Zero to 365 in One Hour: Processes and Tools for Effective SharePoint Solutions
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Do you stumble in the race to create a SharePoint solution, or stride confidently to the finish line with your users cheering alongside you? Join Gerry Brimacombe of Lightlever Systems as he tells stories - sometimes scary, sometimes funny, always educational - of SharePoint solutions. Gerry will present challenges we all face and field-tested processes, tools and templates he has developed to solve them. Client examples will be used to illustrate and elicit discussion. Gerry is a SharePoint-trainer-turned-consultant whose unquenchable thirst for better/faster/easier ways of doing everything has led him to produce templates and methods to engage business and create no-code SharePoint sites.
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Zero to 365 in One Hour: Processes and Tools for Effective SharePoint Solutions
- 1. Zero to 365 in Sixty Minutes Processes and Tools to Effectively Build SharePoint Solutions that Work
- 2. Introduction
- 3. Brought to you by… www.lightlever.ca
- 6. A process to organize and engage… Step A Step B Step C Step D Happiness
- 7. Development Context Business Case RFP / Response Develop Site Develop Governance Support & Maintain
- 8. Our Focus Today Business Case RFP / Response Develop Site Develop Governance Support
- 9. Development Work Plan Plan Design Develop & Migrate Pilot & Migrate Train & Support Project Management / Expectations Management
- 10. Project Management • Approved Work Plan • Project site on SharePoint • Formal Change Control • Status reporting • Steering Committee • Managing expectations
- 11. My (rather sparse) Tool Box
- 12. Tools for faster, easier, better results… • Templated • Save time • Improve quality • “Fill in the blanks” approach • Always refining
- 13. SharePoint Tools Web Interface • Building Sites, Lists, Libraries • Applying permissions • Project Management • Communications • “Eat your own dog food” SharePoint Designer • Workflows • Minor visual and functional changes InfoPath • Advanced Forms (when required)
- 14. Microsoft Office Word • Proposal, Work Plan (template) • Design Document (template) • Status Reports (template) Excel • Project Cost Management (template) • Data Migration (template) Visio • Site Design (template) • Org Charts (template) PowerPoint • Training and Presentations (template)
- 15. Design Process
- 16. Form Design Team Overview & Examples Identify Objects Prioritize Objects Sign-off for Build Design Process User Engagement and Education
- 17. - Design Team, SharePoint Champions, Department Reps, call it what you will. - Look for cross section of interested people - Quick learners preferable at this time - Enthusiasm would be nice - Staff working alongside Lightlever for organic learning and smooth transition. Form Design Team
- 18. - Teach SharePoint basics - Show Example sites (with permission) - Start training process NOW - Create shared understanding - Avoid “blue sky” thinking - Generate excitement - Set expectations Educate
- 19. • Use this phase to co-create the site, build relationships and trust. • What is the PURPOSE of the Intranet? • Overall Structure • A funky name helps • What are the Lists and Libraries we need to help us communicate and collaborate? Design
- 20. Design Document • The key communication and agreement tool • Start with template • High-level and practical • Live on screen at every design meeting • Always available on project site • Updated “as we go” • Used for copy-paste-build of objects • Used for map of permissions • Captures ideas for future • Wikified for reference
- 21. Structure Diagram • In SiteDesignGraphics [Visio] • Provides overall visual • Shows URLs • Aids understanding • Helps permission planning • Assists the build process • Repurposed for training, site overview Standard Divisional Objects Ibid. Standard Divisional Objects Home Site Ojects Legend Inside Home https://inside.virl.bc.ca Projects (/p) Standard Divisional Site Commun- ications (/com) Intranet Proj. (/98154) Project B Project N Divisional Files (/fls) Out of Office Calendar (/cal) Links and Resources (/res) Announce ments (/annc) Order and Item catalog Printable Brochures (part of /fls) Newsletter (part of /fls) etc... etc... Testing & Training (/sandbox) VIRL Files (/fls) Announce ments (/annc) Contact List (/contact) Events Calendar (/cal) Quick Links (/link) FAQs (/faq) Intranet Suggestion Box (/suggest) Briefings Reports Business Manual Training Templates & Forms My Files (Web part View) Wiki (/SitePages) (Wiki home page and sub-pages for Employee Handbook, and linked to Business Manual, Training, Divisions, etc.) Images (/img) Divisional Wiki (/ SitePages) Site List Library Other Folder
- 22. Visio to Identify … • “What information do we need to capture and share?” • Draw upon my experience, and their business needs • “What’s causing the most pain?” • Visio Template, live on screen Announcements Contact List Policy and Procedures Wiki Forms and Templates Project List with Status
