 2010 SharePoint 2010
Unified See presence and contact others from within your shared document Word 2010
Communicator OCS 2010
Communications with IM, voice or video 2010
See voice mail transcripts and faxes right in your inbox Outlook 2010 Exchange 2010
Excel 2010 with
Business Consolidate & quickly analyze and vast amounts of data. Share & Project Gemini SharePoint 2010
Refresh powerful BI models in SharePoint
Intelligence add-in
Word 2010 SharePoint 2010
Edit the same document at the same time PowerPoint 2010
SharePoint Workspace
Use & update SharePoint documents and lists when you’re not 2010 SharePoint 2010
connected (formerly Groove)
Collaboration
Quickly broadcast a slideshow right from within PowerPoint PowerPoint 2010 SharePoint 2010
Avoid sending sensitive mail to the wrong people with help from
Mail Tips and keep security a priority with Retention Policy and Outlook 2010 Exchange 2010
Automated Policy Application
Enterprise Content Enhance content management with smart templates that populate Word 2010 SharePoint 2010
document metadata
Management
Easily access rich client/server capabilities with the Backstage Office 2010 SharePoint 2010
view in Office 2010
40. Stay Up to the Minute with
Office Mobile*
Applications that are Much More than
Viewers
Edit content on the go, saving
changes back to the source Access your
content
offline
View charts, graphs and
images as you see them on
your main computer
Zooming
Seamlessly copy and paste options
across programs
Create &
edit
Mobile Companions for Excel, Word, comments
PowerPoint, OneNote, SharePoint
Use on Windows Mobile 7
*Office Mobile 2010 is not included in the Office 2010 applications or suites.
43. Work-Smarter
Sharepoint Training
Three main skill-sets:
• Users
• Administrators
• Developers
44. Work-Smarter
How to get your team on board and productive!
• Start a SharePoint pilot project
• Invite a representative of each department to
participate
• They can access the SharePoint server from
a browser
• Train the pilot project group
• Build a few SharePoint sites
• Use the built-in templates
• Give them a variety to explore
45. Work-Smarter Sharepoint Training
Four main skill-sets:
• Users (participate in projects)
• Content Admins (manage projects)
• Administrators (Build servers and sites)
• Developers (customize sites)
46. SharePoint Training
• MCITP
• The casual administrator
Half Day and One Day End User Training
(various custom courses for your organization)
Course 6438: Implementing SharePoint Services 3.0
Course 5061: Implementing Office SharePoint Server 2007
Course 50227: SharePoint 2010 End User
Course 50352: SharePoint 2010 IT Pro
Course 10173/6 What’s New for IT in SharePoint 2010
http://www.microsoft.com/learning/
http://www.ctcTraincanada.com
47. Work-Smarter SharePoint Training
• MCITP
• The casual administrator
Half Day and One Day End User Training
Course 6438: Implementing SharePoint Services 3.0
Course 5061: Implementing Office SharePoint Server
2007
Course 50352: SharePoint 2010 – Various levels
http://www.microsoft.com/learning/
http://www.ctctraincanada.com