- 23. … and Prioritize • Visio Template, live on screen • “What will serve the most people, save the most time, reduce the most pain, or do all three?” • Sticky notes to vote priorities • Change width of objects in Visio to identify priorities. • All very fast • Paste into Design Doc Files (Forms, Templates, Business Manual, Training, Reports, VIRL Announcements (Link to briefings and other artefacts as required)) Contact List (Internal/External Connect to Outlook) Org Ma Events Calendar (Connect to Outlook) Wiki (Web pages, Inside links with context) Quick Links (Hyperlink to teams, documents, websites, forms, etc.) FAQs (Searchable, askable) Intranet Suggestion Box Images (including Logos)
- 24. Permissions Design • After structure is largely done • Educate as you go • Use my blog post and video
- 25. Permissions Design WHO? User/Groups CAN DO WHAT? Read, Contribute, Full Control, etc. TO WHAT? Site, List, Library, Folder, Item, Document • Principles & Conventions • List logical Groups of users • List Securable Objects • Assign Permissions • All in Design Document (super handy during build)
- 26. Build Process
- 27. 1. Build based on Design Doc (Site Overview graphic and Copy-Paste) 2. Present and refine with co- creators (Design Team) 3. Permissions done at end; (Inherit for now) Building is Easy as 1-2-3
- 28. Iterative Build Build Comp- onents Present Refine Design • 2 – 3 iterations • 1 – 2 weeks each • Design Doc and site always live and in sync • Present live (best) or via webcasting. • Some migration can occur here to make the site useful/meaningful
- 29. • Refer to Site Overview graphic • Copy-Paste from Design Document • Leverage standard lists, add fields, create views, add workflows • Update Design Doc as you have “aha’s” (it’s open to that page anyway) • Add content if that will help presentation • Present to Design Team • Repeat as time/budget allow Building Sites, Lists, and Libraries
- 30. • Create Groups (Copy-Paste from Design Document) • Group Owner should be “SharePoint Admins” group • For objects with unique permissions: – break inheritance – remove or change permissions • Double-check based on Design Doc Applying Permissions
- 31. Data Migration
- 32. Content Migration • Can be the hardest part of the project. • Files!, contacts, calendars, other SP objects. • Many tools available like Sharegate, HarePoint, AvePoint, Idera, MetaVis, and Metalogix. • I have developed a low-cost Excel tool
- 34. File Migration Using Excel Tool • Command Line Directory Listings –Full Directory Listing –File Details Listing –Paste into Excel file migration tool • Tool strips out invalided characters (including spaces if you want) • Shows file and path length (important) • Filter records by date, size, type, etc. • Copy list of commands • Paste into Batch file, and run it
- 35. • Contact List –Copy from AD –Copy/Paste in SharePoint –Or Drag and Drop in Outlook • Employee Handbook –Word to Wiki in 1 hour –See how to blog post Other Content Migration Examples
- 36. Pilot Test
- 37. Pilot Testing or “Pilot” Phase • A chance to test the site in the real world • A small group of “Pilot Participants” • Practice training, support. • Gather feedback • Prior to go-live, update site based on Pilot Group’s ideas and issues. • May migrate files at the same time.
- 38. Pilot Plan Develop Mini-Plan Identify Participants Prepare Comm- unicate TRAIN Assign Activities Support & Engage Final Focus Group Apply Learnings
- 39. Pilot Handout and Next Steps • Key Pilot information on one sheet. • Everything else you need is on SP (less paper, more current). • Follow instructions when you get back to your computer. • You will receive Alerts with activities. • More training will follow.
- 40. Training
- 41. • Training Purpose: 1. Ensure there is buy-in (WIIFM); 2. Ensure the site is understood and used; 3. Empower the client Admins to do most (not all) of what I do. • Custom training works best for users • Classroom training for Admins • Include “Support videos” • Every meeting is a training opportunity Training Overview
- 42. Wrap-Up
- 44. In Closing... • Processes and (templated) tools help you build faster, easier, better. • Co-create with your users as much as feasible. • Be gentle, enthusiastic, and fun (positivity).
- 45. The End…To Be Continued. Thank you! Lightlever Systems Inc. Gerry Brimacombe gerry@lightlever.ca www.lightlever.ca
- 46. BONUS: Org Chart from Contacts List
- 47. Org Chart from Contact List 1. Have a “reports to” field in your contact list 2. Export Contacts to Excel 3. Use Visio “Org Chart Wizard” to generate from Excel 4. Save as… Web Page 5. Save html files to SharePoint
Notes de l'éditeur
- - 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.
- 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.
- “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”
- 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.
- 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
- 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
- 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
- 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
- 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
- Contacts – from AD export, then cut-paste Can also use Outlook Drag-Drop Handbook – blog post on how to do this in an hour.
- 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)
- 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
- Questions? Aha’s! Ideas and thoughts.
- 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
- See me or drop your card if you want the bonuses.